Walk_Off-Carpets_PWS SS_20251205.doc

Performance Work Statement (PWS)

Maintain Entry Walk-off Carpets Vision Statement Establish a contract for delivery, placement, and rotation of walk off carpets at the facility entry points.

1 Introduction

The Defense Finance and Accounting Service (DFAS) is a Department of Defense Agency (DOD) leading in finance and accounting responsibilities for the military and its vendors by ensuring the delivery of efficient, exceptional quality pay and financial information.

1.1 Scope

DFAS-Rome is soliciting to acquire a highly qualified and proven company to provide walk-off carpets for the Rome facility at 325 Brooks Rd., Rome NY 13441 at the multiple entry points and times as indicated below.

1.2 Period of Performance

One base year and four one-year option periods, as follows:

May 1, 2026 – April 30, 2027

May 1, 2027 – April 30, 2028

May 1, 2028 – April 30, 2029

May 1, 2029 – April 30, 2030

May 1, 2030 – April 30, 2031

2 Description of Work

2.1 General Requirements

Walk off carpets are to be supplied and exchanged every two (2) weeks from 1 May thru 31 October, and once a week from 1 November through 30 April.

Period of Performance will be one (1) base year with the option to exercise four (4) one-year option periods.

2.2 Non-Personal Services

The Government shall neither supervise contractor employees nor control the method by which the contractor performs the required tasks. Under no circumstances shall the Government assign tasks to or prepare work schedules for individual contractor employees. It shall be the responsibility of the contractor to manage its employees and to guard against any actions that are of the nature of personal services or give the perception of personal services. If the contractor believes that any actions constitute, or are perceived to constitute, personal services, it shall be the contractor's responsibility to notify the Procuring Contracting Officer (PCO) immediately.

2.3 Business Relations

The contractor shall successfully integrate and coordinate all activity needed to execute the requirement. The contractor shall manage the timeliness, completeness, and quality of problem identification. The contractor shall provide corrective action plans, proposal submittals, timely identification of issues, and effective management of subcontractors.

The contractor shall seek to ensure customer satisfaction and professional and ethical behavior of all contractor personnel.

2.4 Contract Administration and Management

The following subsections specify requirements for contract, management, and personnel administration.

2.4.1 Contract Management

The contractor shall establish clear organizational lines of authority and responsibility to ensure effective management of the resources assigned to the requirement. The contractor must maintain continuity between the support operations at DFAS-Rome and the contractor's corporate offices.

2.4.2 Contract Administration

The contractor shall establish processes and assign appropriate resources to effectively administer the requirement. The contractor shall respond to Government requests for contractual actions in a timely fashion. The contractor shall have a single point of contact between the Government and Contractor personnel assigned to support contracts or task orders. The contractor shall assign work effort and maintain proper and accurate time keeping records of personnel assigned to work on the requirement.

2.4.3 Personnel Administration

The contractor shall provide the following management and support as required. The contractor shall provide for employees during designated Government non-workdays or other periods when Government offices are closed due to weather or security conditions. The contractor shall maintain the currency of their employees by providing initial and refresher training as required to meet the PWS requirements. The contractor shall make necessary travel arrangements for employees. The contractor shall provide necessary infrastructure to support contract tasks [tailor this for on-site and off-site support]. The contractor shall provide administrative support to employees in a timely fashion (timekeeping, leave processing, pay, emergency needs).

2.5 Subcontract Management

The contractor shall be responsible for any subcontract management necessary to integrate work performed on this requirement and shall be responsible for and accountable for subcontractor’s performance on this requirement. The prime contractor will manage work distribution to ensure there are no Organizational Conflict of Interest (OCI) considerations. Contractors may add subcontractors to their team after notification to the Procuring Contracting Officer (PCO) or Contracting Officer Representative (COR). Cross teaming may or may not be permitted.

