12a. SOW.pdf

PURCHASE ODER NUMBER: 63100PR250000051

KIDDIE FIRE TRAINER T1000 SUPPORT SERVICES

Updated 01/14/2025

STATEMENT OF WORK

FOR

MAINTENANCE SUPPORT SERVICES FOR THE FIRE TRAINER

T1000 LIVE FIRE TRAINING SYSTEM

1.0 GENERAL

1.1 BACKGROUND

United States Coast Guard Training Center Yorktown hosts Damage Controlman (DC) schools. The Fire Traininer T1000 Live Fire Training System is used to teach the students about fire fighting techniques. KFT Fire Trainer, LLC is the original developer of this system and maintains proprietary software, and does not release its source code for any distributors or technicians outside of its company. As the original installer of the Fire Trainer T1000 Live Fire Training System, all outside maintenance provided by a technician will void warranty with the product under any maintenance service contracts.

1.2 OBJECTIVE

The main objective for this statement of work is to have a contract with a reliable company who can meet the needs of keeping the DC School in a ready to train status for the 200 plus students annually. The objective is to maintain continuity within the trainer and not disrupt training. Therefore, it is the intent of Training Center Yorktown to sole-source award to KFT Fire Trainer, LLC.

1.3 APPLICABLE DOCUMENTS

1.3.1 Justification for Other Than Full and Open Competition (J&A) (Attachment 1)

1.3.2 Direct Procurement Justification 28 June 2019 (Attachment 2)

1.3.3 USCG SFLC Order # 70Z04C19PP45E4400, Upgrade of Smoke Machine, Submittal of Executed System Acceptance Document and Warranty Statement 24 September 2019 (Attachment 3)

2.0 SPECIFIC REQUIREMENTS/TASKS

2.1 PLANNED (PREVENTIVE) SUPPORT

At predetermined intervals, KFT Fire Trainer, LLC shall schedule a site visit by a factory certified trained technician to evaluate the Fire Training Equipment and implement all scheduled adjustments, preventive maintenance, and parts replacements to ensure that the system is at a fully operational state. The contractor service shall include the following:

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2.1.1 Check the operating performance of all fireplaces and make adjustments as required.

2.1.2 Clean and/or replace all filter elements.

2.1.3 Inspect all fans and blowers and lubricate all bearing.

2.1.4 Inspect all pilot spark igniters and replace as required.

2.1.5 Inspect the fuel control station and make adjustments as required.

2.1.6 Clean the fuel control station inlet strainer.

2.1.7 Inspect and calibrate all gas detection assemblies.

2.1.8 Inspect and adjust all smoke generators.

2.1.9 inspect the Programmable Logic Controller battery and replace as required.

2.1.10 Check and confirm latest PLC Ladder Logic is installed (updates performed as required).

2.1.11 Clean all equipment cabinets.

2.1.12 Provide TWO (02) scheduled support visits per year.

2.2 UNPLANNED (CORRECTIVE) TECHNICAL SUPPORT

Upon receipt of a Contracting Officer approved modification to the contract, the Contractor, working with the DC School point of contact, shall schedule a site visit by a trained technician to evaluate and repair the fire training equipment. The complexity of the required repair will determine the length of the visit. The Contractor shall furnish all parts, material and labor required.

2.3 EXTENT OF COVERAGE

2.3.1 ITEMS TO BE MAINTAINED

KFT Fire Trainer, LLC shall be responsible for technical support. That shall include the fire training equipment hardware and software provided by the Contractor as described in the provided Operation and Maintenance Manual. This shall include software updates and reloading of PLC Ladder Logic code if it is lost due to battery failure, at no extra cost to the Government.

2.4 EXCLUSIONS

KFT Fire Trainer, LLC will not be responsible for the following:

2.4.1 Tank Farm, Supply Lines and all components not supplied and installed by the Contractor.

2.4.2 System hardware that has been abused or damaged.

2.4.3 System hardware that has been repaired, modified or replaced by third parties.

2.4.4 Loss of the owner’s ability to train because of conditions beyond the Contractor’s control.

2.5 TECHNICAL SUPPORT PROGRAM

KFT Fire Trainer, LLC proposal for support program shall consist of the following:

2.5.1 Two (02) on-site schedule support visits per year.

2.5.2 On-call corrective support, as required via the issuance of a modification signed by the Contracting Officer.

2.5.3 Required replacement parts.

3.0 CONTRACTOR PERSONNEL

3.1 Qualified Personnel

The Contractor shall provide qualified personnel to perform all requirements specified in this PWS.

