Statement of Work (SOW) MYLAR Digitization.pdf

Defense Logistics Agency

DLA Aviation at Richmond - Production Support Division

(DLA Aviation-VA)

STATEMENT OF WORK (SOW)

MYLAR

DIGITIZATION

MYLAR Digitization RFQ SP4703-21-Q-0043

Source Selection Information -- See FAR 2.101 and 3.104 2

Table of Contents

1 BACKGROUND INFORMATION

2 SCOPE OF INFORMATION

3 OBJECTIVES DETAILED REQUIREMENT……………………………………3

4 SECURITY REQUIREMENTS

5 SAFETY AND HEALTH REQUIREMENTS

6 ENVIRONMENTAL REQUIREMENTS

7 DISCLOSURE OF INFORMATION

8 PAYMENTS FOR UNAUTHORIZED WORK

8.1 Invoicing and Payment Schedule

9 PERIOD OF PERFORMANCE

10 PLACE OF PERFORMANCE

11 ADMINISTRATIVE INFORMATION

12 POINTS OF CONTACT

Point of Contact

13 DEFINITIONS AND ACRONYMNS

13.1 Definitions

13.2 Acronyms

Source Selection Information -- See FAR 2.101 and 3.104 3

1. BACKGROUND INFORMATION

The Aviation Production Support Division (VA) at Defense Logistics Agency (DLA) Aviation in Richmond, Virginia houses and supports all requisitions containing film MYLARs for the entire DLA Enterprise. The Aviation Production Support Division has found that digital MYLARs have proven to be more efficient than film medium in the storage and usage of data. Utilization of digital MYLARs resulted in the elimination of lead times associated with the reproduction of film copies. Several thousand film MYLARs utilized by the DLA Enterprise in the procurement of spare parts have been converted to a digital format. New materials are routinely transferred to the DLA Enterprise from the military services require the digitization of MYLARs.

2. SCOPE

The Contractor shall provide all supervision, labor, materials and equipment to perform the conversion of film MYLARs to digital MYLARs. The DLA Aviation Production Support Division Film will provide the film MYLARs.

3. OBJECTIVES DETAILED REQUIREMENTS

3.1. Contractor shall convert film MYLARs to digital MYLARs and/or plot digital

MYLAR to film. The film MYLAR shall be accurately scanned and/or the digital MYLAR shall be plotted on the stable base material, while maintaining the dimensional accuracy demands of the undimensioned drawing.

This includes, but is not limited to, the following. Verify the film MYLAR accuracy prior to digitization and/or after plotting as outlined in ASME Y14.31. Accuracy shall be determined vertically, horizontally and diagonally. Ensure that the individual grid units are within the tolerance of (+, -) 0.005 inches and (+, -) 0.007 inches diagonally.

Total grid unit tolerance shall be (+,-) 0.010 inches and (+,-) 0.014 inches diagonally.

Drawing with dimensional accuracy points such as trammel points shall be measured to within centerline (+, -) 0.010 inches and (+,-) 0.014 diagonally. Registration marks such as those used on circuit cards shall be measured within (+,-) 0.005 inches and (+,-) 0.007 inches diagonally.

3.2. Upon completion of each project, the contractor shall sign a letter stating that they have returned all copies of converted digital MYLARs to the government, and have not disseminated them to any other entity inside or outside of the government who is not listed as a point of contact for receipt of digital MYLAR on this contract.

3.3. All documentation, records, and schedules, as described in this SOW, are the responsibility of the Contractor, and the property of the Government. This shall remain so upon termination or completion of the contract. The Contractor shall keep these items current. Documentation, records, and schedules shall be turned over to the Government upon termination or completion of the contract.

3.4. The following process must be adhered to prior to the commencement of work:

3.4.1. The Government Point of Contact will submit a film MYLAR for digitalization.

3.4.2. The Contractor will assess the film MYLAR and determine the digitalization price. Once a price is developed, the contractor will provide written pricing information to the Government Point of Contact for acceptance.

Source Selection Information -- See FAR 2.101 and 3.104 4

3.4.3. The Government Point of Contact will review the proposed MYLAR digitalization price. The Contractor will be provided written acceptance or rejection.

3.4.4. If acceptance is granted, the Contractor is permitted to begin the digitalization process. If a rejection is provided, the Contractor will return the film MYLAR to the Government Point of Contact at the Government’s cost.

3.5. Forecasted Workload

3.5.1. MYLARs for digitalization: 70 – 80 per year

3.5.2. MYLAR submissions which will required either plot a digitization or duplicate a film: 10 – 20 per year

4. SECURITY REQUIREMENTS

The contractor shall comply with all data right’s legends, distribution statements, and license agreement guidelines described on provided MYLARs for digitization.

