Attachemnt_1_-_Draft_Statement_of_Work.pdf

United States Marshals Service Preventive Maintenance for Vehicle Barriers and/or Entry Gates

Statement of Work

BACKGROUND

The United States Marshals Service (USMS) has statutory responsibility for providing physical security to United States (U.S.) District Courts, the U.S. Court of Appeals. The USMS has jurisdiction over twelve

(12) Federal Judicial Circuits and ensures the personal protection of federal judiciary, people and property at all court facilities.

The USMS maintains the preventive maintenance for over 250 crash rated and non-crash rated barriers and vehicle entry gates at approximately 85 locations throughout the U.S.

SCOPE OF WORK

This contract is for six (6) months from the time of award and is solely for the purpose of the preventative maintenance (PM) of all USMS active vehicle barriers, excluding repairs. The Contractor shall inspect, provide assessments, collect data and provide PM as recommended by the barrier or gate manufacturer specifications.

The Contractor shall have an organization that is capable of providing complete barrier PM services performed by manufacture certified technicians at all designated locations within the U.S.

USMS crash rated and non-crash rated barriers consist of Delta Scientific Barrier Systems, Nasatka Barrier Systems, BB Armor Barriers Systems, HYsecurity and other miscellaneous barrier manufacturer systems. Work shall comply with commercial and manufacturer standards for maintenance of these units, as well as all commercial, federal, state, and local requirements that apply.

The Contractor shall provide Contract Management, Preventative Maintenance and Reporting that serve all locations in an efficient and cost effective manner.

The vehicle barrier locations will be available for review upon a security verification of the vendor. The Contractor is required to sign and acknowledge a non-disclosure statement prior to receiving any information. Once received the information will be forwarded by the CO or COR.

SECTION I. DESCRIPTION OF SERVICES

1.0 Preventative Maintenance (PM)

The Contractor shall perform preventive maintenance (PM) on each barrier in accordance with equipment manufacturer’s specifications/recommendations and industry standard practices to include PM and maintaining any automated system(s) that support the vehicle barriers. Barriers are to be functionally tested at a minimum at the conclusion of the PM and in good working order. The Contractor shall have one manufacturer certified technician while at each PM location when performing PM on alike barriers and their components. The Contractor shall submit a current name and manufacturer certification roster of manufacturer certified technicians with their proposal.

1.1 Preventative Maintenance – PM Service Plan

The Contractor shall develop a PM service plan for the USMS barriers at each location identified and submit it to the Contracting Officer Representative (COR) for approval prior to initiating PM at each location.

The PM service plan report shall describe the nature of the services to be performed for that particular location;

The service plan shall include, but is not limited to:

The site location number and full address;

The Judicial Security Inspector (JSI) and manufacturer certified technicians name performing the

PM

Type of Barriers being serviced (include actual location);

A checklist ensuring all barriers receive the necessary PM;

The proposed scheduled PM date vs. actual date and time (arrival and completion) of the PM;

Name printed, barrier data, completed PM barrier checklist (when identical barriers exist, regardless of location, the checklist may be the same and show different addresses);

Materials used, performance condition and recommended future preventive maintenance and barrier repair plan / painting (if applicable) for each barrier;

Inspection of electrical components to ensure compliance with applicable electrical and safety codes;

Acknowledgment that that the site manual PM log has been updated Any anomalies detected will be investigated, and documented;

Cleaning out of all compartments and inspect;

Torque all Power Distribution (PDC) terminations and buss bar fasteners as necessary;

Rotation, greasing, and/or lubrication of all switches;

Cleaning of all components and inspect and tighten/torque all fasteners located inside of the capacitor banks;

All fluid filters and restock filter inventory, worn pulleys, belts, motors etc...as necessary. Clean dust and debris from around and under the barrier, inspect Programmable Logic Control (PLC) cabinets;

Torque loose fasteners IAW manufacturer standards;

Recommended barrier repairs identified during the PM shall be identified on the PM service plan report in detail identifying the problem and the necessary parts required to facilitate the repair (repairs shall not be made, only reported). If necessary, the Contractor shall make recommendations for barrier replacement.

Upon completion of the PM, if the Contractor makes a determination that a barrier(s) is unsafe and should be taken out of service, the COR and JSI shall be notified immediately.

The Contractor shall have effective communication with government representatives to include contacting the location JSI / POC and General Services Administration (GSA) POC representative one (1) week in advance and negotiate approval to conduct PM on a set date and time. Maintenance shall be performed in accordance to the approved PM plan and timelines negotiated unless otherwise authorized by the CO or

COR.

