Attachment 2 - PWS Updated.pdf

PERFORMANCE WORK STATEMENT (PWS)

Repair and Maintenance of Metal Shop Machinery

Part 1

General Information

US Army YPG has 41 pieces of machinery that pertain to metal working that require professional attention and care. The professional attention involves maintenance and repairs.

1. GENERAL: This is a non-personal services contract to provide maintenance and repair on 41 pieces of metal working machinery. 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 shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform maintenance and repair on about 41 pieces of metal working machinery 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: Maintenance and repair on 41 pieces of metal working machinery has been furnished to US Army YPG for at least a few decades. The requirement is consistent and this service is still required.

1.3 Objectives: Provide the necessary maintenance and repair on 41 pieces of metal working machinery.

1.4 Scope: Provide maintenance and repair on Government Owned metal working machinery on 41 pieces.

Services include the professional attention involved to inspect on a scheduled basis as outlined in this PWS, repair to OEM guidelines, maintain, and repair 41 pieces of metal working machinery. This will include inspections and maintenance of the said equipment at US Army YPG, AZ 86365. The contractor will provide all required personnel, material, management, equipment, tools, repair parts, and other items to inspect, test, troubleshoot, and/or repair this equipment. 41 pieces of metal working machinery listed on Annex A). The contractor will complete all required tasks, (e.g., completion of inspections and repairs) at or prior to the given times IAW the contract. In addition, the contractor shall replace coolant fluids on 5 select machines annually and batteries annually on three select machines as indicated on Annex A. The contractor shall be responsible for disposing of old coolant fluids by removing from YPG.

1.5 Period of Performance: The period of performance shall be for one (1) Base Year of 12 months and two (2) 12-month option years. The Period of Performance reads as follows:

Base Year Option Year I Option Year II

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. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means by which they assure themselves that their work complies with the requirement of the contract. This quality control program will involve an annual inspection. As discrepancies are identified, the contractor shall provide a plan and resolve to make needed repairs. This needed repair shall be presented to the QAE, COR and KO in the form of a Repair for Quote and documented. The QAE and COR shall have authority to authorize the contractor to make the repairs if the repairs fall under the dollar threshold of $3,500.00 if that amount of money had been extended to the contract by way of a GFEBS PR. Should the repair exceed the $3,500.00, the KO will need to authorize repairs. The Repair for Quote shall not be chargeable to YPG unless disassembly is required to determine extent of repairs. Any disassembly serving to assist in making repairs shall not be charged again in the Repair for Quote.

1.6.2 Quality Assurance: The QAE shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. 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 the minimum acceptable defect rate(s).

1.6.3 Recognized Holidays: The following holidays are those that are recognized by YPG. Only under unusual circumstances and the approval of the KO shall the contractor perform repairs in accordance with this PWS.

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Independence Day Christmas Day

1.6.4 Hours of Operation: The contractor is responsible for conducting business, between the hours of Monday through Thursday 0600 to 1630 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 YTC, KFR, at Yuma Army Proving Ground.

1.6.6 Type of Contract: The government will award a hybrid Firm-Fixed Price and Time and Materials contract.

1.6.7 Security Requirements: Contractor personnel performing work under this contract must be vetted through the Directorate of Emergency Services at YPG prior to entry on YPG to perform services. Those required to operate a motor vehicle must Valid Arizona Driver’s License, proof of motor vehicle insurance and registration. All personnel assigned to services at YPG must maintain the level of security required for the life of the contract. Contactor personnel, subcontractor personnel, or any representatives of the contractor entering Yuma Proving Ground must abide by all security regulations. Contract personnel and property shall be subject to search and seizure upon entering the confines of the installation, while on the installation, and upon leaving the confines of the installation.

1.6.8 Additional Credentials Requirements: The contractor employees for every job performed at USAYPG must have the credentials of having received sufficient training to perform repairs required outlined in this PWS. These contractor employees must affix his/her signature behind the work performed by this contractor.