3.2 Employee Identification

3.2.1 Contractor employees visiting Government facilities shall wear an identification badge that, at a minimum, displays the Contractor name, the employee’s photo, name, clearance-level and badge expiration date. Visiting Contractor employees shall comply with all Government escort rules and requirements. All Contractor employees shall identify themselves as Contractors when their status is not readily apparent and display all identification and visitor badges in plain view above the waist at all times.

3.2.2 Contractor employees working on-site at Government facilities shall wear a Government issued identification badge. All Contractor employees shall identify themselves as Contractors when their status is not readily apparent (in meetings, when answering Government telephones, in e-mail messages, etc.) and display the Government issued badge in plain view above the waist at all times.

3.3 Employee Conduct

Contractor’s employees shall comply with all applicable Government regulations, policies and procedures (e.g., fire, safety, sanitation, environmental protection, security, “off limits” areas, wearing of parts of DHS uniforms, and possession of weapons) when visiting or working at Government facilities. The Contractor shall ensure Contractor employees present a professional appearance at all times and that their conduct shall not reflect discredit on the United States or the Department of Homeland Security. The Project Manager shall ensure Contractor employees understand and abide by Department of Homeland Security established rules, regulations and policies concerning safety and security.

3.4 Removing Employees for Misconduct or Security Reasons

The Government may, at its sole discretion (via the Contracting Officer), direct the Contractor to remove any Contractor employee from DHS facilities for misconduct or security reasons. Removal does not relieve the Contractor of the responsibility to continue providing the services required under the contract. The Contracting Officer will provide the Contractor with a written explanation to support any request to remove an employee.

4.0 OTHER APPLICABLE CONDITIONS

4.1 SECURITY

4.1.1 WORK RESTRICTIONS/BASE ACCESS: All persons entering TRACEN Yorktown are subject to NCIC background checks. Those found to have felony convictions, outstanding warrants of any type, and registered sexual offenders will be denied access by security. The Commanding Officer reserves the right to refuse entry based on other criminal charges, convictions and concerns. TRACEN Yorktown meets and exceeds requirements set forth in Directive-Type Memorandum (DTM) 14-005, “Access to FBI National Crime Information Center (NCIC) Files.”

4.1.2 The contractor shall submit the required TRACEN Short Term Contractor's Access List for USCG Training Center Yorktown with all personnel who will be coming on site to, to the COR before work starts on site. This access list shall be completely filled out and submitted to the General Contractor, who will forward it to the Base Security Officer for approval. No personnel will be allowed on base until the required information is submitted and approved by the government. The contractor shall anticipate that it could take up to 5 working days to receive approval of the access list. It is the contractor's responsibility to submit this list in a timely manner and with all required information provided. Any delays to the project due to the access list not being approved (late submission of list or missing/incorrect information) are the contractor's responsibility and not the governments. Persons not included on the access list will not be allowed on base. All contractor personnel, subcontractor personnel and visitors shall be included on the list. List shall be updated and resubmitted for new contractor personnel, subcontractor personnel and contractor visitors before they are allowed access to the base.

4.1.3 If the contractor desires, a RAPID Gate pass may be used instead of obtaining daily passes by calling 1-877-RAPID Gate (1-877-727-4342). More information about the enrollment process can be found in the attachment titled “RAPID Gate Program Enrollment Information". Once enrolled and eligible to receive a RAPID Gate credential, employees will be able to apply at the kiosk located at the USCG TRACEN Yorktown Security Building and pick up the credential at the same location once approved.

Companies already enrolled in the RAPID Gate Program at another installation such as Norfolk Naval Base, may request access for their employees at this installation by calling 1-877RAPlDGate (1-877-727-4342). Once the company is approved by TRACEN Yorktown, its employees who already hold RAPID Gate Credentials will be able to use them at this installation.

4.1.4 If you have any questions regarding USCG TRACEN Yorktown access control, please contact Mr. Terry Ellis, Anti-Terrorism/Force Protection Officer, at 757-856-2150 or Terry.L.Ellis@uscg.mil.

4.1.5 SAFETY REQUIREMENTS: The Contractor shall conform to all state and local safety requirements and those of the Coast Guard Training Center Yorktown.