The Contractor shall also inspect, test and evaluate every function of the barrier to include sequencing, safety features and overall general condition. Any safety arms associated with a vehicle barrier shall be included as part of the PM plan. Digital photos of each barrier shall be taken, identified and sent to the COR after PM completion with the PM service plan report / invoicing / photos.

After the PM the completed service plan for each location will be submitted with each invoice (see section 1.6 Invoicing).

1.2 Preventative Maintenance Frequency

All USMS owned barriers shall receive PM during the six (6) month contract within the contract period of performance. Crash rated barriers shall receive quarterly PM and non-crash rated shall receive one (1) PM over the period of the six (6) month contract. The USMS will identify any barriers that require monthly, bi-weekly or weekly PM prior to contract award. The Contractor shall adjust the frequency and intervals of the PM during the six (6) month contract when directed by the Contracting Officer (CO).

Labor, travel, lodging, equipment, supplies, uniforms, vehicles, materials, supervision, and services necessary to provide barrier PM are the responsibility of the Contractor.

1.3 Preventative Maintenance Reporting

Both the Contractor and the JSI (or the JSI designee) must sign and print their names and date on the PM Service Plan Report prior to the PM service call being officially closed and invoiced.

The Contractor shall maintain and forward to the COR by the 10th of the following month an electronic report that lists the barrier inventory PM and the following:

Site location code Address List of all USMS barriers and their locations Summary of barriers that received PM and identification of each for the last month Listing of the actual Scheduled PM date and actual PM date Summary of PM’s completed the month prior by location number Summary of what PM was conducted during the prior months PM with a description of PM material Summary of PM’s anticipated to be completed the next month and any upcoming events Summary of barrier repairs recommended from the prior months PM’s Barrier PM’s that were delayed, rescheduled and the reason Accomplishments Attach completed PM Service Reports for each PM completed the month prior.

Comments: Example – Repairs needed, gate arm at 1st Street broken (with specific details of what is required), does not raise and safety lights on the arm are not operational. Added two gallons of hydraulic fluid to wedge barriers while conducting PM on barrier #3 White Street. JSI was not available on the date coordinated with them...

The electronic report shall be sent electronically to the COR at OSS.AVB@usdoj.gov. The location name and number shall be included in the subject line of each e-mail.

The Contractor shall also update or create a physical log on site for each specific barrier PM’d at the site.

The log shall be maintained with the JSI. The Contractor shall acknowledge on the PM Service Plan Report checklist that this has been completed. The log book shall include a complete history of any PM listing each barrier and indicating dates and name of technicians who performed the work and shall be kept in a water proof pouch.

1.4 Original Equipment Manufacturer (OEM) Replacement Components All fluids, filters, and/or grease materials and any other PM materials shall be Original Equipment Manufacturer (OEM) PM replacement PM items. Due to the age of some barriers and non-availability of

OEM items, the COR may authorize the Contractor to utilize aftermarket or used items. Additional cost on materials or work performed by Contractor or a Sub-contractor will not be accepted.

1.5 Preventative Maintenance Materials

If while performing PM services described in the manufacturers barrier PM specifications it is determined that materials are required such as grease, filling fluids, lubrication, light bulbs etc..., all costs shall be incurred by the Contractor as part of maintaining the PM service. Examples of materials that would not be replaced under the PM include but are not limited to, cracked or worn hoses, cables, gate arms, sheer pins, broken supports, loop sensors, damaged equipment, damaged control boards, broken barriers, but shall be reported. Additional cost/mark-up on materials or work performed by Contractor or a Sub-contractor will not be accepted unless first authorized by the Contracting Officer (CO). No repairs shall be completed under this contract.

1.6 Invoicing

The Contractor shall submit an invoice for each location individually for the services performed after PM is completed and accepted by the JSI or designated representative. Both the Contractor and the JSI (or the JSI designee) shall sign and print their names and date on the PM Service Plan. Information shall then be submitted to the COR for review/approval within ten (10) calendar days of PM completion. Rejected invoices shall be corrected and resent to the COR within three (3) business days.

