RFQ Attach 1 PWS.pdf

Performance Work Statement (PWS)

Maintain Entry Walk-off Carpets

Vision Statement Establish a contract for delivery, placement, and rotation of walk off carpets at the facility entry points.

1 Introduction

The Defense Finance and Accounting Service (DFAS) is a Department of Defense Agency (DOD) leading in finance and accounting responsibilities for the military and its vendors by ensuring the delivery of efficient, exceptional quality pay and financial information.

1.1 Scope

DFAS-Rome is soliciting to acquire a highly qualified and proven company to provide walk-off carpets for the Rome facility at 325 Brooks Rd., Rome NY 13441 at the multiple entry points and times indicated below.

1.2 Period of Performance

One base year and four one-year option periods, as follows:

May 1, 2026 – April 30, 2027 May 1, 2027 – April 30, 2028 May 1, 2028 – April 30, 2029 May 1, 2029 – April 30, 2030 May 1, 2030 – April 30, 2031

2 Description of Work

2.1 General Requirements

Walk-off carpets are to be supplied and exchanged every two (2) weeks from 1 May through 31 October, and once a week from 1 November through 30 April.

Period of Performance will be one (1) base year with the option to exercise four (4) one-year option periods.

2.2 Non-Personal Services

The Government shall neither supervise contractor employees nor control the method by which the contractor performs the required tasks. Under no circumstances shall the Government assign tasks to or prepare work schedules for individual contractor employees. It shall be the responsibility of the contractor to manage its employees and to guard against any actions that are of the nature of personal services or give the perception of personal services. If the contractor believes that any actions constitute, or are perceived to constitute, personal services, it shall be the contractor's responsibility to notify the Procuring Contracting Officer (PCO) immediately.

2.3 Business Relations

The contractor shall successfully integrate and coordinate all activity needed to execute the requirement. The contractor shall manage the timeliness, completeness, and quality of problem identification. The contractor shall provide corrective action plans, proposal submittals, timely identification of issues, and effective management of subcontractors.

The contractor shall seek to ensure customer satisfaction and professional and ethical behavior of all contractor personnel.

2.4 Contract Administration and Management

The following subsections specify requirements for contract, management, and personnel administration.

2.4.1 Contract Management

The contractor shall establish clear organizational lines of authority and responsibility to ensure effective management of the resources assigned to the requirement. The contractor must maintain continuity between the support operations at DFAS-Rome and the contractor's corporate offices.

2.4.2 Contract Administration

The contractor shall establish processes and assign appropriate resources to effectively administer the requirement. The contractor shall respond to Government requests for contractual actions in a timely fashion. The contractor shall have a single point of contact between the Government and Contractor personnel assigned to support contracts or task orders. The contractor shall assign work effort and maintain proper and accurate time keeping records of personnel assigned to work on the requirement.

2.4.3 Personnel Administration

The contractor shall provide the following management and support as required. The contractor shall provide for employees during designated Government non-workdays or other periods when Government offices are closed due to weather or security conditions. The contractor shall maintain the currency of their employees by providing initial and refresher training as required to meet the PWS requirements. The contractor shall make necessary travel arrangements for employees. The contractor shall provide necessary infrastructure to support contract tasks [tailor this for on-site and off-site support]. The contractor shall provide administrative support to employees in a timely fashion (timekeeping, leave processing, pay, emergency needs).

2.5 Subcontract Management

The contractor shall be responsible for any subcontract management necessary to integrate work performed on this requirement and shall be responsible and accountable for subcontractor performance on this requirement. The prime contractor will manage work distribution to ensure there are no Organizational Conflict of Interest (OCI) considerations. Contractors may add subcontractors to their team after notification to the Procuring Contracting Officer (PCO) or Contracting Officer Representative (COR). Cross teaming may or may not be permitted.

2.6 Contractor Personnel, Disciplines, and Specialties

The contractor shall accomplish the assigned work by employing and utilizing qualified personnel with appropriate combinations of education, training, and experience. The contractor shall match personnel skills to the work or task with a minimum of under/over employment of resources. The contractor shall ensure the labor categories as defined in the Labor Categories document (see attachment), labor rates, and man-hours utilized in the performance of each Task Order (PWS line item) issued hereunder will be the minimum necessary to accomplish the task.