4.2 PERIOD OF PERFORMANCE

The period of performance for this contract is a one-year base period with four one-year option periods as follows:

Base Period April 1, 2025 through March 31, 2026 Option Period One April 1, 2026 through March 31, 2027 Option Period Two April 1, 2027 through March 31, 2028 Option Period Three April 1, 2028 through March 31, 2029 Option Period Four April 1, 2029 through March 31, 2030

4.3 PLACE OF PERFORMANCE

The primary place of performance will be at Training Center Yorktown at 1 US Coast Guard Training Center Yorktown, Yorktown, VA 23690.

4.4 HOURS OF OPERATION

Training Center Yorktown normal hours of operation are 8:00 am and 2:30 pm (0800 and 1430) EST, Monday through Friday (except Federal holidays). Lunch hours are 1130 to 1230 EST and will not have staff available unless prior arrangements have been made between the DC School point of contact and the contractor.

4.5 TRAVEL

Contractor travel may be required to support this requirement. All travel required by the Government outside the local commuting area(s) will be reimbursed to the Contractor in accordance with the Federal Travel Regulations. The Contractor shall be responsible for obtaining KO approval for all reimbursable travel (only for Unplanned (Corrective) Technical Support as in section 2.2) in advance of each travel event by issuance of signed modification to the contract.

4.6 POST AWARD CONFERENCE

The Contractor shall attend a Post Award Conference with the Contracting Officer and the DC School point of contact no later than (TBD) days after the date of award. The purpose of the Post Award Conference, which will be chaired by the Contracting Officer, is to discuss technical and contracting objectives of this contract. The Post Award Conference may be held at the Government’s facility, located at 1 US Cost Guard Training Center, Yorktown, VA at Thayer Hall, Room 211.

4.7 PROGRESS REPORTS

The Contractor shall provide a monthly progress report to the Contracting Officer and DC School point of contact via electronic mail. This report shall include a summary of all Contractor work performed, including a breakdown of labor hours by labor category, all direct costs by line item, an assessment of technical progress, schedule status, any travel conducted and any Contractor concerns or recommendations for the previous reporting period.

4.8 GENERAL REPORT REQUIREMENTS

The Contractor shall provide all written reports in electronic format with read/write capability using applications that are compatible with DHS workstations (Windows XP and Microsoft Office Applications).

4.9 INTELLECTUAL PROPERTY

Contractor access to classified materials is not required under this PWS.

4.10 PROTECTION OF INFORMATION

Contractor access to proprietary information is not required under this PWS.

5.0 GOVERNMENT FURNISHED RESOURCES

The Contractor shall use Government furnished facilities and equipment only for the performance of work under this contract, and shall be responsible for returning all Government furnished facilities and equipment in good working condition subject to normal wear and tear.

6.0 CONTRACTOR FURNISHED PROPERTY

The Contractor shall furnish all parts, materials, equipment and services necessary to fulfill the requirements of this contract, except for the Government Furnished Resources specified in section 5.0.

7.0 DELIVERABLES

The Contractor shall consider items in BOLD as having mandatory due dates. Items in italics are deliverables or events that must be reviewed and/or approved by the COR prior to proceeding to next deliverable or event in this PWS.

ITEM

PWS

REFERENCE

DELIVERABLE / EVENT DUE BY

DISTRIBUTION

1 4.6 Post Award Conference TBD

N/A

2 4.7 Progress Reports Last day of each month

DC School

POC,

Contracting Officer

8.0 GOVERNMENT POINTS OF CONTACT

a. Contracting Officer (KO) is Juan A. Soto. He can be reached via phone at (757) 856-2564 and via email at Juan.A.Soto@uscg.mil

b. The DC School points of contact are listed below:

NAME: DC1 KYLE CARTER

PHONE: (757)856-3500 EXT 2816

EMAIL: kyle.c.carter@uscg.mil

NAME: DC1 KERRY MCGEEIN

PHONE: (757)856-3500 EXT 3013

EMAIL: Kerry.m.mcgein@uscg.mil

NAME: DCC DALTON WILLIAMS

PHONE: (757)856-3500 EXT 2405

EMAIL: Dalton.a.williams@uscg.mil

NAME: DCCS STEVEN BROCHU

PHONE: (757)856-2167

EMAIL: steven.m.brochu@uscg.mil mailto:Juan.A.Soto@uscg.mil mailto:kyle.c.carter@uscg.mil mailto:Kerry.m.mcgein@uscg.mil mailto:Dalton.a.williams@uscg.mil mailto:steven.m.brochu@uscg.mil