8.29.16_Attachment_A_PWS_16-T-0378.doc

Performance Work Statement

Neuro-Kinetic I-Portal® Neuro-Otologic Test Center (NOTC) Premimum Plan

Software and Service for the

U.S. Army Aeromedical Research Laboratory (USAARL)

21 AUGUST 2016 – VERSION 1

PERFORMANCE WORK STATEMENT

Neuro-Kinetic I-Portal® Neuro-Otologic Test Center (NOTC) Premimum Plan

Software and Service

1. Introduction

The U.S. Army Aeromedical Research Laboratory (USAARL) was established to accomplish research in support of Army Aviation and airborne activities and to provide a central aeromedical research/reference library.

1.1. Mission

USAARL’s mission has expanded to support the aviator, the airborne soldier, and the ground warrior. The Laboratory research focuses on aircrew health and performance; blunt, blast, and accelerative injury and protection; crew survival in military helicopters and combat vehicles; en route care; and sensory performance, injury, and protection.

1.2. Background

This is a follow-on contract to W81XWH-P-0075 which expired in January 2016 for the same services. The acquisition is a sole source award in accordance with Federal Acquisition Regulation (FAR) 13.501(a)(1)(i) with a base period of one (1) year and four (4) option years.

1.3. Scope

This is a non-personal professional supply and support services contract. The Performance Work Statement (PWS) has been reviewed and contains no services that are inherently governmental functions, as defined in Federal Acquisition Regulation (FAR) Part 2.1. The scope of the USAARL’s requirements are identified in the section that follow:

1.3.1. Neuro Kinetics, Inc. I-Portal Neuro-Otologic Test Center (NOTC) Premium Plan. The Contractor shall provide the I-Portal® Neuro-Otologic Test Center (NOTC) Premium Plan. Table 1 provides a summary of the coverage included in the Premium Plan.

Table 1: NOTC Premium Plan Coverage

1.3.1.1. Summary of Coverage

The Contractor shall provide annual preventive maintenance and calibration for each contract year for the covered products to include: software updates, calibration, preventive maintenance and full functional testing of the NOTC System with 51 tests / inspections:

1. Electrical Console:

10 Tests/Inspections

2. Chair Assembly:

13 Tests/Inspections

3. System Enclosure:

11 Tests/Inspections/Replacements

4. Computer System:

4 Tests/Inspections

5. I-Portal® NOTC System:

13 Tests/Inspections

1.3.2. Premium Plan – Preventative Maintenance and Calibration (PM&C). The Contractor shall provide annual Preventative Maintenance and Calibration (PM&C) with report as one (1) day on-site at USAARL.

1.3.3. Premium Plan – Technical Telephone, E-Mail, and Remote Access Support. The Contractor shall provide unlimited technical telephone, e-mail, and remote access support. Telephone support shall occur during normal business hours from 8:00 AM to 4:30 PM EST and on-call support from 4:30 PM to 9:00 PM EST Monday through Friday.

1.3.4. Premium Plan – On-Site Repairs. The Contractor shall provide on-site repairs at USAARL to include replacement of parts needed for repair of covered products.

1.3.5. Premium Plan – Software Subscription. The Contractor shall provide software updates and new version releases as they become available or 30 days after release. Any update or release that requires field modifications shall be installed in conjunction with the annual Preventative Maintenance and Calibration.

1.3.6. Premium Plan – Operating Computer. The Contractor shall ensure operating computer has been verified and validated with Neuro Kinetics loaded software only.

1.3.7. Premium Plan – Scheduling. The Contractor shall provide priority scheduling with qualified on-site technicians within three (3) business days if remote trouble shooting is ineffective.

1.3.8. Organizational Conflicts of Interest (OCI)

The U.S. Army Medical Research and Materiel Command (USAMRMC) has categorized all service procurements into one of the following three as defined below, for purpose of identifying, avoiding or mitigating against Organizational Conflicts of Interests (OCIs) IAW FAR Subpart 9.5. These categories are defined as follows:

· Category 1: Program and/or Administrative Support: Services which, by their very nature, give the Contractor access to non-public procurement sensitive data about the contract requirements, other contractors’ proprietary information, or put the contractor in a position to influence the award decision on a contract in which they are participating. Services would be characterized as having access to Command Wide procurement sensitive information, or work that could likely have an influence over follow-on awards or contracts within subordinate directorates/ Commands.

