PWS-Lektriever.pdf

PERFORMANCE WORK STATEMENT (PWS)

(NON-PERSONAL SERVICES)

FOR

LEKTRIEVER PREVENTIVE MAINTENANCE

28 AUGUST 2020

1. Description of Services.

1.1. Requirement Background. The U.S. Air Force Drug Testing Laboratory (AFDTL) in JBSA Lackland Air Force Base, San Antonio, Texas has a requirement for Lektriever Vertical Carousel Filing System Preventative Maintenance. The AFDTL utilizes motorized file cabinets (manufactured by Kardex Remstar) in order to efficiently store, manage, and retrieve all files. The government intends to establish one Blanket Purchase Agreement (BPA) for this requirement.

1.2. General: This is a non-personnel services contract to provide preventative maintenance for five (5) Lektriever Vertical Carousels (Lektriever) machines, model number SYS-120-1411-NT- US/120S-1411 MP. 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.

1.3. 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 preventative maintenance as defined in this Performance Work Statement (PWS) except for those items specified as government furnished property and services.

The contractor shall perform to the standards in this contract.

1.4. Background: Annual Preventative Maintenance Inspection (PMI) for five (5) Lektriever Vertical Carousels (Lektriever) machines, model number SYS-120-1411-NT-US/120S-1411 MP.

1.5. Objectives:

The objective of the PMI is to protect the equipment capability and investment by removing causes of failure, performing routine maintenance and making adjustment to compensate for normal wear before failure occurs. The Contractor shall perform all PMIs IAW the OEM specifications. The Contractor shall perform one (1) PMI per year on each item listed in Appendix A-1. The Contractor shall provide a copy of the PMI schedule to the unit point of contact (POC) within five (5) business days after contract award. The Contractor shall notify the POC seven (7) business days prior to each scheduled PMI visit. The contractor shall also provide the POC with an inspection report detailing items inspected, the condition, and preventative and corrective maintenance actions taken.

1.6. Scope:

• The Contractor shall provide all inspection and repair services for each Lektriever during hours of operation defined in paragraph 1.13.

• The Contractor shall replace parts required as a result of normal wear & tear for each Lektriever. Cost of parts not covered in this PWS. Contractor will provide 25% discount for all parts required as a result of normal wear and tear. Discount does not include operator error or misuse.

1.7. Period of Performance: The government intends to establish a five (5) year, firm fixed price

BPA.

1.8. Method of Payment: Government Purchase Card.

1.9. Provide preventative maintenance and repair services for the AFDTL’s Kardex Lektriever Vertical Carousel includes the following models and serial numbers:

Five (5) model SYS-120-1411-NT-US/120S-1411 MP Serviceable Item Serial Number 5114 301000297 5115 301000298 5116 301000299 5117 30100030

5093 301000296

1.9.1. Maintenance and Repair shall be performed at a minimum of one (1) time every six (6) months referred to as Preventative Maintenance (PM). The PM shall include a thorough inspection and repair of all units to identify any and all deficiencies which may negatively impact equipment performance. Emergency Maintenance (EM) shall be performed on an as-needed basis during normal duty hours in order to identify operational deficiencies and make any repairs necessary to restore units to fully functioning status. Normal duty hours are defined as 0600-1800, Monday – Friday except for federal holiday. Personnel from the authorized call list will contact the contractor who will have no more than 24 hours to provide emergency maintenance services. Payment for PM and EM will be via Government Purchase Card after service have been completed and will cover all PM and EM labor hours for the year.

1.10. Parts and Supplies necessary to perform PM and EM will be invoiced in an itemized list after service is completed by the Contractor. Payment for the parts and supplies will be made via Government Purchase Card (GPC) with a yearly payment cap Not To Exceed $25,000.

1.11. General Information.

1.12. Contractor Representative. The Contractor shall identify the name and telephone number of the Contractor’s point of contact to the Contracting Officer (CO) in writing prior to beginning performance. The Contractor shall identify in the designation letter any limitations on its representative’s authority to act on behalf of the Contractor. The Contractor shall provide an updated designation letter whenever any changes occur. The Contractor representative may be required to meet with the Government during the performance of this contract at the request of the

CO.

1.13. The Contractor Representative shall respond to a request to meet with the CO within twenty-four (24) hours of notification under routine circumstances.