Each invoice shall be on company letterhead and include:

1. The name, location number and full address of site where PM is performed;

2. The invoice date, invoice number (note: the invoice date shall not be more than two day prior to

USMS receiving the invoice;

3. Contract number, task order, period of performance date, CLIN’S, list of services provided and completed, total amount being invoiced;

4. A breakdown of materials used for the PM e.g. grease, oil, disposal of materials, and for which type of barrier (wedge barrier, fence gate, gate arm etc...);

5. Date of the PM, barrier location/number;

6. The name, title, telephone number and complete mailing address of the responsible official to whom payment is to be sent;

7. The name, title, telephone number and mailing address of the person to be notified in the event of a defective invoice;

8. Tax payer identification number (TIN) (Usually a Social Security Number if the Contractor is an individual or their employer identification number if a company). Invoices submitted without this number will be considered incomplete, will be returned and will not be paid until re-submitted with the necessary corrections);

9. Included with the invoice will be the completed PM plan service report, checklist, barrier photos the JSI or designee and Contractor Manufactures Certified Technician performing the PM signature, printed and dated. Any comments regarding recommended repairs, issues etc., photos and the JSI or designated officials name signed and printed.

1.7 Quality Control Plan (QCP)

The Contractor shall develop and maintain a Quality Control Plan (QCP) to ensure PM is performed in accordance with applicable standards and the manufacturer’s instructions. The Contractor shall develop and implement procedures to identify and prevent defective services from occurring and recurring. The Contractor shall provide a QCP as part of the proposal.

1.8 Authorized Personnel

The CO will provide the Contractor a list of CORs authorized to request/accept services for the Government after award.

SECTION II. SERVICES SUMMARY

2.0. Overview

This Services Summary (SS) identifies critical success factors for the contract. It identifies both the performance objectives for those factors and the performance threshold required for each performance objective. The Government reserves the right to survey all services called for in the contract to determine whether or not the performance objectives and goals were met. This Services Summary (SS) lists the performance objectives for the required service that the Government shall survey. The absence of any contract requirement from the SS shall not detract from its enforceability nor limit the rights or remedies of the Government under any clause of the contract. The SS will be used as the baseline to develop a Quality Assurance Surveillance Plan (QASP).

2.1. Surveillance Methods

Surveillance methods may include: customer complaints, public phone calls or e-mails, GSA Building Manager observation, JSI observations and periodic inspections by the Contracting Officer (CO), COR or other representative. Methods of surveillance can change after contract award based on, but not limited to:

A. Acceptance of a contractors QCP and QASP B. Contractor’s performance C. Contractor’s training records, manufacturers certification and training program

2.2. Performance Evaluation

Performance of a service will be evaluated to determine whether or not it meets the performance threshold. Re-performance is the preferred method of correcting any unacceptable performance.

REQUIREMENT SECTION EVALUATION

Perform Preventative Maintenance.

Barriers are receiving proper PM in accordance with manufacturer requirements and Industry standards.

Barriers are in good working order and performing properly.

1.0 99% of preventative maintenance completed as directed by the manufacturer specifications

Perform Preventative Maintenance.

The Contractor shall have one manufacture certified technician when at each PM location while performing PM on alike barriers and there components.

1.0

Periodically inspected by the COR. No manufacture certified Technician present during PM shall be non-compliant

Effective Communications with the Government.

PM visits completed and scheduled within negotiated time frames with the JSI or designee.

1.1 99% compliance reported by JSI and GSA. No shows, late are non-compliant

PM Service Plan.

The Contractor shall develop a PM service plan for the USMS barriers at each location identified and submit it to the Contracting Officer Representative (COR) for approval prior to initiating PM at each location.

1.1

99% of all barriers shall have a PM service plan developed and submitted to the COR prior to the

PM.

PM Reporting.

The Contractor shall update or create a manual log on site for each specific barrier PM’d at the site.

Log shall be maintained with the JSI or JSI designee

1.3

COR will verify that accurate PM electronic reports are submitted.

Manual PM log entries are being made. Random checking with at the site location. Accuracy and timeliness of the electronic report submitted to the COR.

JSI’s and by the COR. 99% compliance

Invoicing.

Submit PM invoices within 10 calendar days of completion with all identified information included.

1.6 99% submitted on time with all required data included

SECTION III. GOVERNMENT-FURNISHED PROPERTY AND SERVICES

3.0. Utilities

The Government will furnish, where available, restroom services and electricity at no cost to the Contractor for the sole purpose of accomplishing the requirements of this contract.

3.1. Police, Medical and Fire Protection

The JSI will provide access to police/security services at the site if required. Fire Protection, Medical and Spill Response Teams will be reached via 911 from a cell phone or local phone if available. Any 911 calls shall be reported to the JSI as soon as possible.

SECTION IV. GENERAL INFORMATION

4.0. Contract Manager

The Contractor shall provide a Contract Manager who shall be responsible for the performance of this contract. The name of this person and alternate(s) who shall act for the Contractor shall be designated in writing to the CO / COR and be accessible 24/7. 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.

