APC Maintenance PWS- Nov 2022.pdf

DEPARTMENT OF THE AIR FORCE

193D AIR OPERATIONS GROUP

STATE COLLEGE AIR GUARD STATION

1 November 2022

APC Maintenance Agreement Performance Work Statement

1.0 General:

1.1 Scope: The contractor shall provide all management, tools, supplies, equipment, labor, and necessary materials to conduct the on-site biannual inspections and annual preventative maintenance to maintain the warranty and proper operation for the two (2) on-site In-Row RP DX Air Cooled 200- 240V 50/60Hz, APCRP100 model inline cooling units.

1.2 Background: The 193d Air Communications Squadron is tasked with maintaining ready and fully operational in-line cooling units to maintain environmental control for the AOC weapon system.

Without this cooling system the server room would quickly become overheated and would have to shut down the weapons system.

1.3 Period of Performance (POP): The Period of Performance shall be one (1) Base Year of 12 months and four (4), 12-month option years.

1.4 General Information:

1.4.1 Place and Performance of Services: The contractor shall provide services between the hours of 0700-1600 on Monday thru Friday, except on recognized US holidays or when the Government facility/installation is closed due to local or national emergencies, administrative closings, or similar Government-directed facility/installation closings. Performance shall be at the 193D AOG, State College, PA. The contractor shall at all times maintain an adequate work force for the uninterrupted performance of all tasks defined within this PWS when the Government facility/installation 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. Telework is not authorized.

1.4.1.1 Unscheduled gate closures by the Security Police may occur at any time causing all personnel entering or exiting a closed installation to experience a delay. This cannot be predicted or prevented. Contractors are not compensated for unexpected closures or delays. Vehicles operated by contractor personnel are subject to search pursuant to applicable regulations. Any moving violation of any applicable motor vehicle regulation may result in the termination of the contractor employee’s installation driving privileges.

1.4.1.2 The contractor’s employees shall become familiar with and obey the regulations of the installation; including fire, traffic, safety and security regulations while on the installation.

Contractor employees should only enter restricted areas when required to do so and only upon prior approval. All contractor employees shall carry proper identification with them at all times, and shall be subject to such checks as may be deemed necessary. The contractor shall ensure compliance with all regulations and orders of the installation, which may affect performance.

The Government reserves the right to direct the removal of an employee from Government property or revoke access to Government systems for misconduct, security reasons, or any overt evidence of communicable disease. Removal of contractor employees for reasons stated above does not relieve the Contractor from responsibility for total performance of this contract.

1.4.2 Recognized Holidays: The following are recognized United States (US) holidays. The contractor shall not perform services on these days:

1.2.4.1 New Year’s Day: January 1st

1.2.4.2 Martin Luther King, Jr.’s Birthday

1.2.4.3 President’s Day

1.2.4.4 Memorial Day

1.2.4.5 Juneteenth: June 19th

1.2.4.6 Independence Day: July 4th

1.2.4.7 Labor Day

1.2.4.8 Columbus Day

1.2.4.9 Veteran’s Day: November 11th

1.2.4.10 Thanksgiving Day

1.2.4.11 Christmas Day: December 25th

1.4.3 Gate Closures: Unscheduled gate closures by the Security Police may occur at any time causing all personnel entering or exiting a closed installation to experience a delay. This cannot be predicted or prevented. Contractors are not compensated for unexpected closures or delays. Vehicles operated by contractor personnel are subject to search pursuant to applicable regulations. Any moving violation of any applicable motor vehicle regulation may result in the termination of the contractor employee’s installation driving privileges.

1.4.4 Contract Manager (CM): The contactor shall designate a primary and an alternate CM who shall ensure performance under this contract. The name of these individuals shall be designated in writing to the KO. The alternate CM shall act for the contractor when the primary CM is absent. The CMs shall have full authority to act for the contractor on all contractual matters relating to daily operation of this contract. The CM shall work through the Government point of Contact (POC) to resolve issues, receive technical instructions, and ensure adequate performance of services. The CM shall ensure that contractor employees do not perform any services outside the scope of the contract without an official modification issued by the KO. The CM shall ensure contractor employees understand that services performed outside the scope of the contract are performed wholly at the expense of the contractor.

1.5 Access:

1.5.1 The contractor shall comply with all applicable installation/facility access and local security policies and procedures, which may be obtained from the Government POC. The contractor shall also provide all information required for background checks to meet installation access requirements to be accomplished by the local installation’s Security Forces, Director of Emergency Services or local Security Office. The contractor shall ensure compliance with all personal identity verification requirements as directed by DoD, Headquarters Air Force (HAF) and/or local policy. Should the Force Protection Condition (FPCON) change, the Government may require changes in contractor security matters or processes.

1.5.2 The contractor shall obtain base identification and vehicle passes, if required, for all contractor personnel who make frequent visits to or perform work on the Air Force installation(s) cited in the contract.

1.5.3 The contractor shall submit a written request on company letterhead to the contracting officer listing the following: contract number, location of work site, start and stop dates, and names of employees and subcontractor employees needing access to the base. The letter shall also specify the individual(s) authorized to sign for a request for base identification credentials or vehicle passes. The contracting officer shall endorse the request and forward it to the issuing base pass and registration office or Security Forces for processing. When reporting to the registration office, the authorized contractor individual(s) should provide a valid driver s license, current vehicle registration, valid vehicle insurance certificate, and [insert any additional requirements to comply with local security procedures] to obtain a vehicle pass.

1.5.4 During performance of the contract, the contractor shall be responsible for obtaining required identification for newly assigned personnel and for prompt return of credentials and vehicle passes for any employee who no longer requires access to the work site.