1.14. Hours of Operation.

1.14.1. Contract performance requirements are governed by the contract. The Contractor shall provide qualified and trained personnel to cover the required hours of performance. Normal hours of operation are 6:00 AM to 6:00 PM, Monday through Friday. Any deviation to these days and times will be only as authorized by the Contracting Officer Representative.

1.14.2. If the Contractor is prevented from performing due to acts beyond the Contractor's control Including emergency base closure the standards in FAR clause 52.212-4(f) will be applied to determine if the non-performance is excusable. In the event of an emergency base closure due to weather or other contingency situation the Contracting Officer will notify the Contractor of any changes in performance requirements. The Contractor shall be responsible for instructing Contractor personnel concerning their duty status. Under no circumstances will the Contractor be paid for services not delivered.

2. Federal Holidays: The AFDTL will observe the following federal holidays.

HOLIDAY PROJECTED DATE

New Year's Day January 1 Martin Luther King Jr's Birthday 3rd Monday in January President’s Day 3rd Monday in February Memorial Day Last Monday in May Independence Day July 4 Labor Day 1st Monday in September Columbus Day 2nd Monday in October Veterans' Day November 11 Thanksgiving Day 4th Thursday in November Christmas Day December 25

Should the official holiday fall on Saturday then the observed holiday is the previous Friday.

Should the official holiday fall on Sunday then the observed holiday is the following Monday.

2.1.1. Conduct Requirements.

2.1.2. The Government reserves the right to restrict the performance on this contract by any individual who is identified as a potential threat to the health, safety, security, general well-being, or operational mission of its population.

2.1.3. The contractor shall not advise, recommend, or suggest to persons eligible to receive medical care at Government expense that such person should receive care at an outside agency or provider at any place other than as designated under this contract.

2.1.4. The contractor shall not use Government facilities or other Government property for personal or other business not related to this contract.

2.1.5. Contractor shall not respond to any media inquiries nor provide interviews, comments, or any other responses to the media regarding any subject related to this contract. All inquiries or complaints from the media or other sources shall be immediately relayed to the CO.

2.1.6. Weapons, Firearms, and Ammunition. Contractor employees are prohibited from possessing weapons, firearms, or ammunition, on themselves or within their privately-owned vehicle while on any JBSA installations.

2.1.7. The contractor shall ensure that its employees conduct themselves in a professional manner while on the installation and refrain from disruptive, offensive, or otherwise improper behavior that undermines order and discipline. The CO may direct the removal of a contractor from performance of this contract, if any contractor engages in such misconduct. Removal under other circumstances will be subsequent to and at the direction of the CO only. If a situation meriting removal occurs as outlined in the previous paragraph, the COR will contact the CO and the contractor’s representative within twenty-four (24) hours. A meeting may be required with the CO, COR and Contractor representative to discuss further action.

2.1.8. Contractors shall comply with Air Education and Training Command Instruction (AETC) 36- 2909, Recruiting, Education, Accessions, and Training Standards of Conduct, and shall take immediate action to resolve violations of the prohibition on unprofessional relationships.

Specifically, the following:

2.1.9. Unprofessional relationships include relationships between contract employees and their client. Whether pursued on-duty or off-duty, relationships are unprofessional when they detract from the authority of superiors or result in (or reasonably create the appearance of) favoritism, misuse of office or position, or the abandonment of organizational goals for personal interests.

2.1.10. Violations shall be communicated to the COR and forwarded to the CO within 48 hours, and shall include the corrective actions that will be taken.

2.1.11. Smoking in AF Facilities. Contractors are advised that the Air Force has placed restrictions on the smoking of tobacco products in AF facilities. AFI 40-102, Tobacco Free Living, outlines the procedures used by the commander to control smoking in our facilities. Contractors and visitors are subject to the same restrictions as Government personnel. Smoking is permitted only in designated smoking areas.

2.1.12. Joint Base San Antonio (JBSA) Traffic Code. All applicable Traffic Codes will be enforced and apply to all personnel operating vehicles on a JBSA installation. The governing instruction for all Traffic Codes is AFI 31-218(I) and AFMAN 31-116.

2.1.13. Cell Phone Usage. Contractors are advised that DoD Instruction (DoDI) 6055.04 prohibits cellular telephone usage when approaching, entering or exiting any installation gate. Cell phone usage by drivers on installations is prohibited in moving vehicles unless used with a hands-free device. The installation Security Forces Squadron (SFS) is strictly enforcing this regulation. Those found in violation of this regulation are subject to be ticketed.

