PWS LEEDS.pdf

FEDERAL BUREAU OF INVESTIGATION

FINANCE AND FACILITIES DIVISION | PROCUREMENT SECTION

PERFORMANCE WORK STATEMENT

Performance Work Statement Version 2.3 Page 1

LEEDS Microscope Calibration

For the

Laboratory Division

Performance Work Statement

06/09/2026

SHOP-PR-26-001064

PERFORMANCE WORK STATEMENT TEMPLATE

Performance Work Statement Version 2.3 Page 2

Table of Contents

1. Introduction

1.1 General Information

1.2 Description of Services

1.3 Background

1.4 Contract Performance Information

1.4.1 Hours of Operation

1.4.2 Place of Performance

1.4.3 Type of Contract

1.4.4 Contracting Officer Representative

1.4.5 Travel

1.4.6 Non-Disclosure Requirements

1.4.7 Organizational Conflict of Interest

1.4.8 Quality Control Plan

2. Performance Objectives and Standards

2.1 Preventative Maintenance (PM)

3. Property

4.1 Government Furnished Facilities, Property, and Information

4.1.1 Government Furnished Facilities

4.1.2 Government Furnished Information

4.2 Warranties

4. Applicable documents

5. Special Requirements/Constraints {such as security, revise section to the requirements}

5.1 Contract Classification

5.2 Physical Security

6. Deliverables

7. Attachments

Performance Work Statement Version 2.3 Page 3

1. Introduction

1.1 General Information

This is a contract to provide for the maintenance and calibration, where applicable, of microscopes that support forensic laboratory analysis at the Federal Bureau of Investigation (FBI), Laboratory Division (LD), Research and Support Unit (RSU), Huntsville location.

Microscopes are an essential tool utilized in casework across multiple disciplines within the laboratory. The previous contract was held by LEEDS and has expired; therefore, the FBI is looking to renew the contract with LEEDS.

This is a non-personal services contract. The Government shall not exercise any supervision or control over contractor employees performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.2 Description of Services

The contractor shall provide all personnel, equipment, supplies, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform provide quality repair, preventative maintenance, and service of microscopes as defined in this Performance Work Statement (PWS) except for those items specified as government furnished property (GFP). The contractor shall perform to the standards in this contract.

1.3 Background

Leeds Precision Instruments, Inc designs, manufactures, and sells comparison and imaging systems and microscopes, made in the USA of US parts and imported parts, to forensic laboratories in the US and around the world. Leeds manufactures and sells high-quality instruments supported by outstanding customer service. This service contract is for maintenance and service of fifty-four (54) comparison, stereo and compound microscopes providing precise magnification to the laboratory division personnel in completion of mission requirements. They offer exceptional microscope service with a superior reputation in the industry for calibration. Leeds has been certified by Perry Johnson Laboratory Accreditation, Inc and meets the requirements of ISO/IEC 17025 for continued FBI laboratory accreditation.

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1.4 Contract Performance Information

1.4.1 Hours of Operation

1.4.1.1 Normal Working Hours

The Contractor’s normal workday will typically be within the hours of 6:00 AM and 6:00 PM, Monday through Friday, excluding Federal Holidays. The core work hours are from 9:00 AM through 3:00 PM. Flexibility within the normal workday/work week shall be coordinated with the COR.

1.4.2 Place of Performance

FBI’s Laboratory located on the Redstone Arsenal, Huntsville AL. Address will be provided at award.

1.4.3 Type of Contract

The Government anticipates the award of a Firm Fixed Price (FPP).

1.4.4 Contracting Officer Representative

The Contracting Office Representative (COR) will be designated by a COR delegation letter. The designation letter 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.

The COR monitors all technical aspects of the contract and assists in contract administration.

The COR is authorized to perform responsibilities identified in their letter which can include receiving all deliverables, inspecting and accepting the supplies or services provided hereunder in accordance with the terms and conditions of this contract; providing direction to the Contractor which clarifies the contract effort, fills in details or otherwise serves to accomplish the contractual Performance Work Statement; evaluating performance; and certifying all invoices/vouchers for acceptance of the supplies or services furnished for payment.

1.4.5 Travel

Contractor will be authorized travel expenses consistent with the substantive provisions of the Federal Travel Regulation (FTR) and FAR 31.205-46.and the limitation of funds specified in this

Performance Work Statement Version 2.3 Page 5 contract. All travel requires Government approval/authorization and notification to the COR 14 days prior to travel.

The FTR implements requirements and Executive branch policies for travel by federal civilian employees and others authorized to travel at government expense (e.g., contractors). The contractor shall ensure that the requested travel costs will not exceed the amount authorized in this task order. The contractor shall seek tax relief when traveling on behalf of the Federal Government. ALL travel requests must be coordinated with the COR. US Territory travel must also be approved by the CO prior to travel. Travel reimbursement will not be made if the COR and/or CO has not approved the travel in writing. Travel costs shall be itemized on the invoices and include the necessary back up documentation to include the COR’s or CO’s approval.

The contractor is required to submit a price benefit analysis to support any travel beyond the lowest cost available prior to incurring travel expenses to the COR/CO. [This supporting documentation shall also be submitted with the contractor’s invoice]. In the event lodging is not available at the published lodging rates (or below the published rates), the contractor shall submit in writing a complete explanation to explain the circumstances in advance of the travel dates, and the backup documentation from at least three hotels in the TDY location to substantiate the unavailability claim. The email shall be reviewed and approved/rejected by the CO in advance of the travel. Travel charges over and above allowable lodging rates and/or Per Diem without prior approval and support documentation from the CO shall be at the expense of the contractor.