4.1. Communication

The Contractor shall provide to the Government at least one (1) primary and one (1) alternate emergency contact phone number.

4.2. Employees / Background Investigations

All contract employees and potential employees shall be subject to a background investigation completed and verified by the Contractor. Contract employees shall have a successful background investigation completed prior to working at the identified Federal facilities. If unable to obtain appropriate clearance by the time of the site PM visit, Contractor shall be escorted by the JSI or designee. Escorts shall be coordinated with the JSI or designee one week prior to the scheduled visit.

All Contractor personnel working on federal property shall have a National Agency Check Investigation (NACI) completed through the Office of Personnel Management (OPM), e-QIP (Electronic Questionnaires for Investigations Processing). Failure to have a NACI shall not be grounds for failure to perform, changing security requirements or price.

The Contractor shall submit an organizational structure and a list of personnel with their titles / clearance / barrier manufactures certification designated to perform this contract to the CO at the time of Contract award. The Contractor shall notify the CO, in writing, of any additions, deletions, or changes in personnel within five (5) calendar days of the change.

4.3. Identification

The Contractor shall conform with all local site rules and regulations including access controls. The Contractor is responsible for complying with all security requirements, including vehicle registration and personnel passes, for all vehicles and personnel. The JSI will assist the contractor in obtaining proper badges or escort, if required. Contractor personnel shall be easily identified by company name or logo on a badge, uniform, jacket, shirt, hat, or other means determined by the contractor. The Contractor shall notify the CO and COR prior to start of contract performance of means to identify employees and all employees shall comply with this requirement at all times while providing services at USMS locations.

4.4. Attire

Contractor personnel are required to wear appropriate personal clothing, protective equipment as well as high visual reflective vests when working on the barriers.

4.5. Qualifications / Training

The Contractor shall ensure that at least one (1) barrier technician performing the PM at each location is manufacturer certified / NACI cleared (or escorted) to perform PM on alike barriers and in accordance with industry standards. The Contractor shall take measures necessary to ensure OEM warranties remain intact when performing maintenance PM. The Contractor shall submit a copy of the company’s training program as part of their proposal.

4.6. Welding

Any person performing welding work under this contract shall comply with all applicable laws and regulations governing the location of the work being performed. The Contractor shall coordinate with GSA Building Manager on site before welding and cutting. The Contractor shall comply with any rules or regulation the GSA Building Manager may require.

4.7. Electrical

Each employee performing electrical work on the barrier systems shall conform to all applicable federal, state and local laws and safety requirements. The Contractor shall provide copies of current certifications to the JSI or GSA Building Manager upon request. Any new electrical work on site must be approved by the GSA Building Manager.

4.8. Hours of Operation / Holidays

Work hours are between 8:00 a.m. and 5:00 p.m local time, Monday through Friday, excluding federal holidays. All site PM visits shall be scheduled one (1) week in advance with the local JSI or designee and accomplished during work hours unless otherwise specified by the COR.

4.9. Safety and Health Standards

Contractor personnel shall comply with all applicable laws and safety regulations. Compliance with Occupational Safety and Health Administration (OSHA) and other applicable laws and regulations for the protection of employees is exclusively the obligation of the Contractor, and the Government will assume no liability or responsibility for the Contractor’s compliance or non-compliance with such responsibilities.

4.10. Environmental Compliance / Hazardous Materials

Oil cans, oil residue and any oil soaked material and/or paper towels, granulated materials and sand shall be disposed of by the Contractor off site. The Contractor shall transport and dispose of all waste in accordance with federal, state and local laws and regulations. The Contractor shall develop written procedures for hazardous material spill clean-up and prevention according to EPA regulations. A copy of this plan shall be submitted to the COR ten (10) days prior to the contract start date.

4.11. Contractor Furnished Items and Services

Except for those items referred as Government furnished (in section 3.11), the Contractor shall furnish everything needed to perform this PM contract.

4.12. Vehicles

The Contractor vehicle, while on site, shall display the company’s name for identification purposes.

4.13. Warranty

The Contractor shall warranty all work for ninety (90) calendar days effective on the acceptance date regardless of any warranty.

4.14. Bench Stock

The Contractor shall have suitable access to Preventative Maintenance supplies while on site at all times;

allowing for proper PM and barrier performance.