2.1.14. Base Fire Prevention Program. The contractor will be required to comply with the applicable Fire Prevention Program, for JBSA military installations. The applicable directive is AFI 91-203.

2.1.15. Security.

2.1.16. Reporting Requirements. The contractor shall comply with AFI 71-101, Volume- 1, Criminal Investigations, and Volume-2, Protective Service Matters, requirements. Contractor personnel shall report to an appropriate authority, any information or circumstances of which they are aware may pose a threat to the security of DoD personnel, contractor personnel, resources, and classified or unclassified defense information. Contractor employees shall be briefed by their immediate supervisor upon initial on-base assignment and as required thereafter.

2.1.17. Suitability Investigations. For contracts requiring IT-Level III computer access, contractor personnel shall successfully complete, as a minimum, a Tier 1 background investigation (formerly known as a NACI), before being issued a CAC and operating government furnished workstations.

The contractor shall comply with the DoDM 5200.02, Procedures for the Department of Defense Personnel Security Program, AFPD 17-1 Information Dominance Governance and Management, AFMAN 17-1301, Computer Security and AFI 17-130, Cybersecurity Program Management, requirements. Tier 1 investigations requests are initiated using the Standard Form (SF) 85 and are submitted to the installation Information Protection Office through the using agency’s Assistant Security Manager (ASM) or Security Assistant (SA) within five days of contract start. Tier 1 investigations are provided by the government at no additional cost to the contractor.

2.1.18. For contracts requiring IT-Level I and II access with no access to classified material, the contractor shall complete a Tier 5 (formerly SSBI) or Tier 3 (formerly NACLC and ANACI) investigations, respectively. These investigations are submitted using the SF 86, and are submitted to the Information Protection Office through the using agency’s ASM/SA within five days of contract start. These investigations are provided by the government at no additional cost to the contractor.

2.1.19. For contracts requiring routine access to the installation in excess of 180 days, the contractor shall complete a Tier 1 investigation. These investigations are submitted using the SF 85, and are submitted to the Information Protection Office through the using agency’s ASM/SA within five days of contract start.

2.1.20. Access to systems containing PII. The contractor shall comply with the Privacy Act and all applicable agency regulations on individual privacy, to include DoD Directive 5400.11 "Department of Defense Privacy Program" and DoD 5400.11-R, Department of Defense Privacy Program. Failure to safeguard information which may involve the contractor or the contractor's personnel or to which they may have access may subject the contractor and/or the contractor's employees to criminal liability under Title 18, section 793 and 7908 of the United States Code (USC).

2.1.21. Data Security: Contractor, unless otherwise authorized by the Government, shall limit access to Personally Identifiable Information (PII) to those personnel/agencies who require the information in order to perform their official duties under this contract. Contractor shall physically or electronically protect PII when not in use and/or under the control of an authorized individual.

During the course of contract performance, when PII is no longer needed or required to be retained under applicable Government records retention policies, the Contractor shall coordinate with the COR to either turn over the PII to the Government, or destroy it through means that will make the PII irretrievable (i.e., permanently unavailable for access by any person). Contractor shall only use PII obtained under this contract for its intended purposes and shall not collect or use such information for any other purpose without the prior written approval of the COR and Contracting Officer. At expiration or termination of this contract, Contractor shall coordinate with the COR to either tum over all PII managed under the contract that is in their possession to the Government or successor contractor, or if the Government so directs, destroy the PII.

2.1.22. Obtaining and Retrieving Identification Media. As prescribed by the AFFARS 5352.242- 9000, Contractor access to Air Force installations, the contractor shall comply with the following requirements:

2.1.23. The contractor shall obtain base identification and vehicle passes for all contractor personnel who make frequent visits to or perform work on the Air Force installation(s) cited in the contract.

2.1.24. No later than three days prior to start of contract work, the contractor shall submit a written request on company letterhead (or e-mail correspondence) to the project manager (with copy to contract administrator) listing the following: project title, project number, contract number, location of work site, contract start and stop dates, work schedule, and names of contractor employees needing access to the base, including full legal name, date of birth, sex, race, SSAN, state issued I.D.