5. SAFETY AND HEALTH REQUIREMENTS

The contractor shall comply with all applicable federal and state safety rules and regulations pertaining to this SOW, including handicap accessible equipment.

6. ENVIRONMENTAL REQUIREMENTS

The contractor shall comply with all applicable federal and state environmental laws and regulations pertaining to this SOW.

7. DISCLOSURE OF INFORMATION

Information made available to the Contractor by the Government for the performance or administration of this effort shall be used only for those purposes and shall not be used in any other way without the written agreement of the Contracting Officer. The Contractor agrees to assume responsibility for protecting the confidentiality of Government records, which are not public information. Each Contractor or employee of the Contractor to whom information may be made available or disclosed shall be notified in writing by the Contractor that such information may be disclosed only for a purpose and to the extent authorized herein.

8. PAYMENTS FOR UNAUTHORIZED WORK

No payments will be made for any unauthorized supplies/services or for any unauthorized changes to the work specified in this SOW; this includes any services performed by the Contractor of their own volition or at the request of an individual other than a duly appointed Contracting Officer. Any additional work to be performed beyond the terms of this SOW must be approved by a Contracting Officer in writing prior to the commencement of such work; thus on appointed Contracting Officer is authorized to change the specifications, terms, and conditions under this effort.

8.1 Invoicing and Payment Schedule

The invoice shall be submitted no more than once a month. The invoice should include the specific work performed and accepted, and associated performance payments

Source Selection Information -- See FAR 2.101 and 3.104 5 being invoiced for the month. Invoices are to be sent directly to the Government Point of Contact electronically at the address included in this SOW. Within seven days of the receipt of the invoice, the Government Point of Contact will review for accuracy and payment will be certified in the WAWF system by the CO or Government Point of Contact. The requirements of a proper invoice are subject to FAR 52.232‐25 - Prompt Payment. The vendor may check on the status of their invoice(s) by registering for My Invoice at https://myinvoice.csd.disa.mil/ or contacting DLA at (800) 756- 4571.

The following correct information constitutes a proper invoice per the Prompt Payment Act standards, and/or is required documentation for payment requests submitted electronically into the Wide Area Work Flow (WAWF) System - Hard copy invoices cannot be accepted.

(1) Name and Address of Contractor or Vendor

(2) Invoice date

(3) Contract number (including the order/call number where applicable), or other authorization for delivery of goods or services. Note: DO NOT USE THE BID OR

SOLICITATION NUMBER.

(4) Invoice number, account number, and/or any other identifying number agreed to by contract.

(5) Shipment Number, including the date (where applicable). Same as Block 2 of the DD Form

250. (See “Shipment Number Construction and Usage”, page 13 for format).

(6) Description: Drawing Number, CAGE and quantity, Drawing Sheet Number (i.e. sheet 1,2,3,…) Drawing Revision, unit price per sheet,

(7) Shipping and payment terms (unless mutually agreed that this information is only required in the contract); including terms of any discount for prompt payment offered.

(8) Electronic Funds Transfer (EFT) banking information, unless agency procedures provide otherwise, or except in situations where the EFT requirement is waived under 31 CFR 208.4.

(9) Point of Contact (POC) name (where practicable), title and telephone number of person to notify in the event that the invoice is defective.

(10) Other substantiating documentation or information required.

The contractor’s failure to include the necessary information will result in invoices being rejected.

a. Back up documentation (such as timesheets, receiving reports etc.) can be included and attached to the invoice in WAWF. Attachments created in any Microsoft Office product are attachable to the invoice in WAWF. Maximum size limit of each attachment is 2 Megabytes (MB). Total size limit for all files is 5MB.

b. After clicking the “submit” button, a Notice of Successful/Unsuccessful Submission will appear. This screen contains a “Send More E‐Mail Notifications” button. Click on this button and add the email addresses for the Program Office and others as desired. Notification shall be provided for each invoice submitted.

WAWF Tools and Help

Source Selection Information -- See FAR 2.101 and 3.104 6

a. The vendor may have their CAGE code activated (required only first time) in WAWF by calling 866‐618‐5988. Once activated, the vendor should self‐register at the web site https://wawf.eb.mil.

b. Vendor training is available at: http://www.wawftraining.com. Additional support can be obtained by calling the DISA Ogden Help Desk at 1‐866‐618‐5988 or e‐mailing to cscassig@ogden.disa.mil.

WAWF Vendor “Quick Reference” Guides are located at:

https://acquisition.navy.mil/rda/home/acquisition_one_source/ebusiness/don_ebusi ness_solutio ns/wawf_overview/vendor information.

9. PERIOD OF PERFORMANCE

The Period of Performance (POP) shall be for a period of twelve (12) months from an anticipated start date. There will be two 12-month option periods.

10. PLACE OF PERFORMANCE

The primary place of performance will be at the vendor's facility.

