Statement of Work - USAREC Window Film 1 July 2025 -DRAFT.docx

Statement of Work --- DRAFT 1 Scope:

The Contractor shall create, coordinate, install and remove window film as described here in as well as provide the non-personal ancillary service(s) as listed below at locations listed in Technical Exhibit (TE) C. The U.S Army Recruiting Division identified a need for a single award Indefinite Delivery Requirements contract for the production and installation of storefront glass window/door graphics.

The graphics shall be installed at existing USARD Single Service Recruiting facilities with glass front windows and doors, as well as at Co-located Recruiting facilities with separate entrance glass doors. The contractor will also be required to remove all existing graphics (if present) and clean the window surfaces prior to installing the new perforated window wraps. This requirement entails approximately 678 storefront locations (See TE C) with an estimated square footage of 240 square feet per facility. No work shall commence until a Task Order has been executed. The Government-issued Delivery Orders will dictate the quantities required, with a minimum of 1 per Delivery Order. The guidance and specifications for the graphics will be based on the information attached to this Solicitation and the Statement of Work (SOW).

1.1 Objectives: The objective of this contract is to provide glass storefront window/door perforated window film graphics for USARD Recruiting offices (See TE C ), which shall be printed, coordinated, installed, andor removed by the contractor. This includes but is not limited to:

· Pre-Production Site Survey

· Coordination with Battalion point of contact (POC)

· Provide/Create window graphics using Government provided image

· Install and remove window graphics

1.2 General Information:

1.2.1 Quality Control: Quality Control is the responsibility of the contractor. The contractor shall be responsible for the delivery of quality services/supplies to the Government (see FAR 52.246-1, Contractor Inspection Requirements).

1.2.1.1 Quality Control Plan (QCP): The contractor shall develop, implement and maintain an effective Quality Control System which includes a written Quality Control Plan (QCP). The QCP shall implement a standardized procedure/methodology for monitoring and documenting contract performance to ensure all contract requirements are met. The contractors’ QCP shall contain a systematic approach to monitor operations, ensuring that acceptable services and products are provided to the Government. The QCP, as a minimum, shall address knowledge management and continuous process improvement; procedures for scheduling, conducting and documentation of inspection; discrepancy identification and correction; corrective action procedures to include procedures for addressing Government discovered non- conformances; procedures to identify the root cause and corrective action to prevent re-occurrence of discrepancies; procedures for trend analysis; procedures for collecting and addressing customer feedback/complaints. The contractor shall submit its Quality Control Plan (QCP) to the government no later than ten calendar days after the contract award. After submitting the initial QCP, implementation of any changes must first be approved in writing by the contracting officer. Requests for changes to the QCP must be submitted to the contracting officer at least seven working days prior to the requested implementation date. The contractor shall, upon request, provide the Government with their quality control documentation.

The Contractor’s Proposed QCP shall be submitted to the Contracting Officer (KO) through the Contracting Officer’s Representative (COR) for review within 10 days after date of contract award.

The Government will review and either notify the Contractor in writing of acceptance of the plan or return their comments to the Contractor within 10 days. If the Government has provided comments, the Contractor shall then have 10 days to submit a Final QCP. After receipt of the Final QCP, the Contractor may receive the Contracting Officer’s acceptance in writing. Any proposed changes to the accepted QCP are required to be resubmitted for acceptance by the Contracting Officer no later than 30 days prior to the anticipated change and before implementation by the Contractor. The timeline noted above will apply for review and acceptance of proposed changes. At a minimum, the QCP must include and answer the following to be acceptable:

(a) A chart showing the organizational structure and lines of authority, the names, qualifications, duties, responsibilities, and classification of each member of the Contractor's Quality Control Team.

(b) How the Contractor will monitor work to ensure performance complies with all deliverables (etc. timelines, deadlines, and goals).

(c) How the Contractor will monitor work to ensure performance complies with all specifications and requirements of the contract, including the contract’s clauses.

(d) How the Contractor will monitor and ensure staff qualifications remain current and valid including Department of Defense (DoD) Contractor Personnel Office (DOCPER) processes/approvals throughout contract performance.