Card/Driver’s License number, and name of sub-contractor if not employed directly by contractor (Government will provide template to be used in submitting visitor pass request). The authorized program manager will endorse the request and forward it to the issuing base pass and registration office or security forces for processing. Contractors will present government (state or federal) issued ID, and INS Form 9 (I9), before being issued a pass to enter the installation. A Wants and Warrants check is conducted for every person before a pass is issued. Personnel employed by the contractor must get a pass for their privately owned vehicles at the installation Visitor Reception Center, with proof of following:

(1) Liability Insurance

(2) Current License Plates

(3) Current State Inspection Sticker (If Required)

(4) Valid State Driver License

(5) A phone number for sponsor on base

2.1.25. Vehicles owned by the contractor with the company name permanently printed on them are not required to obtain a pass as long as a current work order is presented at the time of entry.

However, current liability insurance, state inspection sticker, and registration is required. The person driving the vehicle must have a valid operator license for the type of vehicle.

2.1.26. The contractor is responsible for ensuring employees report to the installation Visitor Reception Center, to present their Form I-9 (Employment Eligibility Verification).

2.1.27. Upon completion or termination of the contract or expiration of the identification passes, the contractor shall ensure that all base identification passes issued to contractor employees are returned to the issuing office. If a contractor employee has been terminated, the pass will need to be retrieved and returned to Security Forces so that employee does not have base access. If the pass is not retrieved then SF will need to be notified so base access is not allowed. Upon completion of the contract return all issued installation access passes to the issuing authority.

2.1.28. Failure to comply with these requirements may result in withholding of final payment.

2.1.29. Pass and Identification Items. The Host Unit shall ensure the following pass and identification items required for contract performance are obtained for employees and non-government owned vehicles:

2.1.30. Installation Access Pass (IAP) (DBIDS), Visitor/Vehicle Pass (AFMAN 31-116), used for contracts for less than one year to include one-day visits (i.e. warranty work).

2.1.31. Installation Access Card (IAC) (DBIDS), Civilian Identification Card (AFMAN 31-113), used for contracts for more than one year or more which do not require access to controlled areas or government computer systems.

2.1.32. DoD Common Access Card (CAC), (AFI 36-3026), used for contracts for more than one year and requirement exists for access to the government computer systems and software. CAC applications are accomplished by Trusted Agents via the Trusted Agent Sponsorship System (TASS).

2.1.33. Listing of Employees. The contractor shall maintain a current listing of employees. The list shall include employee's name, social security number, and date of investigation if service work involves unescorted entry to Air Force restricted or other sensitive areas designated by the installation commander. The list shall be validated and signed by the company supervisor, and provided to the contracting officer prior to the contract start date. Updated listings shall be provided when an employee's status or information changes.

2.1.34. Entry Procedures to Controlled/Restricted Areas. Contractor personnel requiring unescorted entry to areas designated as controlled or restricted areas by the installation commander shall comply with installation’s access requirements and will possess, as a minimum, a favorable suitability determination. These requirements are contained in AFI 31-101, Integrated Defense for installation access procedures and AFMAN 16-1405, for suitability determinations. The contractor shall comply and implement local base procedures for entry to Air Force controlled areas.

2.1.35. Additional Security Requirements. In accordance with DoDM 5200.01 and AFI 16-1404, Air Force Information Security Program, the contractor shall comply with AFMAN 33-152, User Responsibilities and Guidance for Information Systems ; AFI 17-130, Air Force Cybersecurity Program Management; applicable AFKAGs, AFIs, and AFSSIs for Communication Security (COMSEC); and AFI 10-701, Operations Security (OPSEC). The contractor will comply with DoD Standard 22/Force Protection Condition Measures, DoD Standard 25/Level I-AT Awareness Training, and associated tasking contained in AFI 10-245, Antiterrorism (AT) standards. Level I AT Awareness training is available for contractor personnel and can be requested by calling installation Antiterrorism Office.

2.1.36. Freedom of Information Act Program (FOIA). The contractor shall comply with DoD Regulation 5400.7-R/Air Force Supplement, DoD Freedom of Information Act Program, requirements. The regulation sets policy and procedures for the disclosure of records to the public and for marking, handling, transmitting, and safeguarding For Official Use Only (FOUO) material. The contractor shall comply with AFI 33-332, Air Force Privacy and Civil Liberties Program, when collecting and maintaining information protected by the Privacy Act of 1974 authorized by Title 10, United States Code, Section 8013. The contractor shall remove or destroy official records only in accordance with AFMAN 33-363, Management of Records, or other directives authorized in AFI 33- 364, Records Disposition—Procedures and Responsibilities.

