Indexing_and_Proofreading_Services_PWS1Post.pdf

PERFORMANCE WORK STATEMENT (PWS)

Indexing and Proofreading Services for Borden Institute

1. GENERAL/SCOPE.

The Borden Institute requires a contract to provide professional Indexing and Proofreading support for our publications. No significant professional Indexing and Proofreading capabilities exist among current staff, and we would not be able to employ a full-time indexing and proofreader; however, our products require these services. This service is project-based. The Contractor’s services are essential to maintaining the Borden Institute production schedule and professional quality.

1.1. BACKGROUND

Borden Institute is based at the Health Readiness Center of Excellence, AMEDDC&S, at Fort Sam

Houston, Texas. Borden Institute has been publishing military medical textbooks since 1987. In the last 2 years, staff have been drastically reduced, with no decrease in workload. To continue producing professional medical publications, we need to continue contracting for indexing and proofreading services.

Borden’s current contract needs to be maintained with a professional book indexing and proofreading organization. The contracting staff employed should have completed multiple successful indexing and proofreading of professional science/medical books. The contractor must have the professional expertise that our publications require, and a proven track record of providing high-quality services on time, for reasonable costs. For this reason, Borden would like to continue our contract with previous Editorial Experts staff, if possible.

1.2. OBJECTIVE

The objective is to award a contract to an experienced, professional indexing and proofreading organization to maintain our book production schedule and professional quality without interruption.

Awarding this contract to a contractor with significant experience is determined to be the most advantageous and appropriate for this type of service.

1.3. PERSONNEL

1.3.1. Contractor personnel must be fully trained and experienced to perform the required indexing and proofreading services.

1.3.2. Contractor personnel shall conform to standards of conduct and code of ethics, which are consistent with those applicable to Government employees as provided in the Joint Ethics Regulation 5500.7.R.

1.4. SPECIAL QUALIFICATIONS/CERTIFICATIONS

1.4.1. The Contractor shall be fully professionally qualified, as described above. Contractor personnel must have experience in military and medical indexing and proofreading required for publication production.

1.5 PERIOD OF PERFORMANCE

The Period of Performance (POP) will be for one (1) base year from the date of contract award.

1.6 GENERAL INFORMATION

1.6.1 Contract Work location. Work performed in accordance with this PWS shall be at Contractor’s facilities.

1.6.2 Security and Safety: N/A. No work associated with this contract is restricted in any way.

1.6.2.1. All inquiries, comments or complaints arising from any matter observed, experienced, or learned of as a result of or in connection with the performance of this contract, the resolution of which may require the dissemination of official information, shall be directed to the COR and the KO.

1.6.2.2. The Contractor shall only conduct business with designated government personnel listed as COR or ACOR. Names of authorized personnel shall be provided to the Contractor by the government, in writing, and updated as necessary throughout the contract period.

1.6.2.3. U.S. Government records, copies of original results and reports, verified original data, corrected data, and corrected supporting final reports are maintained by the Contractor, but remain the property of the U.S. Government. These files/results must be surrendered to the COR.

1.7. PHYSICAL REQUIREMENTS AND WORK ENVIRONMENT

The work is at the Contractor’s facilities. The Contractor shall be familiar with and follow normal safety precautions typical in an office environment.

1.8. PHYSICAL

1.8.1. Local Vicinity: N/A.

1.8.2. Distance Travel: Not required.

1.9. OTHER DIRECT COSTS - N/A

1.10. QUALITY CONTROL/QUALITY ASSURANCE

1.10.1. Quality Control : Submitted work will be reviewed by Borden Institute Executive or Deputy Director and/or the managing editor and/or Public Affairs Specialist before payment for each project is approved.

1.10.2 Quality Assurance: See above.

1.11. HOURS AND DAYS OF OPERATION

1.11.1. Project. Contractor will provide schedule for each project.

1.11.1. Overtime. No overtime necessary.

1.12. CONTRACTING OFFICER’S REPRESENTATIVE (COR)

The Government will provide a COR.

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: monitor Contractor's performance and notifies both the KO and Contractor of any deficiencies. 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.

1.13. 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 KO, COR/ACOR, and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. At these meetings the KO 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.

