PWS_for_ENV.docx

PERFORMANCE WORK STATEMENT (PWS)

Certification of HEPA filtered equipment Part 1

General Information

a. GENERAL: This is a service contract to provide certification and repair of equipment used to provide protection from biologically hazardous agents and toxins. 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 contract awardee shall provide all personnel, equipment, supplies, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform field certification of all equipment listed on a fixed schedule, routine maintenance and emergency repairs are made in a timely manner 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: USAMRIID is located in Fort Detrick, MD. Since 1969, USAMRIID has served as the Department of Defense’s (DoD) lead laboratory for medical biological defense research. While our core mission is to protect the warfighter from biological threats, we also investigate disease outbreaks and threats to public health. Research conducted at USAMRIID leads to medical solutions – therapeutics, vaccines, diagnostics, and information – that benefit both military personnel and civilians. USAMRIID is a subordinate laboratory of the U.S. Army Futures Command. For the purposes of this contract, USAMRIID is requesting a service contract.

1.3 Objectives: This service contract allows USAMRIID to have airflow equipment with HEPA filters repaired as needed, and certified annually in accordance with NSF/ANSI 49 and internal standard operating procedures.

1.4 Scope:

a. The Government vetted company will furnish all necessary labor and equipment to perform routine on-site field certification, preventive maintenance, filter changes, repairs, and initial set-up of Biological Safety Cabinets, Laminar Flow Cabinets, HEPA filtered work stations and calibration of all Down Draft tables as listed.

b. The Contractor shall provide all testing and monitoring equipment with a minimum of Three (3) complete testing and monitoring sets available at all times to be able to function in all areas required.

c. All test equipment must be calibrated and maintained in accordance with equipment manufacturer's guidelines and/or NSF/ANSI 49 guidelines at the contractor’s expense.

d. Documentation of equipment calibration must be maintained at the location where the equipment is being used. The contractor shall provide all parts and supplies as needed for repairs.

BSCs shall be field certified according to the requirements of NSF/ANSI 49, Annex F with the exception that time intervals for certification shall be those in USAMRIID SOP SA-06-04. A copy may be available for review upon request.

e. CFHs shall be field certified according to the requirements of USAMRIID SOP EQ- 01-06. The time interval for certification shall be that established in USAMRIID SOP SA-06-04. A copy may be available for review upon request.

f. LFCs shall be field certified according to the requirements of USAMRIID SOP EQ- 01-14-00. The time interval for certification shall be that established in USAMRIID SOP SA-06-04. A copy may be available for review upon request.

g. The contractor shall respond within 48 hours after notice for repair of non-functioning or improperly functioning equipment.

h. The contractor shall submit invoices (electronically) through Wide Area Work Flow (WAWF) for payment. The contractor shall also be submit a copy of the invoice (electronically)

i. The contractor shall be responsible for decontamination of Biological Safety Cabinets, using the procedure outlined , prior to any work involving potentially contaminated chambers of the cabinet.

j.

2. USAMRIID shall supply paraformaldehyde, frying pans and indicator spore strips for the decontamination. Indicator spore strips shall be processed by USAMRIID post decontamination to verify efficacy of all formaldehyde decontaminations. All work shall be conducted on-site at the location of the equipment to be field certified.

3. The contractor shall provide repair service for all units covered under this contract. All units requiring repair, shall be re-certified after completion of the repair. Documentation of repairs made and post repair performance testing data shall be available within twenty-four (24) hours of completion of service request. All work shall be coordinated between the COR and the Contractor's designated Site Supervisor.

Personnel:

a. The contractor’s employees must have a current Certificate of Accreditation from NSF International for BSC certification.

The contractor’s employees must be American citizens.

The contractor’s employees may be required to complete a security check and may have to register with the Centers for Disease Control to work in USAMRIID areas used for select agents.

If required, registration of the contractor’s employees with the CDC shall be USAMRIID's responsibility. All unescorted personnel entering containment suites must be enrolled in the Biosurety

4. Personnel Reliability Program (BPRP):

Vaccination requirements will follow USAMRIID Policy 19-04, Vaccinations.

Should an immunized employee leave the company, for any reason, it shall be the contractor's responsibility to immediately submit the necessary documentation to place a replacement employee on the Biosurety Personnel Reliability Program (BPRP).

Any requests for substitutions or replacement of personnel, or changes in duties from those cited in the statement of work, must be submitted in writing to the COR for approval with the

5. Contracting Officer having final approval.

Appointment Notification for Immunizations. The Contractor shall be notified by the COR (via telephone, Fax, or Email) about dates, times, and the type of immunization to be administered to contractor’s employees.