11. ADMINISTRATION INFORMATION

To promote timely and effective administration, correspondence will be subject to the following procedures:

• Contract correspondence (where issues relate to compliance with the requirements herein) will be addressed to the Contracting Officer with an information copy to the Government Point of Contact.

• All other correspondence, including invoices, (that which proposes or otherwise involves waivers, deviations or modifications to the requirements, terms or conditions of this SOW) will be addressed to the Government Point of Contact with an information copy to the Contracting Officer.

12. POINTS OF CONTACT

Project Manager (PM) TBD at time of award http://www.wawftraining.com/ mailto:cscassig@ogden.disa.mil https://acquisition.navy.mil/rda/home/acquisition_one_source/ebusiness/don_ebusiness_solutions/wawf_overview/vendor_information https://acquisition.navy.mil/rda/home/acquisition_one_source/ebusiness/don_ebusiness_solutions/wawf_overview/vendor_information https://acquisition.navy.mil/rda/home/acquisition_one_source/ebusiness/don_ebusiness_solutions/wawf_overview/vendor_information

Source Selection Information -- See FAR 2.101 and 3.104 7

13. DEFINITIONS & ACRONYMS

13.1. Definitions:

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

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.

CONTRACTING OFFICER’S REPRESENTATIVE (COR). An employee of the U.S.Government appointed by the KO 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.

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

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

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

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

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

WORK WEEK. Monday through Friday, unless specified otherwise.

13.2 Acronyms

ACOR Alternate Contracting Officer's Representative AFARS Army Federal Acquisition Regulation Supplement AR Army Regulation 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

Source Selection Information -- See FAR 2.101 and 3.104 8

DD250 Department of Defense Form 250 (Receiving Report) DD254 Department of Defense Contract Security Requirement List DFARS Defense Federal Acquisition Regulation Supplement DOD Department of Defense FAR Federal Acquisition Regulation KO Contracting Officer OCI Organizational Conflict of Interest ODC Other Direct Costs PIPO Phase In/Phase Out POC Point of Contact SOW Statement of Work VCIN Virginia Criminal Information Network VO Vetting Official

Source Selection Information -- See FAR 2.101 and 3.104 9

Common Access Card (CAC) Procedures

Performance under this contract may require the contractor to obtain a Common Access Card (CAC). If CACs are issued under this contract, the contractor shall complete and comply with the following steps to obtain, control, and turn-in Government-issued CACs, as well as establish procedures to control and account for contractor CACs at all times. This process is only for the issuance and accountability of CACs. Contractors may be required to provide additional forms and follow additional procedures for other forms of access and/or background/security checks depending on local site/installation requirements.

1. The Contractor has each contractor employee requiring a CAC complete and sign Sections I and II of the DD Form 1172-2. The instructions for completing the DD Form 1172-2 are located at http://www.cac.mil/docs/1172-2-Instructions.pdf.

o Section II, Block 22 - If the contractor employee signs and the DD Form 1172-2 it is then forwarded by the contractor. This provides verification for the employee information. If the contractor is submitting a DD Form 1172-2 for him/herself (e.g., the owner), with no higher authority above them for verification, then the signature in Block 22 must be notarized to verify identity.

2. The Contractor forwards the DD Form(s) 1172-2 via hand-carry, secure mail, or encrypted email to (NOTE: The contractor may forward these forms individually or as a group):

o The Contracting Officer’s Representative (COR) for the contract, if a COR was designated.

o The Contracting Officer (CO) for the contract, if no COR was designated.

3. Each Contractor employee must verify his/her account information upon receipt of an email from the Government containing a username and password for the Trusted Associate Sponsorship System (TASS). The web link for TASS is included in the email.

4. Each Contractor employee will receive an email via TASS when his/her account has been approved. The email will notify the employee to obtain a Government-issued CAC from the nearest Real-Time Automated Personnel Identification System (RAPIDS) office. The email will also provide a link that identifies the locations of RAPIDS offices.

5. Each Contractor employee shall obtain his/her issued CAC from the RAPIDS office.

6. The Contractor, within one (1) business day of issuance, provides written notice via email to the COR (or the CO, if no COR was designated) for each contractor CAC issued identifying the contractor employee’s name, the date of issuance, and the date of expiration of the CAC. This notification may be made individually for each contractor employee or together for a group of contractor employees.

7. The Contractor establishes procedures to control and account for Government-issued contractor CACs at all times, to include the following:

o Ensure Contractor CACs issued for this contract are only used for the purpose of performing under this contract.

http://www.cac.mil/docs/1172-2-Instructions.pdf

Source Selection Information -- See FAR 2.101 and 3.104 10 o Ensure Contractor CACs are secured in a manner that precludes unauthorized use and that recognizes the CAC is the property of the U.S. Government.

o Ensure Contractor employees do not abuse or place holes in their CACs.

o Ensure Contractor employees do not display their CACs in public.

