Conexus_PWS.DOCX

PERFORMANCE WORK STATEMENT (PWS)

Plexus Vision R-Calibration Survey and Plexus Vision Maintenance Agreement

PART 1

GENERAL INFORMATION

1. General: This is a non-personnel services contract to provide a calibration survey and maintenance for the Conexus Plexus Vision Real Time Location System (RTLS). Located at Irwin Army Community Hospital. 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 contractor will perform a new calibration survey. When the survey is completed the contractor will create a new model of the facility and upload that model to the Plexus server. The contractor will test the model to ensure that it is reporting accurately. Contractor will provide email and phone support for troubleshooting the system.

1.2. Background: This system is already in place at Irwin Army Community Hospital (IACH). There was a previous calibration survey done but since the installation of the system there have been additional access points (hardware) added. It is necessary to have additional access points added to the system. When these points are added the MAC addresses and signal measurements change, this results in the wireless tags no longer having the data necessary to report locations accurately. Once the system is updated and reporting accurately the contractor shall supply Maintenance Support (Help Desk) for the Plexus System.

1.3. Objectives:

· The Plexus tracking system will accurately report and track assets throughout the facility.

· Instances of missing or unable to locate items will be reduced.

1.4. Scope: The contractor will add new access points to the system and survey the system to see what addresses and signal measurements will need to be updated. Services will include the installation of new access points, survey to update facility model, uploading of the new model to the Plexus server, and testing of the new model to ensure system is tracking and reporting accurately. The contractor will also provide services via email and phone by means of a help desk to deal with any issues that may arise over the scope of the period of performance. This help desk shall include guidance and problem solving for the complete system, not just the additions and updates.

0. Period of Performance: The addition of the new access points and calibration survey will be performed just once but access to the help desk period of performance shall begin immediately following successful testing.

1.6 General Information

1.6.1 Quality Control:

Quality Control is the responsibility of the contractor. The contractor is responsible for the delivery of quality services/supplies to the Government (see FAR 52.212-4, Contractor Terms and Conditions – Commercial Items). The Contractor shall develop, implement and maintain an effective Quality Control System which includes a written Quality Control Plan (QCP). The QCP shall implement standardized procedure/methodology for monitoring and documenting contract performance to ensure all contract requirements are met. The Contractors’ QCP must contain a systematic approach to monitor operations to ensure acceptable services/products are provided to the Government. The QCP, as a minimum, shall address 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 for root cause analysis to identify the root cause and root cause corrective action to prevent re-occurrence of discrepancies; procedures for trend analysis; procedures for collecting and addressing customer feedback/complaints. The contractor shall upon request provide to the Government their quality control documentation.

The inspection and acceptance point for all services rendered under this contract will be by the Contracting Officer’s Representative (COR), Clinical Engineering Branch. The performance by the contractor technician, the quality of services rendered, and any documentation or written material in support of same, shall be subject to continuous inspection, surveillance and review for acceptance by the COR or designated representative. Other performance evaluation factors will be monitored that are not quantified by numerical measurements, Contractor technician relationship with hospital staff/Government contracting personnel and compliance with hospital policy and procedures.

After acceptance of the quality control plan the contractor shall receive the Contracting Officer’s acceptance in writing of any proposed change to their QC system.

1.6.2 Quality Assurance: The Government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is a Government only document primarily focused on what the Government must do to assure that the contractor has performed in accordance with the requirements of the contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. Non-conforming services shall be re-performed at no increase in contract price. If non-conforming services are recurring, cannot be re-performed, or the services fail to achieve the Performance Requirements Summary (PRS), the Government may reject the nonconforming service(s) and document the contractor’s performance record accordingly. The Government may also issue a Contract Discrepancy Report (CDR) in which the contractor will be required to respond with the development of a corrective action plan (CAP) which identifies the root cause, corrective action (CA) for the root cause, CA for the specific nonconformance, and the date the CAs will be complete. The Government may also reduce the payment to the contractor IAW the PRS, or reduce payment to reflect the value of the services performed, or may perform the services and charge the Contractor for any related cost incurred and/or may terminate this contract for cause.