(e) How the Contractor will identify, investigate, and correct any non-conforming performance and prevent similar deficiencies in the future; and

(f) How the Contractor will file and save all Quality Control related documents for the life of the contract plus 5 years.

1.2.1.2 The Contractor shall inform the COR of issues or potential issues that might affect the performance in writing within 24 hours, excluding weekends and federal holidays, of identifying those issues. Followed by written reports within (3) three business days.

1.2.1.3 Conduct of Personnel. The contractor shall be responsible for the performance and conduct of employees at all times.

1.2.2 Quality Assurance: The Government will evaluate the Contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government must do to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the acceptable quality levels (performance thresholds).

1.2.3 Recognized Holidays: The following provides information on recognized holidays for the purpose of the SOW. If the submittal of any documentation (e.g. deliverables, submittals, etc.) deadlines fall on a holiday, the closest workday prior to the holiday will apply as the deadline for submittal.

1.2.3.1 U.S. Holidays: U.S. federally recognized holidays. When a U.S. holiday occurs on a Saturday or a Sunday, the holiday is observed on the preceding Friday or following Monday, respectively.

Juneteenth June 19th Independence Day July 4th Labor Day 1st Monday in September Columbus Day 2nd Monday in October Veteran’s Day November 11th Thanksgiving Day 4th Thursday in November Christmas Day December 25th

1.2.4 Operating Hours: The Government facility office hours, facility operating hours, and the Contractor support hour requirements often coincide, however, they may differ. Please refer to the following.

1.2.4.1 Recruitment Facility Office Hours: The Government facility office hours are the hours of 0800 to 1700 local standard time, Monday through Friday except U.S. Holidays identified in paragraph 1.2.3.1 above or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings.

1.2.4.2 Contractor Support Hours: The Contractor shall perform installation and removal support services during the business hours listed in 1.2.4.1. Excluding Federal holidays. The Contractor shall maintain an adequate workforce at all times, for the uninterrupted performance of all tasks defined within this SOW when the Government facility is not closed for the above reasons.

1.2.5 Training Holidays: Reserved.

1.2.6 Place of Performance: The work to be performed under this contract will be performed at multiple locations throughout the United States and its territories, including Hawaii and Alaska. The contractor shall provide all the facilities necessary to manufacture and produce storefront graphics using perforated window film. The contractor shall also be required to remove existing vinyl graphics and install perforated graphics as stated herein. A spreadsheet (TE C) will be provided detailing the addresses of each of the recruiting locations.

1.3 Post Award Conference/Periodic Progress Meetings: The Contractor shall attend any post award conference convened by the contracting activity or contract administration office in accordance with FAR Subpart 42.5. The Contracting Officer, 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 shall apprise the Government of problems, if any, being experienced. Appropriate action will be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government. All meetings will be conducted via phone or via MS Teams.

1.3.1 The Contractor shall attend, participate in, and furnish input to scheduled and unscheduled meetings, conferences, and briefings that relate to the functions and services herein as required by the Government to provide effective communication and impart necessary information. The Contract Manager or designated representative shall attend meetings as requested by the Government. Meeting attendees shall at times include Contractor managerial, supervisory, and other personnel knowledgeable of the subject matter. Meetings may start or end outside of regular duty hours. All meetings will be conducted via phone or via MS Teams.

1.3.2 The contractor shall meet with the COR via virtual meeting platform (e.g., Microsoft Teams) on an as-needed basis to discuss any issues, concerns, or other important information pertaining to the contract outlined in the monthly status report.

1.4 Contracting Officer’s Representative (COR): Refer to Part 3 of this SOW for the definition of a COR. As determined by the Contracting Officer, a COR will be appointed and identified by letter of designation, a copy of which will be provided to the Contractor by the Contracting Officer. The designation letter states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates, or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is not authorized to obligate the Government. If the work is not written in the contract, the COR is not authorized to request new work. 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 property, and coordinate site entry of Contractor personnel.

1.4.1 Recruiting Battalion Representatives: An Alternate Contracting Officer Representative (ACOR) will be assigned at each brigade/ battalion and will serve as a Recruiting Representative and will be the technical point of contact for each Brigade/ Battalion. A list of the ACOR’s and their contact information will be provided at the time of award.

