NIH/OD/OLAO/OA
Performance Work Statement
(PWS) (Template)
Office of Acquisitions
11/19/2013
Performance Work Statement (Template)
The following outline provides a template for development of your individual PWS and can be
tailored to meet your individual needs.
Part 1
General Information
(General information will include background information, a brief description of the scope of
work, personnel related matters such as safety requirements, security requirements, security
clearances, quality control requirements, etc.)
1. GENERAL: This is a non-personnel services contract to provide [Insert title of service to be
provided]. 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 [Insert title of service to be provided] 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: [Insert history and/or background information on the services that are to be
provided.]
1.3 Objectives: [Insert a few bullets stating what the basic service objective is.]
1.4 Scope: [Insert the type of services that are to be performed]. Services include [Insert what is
included in the services to be provided]. The contractor shall accomplish [Insert what should be
accomplished, if applicable].
Performance Work Statement (Template)
1.5 Period of Performance: [State period of performance and option years, if applicable.] For
example: 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 (If applicable): 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
he assures himself that his work complies with the requirement of the contract. [Insert when and
how the QCP is to be delivered, i.e., within 30 days after contract award or with the contractors
proposal if it is an evaluation factor, three copies of a comprehensive written QCP shall be
submitted to the COand COR within 5 working days when changes are made thereafter.] After
acceptance of the quality control plan the contractor shall receive the contracting officer’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 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: [State if the contractor is or is not required to perform services on
holidays.]
New Year’s Day Labor Day
Martin Luther King Jr.’s Birthday Columbus Day
President’s Day Veteran’s Day
Performance Work Statement (Template)
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 [Insert the appropriate hours for your organization] 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
[Insert the place of performance, i.e., contractor facility or government facilities].
1.6.6 Type of Contract: The government will award a (Type of contract to be determined by
CCE and the customer).
1.6.7 Security Requirements: Contractor personnel performing work under this contract must
have a [Insert the level of security required, if applicable] at time of the proposal submission,
and must maintain the level of security required for the life of the contract.
1.6.7.1 PHYSICAL Security: The contractor shall be responsible for safeguarding all
government equipment, information and property provided for contractor use. (Insert the
following sentence, if performing in a government facility.) At the close of each work period,
government facilities, equipment, and materials shall be secured.
1.6.7.2 Key Control (If applicable). 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 Quality Control 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/key cards to the Contracting Officer.
1.6.7.2.1. In the event keys, other than master keys, are lost or duplicated, the Contractor shall,
upon direction of the Contracting Officer, re-key or replace the affected lock or locks; however,
Performance Work Statement (Template)
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.
1.6.7.2.2. The Contractor shall prohibit the use of Government issued keys/key cards 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 Contracting Officer.
1.6.7.3 Lock Combinations (If applicable). The Contractor shall establish and implement
methods of ensuring that all lock combinations are not revealed to unauthorized persons. The
Contractor shall ensure that lock combinations are changed when personnel having access to the
combinations no longer have a need to know such combinations. These procedures shall be
included in the Contractor’s Quality Control Plan.
1.6.8 Special Qualifications: [Insert any special certification requirements for employees if
deemed appropriate i.e.," The contractor is responsible for ensuring all employees possess and
maintain current Information Assurance Technician (IAT) Level I professional certification
during the execution of this contract."]
1.6.9 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 contracting officer,
Contracting Officers Representative (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.
Performance Work Statement (Template)
1.6.10 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, specifications: monitor Contractor's
performance and notifies 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.
Performance Work Statement (Template)
1.6.11 Key Personnel: The follow personnel are considered key personnel by the government:
[Insert the titles of the key personnel i.e., contract manager/Alternate contract manager, Systems
Engineer, etc.] 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 contracting officer.
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 contract manager or alternate shall be
available between [Insert the hours, i.e., 8:00 a.m. to 4:30p.m.], Monday thru Friday except
Federal holidays or when the government facility is closed for administrative reasons.