1.6.2.1 Non-conforming Supplies or Services: When a contractor’s performance does not meet contract requirements and/or approved work schedules and/or timeframes it is considered non-conformance. Non-conformance shall be classified in one of three categories: level I (Minor), level II (Major) or level III (Critical). The Government may re-inspect work designated for re-performance or late performance.

1.6.2.1.1 Level I (Minor) non-conformance: is defined as a non-conformance that is not likely to materially reduce the usability of the supplies or services for their intended purpose, or is a departure from established standards having little bearing on the effective use or operation of the supplies or services. Minor non-conformance usually can be corrected on the spot, where no further corrective action (CA) response is necessary, and can be issued by the COR to the contractor either through a verbal or written non-conformance report. Minor non-conforming services shall be re-performed within a specified time frame at no increase in contract price. If minor non-conformances are recurring or re-performance is not completed in full and within the specified time a Level II non-conformance may be issued to the contractor by the Contracting Officer (KO).

1.6.2.1.2 Level II (Major) non-conformance: is defined as a non-conformance, other than critical, that is likely to result in failure of the supplies or services, or to materially reduce the usability of the supplies or services for their intended purpose. Recurring Minor non-conformances, or a non-responsive contractor, indicating a trend or failure of the contractor’s quality control, can also be classified as a Major non-conformance. Major non-conformance’s shall result in the issuance of a written CDR from the KO to the contractor requiring the development of a CAP by the contractor which identifies the root cause, CA for the root cause, CA for the specific non-conformance and the date CAs will be completed.

1.6.2.1.3 Level III (Critical) non-conformance: is defined as a non-conformance that is likely to result in hazardous or unsafe conditions for individuals using, maintaining, or depending upon the supplies or services; is likely to prevent performance of a vital agency mission; is for a repeated or uncorrected level II CDRs; or is for a non-responsive contractor to a level II CDR. Critical non-conformances shall result in the issuance of a written CDR to the contractor requiring the development of a CAP by the contractor which identifies the root cause, CA for the root cause, CA for the specific non-conformance and the date CAs will be completed.

1.6.2.1.4 Inspection Results: The contractor will be notified of Government inspection results. The contractor shall acknowledge receipt of the inspection results. The contractor may be notified of inspection results verbally. Verbal notifications of defective work will be confirmed in writing. When Government inspectors are unable to contact the contractor to notify the contractor of inspection results, acceptance or rejection of work will be made on the basis of the initial inspection.

1.6.3 Federal Government Holidays: The Contractor is not required to report on Federal Holidays

1.6.4 Hours of Operation: The contractor is responsible for conducting business, between the hours of 0700 – 1630 CST, 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 Irwin Army Community Hospital main campus and outlying clinics.

1.6.6 Type of Contract: The government will award a FFP Contract.

1.6.7 Antiterrorism (AT) and Operations Security (OPSEC)

1.6.7.1 Access and General Protection/Security Policy and Procedures: Contractor and all associated sub-contractors’ employees shall comply with applicable installation, facility, and area commander installation/facility access and local security policies and procedures (provided by government representative). The contractor shall also provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshall Office, Director of Emergency Services, or Security Office. Contractor workforce must comply with all personal identity verification requirements as directed by DOD, HQDA, 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.

1.6.7.1.1 Identification of Contractor Employees: The Contractor (to include subcontractors) shall provide each employee an Identification (ID) Badge, which includes at a minimum, the Company Name, Employee Name and a color photo of the employee. ID Badges for Key Personnel shall also indicate their job title. ID Badges shall be worn at all times during which the employee is performing work under this contract. Each Contractor (to include subcontractors) employees shall wear the ID Badge in a conspicuous place on the front of exterior clothing and above the waist except when safety or health reasons prohibit. The Contractor (to include subcontractors) shall be responsible for collection of ID Badges upon completion of the contract or termination of employee. A listing of issued identification cards shall be furnished to the Contracting Officer Representative 14 days prior to the contract performance start date and updated as needed to reflect Contractor and Subcontractor personnel changes. 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.