6. Manner and Time to Conduct Service:

Upon request by COR, the Contractor shall provide On-Site supervision to execute and coordinate scheduled services, and emergency repair work.

a. If only one Contractor employee is assigned to perform requested services, that individual shall be considered the “On-Site Supervisor” and shall have the Contractor's authority to act on matters pertaining to the performance of services under this Contract.

7. COR shall provide the Contractor with a list of hoods/cabinets that are due for certification in a given month on the last Friday of the month prior to the month the hoods/cabinets are due for certification. Contractor shall complete field certification on 100% of the hoods/cabinets on the list within the month the field certification is due.

8. Contractor shall be responsible for scheduling work with the COR. Any service to be performed other than field certification and items requiring service based on the performance testing results shall be considered emergency service. The COR shall determine priority assignment when multiple emergency service is required. Contractor shall provide the COR with copies of the BSC/CFH/LFC/Downdraft field certification report and any associated service reports within twenty-four (24) hours of completion of work.

9. Field certification shall be performed during normal working hours, 7:45 a.m. to 4:30 p.m., Monday through Friday, excluding Federal holidays, (Except as specifically approved by the

COR).

10. The Contractor shall observe all applicable Federal, State and local safety requirements throughout the performance of this Contract.

11. The Contractor’s performance will be reported in the Contracting Manpower Reporting Application (CMRA).

12. Service Reports:

The Contractor shall provide the BSC/CFH/LFC/Downdraft field certification reports the following workday.

Written field certification reports for BSC shall include the following:

(1) Equipment Information:

a. USAMRIID Inventory Number (MMCN)

b. Manufacturer,

c. Manufacturer Serial Number,

d. Building and Room,

e. Class of equipment.

(2) Downflow velocity.

(3) Inflow velocity (face velocity) test.

(4) Airflow smoke patterns test.

(5) HEPA filter leak test.

(6) Pressure decay/soap bubble test.

(7) Site installation assessment test.

(8) Electrical leakage and ground circuit resistance and polarity test.

(9) Vibration test.

(10) Noise level test.

(11) Detailed record of all labor and Part(s).

5.3. Written field certification reports for CHF shall include the following:

(1) Equipment Information:

a. USAMRIID Inventory Number (MMCN)

b. Manufacturer,

c. Manufacturer Serial Number,

d. Building and Room,

e. Class of equipment.

(2) Inflow velocity (face velocity) test.

(3) Airflow smoke patterns test.

(4) Detailed record of all labor and Part(s).

5.4. Written field certification reports for LFC shall include the following:

(1) Equipment Information:

a. USAMRIID Inventory Number (MMCN)

b. Manufacturer,

c. Manufacturer Serial Number,

d. Building and Room,

e. Class of equipment.

(2) Air velocity profile.

(3) Air flow analysis.

(4) HEPA filter leak test.

(4) Detailed record of all labor and Part(s).

13. The contractor may develop a computer generated form for each type of equipment tested or a form that covers all equipment to be tested as long as all required information is present on the form.

Clean up:

14. The Contractor shall be responsible for cleaning of all work areas after completion of work.

Location: Fort Detrick, MD, USAMRIID

1.6 General Information

1.6.1 Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. Monthly verification of the certification stickers applied to the equipment that was due and/or repaired during that cycle. The contractor will also provide the Certification documents for the TMDE used to repair/certify the equipment.

1.6.2 Quality Assurance: The timelines provided in the scope shall be verified against the Government required database Defense Medical Logistics Standard Support (DMLSS). Repairs and monthly certification requirements will be provided to the contractor in email from this system as guidance.

1.6.3 Recognized Holidays:

1.6.4 Hours of Operation: The contractor is responsible for conducting business, between the hours of 0730 - 1630 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 USAMRIID area of operations or designated location suitable to conduct the service requested.

1.6.6 Type of Contract: The government will award a (Type of contract to be determined by CCE and the customer).

1.6.7 Security Requirements: Contractor personnel performing work under this contract must have the ability obtain a Secret Clearance at time of the proposal submission, and must maintain the level of security required for the life of the contract. The security requirements are in accordance with the attached DD254.

1.6.7.1 PHYSICAL Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use.

1.6.7.2 Key Control: The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key control that shall be included in the Quality Control Plan. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the Contracting Officer.

1.6.7.2.1. In the event keys, other than master keys, are lost or duplicated, the Contractor shall, upon direction of the Contracting Officer, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the Contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the Contractor.

1.6.7.2.2. The Contractor shall prohibit the use of Government issued keys/key cards by any persons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer.