Qualifications for all key personnel are listed below: [Insert the qualifications for all key
personnel, i.e., 1.6.12.1 Contract Manager and Alternate, 1.6.12.1.1 The Contract Manager and
Alternate must have 24 semester hours in mathematical, engineering, and/or quantitative
analysis courses; 15 or more years cost analysis experience; and familiarity with Defense
Department Data Sources (e.g. cost and software data reporting, EVM), 1.6.12.2 Systems
Administrator, 1.6.12.2.1 The Systems Administrator must have a high degree of expertise with
the following systems/protocols: Microsoft Server 2000 and XP operation and administration,
and Network Administration.]
1.6.12 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 that 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.]
1.6.13 Contractor Travel (If applicable): [Insert any travel requirements.]. For example:
Contractor will be required to travel CONUS and within the NCR during the performance of this
contract to attend meetings, conferences, and training. The contractor may be required to travel
to off-site training locations and to ship training aids to these locations in support of this PWS.
Required language should travel be needed: Contractor will be authorized travel expenses
consistent with the substantive provisions of the Joint Travel Regulation (JTR) and the limitation
of funds specified in this contract. All travel requires Government approval/authorization and
notification to the COR. For proposal purposes, a Not to exceed amount for travel can be
established or you can include in your IGCE and the workload summary , a projected listing of
travel locations to include frequency and number of persons required to travel so the offerors
can provide pricing.
Performance Work Statement (Template)
1.6.14 Other Direct Costs (If applicable): [Insert what the other direct costs requirements will
be. These costs must be preapproved by the contracting officer] For example: This category
includes travel (outlined in 1.6.13), reproduction, and shipping expenses associated with training
activities and visits to contractor facilities. It could also entail the renting of suitable training
venues.
1.6.15 Data Rights (If applicable): 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 Contracting Officer. 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.
1.6.16 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 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.
1.6.17 PHASE IN /PHASE OUT PERIOD (If applicable): To minimize any decreases in
productivity and to prevent possible negative impacts on additional services, the Contractor shall
have personnel on board, during the [Insert the time period, i.e., sixty (60) day, thirty (30) day,
etc.] phase in/ phase out periods. During the phase in period, the Contractor shall become
Performance Work Statement (Template)
familiar with performance requirements in order to commence full performance of services on
the contract start date.
PART 2
DEFINITIONS & ACRONYMS
(This section includes all appropriate terms and phrases for this PWS. The definition must be
clear and concise, not ambiguous. Carefully consider each definition because they will be
binding for the duration of this contract, unless modified. In addition, include a complete listing
of all acronyms and words or phrases they represent.)
2. DEFINITIONS AND ACRONYMS:
Performance Work Statement (Template)
2.1. DEFINITIONS: [List any terms used within the PWS that require further definition. At a
minimum, insert the definitions provided below].
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. DELIVERABLE. Anything that can be physically delivered, but may include non-
manufactured things such as meeting minutes or reports.
2.1.5. 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.
2.1.6. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government
property.
Performance Work Statement (Template)
2.1.7. QUALITY ASSURANCE. The government procedures to verify that services being
performed by the Contractor are performed according to acceptable standards.
2.1.8. QUALITY ASSURANCE Surveillance Plan (QASP). An organized written document
specifying the surveillance methodology to be used for surveillance of contractor performance.
2.1.9. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the
quality of an end product or service shall meet contract requirements.
2.1.10. SUBCONTRACTOR. One that enters into a contract with a prime contractor. The
Government does not have privity of contract with the subcontractor.
2.1.11. 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: [List all acronyms used in the PWS and what they represent. At a minimum,
insert the acronyms provided below].
CO Contracting Officer
CONUS Continental United States (excludes Alaska and Hawaii)
COR Contracting Officer Representative
COTR Contracting Officer's Technical Representative
COTS Commercial-Off-the-Shelf
Performance Work Statement (Template)
DFARS Defense Federal Acquisition Regulation Supplement
DMDC Defense Manpower Data Center
FAR Federal Acquisition Regulation
HIPAA Health Insurance Portability and Accountability Act of 1996
CO 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
Performance Work Statement (Template)
PART 3
GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND
SERVICES
(This section should identify those items such as property, information and/or services that will
be provided for the contractor’s use (without cost to the contractor) to allow them to provide the
required services, such as materials, facilities, training, etc. Examples provided below.)