1.6.7.1.2 Physical Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

1.6.7.1.3 Security Requirements: Contractor personnel (to include subcontractors) performing work under this contract must have a clearance to enter Post at time of the proposal submission, and must maintain the level of security required for the life of the contract. IACH will not sponsor access to Post. The security requirements are in accordance with the attached DD Form 254, Department of Defense Contract Security Classification Specification

1.6.7.1.4 AT Level I Training. This provision/contract text is for contractor employees with an area of performance within an Army controlled installation, facility or area. All contractor employees, including subcontractor employees, requiring access to Army installations, facilities, or controlled access areas shall complete AT Level I awareness training within 30 calendar days after contract start date or effective date of incorporation of this requirement into the contract, whichever applies. The contractor shall submit certificates of completion for each affected contractor employee and subcontractor employee to the COR (or to the contracting officer, if a COR is not assigned) within 60 calendar days after completion of training by all employees and subcontractor personnel. AT Level I awareness training is available at https://atlevel1.dtic.mil/at. AT Level 1 Training can also be coordinated with the ATO at 239-6303. This is an annual requirement.

1.6.7.1.6 iWATCH Program Information. This standard language is for contractor employees with an area of performance within an Army controlled installation, facility or area. The contractor and all associated sub-contractors shall brief all employees on the local iWATCH program (training standards provided by the requiring activity ATO). This local developed training will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR. This training shall be completed within 30 calendar days of contract award and within 30 calendar days of new employees commencing performance with the results reported to the COR NLT 60 calendar days after contract award. iWATCH information can be obtained from the iWATCH Homepage: http://www.riley.army.mil/UnitPage.aspx?unit=iWatch

1.6.8 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, Post Award Orientation. 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 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.

1.6.9 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, and specifications; monitor Contractor's performance and notify 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.

1.6.10 Key Personnel: The following personnel are considered key personnel by the government and authorized to make service calls:

Primary Government POC: Raymond Robinson Alternate Government POC: Michelle Trussell Alternate Government POC: Angela Borges Information Management POC: Dudley Evans Officer in Charge: W01 Scott Edgerton Non-Commissioned Officer in Charge: SSG Christopher Powell Equipment Management Branch Supervisor: Michael Cossey

1.6.10.1. The contractor shall provide a project manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the project manager when the manager is absent shall be designated in writing to the COR prior to the contract start date and updated as needed for change in personnel. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The project manager or alternate shall be available between 0700 to 1700, Monday through Friday except Federal holidays or when the government facility is closed for administrative reasons. The project manager must be capable of addressing Cybersecurity or Information Assurance (IA) concerns or questions in relation to the Plexus System

1.6.11 Supervision of Contractor Employees: The Government will not exercise any supervision or control over Contractor or subcontractor employees while performing work under the contract. Such employees shall be accountable solely to the Contractor, not the Government. The Contractor, in turn, shall be accountable to the Government for Contractor or subcontractor employees.

1.6.12 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 affect 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.

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 services 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 CONTRACT SPECIALIST. The official Government representative delegated authority by the Contracting Officer to administer a contract. This individual is normally a member of the appropriate Contracting/Procurement career field and advises on all technical contractual matters.

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

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

2.1.7. GOVERNMENT-FURNISHED PROPERTY (GFP) OR GOVERNMENT PROPERTY (GP). Property in the possession of, or directly acquired by, the Government and subsequently made available to the Contractor.

2.1.8. 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.

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

2.1.10. QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are acceptable in accordance with established standards and requirements of this contract.

2.1.11. QUALITY ASSURANCE SPECIALIST. An official Government representative concerned with matters pertaining to the contract administration process and quality assurance/quality control. Acts as technical advisor to the Contracting Officer in these areas.

2.1.12. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

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

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

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

2.1.16. WORK WEEK. Monday through Friday, except for Federal holidays unless specified otherwise.

2.2. ACRONYMS:

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Government Furnished Items and Services: This section describes those items that will be furnished by the Government to the Contractor for performance of the requirements of this contract. The Contractor shall not make use of any property or services described in this section for any purpose other than performing the requirements of this contract. Contractor personnel are responsible for safeguarding GFP, equipment, and facilities. The Contractor shall be required to reimburse the Government for lost, damaged, or misappropriated property for which Contractor personnel are responsible.