1.5 Contractor Point of Contact: The contractor shall establish a single focal point of contact, and this person will serve as the primary interface with the primary COR and the Contracting Office.

1.6 Identification of Contractor Employees: All Contractor personnel attending meetings and working in other situations where their Contractor status is not apparent to third parties must identify themselves, to include proper marking of signature blocks in correspondence, to avoid creating an impression in the minds of members of the public that they are Government officials. The Contractor shall ensure that all documents or reports produced by the Contractor are suitably marked as Contractor products or that Contractor participation is appropriately disclosed.

1.7 Data Rights: The Government has unlimited rights to all documents and materials produced under this contract. All documents and materials produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership and copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the Contractor without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

1.8 Non-Disclosure Requirements: Performance under this contract may require the Contractor to access data and information proprietary to a government agency, another Government Contractor, or of such nature that its dissemination or use other than as specified in this work statement would be adverse to the interests of the Government or others. The Contractor and Contractor personnel shall not divulge, or release data or information developed or obtained under performance of this SOW, except to authorize Government personnel or upon written approval of the Contracting Officer. The Contractor shall not use, disclose, or reproduce proprietary data, which bears a restrictive legend, other than as specified in this SOW. All documentation showing individual names or other personal information shall be controlled and protected under the provisions of the Privacy Act of 1974, Public Law 93-579, 5 United States Code (U.S.C.) Section 552a.

1.9 Protection of Government and Contract Information: Per Public Use Notice of Limitations stated by Defense imagery Management operations center and contained at www.dimoc.mil/resources/limitations/ , the Contractor shall not cite any information (e.g., contract information, pictures, locations, etc.) obtained through this contract on any hard copy or digital marketing tools to include its company website.

1.10 Government Property: Reserved.

1.10.1 The Government will provide a Graphic Guidebook of the scalable graphic and appropriate colors to be used (TE D) and a spreadsheet identifying each potential recruiting facility address (TE C) and their corresponding Facility Identification Number for tracking purposes.

1.11 Contractor Furnished Property and Services

1.11.1 The Contractor shall furnish all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items necessary to perform services as described in the SOW and associated contract documents, except for those items specified in Part 1.10 Government Property.

2 Applicable Documents Technical Exhibit A - Performance Requirements Summary (PRS) Technical Exhibit B – Deliverables Schedule Technical Exhibit C – Locations Technical Exhibit D – Graphic Guidebook

3 Definitions and Acronyms

3.1 Definitions: Although not inclusive of every term used within this SOW, the following provides a list of definitions used throughout this SOW and commonly used in the acquisition field.

Contracting Officer – means a person with the 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) – As defined in DFARS 202.101, means an individual designated and authorized in writing by the Contracting Officer to perform specific technical or administrative functions. DoD Instruction (DoDI) 5000.72, Part II Definitions states the following when defining a COR: “Defined in subpart 202.101 of Reference (f). Any individual delegated responsibilities pursuant to subpart 1.602-2 of Reference (e), regardless of local terminology, must be certified in accordance with this instruction. For example, local terminology can be COR, Contracting Officer’s technical representative, technical point of contact, technical representative, alternate COR, administrative COR, assistant COR, line item manager, task order manager, quality assurance personnel, quality assurance evaluator, or COR management.” In addition, Army Regulation 70-13, Chapter 2, paragraph 2-2g, states, in part, the following when providing other surveillance support personnel to assist the COR when needed, “…These other surveillance support personnel may serve as on-site representatives of the COR in performance of actual contract surveillance if they meet all COR requirements and have been appointed by the Contracting Officer as alternate CORs.”

Contractor – means 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.

Contractor-acquired Property - means property acquired, fabricated, or otherwise provided by the Contractor for performing a contract and to which the Government has title.

Day – means, unless otherwise specified, a calendar day.

Deliverable – means anything that can be physically delivered but may include non-manufactured things such as meeting minutes or reports.