1.6.9: Installation Access: The contractor shall be responsible for assuring that all contract personnel are authorized to perform work under this contact and obtain installation access.

All contractor employees, to include subcontractor employees, requiring access Army installations, facilities and 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 is applicable, The contract 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 5 calendar days after completion of training by all employees and subcontractor personnel. AT Level I awareness training is available at the following website: http://jko.jten.mil

Contractor and all associated sub-contractors employees shall provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services, or Security Office. Contractor workforce must comply with all personal identity verification requirements (FAR clause 52.204-9, Personal Identity Verification of Contractor Personnel) as directed by 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.

Contractor and all associated sub-contractors employees shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification Index (NCIC-III) and Terrorist Screening Database (TSDB) (Army Directive 2014-05/AR 190-13), applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by government representative), or, at OCONUS locations, in accordance with status of forces agreements and other theater regulations.

US based contractor employees and associated sub-contractor employees may receive government provided area of responsibility (AOR) specific AT awareness training as directed by AR 525-13. Specific AOR training content is directed by the combatant commander with the unit ATO being the local point of contact.

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 05 calendar days of new employees commencing performance with the results reported to the COR NLT 30 calendar days after contract award.

Per AR 530-1 Operations Security, the contractor employees must complete Level I OPSEC Awareness training. New employees must be trained within 30 calendar days of their reporting for duty and annually thereafter.

1.6.10: Safety:

Contractor Personnel Conduct: The Contractor's employees shall observe and comply with all local policies and procedures concerning fire, safety, environmental protection, sanitation, security, and possession of firearms or other lethal or illegal weapons or substance.

Health and Safety: Prior to commencing work, the Contractor shall provide their company's Accident Prevention Plan to the Government. The Contractor shall comply with all OSHA, U.S. Army, U.S. Army Yuma Proving Ground, State, and other applicable industry safety standards. The Contractor shall report all accidents and occupational illnesses immediately to the Safety Office through the Contracting Officer's Representative (COR).

1.A OPSEC Requirements:

1.A.1 For contracts that require a formal OPSEC program. The contractor shall follow the most current YPG OPSEC Plan as well as annexes and updates; the contractor is not required to develop their own OPSEC Plan. The Contractor should be able to answer the following questions after a review of the YPG OPSEC Plan.

a. What is YPG’s critical information?

b. What critical information am I personally responsible for protecting?

c. How is the threat trying to acquire my critical information?

d. What steps are we taking to protect our critical information?

e. Who is my YPG OPSEC Officer (in order to report an OPSEC concern, compromise, or ask an OPSEC question)?

This requirement shall be flowed down to all subcontractors with access to Controlled Unclassified Information (CUI). The YPG OPSEC Plan will be made available for appropriate personnel.

Additionally, the following are specific OPSEC measures that the contractor shall follow to the greatest extent possible without sacrificing effectiveness or efficiency:

f. Avoid repetitive or stereotyped tactics and procedures for executing operations or activities in terms of time, place, and event sequencing at YPG.

g. Dispose of all Army products as classified trash.

h. Follow all applicable guidelines for Controlled Unclassified Information.

i. Avoid bulletin board plan of the day or planning schedule notices that reveal when events will occur at YPG.

1.A.2 Requirement for OPSEC training. Per AR 530-1 Operations Security, the contractor employees must complete Level I OPSEC Awareness training. New employees must be trained within thirty (30) calendar days of their reporting for duty and annually thereafter.

1.A.3 Threat Awareness Reporting Program. All Contractor employees, to include subcontractor employees, will report threat-related incidents, behavioral indicators, and other matters of CI interest specified in AR 381-12, chapter 3, to the nearest military CI office, the Federal Bureau of Investigation, or the Defense Security Service.

1.B Additional Security Trainings.

