Attachment_1_450kV_and_DR_X_Ray_Machine_PWS.pdf

PERFORMANCE WORK STATEMENT (PWS)

FOR

PREVENTATIVE MAINTENANCE AND REPAIR GE 450kV AND DRI SYSTEM X-RAY MACHINE

1.0 General: This is a requirement to have a GE 450kV and DRI System X Ray Machine repaired as described within this Performance Work Statement.

1.1 Scope: The contractor shall provide all personnel, equipment, tools, materials, supervision, quality control and other items and non-personal services necessary to perform repairs to an GE 450kV and DRI System X Ray Machine as defined in this PWS, except as specified in Paragraph 3.0 as Government Furnished. The contractor shall perform to the standards in this contract. All repairs will be documented and sent via e-mail to the Contract Officer’s Representative (COR) and to the Technical Point of Contact within 24 hours of the action of a repair.

1.2 Background: Letterkenny Munitions Center (LEMC), on or around March 2010, purchased a GE 450kV and DRI System X Ray Machine. This machine has exceeded the warranty period and due to the overall cost of the machine it requires a repair service contract. The machine is currently operational and is not exhibiting any evidence of mechanical malfunction or failure. This machine is of industrial grade and strength and has the capacity to internally photograph munitions and their respective parts.

1.4 General Information:

1.4.1 Quality Control (QC): The contractor shall develop and maintain an effective QC program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s QC program is the means by which it assures itself that its work complies with the requirements of the contract. As a minimum, the contractor shall develop QC procedures that address the areas identified in Technical Exhibit 1, Performance Requirements Summary which refer back to the requirements listed in 5.3.

1.4.2 Quality Assurance (QA): The Government shall 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 acceptable quality level(s) (defect rate(s)).

1.4.3 Recognized Holidays: The following are recognized US holidays. The contractor shall not perform services on these days:

1.4.3.1 New Year’s Day: January 2

1.4.3.2 Martin Luther King, Jr.’s Birthday: Third Monday in January

1.4.3.3 President’s Day: Third Monday in February

1.4.3.4 Memorial Day: Last Monday in May

1.4.3.5 Independence Day: July 4th

1.4.3.6 Labor Day: First Monday in September

1.4.3.7 Columbus Day: Second Monday in October

1.4.3.8 Veteran’s Day: November 10th

1.4.3.9 Thanksgiving Day: Fourth Thursday in November

1.4.3.10 Christmas Day: December 25th

1.4.4 Place and Performance of Services The contractor shall provide services between the hours of 0730 and 1530 on Monday through Thursday, and possibly Friday, except on recognized US holidays or when the Government facility/installation is closed due to local or national emergencies, administrative closings, or similar Government-directed facility/installation closings. Performance shall be at building 5250 inside LEMC, supervised by the COR or the TPOC. The contractor shall at all times maintain an adequate work force for the uninterrupted performance of all tasks defined within this PWS when the Government facility/installation is not closed for the above reasons.

When hiring personnel, the contractor shall keep in mind that the stability and continuity of the work force are essential. Also while on site at LEMC, the contractor is responsible for the performance and conduct of his employees.

1.4.5 Security Requirements: Contractor personnel performing work under this contract are not required to have a specific security level. The contractor personnel will be escorted and supervised at all times while at LEMC by the COR or TPOC.

1.4.6 Physical Security: The contractor shall safeguard all Government property that is being diagnosed or repaired.

At the close of each work period, Government facilities, equipment and materials shall be secured.

1.4.7 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 KO. 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.

2.0 Definitions and Acronyms:

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 (KO). 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 designated by the KO to monitor contractor performance. 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 and includes 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 privities 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.

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

2.2 ACRONYMS:

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 COTS Commercial-Off-the-Shelf DA Department of the Army DD250 Department of Defense Form 250 (Receiving Report) DD254 Department of Defense Contract Security Requirement List DFARS Defense Federal Acquisition Regulation Supplement DOD Department of Defense FAR Federal Acquisition Regulation KO Contracting Officer LEMC Letterkenny Munitions Center POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program TE Technical Exhibit TPOC Technical Point of Contact

3.0 Government Furnished Property, Material, Equipment and Services (GFP/M/E/S): The Government will provide the facilities, equipment, materials, and/or services listed below:

3.1 Facilities: The Government will furnish the necessary workspace for the contractor staff to provide the support outlined in this PWS. While in this workspace the contractor will be escorted and supervised while completing the actions outlined in this PWS.

3.2 Utilities: The Government will provide the contractor with access to basic utilities, including electricity and lighting. The contractor shall instruct employees in utilities conservation practices.

3.3 Equipment: The Government will NOT provide any equipment, tools or services to assist in the repairs or the replacement of parts during the repairs.

4.0 Contractor Furnished Property, Materials, Equipment (CFP/M/E):

4.1 General: Except for those items specifically stated to be Government-Furnished in Paragraph 3.0, the contractor shall furnish everything required to perform these services as indicated in Paragraph 1.1.

4.2 Contact: The contractor shall provide an e-mail address, name and telephone number for repair assistance and scheduling during both regular hours and non-business hours.

4.3 Tools/Equipment: The contractor shall provide all test equipment, tools, and other special equipment necessary to repair or install replacement parts on the GE 450kV and DRI System X Ray Machine. When parts are installed then re-calibration will be necessary.