3. GOVERNMENT FURNISHED ITEMS AND SERVICES:
3.1. Services (If applicable): The Government will provide [Insert the services that will be
provided, i.e., may include personnel to assist with production set-up].
3.2 Facilities (If applicable): The Government will provide [Insert what facilities will be
provided, i.e., the necessary workspace for the contractor staff to provide the support outlined
in the PWS to include desk space, telephones, computers, and other items necessary to maintain
an office environment].
3.3 Utilities (If applicable): The Government will provide [Insert what utilities will be provided,
i.e., all utilities in the facility will be available for the contractor’s use in performance of tasks
outlined in this PWS.] If utilities are furnished, the following is required: 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 include turning off the
water faucets or valves after using the required amount to accomplish cleaning vehicles and
equipment.
3.4 Equipment (If applicable): The Government will provide [Insert what equipment will be
provided and/or what the contractor will have access to, i.e., scanners fax machines, printers,
shipping crates, lighting and sound, etc.]
Performance Work Statement (Template)
3.5 Materials (If applicable): The Government will provide [Insert what materials will be
provided, i.e., Standard Operating Procedures and Policies.]
Performance Work Statement (Template)
PART 4
CONTRACTOR FURNISHED ITEMS AND SERVICES
(This section is used to identify the materials and equipment that the contractor must provide.
Examples provided below.)
4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:
4.1 General (If applicable): 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.
4.2 Secret Facility Clearance (If applicable): The contractor shall possess 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. The DD 254 is provided as
Attachment [Insert the attachment number].
4.3. Materials (If applicable). The Contractor shall [Insert what materials will be provided, i.e.,
furnish materials, supplies, and equipment necessary to meet the requirements under this PWS].
4.4. Equipment (If applicable). The Contractor shall [Insert what equipment will be provided,
i.e., furnish tractors, lighting and sound, containers, etc. to meet the requirements under this
PWS].
Performance Work Statement (Template)
PART 5
SPECIFIC TASKS
(This section is the heart of the PWS. All of the services to be performed under the contract
should be described in sufficient detail here. This includes all general tasks required by the
Government.)
5. Specific Tasks:
5.1. Basic Services. The contractor shall provide services for [Insert the services and/or tasks to
be provided by the contractor].
5.2. Task Heading. (If applicable) [Insert the specific task to be provided in sequential order,
i.e.,5.2, 5.3, etc. by the contractor]
Performance Work Statement (Template)
PART 6
APPLICABLE PUBLICATIONS
(In this section list any publications, manuals, and/or regulations that the contractor must abide
by. See example provided below.)
6. APPLICABLE PUBLICATIONS (CURRENT EDITIONS) (If applicable): (In this
section list any publications, manuals, and/or regulations that the contractor must abide by. See
example provided below.)
6.1. The Contractor must abide by all applicable regulations, publications, manuals, and local
policies and procedures. (For example, insert FAR, HHSAR clauses)
Performance Work Statement (Template)
PART 7
ATTACHMENT/TECHNICAL EXHIBIT LISTING
(Under this section list all attachments and technical exhibits that will be useful for the
contractor to submit an appropriate proposal. )
7. Attachment/Technical Exhibit List:
7.1. Attachment 1/Technical Exhibit 1 – Performance Requirements Summary (This document is
required for every PWS. See attached example for format.)
7.2. Attachment 2/Technical Exhibit 2 – Deliverables Schedule (This document is required for
every PWS. See attached example for format.)
7.3 Attachment 3/Technical Exhibit 3 – Estimated Workload Data (This document should be
made available if historical data exists. See attached example for format.)