1.6.7.3 Lock Combinations. The Contractor shall establish and implement methods of ensuring that all lock combinations are not revealed to unauthorized persons. The Contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations. These procedures shall be included in the Contractor’s Quality Control Plan.

1.6.8 Special Qualifications: Applies for and maintains Enrollment in USAMRIID BPRP

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 Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

1.6.12 Other Direct Costs This category includes travel (outlined in 1.6.13), reproduction, and shipping expenses associated with training activities and visits to contractor facilities. It could also entail the renting of suitable training venues.

1.6.13 Data Rights: The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/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.

1.6.16 Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may effect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.6.17 PHASE IN /PHASE OUT PERIOD: To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the Contractor shall have personnel on board, during the 30 days phase in/ phase out periods. During the phase in period, the Contractor shall become familiar with performance requirements in order to commence full performance of services on the contract start date.

PERFORMANCE REQUIREMENTS (see Exhibit 1)

Quality Assurance Surveillance Plan. Every DoD contract awarded for services in excess of $2,500.00 shall contain a Quality Assurance Surveillance Plan (QASP) as discussed in the FAR 46, Government Contract Quality Assurance. A QASP is a plan that specify the particular services the COR will inspect and the method(s) used to complete that surveillance. Each offeror shall digest the PWS in this RFP and offer a QASP associated therewith. The QASP shall be submitted as part of the offeror’s technical proposal. It will not be subjectively evaluated and rated. However, it may be discussed during the pre-award period for finalization prior to its inclusion in the awarded contract.

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1. DEFINITIONS:

2.1.1. 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.

2.1.2. 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.

2.1.3. 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.

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

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

2.1.6. 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.

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

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

2.1.9. QUALITY ASSURANCE Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.10. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

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

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

2.1.12. WORK WEEK. Monday through Friday, unless specified otherwise.

2.2. ACRONYMS

PART 5

SPECIFIC TASKS

5. Specific Tasks:

5.1. Basic Services. The contractor shall provide services

5.2. CONTRACTOR MANAGEMENT REPORTING (CMR): The Office of the Assistant Secretary of the Army (Manpower & Reserve Affairs) operates and maintains a secure Army data collection site where the Contractor shall report ALL Contractor manpower (including subcontractor manpower) required for performance of this contract. The Contractor shall completely fill in all the information in the format using the following web address https://Contractormanpower.army.pentagon.mil. The required information includes: (1) Contracting Office, Contracting Officer, Contracting Officer’s Technical Representative (COTR) or also know as the Contracting Officer’s Representative (COR); (2) Contract number, including task and delivery order number; (3) Beginning and ending dates covered by reporting period; (4) Contractor's name, address, phone number, e-mail address, identity of Contractor employee entering data; (5) Estimated direct labor hours (including sub-Contractors); (6) Estimated direct labor dollars paid this reporting period (including sub-Contractors); (7) Total payments (including sub-Contractors); (8) Predominant Federal Service Code (FSC) reflecting services provided by Contractor (and separate predominant FSC for each sub-Contractor if different); (9) Estimated data collection cost; (10) Organizational title associated with the Unit Identification Code (UIC) for the Army Requiring Activity (the Army Requiring Activity is responsible for providing the Contractor with its UIC for the purposes of reporting this information); (11) Locations where Contractor and sub-Contractors perform the work (specified by zip code in the United States and nearest city, country, when in an overseas location, using standardized nomenclature provided on website); (12) Presence of deployment or contingency contract language; and (13) Number of Contractor and sub-Contractor employees deployed in theater this reporting period (by country). As part of its submission, the Contractor shall provide the estimated total cost (if any) incurred to comply with this reporting requirement. Reporting period shall be the period of performance not to exceed 12 months ending September 30 of each government fiscal year and must be reported by 31 October of each calendar year. Contractors may use a direct XML data transfer to the database server or fill in the fields on the website. The XML direct transfer is a format for transferring files from a Contractor’s system to the secure website without the need for separate data entries for each required data element at the website. The specific formats for the XML direct transfer may be downloaded from the website.

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)

Method of Surveillance

PRS # 1.

The contractor shall provide a field service report with OEM guidelines for each measure output with a notes section for performance details including PASS/FAIL.

The contractor provided a company authorized FSR within 24 hrs. of completion of work.

Provided within time limits.

Received in a timely manner to be input to Army Maintenance database.

TECHNICAL EXHIBIT 2

DELIVERABLES SCHEDULE

A complete monthly certifications provided by the Government before End of month and field service report.

Clinical Engineering Branch 1425 Porter street Fort Detrick, md 21702