5.0 Requirements: The contractor shall:

5.1 Respond and establish a repair plan to conduct the repairs within a 24 hour period for the DR portion of the system, which includes telephone support for early diagnosis providing all personnel, equipment, tools, materials, oversight, quality control and other items and non-personal services necessary to perform service repairs C/W the PWS, for the following items (this will not include travel time):

5.1.1 Repair existing Digital Flat Panel Detector, Perkin Elmer 1620AN1 or replace if necessary, with new FPD that is equivalent or better. Replacement shall include necessary accessories (Power Supply, Video A/D Card, Data Cable, etc.)

5.1.2 Power Supply Perkin Elmer XRD EP

5.1.3 High Resolution Acquisition and Review Workstation

5.1.4 ASTM Flat Panel Compliance Module

5.1.5 1Z9FW52 Work Station – Cn-0ymyh1-74261 Monitor & Greyscale Monitor

5.1.6 Software upgrades as required or necessary (DOCONDE, VI3 Software)

5.1.7 Lead Shielding on the system

5.2 Respond and establish a repair plan to conduct the repairs within a 24 hour period for the GE 450kV portion of the system, which includes telephone support for early diagnosis, providing all personnel, equipment, tools, materials, oversight, quality control and other items and non-personal services necessary to perform service repairs C/W the PWS, for the following items (this will not include travel time):

5.1.1 GE Titan 450 KV X-Ray System

5.1.2 Bipolar X-ray tube housing “ISOVOLT 450/10” with metal-ceramic x-ray tube.

5.1.3 H.V. Generator 225 KV, Cathode, with power module.

5.1.4 H.V. Generator 225 KV, Anode, with control module.

5.1.5 H.V. Cables 225 KV (2 ea.)

5.1.6 Oil cooling pump OW 4002 for closed circuit oil cooling.

5.3 Conduct an annual preventative inspection to cover the following points on the system:

5.3.1 Check DR system performance, errors logs, and perform a computer backup to VJ Technologies program files, data files, and user files

5.3.2 Check computer processor fan, inner cables, PCBs, chassis filters, outer cables, clean surface, clean inside and clean all connection plugs

5.3.3 Check system against any mechanical damage

5.3.4 Check mains voltage to system with voltmeter

5.3.5 Maintenance the Cathode HV Cable, tube side and generator side, clean HV cable and socket, adjust the gap and re-grease

5.3.6 Maintenance the Anode HV Cable, tube side and generator side, clean HV cable and socket, adjust, the gap and re-grease

5.3.7 Verify that all X-ray cables are tighten

5.3.8 Check oil level in cooler and check cooler for leaks

5.3.9 Check oil hoses against leakage on the system

5.3.10 Verify system operations are normal after service

During the preventative maintenance visits the machine will be cleaned and calibrated at the above listed points to the manufacturer’s specified levels that will be provided by the Government TPOC. All preventative maintenance will be documented and a copy will be provided to the Government TPOC within 5 calendar days of the inspection.

This report will also contain any recommendations that would increase machine efficiency and minimize downtime.

The contractor shall provide materials/parts for any minor repairs during the preventative maintenance visits and install or replace this defective material/part while on site for the visit. Additional repair costs and/or visits to conduct the repairs will have to be authorized by both the COR and the TPOC.

5.4 Materials – This will include all materials used during the repairs.

5.5 PARTS: The contractor shall provide all necessary parts for all work performed under this contract. The COR shall approve all parts costing more than fifty dollars ($50) each that are parts required by services performed under paragraphs 5.5 and 5.6. Repair parts shall be billed as actual per the parts CLIN instructions. Funding for repair parts will be allocated on individual delivery orders. This shall not be construed to mean that the contractor has exclusive rights to supply all parts needed to perform non-emergency maintenance and emergency maintenance. The Government reserves the right to procure parts required for maintenance performed in-house by most advantageous means.

5.6 REPAIR RESOLUTION: The contractor shall be contacted when the COR determines that a machine requires maintenance support. If the COR has determined that the contractor has not repaired a machine back to operational condition in a timely manner or an ongoing problem continues to re-occur without resolution, the contractor shall secure the services of an Original Equipment Manufacturer (OEM technician), or certified technician for this caliber of machine to correct the failure. OEM labor shall be billed as actual per the Repair Resolution CLIN instructions.

Funding for OEM labor will be allocated on individual delivery orders.

5.7 TECHNICAL TELEPHONE SUPPORT: The contractor shall supply all technical telephone support to aid in troubleshooting and correction of machine faults and problems at no additional cost to the Government. If the contractor is unable to answer a question to the full satisfaction of LEMC, they shall provide an OEM, or certified technician POC response assistance at no additional cost to the Government.

5.8 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, KO, Contracting Officer’s Technical Representative (COTR) or also known 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. CLIN 0010

TECHNICAL EXHIBIT 1

Performance Requirements Summary

This Performance Requirements Summary includes performance standards. The Government will use these standards to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL).

PWS Paragraph

Task

Performance Standard

Acceptable Quality Levels (AQL)

Surveillance Method / By Whom

5.0 Requirements The contractor

shall perform repairs within the established timeframes.

The contractor shall perform repairs within the established timeframes 100% of the time each month by conducting tests and documenting the results.

98% defect rate Periodic Inspection – COR and TPOC will review monthly all repair and preventative maintenance documents.

TECHNICAL EXHIBIT 2

Deliverables Schedule

Deliverable Frequency Number of Copies

Medium/F ormat

Submit To

1.4.1 Quality Annually in a month

establish by the COR

5 TPOC and

COR E-

Mail elizabeth.a.michael.civ@mail.mil monica.r.dean.civ@mail.mil

5.0 Requirements 5 days after preventative

maintenance

5 TPOC and

COR E-

Mail elizabeth.a.michael.civ@mail.mil monica.r.dean.civ@mail.mil