Performance Work Statement (Template)
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 Standard Performance Threshold Method of
(This is the maximum error
Surveillance
(The Service required—usually a rate. It could possibly be
“Zero deviation from
shall statement) standard”)
PRS # 1. The contractor provided [Insert the [Insert the minimum [Insert the
standard that should be followed, i.e, acceptable level of service, method of
The contractor shall provide [Insert analysis of NIH Business Process and i.e., No more than one surveillance
an objective that relates directly to Agency Operating Model]. customer complaint per
a mission essential required item, report.] ( see listing
i.e., analysis of NIH Business Process below) and
and Agency Operating Models and who
the PWS paragraph number, i.e., performs, i.e.,
PWS paragraph 5.5]. Validated
Customer
Complaint
received by
COR.]
PRS # 2 (See example provided in (See example
PRS 1.) provided in
(See example provided in PRS 1.) (See example provided in PRS 1.)
PRS 1.)
PRS # 3 (See example provided in (See example
PRS 1.) provided in
(See example provided in PRS 1.) (See example provided in PRS 1.) PRS 1.)
PRS # 4 (See example provided in (See example
PRS 1.) provided in
(See example provided in PRS 1.) (See example provided in PRS 1.)
PRS 1.)
Performance Work Statement (Template)
The following listing provides various types of Surveillance as examples to select from and should not be included
on the final document:
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, Inspection procedure
100 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 100% or statistically random basis.
(i.e., monthly, quarterly, semi-annually etc.)
Validated Customer Complaint: Complaints must be validated.
NOTE: YOU MAY ALSO IDENTIFY ANY SURVEILLANCE METHOD USED IN THE COMMERCIAL MARKET TO
SURVEY THE REQUIRED SERVICE. (THIS WILL BE DISCOVERED WHEN MARKET RESEARCH IS CONDUCTED).
Performance Work Statement (Template)
TECHNICAL EXHIBIT 2
DELIVERABLES SCHEDULE
(This technical exhibit lists any reports or documentation that is required as a deliverable to include the
frequency, # of copies, medium/format and who/where it is to be submitted. A deliverable is anything
that can be physically delivered but may include non-physical things such as meeting minutes. Note: All
PWS deliverables should be included in this exhibit.)
Deliverable Frequency # of Copies Medium/Format Submit To
[Insert the [Insert how often it [Insert the number [Insert the [Insert where the
deliverable, i.e., is to be provided, of copies, i.e., 1 medium/format deliverable is to be
the NIH Business i.e., by the 5th of original and 2 that the delivered, i.e.,
Process and every month, copies, how often deliverable is to be Name of Activity,
Agency Operating within 30 days of it is to be provided in, i.e.,
Models Report and contract award, provided, i.e., by paper (hard copy), ATTN: POC, and
the PWS etc.] the 5th of every CD in MS Word, Address.]
paragraph month, within 30 DVD, Briefing
number, i.e., PWS days of contract Slides on CD, Excel
paragraph 5.5.] award, etc.] Spreadsheet, etc.]
[Continue to insert [Same as above.] [Same as above.] [Same as above.] [Same as above.]
the deliverables in
accordance with
the example
provided above.]
[Same as above.] [Same as above.] [Same as above.] [Same as above.] [Same as above.]
[Same as above.] [Same as above.] [Same as above.] [Same as above.] [Same as above.]
Performance Work Statement (Template)
TECHNICAL EXHIBIT 3
ESTIMATED WORKLOAD DATA
(This technical exhibit lists the historical workload data, i.e., the hours previously performed under the
PWS by labor category. This workload data should be used to prepare the Independent Government Cost
Estimate (IGCE), if available. Note: Based on the PWS, historical workload data can be provided in other
formats, i.e., the volume of tasks order issued over a five year period, the number of users by locations
requiring Information Technology Support, etc.)
ESTIMATED QUANTITY
ITEM NAME
1 [Insert the Labor Category, i.e, Contract Manager, ________ [Insert the
etc.] number of
hours, i.e., 200
HRs, etc.]
2 [Continue to insert the Labor Categories, using ________ [Same as
example provided above.] above.]
3 [Same as above.] ________ [Same as
above.]
4 [Same as above.] ________ [Same as
above.]
5 [Same as above.] ________ [Same as
above.]