PWS for STERIS Service Agreement v2.pdf

PERFORMANCE WORK STATEMENT (PWS)

Dishwasher/Autoclave Service and Maintenance- United States Army Criminal Investigation Laboratory

Part 1

General Information

1. GENERAL: This is a non-personnel services contract to provide preventative maintenance and repair services for the STERIS dishwasher and autoclave within the USACIL DNA casework division and the STERIS dishwasher within the USACIL Drug Chemistry division. 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 the preventative maintenance and repair services 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 STERIS dishwasher is used for the routine cleaning of lab ware for the purposes of limiting DNA contamination in the USACIL DNA casework division and routine cleaning of lab ware in the USACIL Drug Chemistry division. The STERIS autoclave is used for the routine sterilization of lab ware and some reagents for the purposes of limiting DNA contamination in the USACIL DNA casework division.

1.3 Objectives: The objective is for the provider to perform on-site periodic preventative maintenance of the STERIS dishwasher and autoclave and to provide priority on-call repair services as needed to include labor and any required parts.

1.4 Scope: Services include 2 or 4 annual inspections with labor and parts included as well as unscheduled repair labor and parts

1.5 Period of Performance: Base year of 1 February 2025 to 31 January 2026 plus two option years. The preventative maintenance/annual inspections will be due in quarterly of each period of performance cycle. The Period of Performance reads as follows:

Base Year 1 February 2025 – 31 January 2026 Option Year 1 1 February 2026 – 31 January 2027 Option Year 2 1 February 2027 – 31 January 2028

1.6 General Information

1.6.1 Quality Control: The contractor shall engage in an effective quality control program to ensure services are performed in accordance with this PWS. The contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract.

1.6.2 Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the USACIL Quality Manual, Casework DNA Division Technical Procedures and the ASCLD-LAB/ISO requirements. These standards primarily focus on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. The standards define how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.6.3 Recognized Holidays: The contractor is not required to perform services on holidays.

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Juneteenth Christmas Day Independence Day

1.6.4 Hours of Operation: The contractor is responsible for conducting business, between the hours of 0800-1700 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.

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 the United States Army Criminal Investigation Laboratory.

1.6.6 Type of Contract: The government will award a Fim-Fixed Proce (FFP) service contract.

1.6.7 Security Requirements: Contractor personnel performing work under this contract must be able to pass general access requirements for Gillem Enclave.

1.6.7.1 Antiterrorism and Operational Security (AT/OPSEC):

1.6.7.1.a AT Level I Training. All contractor employees, to include subcontractor employees, requiring access Army installations, facilities and controlled access areas shall complete AT Level I Awareness training within 30 calendar days after contract start date or effective date of incorporation of this requirement into the contract, whichever is applicable. The contractor shall submit certificates of completion for each affected contractor employee and subcontractor employee, to the COR or to the contracting officer, if a COR is not assigned, within 15 calendar days after completion of training by all employees and subcontractor personnel. AT level I Awareness training is available at the following website: http://jko.jten.mil.

1.6.7.1.b Access and General Protection/Security Policy and Procedures. Contractor and all associated subcontractor employees shall provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services or Security Office. Contractor workforce must comply with all personal identity verification requirements (FAR clause 52.204‐9, Personal Identity Verification of Contractor Personnel) as directed by DOD, HQDA and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in contractor security matters or processes.

1.6.7.1.c Access to a DoD Facility or Installation. Contractor and all associated sub‐contractor employees shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification Index (NCIC‐III) and Terrorist Screening Database (Army Directive 2014‐05/AR 190‐13), applicable installation, facility and area commander installation/facility access and local security policies and procedures provided by government representative.

1.6.7.1.d iWATCH Training. The contractor and all associated sub‐contractors shall brief all employees on the local iWATCH Army program (training standards provided by the requiring activity ATO). This local developed training will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR. This training shall be completed within calendar days of contract award and within calendar days of new employees commencing performance with the results reported to the COR NLT calendar days after contract award.

1.6.7.1.e OPSEC Training. Per AR 530‐1, Operations Security, the contractor employees must complete Level I OPSEC Awareness training. New employees must be trained within 30 calendar days of their reporting for duty and annually thereafter.

1.6.7.1.f Threat Awareness Reporting Program. For all contractors with security clearances. Per AR 381- 12 Threat Awareness and Reporting Program (TARP), contractor employees must receive annual TARP training by a CI agent or other trainer as specified in 2-4b.

1.6.7.2 Key Control. NA

1.6.7.3 Lock Combinations. NA

1.6.8 Special Qualifications: NA

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. The contracting officer, Contracting Officers Representative (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. 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, specifications: monitor Contractor's performance and notifies 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: NA

1.6.12 Identification of Contractor Employees: Contractor Employees will be required to display issued visitor identification while in the facility.

1.6.13 Contractor Travel: Contractor Employee travel and labor expenses will be covered under the terms of the contract.

1.6.14 Other Direct Costs: NA

1.6.15 Data Rights: NA

1.6.16 Organizational Conflict of Interest: NA

1.6.17 PHASE IN /PHASE OUT PERIOD NA

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1. DEFINITIONS:

2.1.1. ASCLD-LAB. American Society of Criminal Laboratory Directors- Laboratory Accreditation Board.

The certifying board under which the U.S. Army Criminal Investigation Laboratory maintains certification.

2.1.2. CONTRACTOR. A supplier or vendor having a contract to provide specific supplies or service 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-physical things such as meeting minutes.

2.1.7. ISO. Certifying body under which the laboratory has certification.

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 N.I.S.T. National Institute of Standards and Technology.

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

2.1.11. QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

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.