2.6 Contractor Personnel, Disciplines, and Specialties

The contractor shall accomplish the assigned work by employing and utilizing qualified personnel with appropriate combinations of education, training, and experience. The contractor shall match personnel skills to the work or task with a minimum of under/over employment of resources. The contractor shall ensure the labor categories as defined in the Labor Categories document (see attachment), labor rates, and man-hours utilized in the performance of each Task Order (PWS line item) issued hereunder will be the minimum necessary to accomplish the task.

The Contractor shall provide the necessary resources and infrastructure to manage, perform, and administer the contract.

2.7 Location and Hours of Work

Accomplishment of the results contained in this PWS requires work at Bldg. 1, DFAS-Rome, 325 Brooks Road, NY.

Normal workdays are Monday through Friday except US Federal Holidays. Workers typically work eight (8) hours per day, 40 hours per week. Core hours of work are from 0900 to 1500 daily.

3 Performance Requirements The following section specifies the Performance Objectives and Performance Elements for the contract.

3.1 Provide walk off mats

Walk off mats will be provided and exchanges every two (2) weeks from 1 May through 31 October and once a week from 1 November thru 30 April.

3.1.1 The contractor shall deliver; exchange and place walk off carpets at following entry points every two (2) weeks from 1 May through 31 Oct.

Location

Size

Quantity

Floor surface

South Entryway

5’x10’

Tile

West 1 Entryway

3’x10’

Carpeted

West 4 Inside Corridor

Carpet

West 4 Entryway

4’x8’

West 7 Entryway

West 8 Inside Corridor

West 8 Inside Corridor

West 11 Outside landing

Concrete West 11 Inside Corridor

West 345 Entryway

Floor surface

West 343 Entryway

East 3 Entryway

East 3 Inside Corridor

East 4 Entryway

5’x10

E-133 Front of Refrigerator

Performance Standards Standard STD: Per ANSI/NFSI B101.6, “Standard Guide for Commercial Entrance matting in Reducing Slips, Trips and Falls” Replacement carpets will be free of dirt, dust, spots, streaks, graffiti, bugs, all foreign residue and must have the proper backing for hard-surfaced floors vs. carpeted surfaces (gripper backing) to reducing mat migration and/or buckling.

Acceptable Quality Limits AQL: All carpets of the correct size and placed correctly.

3.1.2 The contractor shall deliver; exchange and place walk off carpets at following entry points once a week from 1 Nov through 30 April.

Floor surface

1st Floor Elevator

2nd Floor Elevator

South Entryway

West 1 Entryway

West 1 Inside Corridor

West 4 Entryway

West 4 Inside Corridor

West 7 Entryway

West 8 Inside Corridor

West 8 Inside Corridor

West 9 Entryway

West 11 Outside landing

West 11 Inside Corridor

West 345 Entryway

West 343 Entry

Floor surface

East 3 Entryway

East 3 Inside Corridor

East 4 Entryway

EWH Entryway

5’x10

E-133 Entry

E-133 Front of Refrigerator

3.1.2.a The contractor shall deliver, exchange and place exterior 3x5 active scraper at following entry points once a week from 1 Nov thru 30 April.

Floor surface

West 1 Entry

3x5

N/A

West 4 Entry

West 7 Entry

West 8 Entry

West 11 Entry

Performance Standards STD: Per ANSI/NFSI B101.6, “Standard Guide for Commercial Entrance matting in Reducing Slips, Trips and Falls” Replacement carpets will be free of dirt, dust, spots, streaks, graffiti, bugs, all foreign residue and must have the proper backing for hard-surfaced floors vs. carpeted surfaces (gripper backing) to reducing mat migration and/or buckling.

AQL: All carpets of the correct size and placed correctly.

4. Special Requirements

This section describes the special requirements for this effort. The following sub-sections provide details of various considerations on this effort.

4.1 Security Requirements

General Requirements. Contractor personnel must meet the following conditions of employment.

1. Must be a U.S Citizen or National.

2. Registered for Selective Service (males born after 12-31-1959). A Status Information Letter is required for any male born after 12-31-1959 that is not registered with Selective Service.

3. This is a non-sensitive position which requires a favorable fitness review and background investigation as a condition of employment. Failure to maintain security eligibility may result in termination.