Government-furnished Property – As reflected in FAR 52.245-1, Government-furnished Property “means property in the possession of, or directly acquired by, the Government and subsequently furnished to the Contractor for performance of a contract. Government-furnished property includes, but is not limited to, spares and property furnished for repair, maintenance, overhaul, or modification. Government-furnished property also includes contractor-acquired property if the contractor-acquired property is a deliverable under a cost contract when accepted by the Government for continued use under the contract

Government Property - means all property owned or leased by the Government. Government property includes both Government-furnished and Contractor-acquired property. Government property includes material, equipment, special tooling, special test equipment, and real property. Government property does not include intellectual property and software.

Quality Assurance – (or Government contract quality assurance) means the various functions, including, inspection, performed by the Government to determine whether a Contractor has fulfilled the contract obligations pertaining to quality and quantity.

Quality Assurance Surveillance Plan (QASP) – means the key Government-developed surveillance process document and is applied to Performance-Based Service Contracting (PBSC). The QASP is used for managing Contractor performance assessment by ensuring that systematic quality assurance methods validate that Contractor quality control efforts are timely, effective, and are delivering the results specified in the contract or task order. The QASP directly corresponds to the performance objectives and standards (i.e., quality, quantity, timeliness) specified in the Performance Work Statement (SOW). It provides specific details on how the Government will survey, observe, test, sample, evaluate, and document Contractor performance results to determine if the Contractor has met the required standards for each objective in the SOW. The QASP, with very few if any exceptions, is an internal to Government document.

Quality Control – means all necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

Statement – means the specific results-based activities required to satisfy HLOs. A statement contains a result, the context of the statement, and the required action(s). Statements focus on “what” is to be accomplished; however they are not prescriptive in describing “how” the outcome is to be achieved. Each HLO may have several statements to flesh out the areas necessary to meet the objective. Statements are similar to Level 3 in a Work Breakdown Structure.

Subcontractor – means one that enters into a contract with a prime Contractor. The Government does not have privity over the subcontractor.

Workday - The number of hours per day the Contractor provides services in accordance with the contract.

Work Week - Monday through Friday, unless otherwise specified.

3.2 Acronyms: Although not inclusive of every term used within this SOW, or that may be included in an acquisition, the following provides a list of acronyms commonly used in the acquisition field.

4 Requirements:

4.1 Task: The Contractor shall create, coordinate, install, and/or remove, glass storefront window/door perforated window film graphics to all USARD recruiting offices (TE C) located throughout the United States and its territories, which shall be produced and installed by the contractor. Conduct Pre-production site surveys in order to confirm the required services needed for each individual location. Contractor shall provide, create, and install a window graphic using the Government-provided window graphic (TE D).

4.1.1 Pre-Production:

4.1.1.1 Coordination: The contractor shall coordinate with local ACORS (TE C) for any pre-production site surveys, to include any required information for the location. Contractor shall maintain a spreadsheet of locations contacted, name of person contacted, when contact was made with date and time of scheduled survey. This spreadsheet will be provided to COR on a monthly basis to ensure all locations are contacted. A monthly POC roster will be updated so contactor has good points of contact.

4.1.1.2 Site Survey: The contractor shall conduct a site survey of each location and measure all glass areas that will have graphics installed. The contractor shall measure the exterior windows and doors to include any framing as described in the graphics guidebook, in addition to taking a digital photograph. Any situations where a window is partially shared with the neighboring service shall be notated, and a solution shall be achieved by working with the COR/ACOR. The photographs taken will determine if there are any obstructions on the glass windows and doors. The design and placement of the storefront suite numbers shall be documented and used later for developing the proof.

4.1.1.2.1 Documentation of the site survey, a photo of the facility, and a virtual proof of each location will need to be provided through email or digital coordination to the COR for approval.

4.1.1.3 Proof: The proof shall demonstrate the placement of the graphics in accordance with the graphic guidebook. If there are any shared windows, the proof shall indicate the placement of the perforated film on a specific portion of the window as agreed upon in writing between the contractor and the COR. The contractor shall only proceed with installation after the proof is approved and an installation date is set through communication with the COR.

4.1.1.3.1 Prior to commencing work on the first printing /installation, the contractor shall provide a small hard copy proof for color and size review to the COR. The graphic print will be approved by the COR prior to printing of any graphics being manufactured.