1.4.6 Non-Disclosure Requirements

Performance under this contract may require the Contractor to access data and information proprietary to a Government agency, another Government Contractor, or of such nature that its dissemination or use other than as specified in this work statement would be averse to the interests of the Government or others. Neither the Contractor, nor Contractor personnel, shall divulge, nor release data or information developed, or obtained under performance of this work statement, except to authorize Government personnel or upon written approval of the CO. The Contractor shall not use, disclose, or reproduce proprietary data, which bears a restrictive legend, other than as specified in this PWS. All documentation showing individual names or other personal information shall apply and shall be controlled and protected under the provisions of the Privacy Act of 1974, Public Law 93-579, 5 United States Code (U.S.C.)

Section 552a. The contractor is required to follow Department of Justice Regulations (JAR) 2852.203-71 Intelligence Related Non-Disclosure Agreement.

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1.4.6.1 Non-Disclosure Statements

The Contractor shall provide signed non-disclosure agreements to the Government prior to commencement of work under the contract. Disclosure of information by Contractor personnel may result in Contractor personnel removal from performance of duties under this contract.

1.4.6.2 Advertising / Public Release

The Contractor is required to adhere to FBI-0029 Public Release of Information. No release of information shall be made without the prior written consent of the Office of Public Affairs and/or the Contracting Officer of the FBI.

1.4.7 Organizational Conflict of Interest

Contractor and subcontractor personnel performing work under this contract are required to follow all requirements in FAR Subpart 9.5 and FBI-0030 Organizational Conflict of Interest. The Contractor shall notify the CO 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 CO to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the CO and in the event the CO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the CO 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.

1.4.8 Quality Control Plan

The Contractor shall develop, implement, and maintain a Quality Control Plan (QCP) and program to ensure all work described in this contract is performed at or above the standard defined in the Quality Assurance Surveillance Plan (QASP). The QCP is developed by the contractor for its internal use to ensure that it performs and delivers high-quality service. The contractor’s QCP is the means by which the contractor ensures all work complies with the requirements of the contract. The QCP identifies and corrects potential and actual problem areas throughout the entire scope of the contract. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services.

1.4.16.1 Inspection Program

Included shall be a quality control inspection program covering all general and specific tasks included in the contract PWS. It shall specify tasks or areas to be inspected on a scheduled or unscheduled basis, the manner in which inspections are to be conducted, the titles of the individuals who will perform the inspections, and the percentage of the work that will be

Performance Work Statement Version 2.3 Page 7 inspected on a recurring basis. In developing this inspection program, the Contractor shall identify the key activities and associated characteristics in each process that have a significant influence on specific services and provide for methods for evaluation of the selected characteristics.

1.4.16.2 Deficiency Identification

The QCP shall include a method of identifying deficiencies in the quality of services performed before the level of performance becomes unacceptable as defined in the QASP. This shall contain processes for corrective action without dependence upon Government direction.

1.4.16.3 Deficiency Correction

The program shall contain process control and process performance measurement procedures that shall include how the Contractor shall implement preventive corrective actions. The Contractor shall demonstrate that it has designed quality into the delivery of services thereby mitigating the risk(s) associated with delivery of deficient or nonconforming services.

1.4.16.4 Documentation and Enforcement

The QCP shall include a method of documenting and enforcing quality control operations of both prime contractor and subcontractor work, including inspection and testing.

1.4.16.5 Surveillance Methods

The QCP shall contain specific surveillance techniques for all contract services. The surveillance methods shall be comprehensive and adaptable to the reporting system of the plan.

2. Performance Objectives and Standards

2.1 Preventative Maintenance (PM)

The microscopes utilized throughout the laboratory are precise instrumentation requiring regular, annual maintenance as required by accreditation standards and best practices.

The services requested include minor repairs if needed, fine focus lubrication, condenser lubrication, stage adjustments, and alignment checks and necessary adjustments. For the LCF Firearms and Toolmark Comparison Microscopes, in addition to the previously mentioned services, these systems require Calibration and Recertification of magnification match between right and left images. LCD single axis measuring scal, measuring reticule and imaging software if applicable.

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3. Property

4.1 Government Furnished Facilities, Property, and Information

4.1.1 Government Furnished Facilities

No Government-furnished property is anticipated under this requirement.

4.1.2 Government Furnished Information

The government will provide access to all information necessary to perform tasks associated with activities outlined in this contract.

4.2 Warranties

The contractor shall track and maintain warranty records for all contractor property and supplies for use under this contract – both Government furnished, and contractor acquired. The contractor shall enforce all warranties when applicable. The contractor shall ensure no unnecessary expenditure of Government funds, either direct or through cost reimbursement, for repair or maintenance of warranted items. The contractor shall inform the Government of difficulties encountered in the enforcement of warranties and of instances in which the costs of enforcement would exceed the benefits derived.

4. Applicable documents The Contractor must abide by all applicable regulations, publications, manuals, and local policies and procedures. All publications and documents shall be maintained, updated, and remain current.

5. Special Requirements/Constraints {such as security, revise section to the requirements}

5.1 Contract Classification

The Contractor shall comply with all security requirements outlined in this contract. This contract is classified as Unclassified.

5.2 Physical Security

The contractor shall be responsible for safeguarding all government property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

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6. Deliverables Monthly Status Reports

The Contractor shall provide monthly status reports to the COR. The format will be agreed to by the Contractor and COR at the start of performance, but the contents shall contain the following, at a minimum: Staffing Summary, Hours and Labor performed, current management and administrative problems, and action items. The Contractor shall also provide a bi-weekly status report that describes the activities that were completed (highlights), areas of risk, and personnel and their responsibilities for that time period.

7. Attachments

A. Quality Assurance Surveillance Plan

4.2 Warranties