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Handbook 09-48
September 2009

Appendix A

Blank Performance Work Statement Template

This template is a guide. Do not copy it verbatim.

Performance Work Statement for (Add Title of Service)

Part 1: General information

The performance work statement (PWS) defines the government's requirements in terms of the objective and measurable outputs. It should provide the vendor with answers to five basic questions: what, when, where, how many, and how well. It is important to accurately answer these questions to allow the vendor the opportunity to accurately assess resources required and risks involved.

1.1 Description of services and introduction: The contractor shall provide all personnel, equipment, tools, materials, supervision, other items, and non-personnel services necessary to perform ________________________________________ as defined in this PWS except as specified in Section C-3 as government-furnished property and services at _________________________. The contractor shall perform to the standards in this contract.

1.2 Background: (Complete as appropriate.)

1.3 Objectives: (Add a few bullets stating the basic services objective.)

1.4 Scope: (Usually a paragraph. This work involves or the contractor shall provide services for [insert the type of services the contractor will provide]. Services include [insert what is included in the services]. The contractor shall accomplish [complete if applicable].)

1.5 Period of performance: (State period of performance and number of option years. For example: The period of performance shall be for 1 base year of 12 months and two 12-month option years.) The period of performance reads as follows:

  • Base year
  • Option year one
  • Option year two

The government reserves the right to extend the term of this contract at the prices set forth in Section B in accordance with the terms and conditions contained in clause 52.217-9 entitled, "Option to Extend the Term of the Contact."

1.6 General Information

1.6.1 Quality control (QC): (Include if necessary.) The contractor shall develop and maintain an effective QC program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor's QC program is the means by which he assures himself his work complies with the requirement of the contract. As a minimum, the contractor shall develop QC procedures addressing the areas identified in Technical exhibit 1, "Performance Requirements Summary." After acceptance of the QC plan, the contractor shall receive the contracting officer's (KO's) acceptance in writing of any proposed change to his 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. This plan is primarily focused on what the government must do to ensure 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 rates.

1.6.3 Government remedies: The KO shall follow Federal Acquisition Requirement (FAR) 52.212-4, "Contract Terms and Conditions-Commercial Items" or 52.246-4, "Inspection of Services-Fixed Price" for a contractor's failure to perform satisfactory services or failure to correct non-conforming services.

1.6.4 Recognized holidays: (State if the contractor is or is not required to perform services on these holidays.)

  • Hours for prayer or holy days
  • Iraq Memorial Day
  • Iraq Independence Day

1.6.5 Hours of operation or place of performance: The contractor is responsible for conducting ____________________between the hours of (insert appropriate hours for your organization here) Monday through 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. The contractor must at all times maintain an adequate work force for the uninterrupted performance of all tasks defined within this statement of work (SOW) 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 work force are essential.

1.6.6 Security requirements: (Indicate the level of security required, if necessary. If a Department of Defense Form 254 [Contract Security Classification Specification] is required, the unit security monitor should initiate a DD 254 that will become an attachment to this PWS.)

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

1.6.6.2 Key control. (Include if necessary.) The contractor shall establish and implement methods of making sure all keys/key cards issued to the contractor by the government are not lost or misplaced and are not used by unauthorized persons. (Note: All references to keys include key cards.) No keys issued to the contractor by the government shall be duplicated. The contractor shall develop procedures covering key control that shall be included in the QC plan. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The contractor shall immediately report any occurrences of lost or duplicate keys to the KO.

1.6.6.2.1. In the event keys other than master keys are lost or duplicated, the contractor shall, upon direction of the KO, re-key or replace the affected lock or locks; however, the government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the government and the total cost deducted from the monthly payment due the contractor.

1.6.6.2.2. The contractor shall prohibit the use of government-issued keys by any persons other than the contractor's employees. The contractor shall prohibit the opening of locked areas by contractor employees to permit entrance of persons other than contractor employees engaged in the performance of assigned work in those areas or personnel authorized entrance by the KO.

1.6.6.3 Lock combinations. (Include if necessary.) The contractor shall establish and implement methods of ensuring all lock combinations are not revealed to unauthorized persons. The contractor shall ensure lock combinations are changed when personnel with access to the combinations no longer have a need to know such combinations. These procedures shall be included in the contractor's QC plan.

1.6.6.4 Conservation of utilities. The contractor shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions that preclude the waste of utilities which includes turning off the water faucets or valves after using the required amount to accomplish cleaning vehicles and equipment.

1.6.7 Special qualifications: (Insert any special certification requirements for employees if deemed appropriate. For example: The contractor is responsible for ensuring all employees possess all required licenses for operating ____________ used in the execution of this contract.)

1.6.8 Post-award conference or periodic progress meetings: The contractor agrees to attend any post-award conference convened by the contracting activity or contract administration office in accordance with FAR Subpart 42.5. The KO, contracting officer's representative (COR), 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.