8. If a Contractor CAC is lost or stolen:

o The Contractor employee shall immediately notify the contractor that the contractor CAC has been lost or stolen.

o The Contractor shall immediately notify the COR (or the CO, if no COR was designated), detailing the circumstances regarding the lost or stolen contractor CAC, as follows:

In person, followed within one (1) business day by a written notice via email, or In writing, via email, or By telephone, followed within one (1) business day by a written notice via email.

o The Contractor shall report the lost or stolen CAC card to the local DLA Police/host installation police, who will provide the contractor a police report. If there is no local DLA Police/host installation police, or no police report is provided, the contractor shall provide information to the COR/CO, as applicable, detailing the circumstances of how the CAC was lost or stolen. The COR/CO will provide a memorandum for the contractor employee to support issuance of new

CAC.

o The Contractor has the contractor employee bring the report/memorandum to the nearest RAPIDS office. If the CAC can be reissued within 24 hours, bring the report/memorandum to the nearest CAC office for reissue. If the CAC cannot be reissued in 24 hours, follow the steps for a new CAC, beginning at Step 1.

9. If the expiration date for a contractor CAC is prior to completion of the contract and the contractor employee is to continue working under the contract and still requires a CAC, the contractor:

o Notifies the COR as follows:

In person, followed within one (1) business day by a written notice via email, or o No less than two (2) weeks prior to the current CAC’s expiration date, completes and complies with the steps above beginning with Step 2 for issuance of a new contractor CAC for the employee.

o Brings the expiring CAC to the RAPIDS office for turn-in and receives new CAC.

o Notifies the COR once a new CAC has been issued.

10. The Contractor/contractor employee turns in any found CACs immediately, via handcarry, to the nearest Federal law enforcement office.

11. The Contractor immediately collects all contractor CAC(s) from the contractor employee(s) at:

Source Selection Information -- See FAR 2.101 and 3.104 11 o Contract completion or termination o Termination/Reassignment of an employee (this includes any reason the employee is no longer working for the contractor under the contract or otherwise no longer requires a CAC)

12. The Contractor:

o For contract completion or termination – within one (1) business day after collecting the contractor CAC(s), arranges for turn-in via one of the below methods:

i. If the COR/CO is co-located or near enough that in-person transfer of CACs can be arranged, the contractor:

Arranges to meet the COR (or the CO, if no COR was designated) to turn-in the collected contractor CAC(s).

Hand-carries all collected contractor CACs for turn-in to meet the COR (or the CO, if no COR was designated).

Completes and signs the Government-Issued Contractor CAC Turn-In Receipt with the COR (or the CO, if no COR was designated). The contractor is provided a copy of the receipt.

ii. If in-person transfer of CAC cannot be arranged, the contractor:

Sends, via certified mail, the CACs to the COR/CO. The contractor includes in the package the Government-Issued Contractor CAC Turn-In Receipt, with signed acknowledgement of contractor turn-in.

Notifies COR/CO that CACs have been sent via certified mail.

Receives a completed copy of the receipt from the COR/CO once the COR/CO has received the CACs.

o For termination/reassignment of an employee:

i. Immediately notifies the COR (or the CO, if no COR was designated) that the employee is no longer working for the contractor under the contract or otherwise no longer requires a CAC, as follows:

In person, followed within one (1) business day by a written notice via email, or

ii. Follows the turn-in procedures above for contract completion or termination, as applicable.

Contractor Reporting Requirements: The contractor is required to submit, on a monthly basis, to the COR (or the CO, if no COR was designated) a report of all employees working on the contract who have been issued CAC cards and a verification of whether each listed employee still requires a CAC. The report must note where changes have occurred (additions or deletions) since the previous month. Contractor employees who already have a CAC related to another DLA or DoD contract must be included in the monthly report. Contractor shall note the issuing organization and the CAC expiration date. Contractor is still responsible for notifying the COR/CO when the individual is no longer working under the subject contract.

The above procedures have been established as a DLA security measure. Contractors are advised that failure to comply with any of the above requirements will be considered a violation of the

Source Selection Information -- See FAR 2.101 and 3.104 12 terms and conditions of the contract and the Contracting Officer may take action to remedy such violations. Specifically, failure to safeguard, follow these procedures, including reporting requirements, or turn-in CACs within the established timeframes may result in the following actions, which are in addition to other actions the Contracting Officer may take under governing law and regulation and the terms and conditions of the contract:

Immediate work stoppage (issuance of a stop work order), not to be lifted until resolution of CAC issue Disapproval of invoices and delay of payment Withholding of final payment (in accordance with FAR 52.204-9) Documentation of CAC Non-Compliance in the Contractor Performance Assessment Reporting System (CPARS)