The Contractor shall provide the necessary resources and infrastructure to manage, perform, and administer the contract.

2.7 Location and Hours of Work

Accomplishment of the results contained in this PWS requires work at Bldg. 1, DFAS-Rome, 325 Brooks Road, NY.

Normal workdays are Monday through Friday except US Federal Holidays. Workers typically work eight (8) hours per day, 40 hours per week. Core hours of work are from 0900 to 1500 daily.

3 Performance Requirements The following section specifies the Performance Objectives and Performance Elements for the contract.

3.1 Provide walk off mats

Walk off mats will be provided and exchanged every two (2) weeks from 1 May through 31 October and once a week from 1 November through 30 April.

3.1.1 The contractor shall deliver, exchange and place walk off carpets at following entry points every two (2) weeks from 1 May through 31 Oct.

Location Size Quantity Floor surface

South Entryway 5’x10’ 1 Tile

West 1 Entryway 3’x10’ 1 Carpeted

West 4 Inside Corridor 5’x10’ 1 Carpet

West 4 Entryway 4’x8’ 1 Carpet

West 7 Entryway 4’x8’ 2 Tile

West 8 Inside Corridor 5’x10’ 6 Tile

West 8 Inside Corridor 4’x8’ 2 Tile

West 11 Outside landing 4’x8’ 1 Concrete

West 11 Inside Corridor 4’x8’ 1 Carpeted

West 345 Entryway 3’x10’ 1 Carpet

West 343 Entryway 3’x10’ 1 Tile

East 3 Entryway 4’x8’ 1 Carpet

East 3 Inside Corridor 5’x10’ 1 Carpet

East 4 Entryway 5’x10 2 Concrete

E-133 Front of Refrig 3’x10’ 1 Tile

Performance Standards

Standard STD: Per ANSI/NFSI B101.6, “Standard Guide for Commercial Entrance matting in Reducing Slips, Trips and Falls” Replacement carpets will be free of dirt, dust, spots, streaks, graffiti, bugs, all foreign residue and must have the proper backing for hard-surfaced floors vs.

carpeted surfaces (gripper backing) to reducing mat migration and/or buckling.

Acceptable Quality Limits AQL: All carpets of the correct size and placed correctly.

3.1.2 The contractor shall deliver, exchange and place walk off carpets at following entry points once a week from 1 Nov through 30 April.

Location Size Quantity Floor surface

1st Floor Elevator 3’x10’ 1 Carpeted

2nd Floor Elevator 3’x10’ 1 Carpeted

South Entryway 5’x10’ 1 Tile

West 1 Entryway 3’x10’ 1 Carpeted

West 1 Inside Corridor 5’x10’ 1 Carpeted

West 4 Entryway 5’x10’ 1 Carpet

West 4 Inside Corridor 5’x10’ 2 Carpet

West 7 Entryway 4’x8’ 4 Tile

West 8 Inside Corridor 5’x10’ 6 Tile

West 8 Inside Corridor 4’x8’ 2 Tile

West 9 Entryway 5’x10’ 1 Tile

West 11 Outside landing 4’x8’ 1 Concrete

West 11 Inside Corridor 4’x8’ 2 Carpeted

West 345 Entryway 3’x10’ 1 Carpet

West 343 Entry 3’x10’ 1 Tile

East 3 Entryway 4’x8’ 1 Carpet

East 3 Inside Corridor 5’x10’ 2 Carpet

East 4 Entryway 5’x10’ 2 Concrete

EWH Entryway 5’x10 1 Concrete

E-133 Entry 4’x8’ 1 Tile

E-133 Front of Refrig 3’x10’ 1 Tile

3.1.2.a The contractor shall deliver, exchange and place exterior 3x5 active scraper at following entry points once a week from 1 Nov through 30 April.

Location Size Quantity Floor surface

West 1 Entry 3x5 1 N/A

West 4 Entry 3x5 1 N/A

West 7 Entry 3x5 1 N/A

West 8 Entry 3x5 1 N/A

West 11 Entry 3x5 1 N/A

Performance Standards

STD: Per ANSI/NFSI B101.6, “Standard Guide for Commercial Entrance matting in Reducing Slips, Trips and Falls” Replacement carpets will be free of dirt, dust, spots, streaks, graffiti, bugs, all foreign residue and must have the proper backing for hard-surfaced floors vs. carpeted surfaces (gripper backing) to reducing mat migration and/or buckling.