· Category 2: Program Management Support: Services which assist USAMRMC in planning and managing an organization’s activities and programs. These include, for example: requirements analysis, acquisition support, budget planning and management, business, process reengineering, program planning and execution support, and independent technical management support. Services would be characterized as having access to only Directorate or Subordinate Command level procurement sensitive information or work that would have little influence on follow-on requirements or requirements of other directorates/Subordinate Commands.

· Category 3: Product Support: Services or end items required to meet the mission requirements of the organization’s activities and programs. These include, for example: concept exploration and development, system design, system development and integration, COTS Procurement and integration, internal development testing, deployment, installation, operations, and maintenance. Services can be characterized as having little or no access to procurement sensitive information other than the immediate requirement and little chances of follow-on work that can be influenced by the immediate requirement.

1.3.7.1 USAMRMC Category 3, Product Support is applicable for this contract.

2. General Requirements

a. Place of Performance. The USAARL requires on-site contract support services located at Building 6901, Ferrell Road, Fort Rucker, AL 326362-0577.

b. Periods of Performance. The periods of performance for this contract are shown in Table 2.

Table 2: Periods of Performance

c. Trained and certified Neuro Kinetics, Inc. technicians shall perform the annual PM&C as well as any unforeseen repairs on the NOTC System.

2.1. Non-Personal Services

The PWS identifies services that are strictly non-personal in nature, as defined by FAR Part 37. 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 Contracting Officer (KO) immediately.

2.2. Business Relations

The Contractor shall successfully coordinate all activities needed to execute the requirements. The Contractor shall manage the timeliness, completeness, and quality of problem identification. The Contractor shall provide timely identification of issues and effective management of subcontractors (as applicable). The Contractor shall seek to ensure customer satisfaction and professional and ethical behavior of all Contractor personnel providing support services under this Contract.

2.3. Contract Administration and Management

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

2.3.1. 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 shall maintain continuity between the required support services at USAARL and the Contractor's corporate offices.

2.3.2. 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 appoint a single point-of-contact between the Government and Contractor personnel assigned to support the requirement.

2.3.3. Personnel Administration

The Contractor shall provide notifications for employees during designated Government non-work days or other periods where Government offices are closed due to weather or security conditions. The Contractor shall maintain the currency of their employees skills/training by providing initial and refresher training as required to meet the PWS requirements. The Contractor shall make necessary travel arrangements for employees.

2.4. Subcontract Management

The Contractor shall be responsible for any subcontract management necessary for work performed on this contract and shall be responsible and accountable for subcontractor performance. The prime Contractor will manage work distribution to ensure there are no OCI considerations.

2.5. Contractor Personnel, Disciplines, and Specialties

The Contractor shall accomplish the assigned work by employing and utilizing qualified service technicians with the appropriate combinations of education, training, experience, and certification. The Contractor shall match personnel skills to the services to be performed and provide the necessary resources and infrastructure to manage, perform, and administer the contract.

2.6. Place of Performance and Hours of Work

2.6.1. Place of Performance. Accomplishment of the on-site tasks contained in this PWS requires work at USAARL located at Building 6901 Ferrell Road, Fort Rucker, AL 36362-0577.

2.6.2. Hours of Work. Normal workdays are Monday through Friday except U.S. Federal holidays. Core hours of work are from 9:00 AM to 3:00 PM EST daily. The Contractor shall complete the required tasks during the core hours. Reference Section 1.3.3 for specific telephone support hours and on-call support.

2.6.3 Contractor shall not perform services on those days designated as a Federal Holiday by Federal Status, Executive Order, Presidential Proclamation, or Installation Commander.

2.6.4 Contractor shall not perform services or report to work on those days the Government or installation is closed due to local determination relating to inclement weather conditions, national emergencies, energy conversation, requiring the closures.

2.6.5 The following is a list of legal Federal holidays that services shall not be performed. Services shall not be performed on any other day declared a Federal holiday.