Personnel Security Investigation (PSI) Requirements – Non-Sensitive (NS) Positions (Unescorted Access). Contractor personnel will require a favorably adjudicated Tier 1, or equivalent Non-Sensitive (NS) level or higher investigation. No access to classified information, CUI, to include Personally Identifiable Information (PII), or system access required.

Personnel Security Investigation Waivers. For those contractor personnel who do not already have the required background investigation and adjudication, an NS position may be occupied with a pre-investigative waiver from DFAS Personnel Security provided no issues of a security concern are identified by DFAS Personnel Security after a review of all information submitted by contractor personnel. Those contractor personnel who do not qualify for a pre-investigative waiver may not occupy a NS contractor position with DFAS until the background investigation is completed and favorably adjudicated by the Defense Counterintelligence and Security Agency Adjudication and Vetting Services (DCSA AVS). It is important to note that while there is no set schedule for background investigations, as each one is different, this process can be lengthy and take several months to more than one year in some cases. Should a contractor company not wish to wait for the entire process to be completed, they may withdraw the contractor applicant from further consideration by notifying DFAS Personnel Security within sixty (60) days from the date DFAS Personnel Security determines the applicant to be ineligible for a waiver. The contractor company may then submit another contractor candidate for a background investigation.

Personnel Security Forms Required.

In accordance with standard DFAS Personnel Security policy, ALL incoming contractors must submit a new set of fingerprints (taken within the last 30 days) *.

Contractor personnel must apply for a fingerprint appointment immediately (the next business day) upon award date.

Contractor personnel shall submit the Contractor Request for Investigation (CRI) (DFAS Form 9035) immediately (the next business day after providing fingerprints) to the Contracting Officer Representative (COR). The information needed in the Declaration for Federal Employment (OF-306) shall also be submitted to the COR by contractor personnel.

The COR will submit the OF-306, DFAS Form 9035, and proof of fingerprints to DFAS Personnel Security all at once. Under no circumstances should this documentation be submitted less than fifteen (15) calendar days prior to the intended performance start date. DFAS Personnel Security will review all submitted documentation to validate whether contractor personnel meet personnel security requirements to perform work on the contract or if a new background investigation is required.

Contractors obtaining favorable security evaluations and DoD CACs for required contractor employees performing on this contract are a prerequisite for contractor performance and invoicing. Also, the failure of a contractor to provide employees who can obtain a favorable security adjudication and a DoD CAC in a timely manner may be considered negatively when assessing contractor performance, termination, or other.

*New fingerprints are not required if any of the following apply:

1. The person has been fingerprinted for the DCSA within the past 30 days.

2. The person is currently undergoing a background investigation, or reinvestigation, by DCSA or any other Federal agency.

3. The person has a background investigation currently being adjudicated by the DCSA AVS or another AVS.

4. The person has been favorably adjudicated within the past 30 days by the DCSA AVS or a AVS from any other Federal agency: or

5. The person comes directly from another DoD agency, with no break in service. This includes any of the military branches as well as the U.S. Coast Guard; however, service members in an inactive reserve status are not included.

6. The DFAS Personnel Security Office otherwise determines that no new fingerprints are required.

Incident Reporting. Contractor personnel shall self-report events, such as arrests, charges, involvement in lawsuits, and other legal matters to the DFAS Manager of the area to which they are assigned, Contracting Officer (CO), COR, Director of Force Protection, and the DFAS Personnel Security Office.

Security Requirements. Contractor personnel shall follow the security and training requirements in DFAS 2000.1-I, “Force Protection Mission.” Ensure that all contracting officers include applicable clauses in all contracts that require work to be performed for a DFAS location. Contractor personnel shall follow all host security requirements in accordance with Part 117 of Title 32, Code of Federal Regulations; paragraph 117.16. The contractor shall immediately report any occurrences of violation of stated regulations to the DFAS Manager of the area to which they are assigned, CO, COR, Director, Force Protection, and the DFAS Personnel Security Office.