1.B.1 Foreign Disclosure Training. Per AR 380-10 Foreign Disclosure and Contacts with Foreign Representatives, all Contractor employees, to include subcontractor employees, must receive initial foreign disclosure education/training. This training will be complete within fourteen (14) calendar days of contract award and within 14 calendar days of new employees commencing performance. Signed documentation (certificate and/or memorandum of completion) must be reported to the COR and forwarded to the YPG Intelligence and Security Office NLT five (5) calendar days after Contractor employee completion.

1.B.2 Information Security Training: Per AR 380-5 Information Security Program, both cleared and uncleared personnel are required to receive training related to information security. All Contractor employees, to include subcontractor employees, must receive Information Security training/education. This training will be completed within fourteen (14) calendar days of contract award and within 14 calendar days of new employees commencing performance. Signed documentation (certificate and/or memorandum of completion) must be reported to the COR and forwarded to the YPG Intelligence and Security Office NLT five (5) calendar days after Contractor employee completion. Awareness training will be held annually thereafter if applicable.

1.B.3 For contracts that require handling or access to classified information. The Contractor is not required to handle and/or access classified information. However, any Controlled Unclassified Information (CUI) and/or “For Official Use Only” (FOUO) information should be handled in accordance with the attached document “PROTECTING ‘FOR OFFICIAL USE ONLY’ (FOUO) INFORMATION”.

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1. DEFINITIONS: “OEM”, Original Equipment Manufacturer; “NMC”, non-mission capable status;

“MC” mission capable status; “QAE” Quality Assurance Evaluator.

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:

ACOR Alternate Contracting Officer's Representative AFARS Army Federal Acquisition Regulation Supplement AR Army Regulation CCE Contracting Center of Excellence CFR Code of Federal Regulations CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative COTR Contracting Officer's Technical 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 HIPAA Health Insurance Portability and Accountability Act of 1996 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

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Services and Equipment: On a rare occasion, if the Government opts may provide for example a forklift to be used by the contractor to perform maintenance and repairs as outlined in this PWS. On yet a rarer occasion, the Government may request another contractor assigned to YPG to operate a mobile crane to assist the contractor with any repairs. These circumstances will not be the norm, but will be an option on occasion at the discretion of the QAE and the COR if it is determined that the temporary use or this equipment and/or service would serve the Government in having the contractor make these repairs in the expedient time-frame required.

3.2 Facilities: The Government will provide accessibility and an area reasonably clear of obstacles when performing work as requested by the Government. The accessibility will be at the site of the location of machinery.

3.3 Utilities: The Government will provide electrical current if to power tools owned by the contractor that may be used to perform repairs on machinery.

PART 4

SPECIFIC TASKS

4. Specific Tasks:

4.1. Basic Services: The contractor shall provide services for maintenance and repairs for an estimated 41 pieces of metal working machinery.

4.2 Arrival & Departure: The contractor shall contact COR/QAE to get an escort to the location where work is to be performed. The contractor shall ensure that the COR/QAE are aware of their assignments and work locations by virtue of the machinery requiring attention. The contractor shall have a cellular telephone in order for the QAE/COR to make contact with the contractor during assignments. The contract shall fill out all service call reports accurately and a copy of the report shall be provided to the QAE/COR prior to departing YPG.

4.2.1: Inspections: The contractor shall contact COR/QAE to get an escort to the location where inspections are to be performed. The contractor shall ensure that the COR/QAE are aware of their assignments and work locations by virtue of the machinery requiring attention. The contractor shall have a cellular telephone in order for the QAE/COR to make contact with the contractor during assignments. The contract shall fill out a log of machinery inspected and will be required to provide a detailed report within 30 days of physical inspection. The log of machinery inspected shall be provided to the QAE/COR prior to departing YPG.

4.2.2: For machinery that fails inspection, the contractor shall provide the Pass/Fail reports with faults and quotes of estimated repair costs to QAE if any additional repair is needed within 15 working days after the completion of the annual inspections.

4.2.3: Supplies and Materials: The contractor shall furnish all labor, materials, lubricants, repair parts, tools and equipment necessary to conduct the all inspections and repairs in accordance with this PWS.