AQL: All carpets of the correct size and placed correctly.

4. Special Requirements This section describes the special requirements for this effort. The following sub-sections provide details of various considerations on this effort.

4.1 Security Requirements

Personnel Security Investigation (PSI) Requirements – Non-Sensitive (NS) positions (Unescorted Access). Contractor personnel will require a favorably adjudicated Tier 1, or equivalent Non- Sensitive (NS) level or higher investigation. No access to classified information, CUI, to include Personally Identifiable Information (PII), or system access required.

Personnel Security Investigation Waivers. For those contractor personnel who do not already have the required background investigation and adjudication, an NS position may be occupied with a pre-investigative waiver from DFAS Personnel Security provided no issues of a security concern are identified by DFAS Personnel Security after a review of all information submitted by contractor personnel. Those contractor personnel who do not qualify for a pre-investigative waiver may not occupy a NS contractor position with DFAS until the background investigation is completed and favorably adjudicated by the DoD-CAF (Department of Defense, Consolidated Adjudications Facility). It is important to note that while there is no set schedule for background investigations, as each one is different, this process can be lengthy and take several months to more than one year in some cases. Should a contractor company not wish to wait for the entire process to be completed, they may withdraw the contractor applicant from further consideration by notifying DFAS Personnel Security within sixty (60) days from the date DFAS Personnel Security determines the applicant to be ineligible for a waiver. The contractor company may then submit another contractor candidate for a background investigation.

Personnel Security Forms Required. Those requiring NS clearance must complete and submit an OF306, Declaration for Federal Employment, to the Contracting Officer Representative (COR).

The COR will then submit the OF306 and a DFAS Form 9035, Contractor Request for Investigation (CRI), for each person who will be working on the contract to DFAS Personnel Security at the earliest possible date but not less than ten (10) business days prior to the start of work on the contract.

Fingerprinting Requirements.

All personnel on this contract, whether required to have a background investigation or not, are required to be fingerprinted and submit those fingerprints to the COR or DFAS Personnel Security Office at the earliest possible date but not less than ten (10) business days prior to the start of work on the contract.

*New fingerprints are not required if any of the following apply:

1. The person has been fingerprinted for the Office of Personnel Management (OPM) within the past 30 days;

2. The person is currently undergoing a background investigation, or reinvestigation, by OPM or any other Federal agency;

3. The person has a background investigation currently being adjudicated by the Department of Defense Consolidated Adjudications Facility (DoD-CAF) or another CAF;

4. The person has been favorably adjudicated within the past 30 days by the DoD CAF or a CAF from any other Federal agency;

5. The person is coming directly from another DoD agency, with no break in service. This includes any of the military branches as well as the U.S. Coast Guard; or

6. The DFAS Personnel Security Office otherwise determines that new fingerprints are not required.

Incident Reporting Requirements.

In all cases, whenever a DFAS contractor displays conduct, or is involved in any incident, which is in violation of any of the thirteen National Security Adjudicative Guidelines*, the contractor must immediately report the incident to the contractor company Security Office/Facility Security Officer, the DFAS Manager of the area to which they are assigned, the COR, and the DFAS Personnel Security Office. Reporting to DFAS Personnel Security may be made by phone to (317) 212- 7888, by email to dfas.indianapolis-in.zh.mbx.dfas-inhrsecurity@mail.mil, or, in the case of personnel physically located at DFAS Indianapolis Center, in person to the DFAS Personnel Security Office located on the third-floor center hallway at Column 320T.

All incidents will be investigated by DFAS Personnel Security and, depending on the date of the subject’s most recent investigation, may need to have an updated background investigation initiated. Those that do not require a new investigation will have all relevant information regarding the incident forwarded to the Department of Defense, Consolidated Adjudications Facility (DoD- CAF) for review and re-adjudication.