4.16. Quality Assurance Surveillance Plan (QASP)

The Contractor shall submit a QASP 30 days after award to the Government including:

4.16.1. A flowchart or matrix of how the Contractor will perform the PM

4.16.2. Training of employees or subcontractors

4.16.3 Evidence of past work performed on all contracts

4.16.4. Current Hazmat policy

SECTION V. OTHER REQUIREMENTS

5.0 Site Security

Contractor personnel will be limited to their work area. The Contractor shall safeguard all materials. At the end of each work period, barriers shall be secured if not PM’d or ready for service. The Contractor shall immediately notify the COR and the JSI when damage to Government property happens or is found.

The Contractor shall annotate the damage on the PM plan service report. Contractor employees are responsible for safeguarding all Government property and controlled forms provided for the Contractor’s use. At the end of each work period, all Government facilities, equipment, and materials shall be secured.

5.1. Work Area

The Contractor shall at all times, keep work areas safe and free from any accumulation of debris, waste material, rubbish, tools, scaffolding, equipment, and materials. Bright orange traffic cones shall be used when conducting PM on barriers in traffic lanes. Upon completion the Contractor shall leave the work area and its premises in a clean, neat, safe and workmanlike condition. The Contractor is responsible for removal and proper disposal of all job related waste material at a permitted site. Any danger area shall be properly marked until corrected.

5.2. Weapons, Firearms and Ammunition

Contractor employees and subcontractors are prohibited from possessing weapons, firearms, or ammunition, on themselves or within Contractor-owned vehicles while on site.

5.3. Unforeseen Events

Uncontrollable or unforeseeable circumstances such as Acts of God or the public enemy, acts of the Government in its sovereign or contractual capacity, natural disasters, epidemics, quarantine restrictions, inclement weather, administrative closures, special Federal or ceremonial events, may cause the Government to close or PM unable to be performed / delayed. Under such circumstances, the Government will not pay nor shall the Contractor bill for hours that were not actually worked by their personnel. Working in these conditions shall first be pre-approved by the COR before the hours are worked.

SECTION VI. DELIVERABLES

Section Description When Media / Form At # of

Copies To

1.0

The Contractor shall perform preventive maintenance (PM) on each barrier in accordance with equipment manufacturer’s specifications/recommendatio ns and industry standard practices to include PM and maintaining any automated system(s) that support the vehicle barriers. Barriers are to be in good working order.

At the time of PM.

Shall be Verified on PM plan service report Email – Microsoft Suite

1 COR

1.1 Develop a PM service plan for each barrier at each location

Submit to the COR for approval prior to initiating PM at each location.

Email – Microsoft Suite

1 COR

4.10

Develop written procedures for hazardous material spill clean-up and prevention according to EPA regulations

Submit to the COR ten (10) days prior to the contract start date.

Email – Microsoft Suite

1 COR

1.3 Electronic Report

Submitted by the 10th of the following month to the COR.

Email – Microsoft Suite

1 COR

4.0 24/7 Contact info Upon award Email 2

CO /

COR

4.5 Training Plan With the proposal Attachment 5

CO /

COR

4.5 Quality Control Plan

Part of Technical Proposal. To be maintained throughout the Contract period.

E-mail – Microsoft Suite Part of Technical Proposal

CO /

COR

4.16 Quality Assurance Surveillance Plan (QASP)

Within thirty (30) calendar days after award

Email – Microsoft Suite

CO /

COR

4.2

All employees and potential employees shall be subject to a background investigation completed and verified by the Contractor. If unable to obtain appropriate clearance by the time of the site PM visit, Contractor shall be escorted by the JSI or designee and coordinated one week prior to the PM visit.

At the time of PM, while on federal property. Personnel listing shall be submitted at the time of award.

When personnel changes 5 days.

Email – Microsoft Suite, include in the PM service report if the PM tech was cleared or escorted

1 CO

Submit a list of personnel names with their titles / clearance and what barrier manufactures certification they have. The Contractor shall notify the CO, in writing, of any additions, deletions, or changes in personnel within five (5) calendar days of the change.

1.6

Invoicing.

Submit PM invoices within 10 calendar days of completion with all identified information included.

Submit 10 calendar days from the time of completion

Email – Microsoft Suite

1 CO

Definition of Preventive Maintenance (PM): PM Is defined for the purposes of this contract as maintaining, adjustment, identifying parts replacement needs, operational, functional concerns, cleaning of components and barrier pits to prevent faults from occurring. PM shall also consist of maintaining actuators, control wiring, circuitry, structural framework, lighting, spring assembly, hydraulic related equipment, corresponding traffic lights, associated automated systems, traffic arms, lubrication, checking fluids, reporting and control cabinets and any other related standard.