2.1.37. Physical Security. Areas controlled by contractor employees shall comply with base Operations Plans/instructions for FPCON procedures, Random Antiterrorism Measures (RAMS) and local search/identification requirements. The contractor shall safeguard all government property, including controlled forms, provided for contractor use. At the close of each work period, government training equipment, ground aerospace vehicles, facilities, support equipment, and other valuable materials shall be secured. During increased FPCONs, contractors may have limited access to the installation and should expect entrance delays.

2.1.38. Key Control. The contractor shall establish and implement key control procedures in the Quality Control Plan to ensure keys issued to the contractor by the government are properly safeguarded and not used by unauthorized personnel. The contractor shall not duplicate keys issued by the government. Lost keys shall be reported immediately to the contracting officer. The government replaces lost keys or performs re-keying. The total cost of lost keys, re-keying or lock replacement shall be deducted from the monthly payment due the contractor. The contractor shall ensure its employees do not allow government issued keys to be used by personnel other than current authorized contractor employees. Contractor employees shall not use keys to open work areas for personnel other than contractor employees engaged in performance of their duties, unless authorized by the government functional area chief.

2.1.39. Provide detailed explanation of corrective measure taken to resolve problem areas or concerns Reports. The Contractor shall submit reports to the government (as applicable) for use in monitoring performance. Such reports may include:

2.1.40. Initial – Effective date of award

Quarterly – 1st Qtr (October 1), 2nd Qtr (January 1), 3rd Qtr (Apr 1), and 4th Qtr (July 1) Annual – September 5th

Report Timeline

Delivery/Purchase Invoices At time of delivery Maintenance service At time of delivery and service completion Parts At time of delivery and installation

2.1.40.1. Contractor Manpower Reporting Application (CMRA): There is no Manpower reporting required for this PWS.

2.1.40.2. Quality Control. The Contractor shall ensures at a minimum the requirements in this service summary and PWS are met.

SERVICE SUMMARY

P.O.

# Performance Objective (PO)

PWS

Paragraph

Performance Threshold (This is the maximum error rate. It could possibly be “Zero deviation from standard”)

1.

The contractor shall provide annual inspections and perform annual maintenance on all Lektriever filing systems. At least 1 visit per year.

1.5 100% Inspection

2.

The contractor shall provide Emergency Maintenance and repair services.

Response within 24 hours of call, full repair within 5 business days of call.

1.8.1 100% Inspection

Contractor shall provide the following reports. Delivery, invoicing, parts and maintenance

2.3.41 100% Inspection

DEFINITIONS & ACRONYMS

1. DEFINITIONS AND ACRONYMS:

1.1. DEFINITIONS:

1.1.1. CONTRACTOR. A supplier or vendor awarded to provide specific supplies or service to the Government. The term used in this contract refers to the prime contractor.

1.1.2. CONTRACTING OFFICER (CO). 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.

1.1.3. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the CO 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.

1.1.4. DAY. Unless otherwise specified in this contract, the word day or days refers to calendar day(s).

1.1.5. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

1.1.6. DELIVERABLE. Anything that can be physically delivered, but may include non- manufactured things such as meeting minutes or reports.

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

1.1.8. QUALITY ASSURANCE. The Government procedures to verify that services being performed by the contractor are performed according to acceptable standards.

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

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

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

ACOR Alternate Contracting Officer's Representative AFARS Army Federal Acquisition Regulation Supplement AR Army Regulation CCE Contracting Center of Excellence CFR Code of Federal Regulations CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative COTR Contracting Officer's Technical Representative COTS Commercial-Off-the-Shelf DA Department of the Army DD250 Department of Defense Form 250 (Receiving Report) DD254 Department of Defense Contract Security Requirement List DFARS Defense Federal Acquisition Regulation Supplement DMDC Defense Manpower Data Center DOD Department of Defense FAR Federal Acquisition Regulation HIPAA Health Insurance Portability and Accountability Act of 1996 KO 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 PMI Preventative Maintenance 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 Program TE Technical Exhibit