*The thirteen National Security Adjudicative Guidelines are:

1. GUIDELINE A: Allegiance to the United States;

2. GUIDELINE B: Foreign Influence

3. GUIDELINE C: Foreign Preference

4. GUIDELINE D: Sexual Behavior

5. GUIDELINE E: Personal Conduct

6. GUIDELINE F: Financial Considerations

7. GUIDELINE G: Alcohol Consumption

8. GUIDELINE H: Drug Involvement and Substance Misuse

9. GUIDELINE I: Psychological Conditions

10. GUIDELINE J: Criminal Conduct

11. GUIDELINE K: Handling Protected Information

12. GUIDELINE L: Outside Activities

13. GUIDELINE M: Use of Information Technology

Some Examples of Incidents That Require Reporting to DFAS Personnel Security:

a. An arrest for any criminal offense, not including minor traffic violations, by any law enforcement agency. This does include the traffic offenses of Driving Under the Influence of Alcohol or Drugs, and Reckless Driving;

b. Violation of any court order;

c. Delinquencies on any debt for 180 days or longer;

d. Federal, State or Local tax issues or delinquencies;*

e. Delinquencies on any Federal debt;*

f. Child Support delinquencies;

g. Filing for Chapter 7 or Chapter 13 bankruptcy in any Federal Bankruptcy Court;

h. Civil judgements;

i. Having a close personal friendship with a Foreign National (person from a foreign country) with regularly occurring contact;

j. Being approached by a person know to be, or suspected to be, working as an agent of a foreign government or terrorist organization, or any other person, who seeks any information about DFAS, the Department of Defense, or the U.S. Government, especially if the person offers money or something of value to the contractor employee; and

k. Ownership of property or financial accounts in a foreign country.

* It should be noted that persons delinquent on Federal debt of any kind may not obtain or maintain favorable personnel security adjudication be considered for a contractor position with DFAS unless they can provide documentary proof that a payment plan has been established with the government agency to whom the debt is owed, and that regularly recurring payments are being made. Contractor personnel who cannot obtain and maintain a favorable personnel security adjudication may not have access to the government data, facility, and equipment required under the contract.

NOTE: This list does not cover every potential incident or offense; any incident in which a contractor is involved, and a question exists as to whether it should be reported, should report the incident to DFAS Personnel Security, who will then determine if further action is warranted. Failure to report an incident is, in and of itself, an incident involving personal conduct, and may, in some cases, be more serious than the original incident.

Foreign Travel by DFAS Contractor Personnel

Official and Unofficial (Personal) Travel: Official U.S. Government Business: persons employed as contractor employees with DFAS, to include those with Noncritical Sensitive (formerly IT-II) access, Critical Sensitive (formerly IT-I) access, access to critical program information (related to Research, Development, Test, and Evaluation), sensitive compartmented information, and/or special access program information, in accordance with DoD Directive 5240.06, are required to complete a DFAS Form 9133, Notification of OCONUS Travel, not less than fourteen (14) calendar days prior to the scheduled travel. One copy shall be sent the DFAS Personnel Security group box at dfas.indianapolis-in.zh.mbx.dfas-inhrsecurity@mail.mil and one copy shall be turned into the Site Security/Force Protection Office of the DFAS site where they are stationed. Upon receipt of the completed Form 9133, the Site Security/Force Protection Office will contact the contractor employee and schedule a Foreign Travel briefing. Immediately prior to travel, contractor employees will check with the State Department at https://travel.state.gov/content/travel/en/traveladvisories/traveladvisories.html.html for any travel advisories for the country or region being traveled to and take the appropriate steps to ensure their safety for any location covered by a travel advisory or warning.

Security Requirements. Contractor personnel shall follow all host security requirements in accordance with Part 117 of Title 32, Code of Federal Regulations; paragraph 117.16. The contractor shall immediately report any occurrences of violation of stated regulations to the Contracting Officer (CO), COR, and the DFAS Personnel Security Office.

Security Education and Training.

Contractor personnel shall follow all host training requirements. Contractor personnel who require unescorted access into DFAS facilities shall receive applicable security training through the site Force Protection Office. To identify Site Force Protection Officers at each DFAS location consult the Agency Force Protection Portal Page:

https://dfasportal.dfas.mil/ddss/force_protection/Pages/SiteSpecificForceProtectionSecurityServic es.aspx

Installation Entry and Common Access Card (CAC) Requirements.