4.2.4: The response time for emergency calls shall be within 96 hours on government work days from 6:00 am to 4:30 pm Monday through Thursday with the exception of Government holidays. Responses outside of this timeframe shall be attended to immediately following holidays and non-working days. Emergency responses shall vary as weekends may deem it necessary to make immediate repairs. Cooperation of the contractor shall be understood given point case situations.

4.2.5: Government will pay hourly labor rate, mileage, and per diem for repairs initiated by service calls.

The contractor's travel time will be paid at an equal rate to labor rate based upon an agreed amount of money in the finalized contract.

4.2.6: The contactor shall coordinate with the QAE and upon arrival to be escorted to the work area. The contactor will only make the repairs that have been agreed upon between the KO and contractor. Or those repairs that the COR has authorized below the $5000.00 threshold.

4.2.7: All repairs conducted by the contractor will be inspected by QAE. If the repair doesn't meet the manufacture requirements, the contractor will fix again until the repairs meets the standards without any additional costs.

4.2.8: The contractor shall provide a warranty on repairs made for 90 days from the date the government accepts the contractor's repair. Should it be deemed that the additional repairs are not related to the prior repairs, the contractor shall provide a quote within three (3) working days outlining the different work required.

4.2.9 Annual Inspections: Contractor shall e-mail COR 21-14 days ahead and confirm date and time for annual inspection of 41 pieces of machinery. After maintenance inspection is completed, a maintenance report should be provided to the COR by e-mail within 21 work days after completion of inspection.

5. Repair Parts / Equipment:

5.1: The contractor shall order required parts within 24 working hours for critical machinery (determined by the government) upon the receipt of an approval from the government (KO/COR).

5.2: All replacement repair parts will be new and meet the U.S. safety standards, meet manufacturer specifications, and have at least a 180 day warranty. Custom manufactured parts shall carry the same criteria. If YPG manufactures required parts, YPG shall be responsible for the warranty of the parts but the contractor shall be responsible for the safety aspect of the parts used.

5.3: The contractor will remove all replaced parts and dispose of them properly.

5.4: The contractor shall be responsible to provide equipment and tools for all repairs. Exceptions can be made at the discretion of the QAE & COR as outlined in this PWS.

6. Contractor Manpower Report & Payments

6.1 : Contractor Manpower Report (CMR): The contractor shall report the cost of repairs upon the end of the Fiscal Year. This report is due no later than 31 October in the new FY.

6.2: Payments will made after COR has received written reports and other required documents, and has concurred invoices.

6.3. CONTRACTOR MANPOWER REPORTING (CMR): The contractor will report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Department of the Army via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address: http://www.ecmra.mil, and then click on “Department of the Army CMRA” or the icon of the DoD organization that is receiving or benefitting from the contracted services.

Reporting inputs will be for the labor executed during the period of performance during each Government FY, which runs from October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year, beginning with 2013.

Contractors may direct questions to the help desk by clicking on “Send an email” which is located under the Help Resources ribbon on the right side of the login page of the applicable Service/Component’s CMR website at http://www.ecmra.mil. As part of its submission, the contractor will also provide the estimated total cost (if any) incurred to comply with this reporting requirement.

7. ANNEX A, 7.1 Annual Inspections for pieces of machinery as listed in Annex A

ANNEX B

7.2

PERFORMANCE REQUIREMENT SUMMARY

REFERENCE PERFORMANCE

REQUIREMENTS

STANDARD METHOD OF

SURVEILLANCE

PERCENT OF TOTAL

COST CONTRACT

4.2.1 4.2.2 4.2.3

Annual Inspections 100% QAE verifies 100% required documents were received.

40%

4.2.3 4.2.4 4.2.7

Repairs 100% QAE conducted 100% checks/inspections

40%

4.2.3 5.1 5.2 5.3

Repair Parts 100% QAE verifies 100% responding times

10%

6.1 6.3

CMR 100% Contracting Manpower Report

10%