· New Year’s Day, 1 January

· Martin Luther King’s Birthday, 3rd Monday in January

· President’s Day, 3rd Monday in February

· Memorial Day, last Monday in May

· Independence Day, 4 July

· Labor Day, 1st Monday in September

· Columbus Day, 2nd Monday in October

· Veteran’s Day, 11 November

· Thanksgiving Day, 4th Thursday in November

· Christmas Day, 25 December

NOTE: Any of the above holidays falling on a Saturday will be observed on the preceding Friday; holidays falling on a Sunday will be observed on the following Monday.

2.7. Travel / Temporary Duty (TDY). The Contractor shall be required to travel to USAARL located at Building 6901 Ferrell Road, Fort Rucker, AL 36362-0577.

3. Performance Requirements

The Contractor shall provide all necessary personnel required to support the annual preventative maintenance and calibration, technical telephone, e-mail, and remote access support, on-site repairs, and new software version and maintenance releases but are not limited to the following Performance Objectives and Performance Elements for the contract.

3.1. Objective 1 – Annual Preventative Maintenance and Calibration (PM&C) The Contractor shall provide annual preventive maintenance and calibration for each contract year for the covered products to include: software updates, calibration, preventive maintenance and full functional testing of the NOTC System. The annual PM&C service shall be documented to record the system is functioning within the defined OEM operational specifications. The Contractor shall coordinate the date and time of the PM&C with USAARL.

Performance Standards: The Performance Standard is NOTC System is fully functional after the Annual PM&C with an Accepted Quality Level of 100% and no down time.

Deliverable: Annual PM&C Service Report.

3.2. Objective 2 – Technical Telephone, E-Mail, and Remote Access Support The Contractor shall provide unlimited technical telephone, e-mail, and remote access support. Telephone support shall occur during normal business hours from 8:00 AM to 4:30 PM EST and on-call support from 4:30 PM to 9:00 PM EST Monday through Friday.

Performance Standards: The Performance Standard is the support is provided as needed for the NOTC System during the hours identified under 3.2 above with an Accepted Quality Level of 100% and no down time.

Deliverable: Problem reported using telephone, e-mail, or remote access is resolved within four (4) hours from the date and time USAARL first reported the problem.

3.3. Objective 3 – On-Site Repairs

The Contractor shall provide on-site repairs at USAARL to include replacement of parts needed for repair of covered products.

Performance Standards: The Performance Standard is NOTC System is fully functional after the on-site repairs with an Accepted Quality Level of 100% and no down time.

Deliverables: Repair service receipt documenting the repairs and/or parts replaced.

3.4. Objective 4 - Software Subscription

The Contractor shall provide software updates and new version releases as they become available or 30 days after release. Any update or release that requires field modifications shall be installed in conjunction with the annual Preventative Maintenance and Calibration (PM&C).

Performance Standards: The Performance Standard is NOTC System is fully functional with the software updates and new version releases with an Accepted Quality Level of 100% and no down time.

Deliverable: Document with date of when USAARL received software updates and new version releases.

4. Special Requirements This section describes the special requirements and the subsections provide details of various considerations for this requirement.

4.1. Security and Safety

Contractor shall not have access to classified information. The Contractor shall require an escort for on-site visits to be provided by the Government.

4.1.1. Access to Army controlled installations, facilities, and personnel badging. Applicable for all Contractor employees with an area of performance within an Army controlled installation, facility or area. The Contractor and all associated subcontractors’ 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 the DoD, Headquarters Department of the Army, 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.

4.1.1.2. Contractors that do not require a Common Access Card (CAC), but require access to a DoD facility or installation. The Contractor an all associated subcontractors shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification Index (NCIC-III) and Terrorist Screening Database (TSDB) (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), or, at OCONUS locations, in accordance with status of forces agreements and other theater regulations.

4.1.2 Force Protection Condition (FPCON) impact on work levels. The Contractor employees must comply with all personal identity verification requirements as directed by DoD, and local policy. In addition to the changes otherwise authorized by the changes clauses of this contract, should the FPCON at any individual facility or installation change, the Government may require changes in Contractor security matters or process. IAW DoDI 2000.16, the FPCON is defined as follows:

FPCON ALPHA. This condition applies when there is a general threat of possible terrorist activity against personnel and facilities, the nature and extent of which are unpredictable, and circumstances do not justify full implementation of FPCON BRAVO measures. However, it may be necessary to implement certain measures from higher THREATCONS resulting from intelligence received or as a deterrent. The measures in this THREATCON must be capable of being maintained indefinitely.