3.2. Vendor Access: The COR will provide the contractor access to all the equipment covered under the contract.

3.3. Facilities: The Government will provide the necessary workspace for the contractor staff to support services outlined in the PWS to include access to areas requiring new access points.

3.4. Equipment: The government shall provide access to all necessary diagnostic software necessary for the contractor to perform the survey of the Plexus System Access points and will have access to computers needed to review access points and wireless connections connected to the Plexus System.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 Identification: The contractor shall provide each employee an identification badge which be displayed on their outer garment at all times when performing service described in the PWS. The badge will include the employee’s name, the Contractor’s name and the employee’s title identification.

4.2. Materials: The Contractor shall provide hardware and software necessary to add access points and correct issues related to the addition of access points.

PART 5

SPECIFIC TASKS

5. SPECIFIC TASKS:

5.1. Basic Services: The contractor shall conduct a calibration survey. The calibration survey will include evaluating system to change MAC addresses, define new signal measurements and ensuring that the Wi-Fi tags have all the data necessary to correctly report asset locations within the facility. A new model of the facility that will include the new access points, updated MAC address and correct Wi-Fi will be created. The new facility model will be uploaded into the Plexus System.

5.1.1 The contractor shall provide the IQ/OQ testing of the nodes and panels of the Plexus System within 60 days of the award. The contractor will supply full documentation to satisfy regulatory authorities IAW AR 735-5 (provided to Contractor at post award conference).

5.1.1.1. Contractor shall train users on the use of the Plexus system. Training will be completed onsite after initial IQ/OQ testing of PWS para 5.1.1.

5.1.1.2. The system will be fully functional IAW manufacture’s intent to meet Governments mission requirements within 12 hours after contractor uploads and/or updates facility model. Completed model will be uploaded/updated into the system within 15 days of completion to PWS para 5.1.1 IQ/OQ testing.

5.1.1.3 The contractor shall provide help desk services 0900 – 1800 CST Monday through Friday with the exception of federal holidays. Contractor will return calls by next business day. The contractor employees at the help desk will be qualified to help define issues with the system, and supply troubleshooting advice.

5.1.1.4 The contractor shall ensure the Plexus system is maintained with appropriate Department of Defense (DoD) accreditations and authorizations to operate on the DoD network. This includes all software or hardware updates consistent with compliance with the accreditation and can provide SME’s for the cyber security and/or information assurance questions.

5.2. CONTRACTOR MANAGEMENT REPORTING (CMR): The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for installation, surveillance and maintenance of the Plexus System by means of a service report which will include a list of services done as well as a list of additional hardware. The list of hardware will include a serial number, model name, and nomenclature. The service report will be emailed or faxed within 48 hours of service completion.

PART 6

APPLICABLE PUBLICATIONS

6. APPLICABLE PUBLICATIONS (CURRENT EDITIONS)

6.1 Applicable Publications: Publications listed below form a part of this section to the extent referenced. Publications are referred to in the text by basic designation only. Assume publications to be the most current edition in effect at the time a contract is awarded.

6.2 Location of Publications and Forms: The Contractor shall utilize the Internet to view and print electronic versions of required publications and Forms.

DA publications can be obtained through http://www.usapa.army.mil.

DOD publications can be obtained through http://www.web7.whs.osd.mil/corres.htm. FORSCOM Publications and Forms can be obtained through http://www.forscom.army.mil.

TMs are available through Army Knowledge Online (AKO) at https://www.us.army.mil/suite/login/welcome.htmor the Logistics Support Activity at https://www.logsa.army.mil/etms/online.htm.

OTHER RELATED PUBLICATIONS

Response; Final Rule, Monday, March 6, 1989 Mar 89

Public Law 93-502, and 5 U.S.C., Section 552.

6.1 Army MEDCOM publications shall be made available to the Contractor during the period of the contract if requested. These publications are located in the Clinical Engineering Branch, IACH.

AR 40-5 Preventive Medicine AR 40-61, Medical Logistics Policies and Procedures SB 8-75-11 Augments AR 40-61 TB MED 7, Maintenance Expenditure Limits for Medical Equipment TB MED 750-1, Operating Guide for Medical Equipment Maintenance

FR MEDDAC 750-1