DFAS Instructions can be located at the following agency portal web link:

Official Forms and Pubs - All Documents Security Education and Training. Contractor personnel shall follow all host training requirements. Contractor personnel who require unescorted access into DFAS facilities shall receive applicable security training through the site Force Protection Office. To identify Site Force Protection Officers at each DFAS location consult the Agency Force Protection Portal Page:

https://dfasportal.dfas.mil/ddss/force_protection/Pages/SiteSpecificForceProtectionSecurityServices.aspx Installation Entry and Common Access Card (CAC) Requirements.

The Contractor shall comply with established security procedures for entering government installations and facilities. Contractor employees shall be required to obtain and wear identification (ID) badges that will permit access into the facility.

Contractors shall work with the assigned DFAS COR/Mission Partner Account Sponsor (MPAS) to obtain a CAC using Mission Partner Identity Credential Account Management (MP ICAM). Under no circumstances will a CAC be issued to any person unless that person has been cleared by the DFAS Personnel Security Office to work on the contract.

All CACs and badges issued to Contractor personnel are government property and must be returned to the assigned DFAS COR/MPAS upon departure from the program or at the conclusion of the contract, whichever comes first. CACs can also be mailed in or turned into RAPIDS locations. Contractors whose CAC is lost or stolen must report the loss as soon as possible to the assigned DFAS COR/MPAS and present documentation that the CAC is missing and describe the circumstances under which the loss occurred. The assigned DFAS COR/MPAS will follow agency CAC procedures to issue a new CAC.

Contractors must not share their CACs and passwords with any other staff members. The assigned DFAS COR/MPAS will report any violation or suspected violation to the Contracting Officer and DFAS MP ICAM Account Security Manager (MPASM). Any violators will be temporarily or permanently removed from the project. If a Contractor has a CAC issued from another agency, that CAC must be revoked and returned before issuance of a new CAC.

4.2 Quality Assurance. DFAS Contracting Officer Representative, COR, will evaluate the contractor's performance under this contract. Performance will be monitored daily while Contractor personnel are on site. The COR is James Seamans, DFAS Rome, 325 Brooks Rd, Rome, New York, 13441-4516, phone (315) 709-6075 fax (315) 709-6991, E-mail james.m.seamans.civ@mail.mil

4.3 Physical Security. The contractor shall be responsible for safeguarding all government property provided for contractor use. At the end of each work period, all government facilities, equipment and materials shall be secured. Contractor shall immediately upon arrival at the facility notify Security 709-6177 if the facility is found unsecured. Open exterior doors shall not be left unattended during cleaning operations, which means the contractor is responsible for ensuring that a vetted employee is positioned at the door that equipment enters the building through.

4.4 Non-Smoking Facilities: All Government facilities are NON-SMOKING facilities. All Contractor personnel and visitors shall smoke in designated smoking areas only.

4.5 Normal Hours of Operation. The contractor shall perform most of the services required under this contract on weekends and outside the normal operating hours of the government activity occupying the facility where the services are to be performed. Normal operating hours of DFAS Rome are 0600 – 1800, Monday thru Friday.

4.6 Recognized Holidays. Unless stated otherwise in this SOW, the contractor is not required to provide service on the following US federal holidays:

New Year’s Day

Jan 01 Martin Luther King’s Birthday 3rd Mon in Jan

President’s Day

3rd Mon in Feb

Memorial Day

Last Mon in May

Juneteenth

June 19

Independence Day

Jul 4

Labor Day

1st Mon in Sep

Columbus Day

2nd Mon in Oct

Veteran’s Day

Nov 11

Thanksgiving Day

4th Thu in Nov

Christmas Day

Dec 25

4.7 Transition

The contractor shall follow the transition plan submitted as part of the proposal and keep the Government fully informed of status throughout the transition period. Throughout the phase-in/phase-out periods, it is essential that attention be given to minimize interruptions or delays to work in progress that would impact the mission. The contractor must plan for the transfer of work control, delineating the method for processing and assigning tasks during the phase-in/phase-out periods.

4.8 Government Furnished Materials

The Government will make available facility maps; entrance locations as identified in Attachment for use by the contractor in the performance of this contract