1.6.9 COR: (Insert the name, address, phone number, fax, and e-mail address of the 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 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 KO 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 Contract manager: The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the KO. 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.

1.6.11 Identification of contractor employees: 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 all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed. (Indicate if contractor personnel will be required to obtain and wear badges in the performance of this service.)

Part 2: Definitions and acronyms

This section includes all special terms and phrases used in the PWS. Each definition provided should be carefully considered; that definition becomes binding for all requirements in the contract. This section should also contain a complete listing of all acronyms used; giving both the acronym and the term the acronym represents.

PWS: Performance work statement

Contracting officer's representative (COR): A representative from the requiring activity appointed in writing by the KO to perform surveillance and to act as liaison to the contractor.

Defective service: A service output that does not meet the standard of performance associated with it in the PWS.

Quality assurance surveillance plan (QASP): A written document specifying the surveillance method used for surveillance of contractor performance.

Quality control (QC): Actions taken by a contractor to control the performance of contracted services to meet PWS requirements.

Quality assurance: Actions taken by the government to assure contracted services meet PWS requirements.

Part 3: Government-furnished items and services

If the government is to provide any property, services, or information to the contractor, this section is used to describe what will be provided. If the list or lists are fairly extensive, they should be made into a technical exhibit or attachment. (Complete as appropriate.)

3.1 General: The government shall provide the facilities, equipment, materials, and/or services listed below.

3.2 Equipment: The government will provide: (List equipment and indicate when, where, and for how long.)

3.3 Services:

3.3.1 Utilities: All utilities in the facility will be available for the contractor's use in performance of duties outlined in this PWS. The contractor shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions that preclude the waste of utilities.

3.4 Facilities: The government will furnish the necessary workspace for the contractor staff to provide the support outlined in this PWS to include desk space, telephones, computers, and other items necessary to maintain an office environment. (Indicate when, where and for how long.)

Part 4: Contractor-furnished items and services

In this section, describe property or services that the contractor shall provide. (Complete as appropriate.)

4.1 General: Except for those items specifically stated to be government-furnished in Part 3, the contractor shall furnish everything required to perform this PWS.

4.2 Secret facility clearance: (If applicable, state if the contractor needs any kind of facility clearance.) The contractor shall possess or be eligible to receive and maintain a Secret facility clearance from the Defense Security Service. The contractor's employees performing work in support of this contract shall have been granted a Secret security clearance from the Defense Industrial Security Clearance Office.

Part 5: Specific tasks

Specific tasks are the heart of the SOW. This section defines how the contracting effort fits within the existing or intended customer environment, both technically and organizationally. Examples of items to include here are a detailed description of the services required and other pertinent information.

5.1 Basic services: The contractor shall provide services for (insert the services to be provided by the contractor).

Part 6: Applicable publications

6.1 Publications applicable to this PWS are listed below. The publications must be coded as mandatory or advisory, contain the date of the publication, and specify what chapters or pages are applicable to the requirement. All publications listed are available via the Internet at the specified e-mail address.

Technical exhibit 1: performance requirements summary

The contractor service requirements are summarized into performance objectives that relate directly to mission-essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance Objective

(The service required; usually a shall statement)

Standard

Performance Threshold

(This is the maximum error rate. For example: Zero deviation from standard.)

Method of Surveillance

(Also indicate who performs. For example: One hundred percent inspection by the COR.)

Performance requirements summary (PRS) #1
(Insert PWS paragraph.)

     

PRS # 2
(Insert PWS paragraph number.)

     

PRS # 3
(Insert PWS paragraph number.)

     

PRS # 4
(Insert PWS paragraph number.)

     

Types of surveillance:

  • Random sampling: Appropriate for frequently recurring tasks. Evaluate randomly selected samples of the lot to determine the acceptability of the entire lot (random inspection guide, method of surveillance, lot size, sample size, performance requirement, sampling procedure, and inspection procedure).
  • One hundred percent inspection: Appropriate for tasks that occur infrequently. Inspect and evaluate performance each time task is performed.
  • Periodic surveillance: Evaluation of samples selected on other than a 100 percent or statistically random basis (such as monthly, quarterly, or semi-annually).
  • Validated customer complaint: Complaints must be validated.

(Note: You may also use any surveillance method used in the commercial market to evaluate delivery of the required service. [This method will be determined after market research is conducted.])

Technical Exhibit 2: Deliverables Schedule

A deliverable is anything that can be physically delivered but may include non-physical things such as meetings.

Deliverable

Frequency

Number of Copies

Medium/Format

Submit To

(Indicate PWS paragraph number.)

(For example: By the fifth of every month or within 30 days of contract award.)

(For example: Paper or CD-Rom in Microsoft Word format.)

   

Technical Exhibit 3: Estimated Workload Data

Sample for the PWS Part 5:

Item

Name

Estimated Quantity

1

 

________

 

2

 

________

 

3

 

________

 

4

 

________

 

5

 

________

 


 

Last Reviewed: May 18, 2012

 
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