2.1.15. WORK WEEK. Is defined as Monday through Friday, unless specified otherwise.

2.2. ACRONYMS:

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 DNA Deoxyribonucleic Acid 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 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

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Services: The Government will provide the equipment to be maintained/repaired and personal protective equipment (lab coats, masks, gloves) required by the DNA branch.

3.2 Facilities : The Government will provide the necessary workspace for the contractor staff to provide the support outlined in the PWS to include desk space, lab wipers, and other items necessary to maintain an laboratory environment.

3.3 Utilities : The Government will provide all utilities in the facility the contractors use in performance of tasks outlined in this PWS. The Contractor shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount to accomplish cleaning vehicles and equipment.

3.4 Equipment : The Government will provide the equipment to be maintained/repaired and personal protective equipment (lab coats, masks, gloves) required by the DNA branch.

3.5 Materials : The Government will provide Standard Operating Procedures and Policies, Quality Manuals and Technical Procedures as needed.

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 : NA

4.3. Materials. NA.

4.4. Equipment . NA.

PART 5

SPECIFIC TASKS

5. Specific Tasks:

5.1 Basic Services:

5.1.a The contractor shall conform to all safety protocols including but not limited to, OSHA and general laboratory safety, etc. when performing on-site services.

5.1.b The contractor shall perform on-site periodic preventative maintenance of the STERIS Reliance 400 Laboratory Glassware Washer, STERIS Reliance 100LS, and STERIS AMSCO 250LS Steam Sterilizer Model 201S.

5.1.c The contractor shall provide priority on-call repair services as needed to include labor and any required parts.

5.1.d The contractor shall perform a minimum of 2 annual inspections with labor and parts included as well as unscheduled repair with labor and parts.

5.1.e The contractor shall provide detailed service reports per repair and services request within 2 weeks after the on-site visits and repairs.

5.2 Task Heading.

5.3 Service Contract Reporting. The contractor shall report the contract number and order number, total dollar amount invoiced for services performed during the previous Government fiscal year under the order, the number of Contractor direct labor hours expended on the services performed during the previous Government fiscal year, and data reported by subcontractors when applicable. This information shall be submitted annually by October 31 via the internet at www.sam.gov. Contractors may direct questions to help desk by clicking on “Send an email” which is located under the Help Resources ribbon on the right side of the login page of the applicable Service/Component’s website at https://SAM.gov. As part of its submission, the contractor will also provide the estimated total (if any) incurred to comply with this reporting requirement.

PART 6

APPLICABLE PUBLICATIONS

6. APPLICABLE PUBLICATIONS (CURRENT EDITIONS)

6.1. The Contractor must abide by all applicable regulations, publications, manuals, and local policies and procedures.

PART 7

ATTACHMENT/TECHNICAL EXHIBIT LISTING

7. Attachment/Technical Exhibit List:

7.1. Attachment 1/Technical Exhibit 1 – Performance Requirements Summary

7.2. Attachment 2/Technical Exhibit 2 – Deliverables Schedule

7.3 Attachment 3/Technical Exhibit 3 – Instrumentation/Equipment Details

TECHNICAL EXHIBIT 1

Performance Requirements Summary The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance Objective (The Service required—usually a shall statement)

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

Incentive (Positive and/or Negative)

(Impact on Contractor Payments)

PWS 5.1.a. Conforms to applicable safety directives

All safety protocols including, but not limited to, OSHA and general laboratory safety, etc. when performing on-site services.

Safety protocols will be followed with zero deviations.

Contractor performance will be documented in

CPARS.

PWS # 5.1.b. The contractor shall perform on-site preventative maintenance of the STERIS Reliance 400 Laboratory Glassware Washer, STERIS Reliance 100LS, and STERIS AMSCO 250LS Steam Sterilizer Model 201S.

Meet or exceed service contract terms and limitations

The dishwasher and autoclave will be fully functional with zero issues or limitations.

Contractor performance

PWS # 5.1.c. The contractor shall provide priority on-call repair services as needed to include labor and any required parts.

The contractor provided timely and quality service.

The contractor provided service in less than 48 hours of the repair call.

Contractor performance

PWS # 5.5.1.d. The contractor shall perform 2 or 4 annual inspections with labor and parts included as well as unscheduled repair with labor and parts.

Minimum of 2 visits /Year

Meet or exceed service contract terms and limitations

The contractor provided 2 or more scheduled annual service to ensure the performance of the dishwasher.

Contractor performance

PWS 5.1.e. Provide detailed service reports per repair and services request

Within 2 weeks after the on-site visits and repairs

100% Contractor performance

TECHNICAL EXHIBIT 2

DELIVERABLES SCHEDULE

Deliverable Frequency # of Copies Medium/Format Submit To Schedule for annual inspection

Prior to the completion of any work performed

1 original within 1 week after the initial scheduled repair

Paper (hard copy) or electronic delivered via email

DNA Technical Leader, his/her designee or COR

Statement of work After completion of any work performed

1 original within 1 week of completion of work

Paper (hard copy) or electronic delivered via email

DNA Technical designee or COR

On-call repair As required by the customer

NA Meet the on-call repair between 24 and 72 hours.

DNA Technical designee or COR

TECHNICAL EXHIBIT 3

INSTRUMENTATION/EQUIPMENT DETAILS

ITEM

NAME SERIAL # COVERAGE

1 RELIANCE 100LS GW 115V 60HZ UC WITH

WINDOW 190779104 Total Care

2 AMSCO 250LS ISO PWR SD R1W AF 480V 33631715 Total Care

3 Reliance 400XLS Laboratory Glassware Washer, Single Door, 480V, 3 Ph, 3-Wire, Electric Heated 3622419006 Total Care