4.1.1.3.1 Artwork. The contractor shall review the artwork file provided by the Government, coordinate with the COR to make any changes required and obtain Government approval of the final design prior to printing the graphic. The contractor shall create a digital copy of the graphic design for the KO and COR to review.

4.1.1.3.2 Artwork File. The Government will provide the contractor with art files for the graphic wrap design, these files will remain the property of the government. The contractor shall review the artwork provided by the Government and notify the Contracting Officer Representative (COR) of any problems or issues within five calendar days of receiving the artwork file. The contractor’s wrap graphics will meet the Army style colors as outlined in the Graphic Guidebook.

4.1.2 Production: Production of the perforated window film shall use 3M 8170-P40 4-mil, opaque, cast vinyl film with a high gloss finish. Window Graphic Film shall have a visual obscurity density of 80/20.

4.1.2.1 The perforated film shall be laminated prior to installation with 3M 8518 Gloss Over laminate in order to protect the window film from ultraviolet (UV)rays and debris buildup between the perforations.

4.1.2.2 3M Edge Sealer Tape 8914 shall be applied at the time of installation to all edges of the perforated window film to help seal the film from the environment and prevent peeling.

4.1.2.3 In instances when the storefront number is located on the glass front or current window film, storefront numbers shall be applied over the perforated window film and be of a similar match to the current storefront numbers at each facility. Cut vinyl numbers will suffice the requirement for storefront suite numbers unless substitutions are required due to uniformity of the storefronts or facilities.

4.1.2.4 The provided graphic will be scalable, and it shall be printed and applied to span the entire glass. The guidebook provided shall be followed. Any questions regarding guidebook use shall be addressed through the COR.

4.1.2.5 Fragmented Film: Each facility storefront glass window/door contains fragmentation film on the inside of the glass window/door. To avoid damaging the integrity of installed fragmentation film, application of the perforated window film shall be installed on the outside of the glass windows/doors and not over the top of the fragmentation film.

4.1.3 Installation Procedures: The installation of the perforated window film will begin with the removal of all current storefront vinyl graphics.

4.1.3.1 Once the window surface is clear of all old window graphics, the glass surface shall be thoroughly cleaned prior to installation of the window film. The perforated window film with over laminate, as specified in this SOW, shall be installed to match the approved proof.

4.1.3.2 Edge sealer is to be applied to any edges where the glass meets the window/door frame, or where the film is cut due to partial window covering in instances of shared windows.

4.1.3.3 The installed film shall be free of any bubbles or tears.

4.1.4 Warranty: The perforated window film shall have a 2 year, 3M Matched Component System Warranty, with the exception of the locations listed in 4.1.4.1

4.1.4.1 Arizona, New Mexico, Nevada’s southern counties, Utah’s southern counties, California’s southern counties, Hawaii and Texas’ western counties shall receive a 3M MCS Warranty of 1. year from the date of installation due to their geographic location in correlation with UV rays received.

4.1.4.2 The warranty shall cover any physical defects in the 3M product, manufacturing defects and ink performance issues, printing defects, cutting defects, graphic appearance, and removal issues.

4.1.4.3 Documentation of the 3M Warranty, and liability insurance shall be provided as a part of the offeror’s submission package, and available if requested during the life of the contract.

TECHNICAL EXHIBIT A

Performance Requirements Summary (PRS)

PRS#1 – Quality Control Plan – SOW para (1.2.1.1)

PRS#3– Pre-Production Site Survey SOW para (4.1.1.1)

PRS#4 – Site Survey – SOW para (4.1.1.2)

PRS#6 – Pre-Production – SOW para (4.1.1.3.1)

PRS#8 –Production–SOW para (4.1.2)

PRS #12 – Production Procedures SOW para (4.1.2.4)

PRS #13 – Fragmentated Film SOW para (4.1.2.5)

PRS #14 – Installation Procedures SOW para (4.1.2.5)

TECHNICAL EXHIBIT B

DELIVERABLES SCHEDULE

The Contracting Officer through the COR.

COR

TECHNICAL EXHIBIT C

Current Locations and Numbers *attached as a separate document

TECHNICAL EXHIBIT D

Graphics Guidebook *attached as a separate document