The Contractor shall comply with established security procedures for entering government installations and facilities. Contractor employees shall be required to obtain and wear identification (ID) badges that will permit access into the facility. All contractors who require unescorted access to DFAS facilities will be required to obtain a DoD CAC. Contractor shall work with the assigned DFAS COR/Trusted Agent (TA) to obtain a CAC using the Trusted Associate Sponsorship System (TASS). Under no circumstances will a CAC be issued to any person unless that person has been cleared by the DFAS Personnel Security Office to work on the contract.

All CACs and badges issued to Contractor personnel are Government property and must be returned to the assigned DFAS COR/TA upon departure from the program or at the conclusion of the contract, whichever comes first. Contractors whose CAC is lost or stolen must report the loss as soon as possible to the assigned DFAS COR/TA and present documentation that the CAC is missing and describing the circumstances under which the loss occurred. The assigned DFAS COR/TA will follow agency CAC procedures in order to issue a new CAC. The CAC contains PII and must be treated as a controlled item. Contractors’ must not share their CACs and passwords with any other staff members. The assigned DFAS COR/TA will report any violation or suspected violation to the Contracting Officer and DFAS Trusted Agent Security Manager (TASM). Any violators will be temporarily or permanently removed from the project. If a Contractor has a CAC issued from a previous engagement with another agency that CAC must be returned to that agency before issuance of a new CAC.

1.5 Quality Assurance. DFAS Contracting Officer Representative, COR, will evaluate the contractor's performance under this contract. Performance will be monitored daily while Contractor personnel are on site. The COR is James Seamans, DFAS Rome, 325 Brooks Rd, Rome, New York, 13441-4516, phone (315) 709-6075 fax (315) 709-6991, E-mail james.m.seamans.civ@mail.mil https://dfasportal.dfas.mil/ddss/force_protection/Pages/SiteSpecificForceProtectionSecurityServices.aspx https://dfasportal.dfas.mil/ddss/force_protection/Pages/SiteSpecificForceProtectionSecurityServices.aspx

1.6 Physical Security. The contractor shall be responsible for safeguarding all government property provided for contractor use. At the end of each work period, all government facilities, equipment and materials shall be secured. Contractor shall immediately upon arrival at the facility notify Security 709-6177 if the facility is found unsecured. Open exterior doors shall not be left unattended during cleaning operations which means the contractor is responsible for ensuring that a vetted employee is positioned at the door that equipment enters the building through.

1.7 Non-Smoking Facilities: All Government facilities are NON-SMOKING facilities.

All Contractor personnel and visitors shall smoke in designated smoking areas only.

1.8 Normal Hours of Operation. The contractor shall perform most of the services required under this contract on weekends and outside the normal operating hours of the government activity occupying the facility where the services are to be performed. Normal operating hours of DFAS Rome are 0600 – 1800, Monday thru Friday.

1.9.1 Recognized Holidays. Unless stated otherwise in this SOW, the contractor is not required to provide service on the following US federal holidays:

New Year’s Day Jan 01

Martin Luther King’s Birthday 3rd Mon in Jan

President’s Day 3rd Mon in Feb

Memorial Day Last Mon in May

Juneteenth June 19

Independence Day Jul 4

Labor Day 1st Mon in Sep

Columbus Day 2nd Mon in Oct

Veteran’s Day Nov 11

Thanksgiving Day 4th Thu in Nov

Christmas Day Dec 25

Visitor Group Security Agreement. The contractor shall sign a Contractor Visitor Group Security Agreement to protect classified information involved in performance under this contract or Task Order. The Agreement will outline responsibilities in the following areas: Contractor security supervision; Standard Practice Procedures; access, accountability, storage, and transmission of classified material; marking requirements; security education; personnel security clearances;

reports; security checks; security guidance; emergency protection; protection of government resources; DD Forms 254; periodic security reviews; and other responsibilities, as required.

4.2 Transition

The contractor shall follow the transition plan submitted as part of the proposal and keep the Government fully informed of status throughout the transition period. Throughout the phase-in/phase-out periods, it is essential that attention be given to minimize interruptions or delays to work in progress that would impact the mission. The contractor must plan for the transfer of work control, delineating the method for processing and assigning tasks during the phase-in/phase-out periods.

4.3 Government Furnished Materials

The Government will make available facility maps, entrance locations as identified in Attachment for use by the contractor in the performance of this contract