FPCON BRAVO. This condition applies when an increased and more predictable threat of terrorist activity exists. The measures in this THREATCON must be capable of being maintained for weeks without causing undue hardship, affecting operational capability, and aggravating relations with local authorities.

FPCON CHARLIE. This condition applies when an incident occurs or intelligence received indicating some form of terrorist action against personnel and facilities is imminent. Implementation of measures in this THREATCON for more than a short period probably will create hardship and affect the peacetime activities of the unit and its personnel.

FPCON DELTA. This condition applies in the immediate area where a terrorist attack has occurred or when intelligence has been received that terrorist action against a specific location or person is likely. Normally, this THREATCON is declared as a localized condition.

4.1.2.1 During FCONs Charlie and Delta, non-essential service contracts are placed under a stop work order. Designated essential service contracts will resume when the FPCON level is reduced to level Bravo or lower.

4.1.3. Weapons, Firearms, and Ammunition. Contractor employees are prohibited from possessing weapons, firearms, or ammunition, on themselves or within their Contractor-owned vehicle or privately-owned vehicle while on a DoD facility.

4.2. Quality Assurance and Surveillance Plan (QASP)

The QASP specifies the work requiring surveillance and the method of surveillance to determine the services provided by the Contractor conform to contract requirements. The oversight provided for in the contract and in the QASP shall ensure the service levels reach and maintain the required levels throughout the period of performance. Further, the QASP provides the Contracting Officer’s Representative (COR) with a proactive way to avoid unacceptable or deficient performance. The QASP is a living document and may be updated by the Government as necessary.

4.3 Environmental Requirements

The Contractor shall comply with all documents/directives listed below as mandatory and compliance with documents/directives listed as non-mandatory is at the Contractor’s discretion.

4.3.1. Mandatory compliance. Occupational Safety and Health Act, AR 2001- Environmental Protection and Enhancement

4.4 Applicable Directives

4.4.1. Compliance Documents

The following documents provide specifications, standards, or guidelines that must be complied with in order to meet the requirements of this order:

· Army Federal Acquisition Regulation Supplement (AFARS)

· Department of Defense FAR Supplement (DFARS)

· AR 530-1 Operations Security

· AR 70-1 Army Acquisition Policy

· DoD Directive 5205.02, DoD Operations Security (OPSEC) Program

· DoD 8570.01-M Information Assurance Workforce Improvement Program

· DoD Directive 85701.1 Information Assurance Training, Certification and Workforce Management

· DoDI 8510.01 DoD Information Assurance Certification and Accreditation Process (DIACAP)

· Deputy Secretary of Defense Memorandum, Control of Planning, Programming, Budgeting and Execution (PPBE) Documents and Information

· DoD Directive 70.45.14, Planning, Programming and Budgeting System

· Federal Acquisition Regulation (FAR)

· Health Insurance Portability and Accountability Act (HIPAA)

· Occupational Safety and Health Act

· OMB Circular A-130 Management of Federal Information Resources

· Privacy Act of 1974

· Service Contract Act (SCA)

4.4.2. Reference Documents

The following documents may be helpful to the Contractor in performing the work described in this document:

· AR 525-13 Anti-Terrorism

· DoD 4120.24-M Defense Standardization Program Policies & Procedures

· DoD and Army environmental program and regulations, https://aec.mil/usaec/

· MHS Information Assurance, http://www.health.mil/MHSCIO/programs_products/ia.aspx

· National Crime Information Center, http://www.fbi.gov/about-us/cjis/ncic

· DoD Directive 5400.7, Freedom of Information Act Program. (Paragraphs 2 & 3)

· DoD 8910.1, Management and Control of Information Requirements, June 1993

5. Deliverables

The Contractor shall provide deliverables as described in the table below for the base contract and all option years.

E: Electronic H: Hard Copy TBD: To be determined