1.14. KEY PERSONNEL Indexers and proofreaders.

1.15. IDENTIFICATION OF CONTRACTOR EMPLOYEES All contract personnel working in 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.

1.16. 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.

1.17. FILES The Contractor shall maintain complete and accurate files of documentation, records, and reports required under the terms of this contract, IAW AR 25-400-2, The Army Records Information Management System. The Contractor shall not allow access to the files by any Government agency, non- Governmental agency, or individual unless specifically authorized by the Contracting Officer. Files shall be made available to the Contracting Officer or designated representative upon request.

1.18. PHASE IN/PHASE OUT PERIOD Contractor will be available immediately, no phase in or phase out periods.

1.19. ORGANIZATIONAL CONFLICT OF INTEREST

Contractor 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 KO 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 KO to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the KO and in the event the KO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the KO 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.

Part 2

DEFINITIONS AND ACRONYMS

2. DEFINITIONS AND ACRONYMS. List pertinent Acronyms used in the PWS and the definition.

2.1. DEFINITIONS:

2.1.1. CONTRACTOR. A supplier or vendor having 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 appointed by the KO 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-physical things such as meeting minutes.

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 SURVEILLAND 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.

2.1.13. WORK WEEK. Is defined as 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

DMDC Defense Manpower Data Center

DOD Department of Defense

FAR Federal Acquisition Regulation

KO Contracting Officer

OCI Organizational Conflict of Interest

OCONUS Outside Continental United States (includes Alaska and Hawaii)

ODC Other Direct Costs

PIPO Phase In/Phase Out

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

Part 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3.1. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.2. Services: The government will provide guidelines for each project.

3.3. Facilities : Not Applicable.

3.4. Utilities : Not Applicable.

3.5. Equipment: Not Applicable.

3.6. Materials : The Government will provide manuscripts and figures for book projects.

Part 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4.1. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES

4.2. General : The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Section 3 of this PWS.

4.3. Secret Facility Clearance : Not Applicable.

4.4. Materials. The Contractor shall provide any materials necessary to completion of service.

4.5. Equipment: The Contractor shall provide any equipment necessary for completion of service.

Part 5

SPECIFIC TASKS

5. SPECIFIC TASKS.

5.1. The Contractor shall provide indexing and proofreading for Borden publications, including revisions and corrections, and be available to answer any questions. Contractor will deliver complete and proofread indexes in Word and marked-up, proofread pages in PDF.

5.2. Contractor will deliver complete and proofread indexes in Word. Contractor will deliver complete proofread books in marked-up PDFs.

5.3. For each project, Contractor will provide an estimate and schedule in advance.

5.4. DELIVERABLES.

Deliverables are required in accordance with the following schedule.

Deliverable Frequency # of Copies Medium/Format Submit To Indexing Depends on production schedule; average 4 a year.

1 Electronic Copy Word file. Borden director, managing editor, and volume editors.

Proofreading Depends on production schedule; average 750 pages a book, average 4 books a year.

1 electronic copy. PDF files. Borden director, managing editor, and volume editors.

5.10. Contractor Manpower 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 Sub-Contractor 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 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.

Part 6

APPLICABLE REGULATIONS AND MANUALS (Current Editions)

ARMY Regulations:

AR 25-400-2, The Army Records Information Management System

Part 7

PERFORMANCE REQUIREMENTS SUMMARY

PERFORMANCE

OBJECTIVE

PERFORMANCE

STANDARD

PERFORMANCE

THRESHOLD

INCENTIVES/

DISINCENTIVES

Indexing Professional quality, acceptable to Borden Executive Director /Deputy Director and staff.

Successful indexing with minimal changes.

Positive Contractor performance Assessment System Reporting

Negative Contractor Performance Assessment System Reporting and/or no award of future option years

Re-performance at no additional cost to the Government

Proofreading Accurate and complete according to Borden and American Medical Association standards.

Must be acceptable to Borden editors and management, and comply with industry standards.

Positive Contractor performance Assessment System Reporting

Negative Contractor Performance Assessment System Reporting and/or no award of future option years

Re-performance at no additional cost to the Government

PERFORMANCE

OBJECTIVE

PERFORMANCE

STANDARD

PERFORMANCE

THRESHOLD

INCENTIVES/

DISINCENTIVES