1.5.5 Upon completion or termination of the contract or expiration of the identification passes, the prime contractor shall ensure that all base identification passes issued to employees and subcontractor employees are returned to the issuing office.

1.5.6 Failure to comply with these requirements may result in withholding of final payment.

1.6 General Protection/Security Policy and Procedures:

1.6.1 Adherence to Installation Protocols: The contractor’s employees shall become familiar with and obey the regulations of the installation; including fire, traffic, safety and security regulations while on the installation. Contractor employees should only enter restricted areas when required to do so and only upon prior approval. All contractor employees shall carry proper identification with them at all times, and shall be subject to such checks as may be deemed necessary. The contractor shall ensure compliance with all regulations and orders of the installation, which may affect performance. The Government reserves the right to direct the removal of an employee from Government property or revoke access to Government systems for misconduct, security reasons, or any overt evidence of communicable disease. Removal of contractor employees for reasons stated above does not relieve the Contractor from responsibility for total performance of this contract.

1.6.2 Identification of Contractor Employees: All contractor personnel are required to identify themselves as contractors to avoid creating an impression that they are Government employees. Contractor personnel shall wear identification badges distinguishing themselves as Contractors. The badges shall have the company name, employee name and the word “contractor” displayed. Contractor personnel are required to wear or prominently display installation identification badges or contractor-furnished, contractor identification badges while visiting or performing work on the installation.

1.6.3 Retrieval of Identification: The contractor shall retrieve all identification media

(including vehicle passes) from its employees who depart employment for any reason. The contractor shall return all identification media (i.e., badges and vehicles passes) to the Government POC or KO within 14 days of an employee’s departure.

1.6.4 Adjudication Standards: Contractor and all associated sub-contractors employees shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification Index (NCIC-III) and Terrorist Screening Database (TSDB) (Air Force Instruction (AFI) 10-245, AFI 31-101 and Air Force Manual (AFMAN) 31-113), applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by Government representative).

1.6.5 Communications Security/Information Technology (COMSEC/IT) Security: All communications with DoD organizations are subject to COMSEC review. All telephone communications networks are continually subject to intercept by unfriendly intelligence organizations. DoD has authorized the military departments to conduct COMSEC monitoring and recording of telephone calls originating from, or terminating at, DoD organizations. Therefore, the contractor is advised that any time contractor personnel place or receive a call to or from the Government, they are subject to COMSEC procedures. The contractor shall ensure wide and frequent dissemination of the above information to all employees dealing with DoD information.

The contractor shall abide by all Government regulations concerning the authorized use of the Government's computer network, including the restriction against using the network to recruit Government personnel or advertise job openings.

1.6.6 Physical Security: The contractor shall safeguard all Government property provided for contractor use. At the close of each work period, Government facilities, equipment and materials shall be secured.

1.6.7 Post Award Conference/Periodic Progress Meetings: The contractor agrees to attend any post award conference convened by the KO in accordance with FAR 42.5. The KO, Government POC, and other Government personnel, as appropriate, may meet periodically with the contractor to review the contactor’s performance. At these meetings, the KO shall apprise the contractor of how the Government views the contractor’s performance and the contractor shall apprise the Government of problems, if any, being experienced. The contractor shall resolve outstanding issues raised by the Government. Contractor attendance at these meetings shall be at no additional cost to the Government.

2.0 Requirement: The contractor shall provide all management, tools, supplies, equipment, labor, and necessary materials to conduct the on-site biannual inspections and annual preventative maintenance to maintain the warranty and proper operation for the two (2) on-site In-Row RP DX Air Cooled 200- 240V 50/60Hz, APCRP100 model inline cooling units. In the case of malfunction, the contractor shall provide all management, tools, supplies, equipment, labor, and necessary materials to assess the malfunction and determine all necessary repairs to return the units to functionality. The serial numbers for the units covered by this performance work statement follow:

a. Unit 74: JK1416000074; and

b. Unit 58: UK1008210558.

2.1 Maintenance: The contractor shall conduct Preventative Planned Maintenance (PM) on the specified In-row Cooling unit to include, but not limit to, the following:

Complete check of the electronics, drive belts, chilled water supply temperature, refrigerant level, cooling distribution unit, and condensate level removal.

2.1.1 Check unit for leaks

2.1.2 Replace return air filters, check and lubricate bearings.

2.1.3 Complete visual check of the Air intake filters. Change intake filter.

2.1.4 Clean, dust, and remove debris from the unit.

2.1.5 Complete a review and investigate logged alarms and confirm the unit’s ability to maintain temperature and humidity set-points.

2.1.6 Complete check of motor mounts, pulleys, bearing set screws and check compressor operation, check and verify component amperages, and verify unit modes of operation.

2.1.7 Check cooling, reheating, humidification, dehumidification, verify operation of chilled water actuator, verify set points for Outdoor Heat Exchanger and pump package, verify controller configuration and control set-points, and verify operation of water regulation valves and refrigeration pressures, temperatures, and settings.

2.1.8 Complete check of glycol concentrations, check operation of group control, confirm cleanliness of evaporator and condenser, document system condition and further service needs and provide that document to the 193d Air Operations Group personnel, and make recommendations to 193 Air Operations Group regarding Cooling solution repairs or enhancements.

2.1.9 Proper disposal of all waste material and products including oil, coolant, used parts and packaging.

2.2 Provide a preventative maintenance schedule: The schedule shall include the required inspections and maintenance actions, as well as when each item should be serviced in accordance with the manufacturer’s recommendations.

2.2.1 Submit the PM checklist for each unit as a written report describing the actions conducted and all findings.

2.2.2 The contractor shall schedule and coordinate all preventative maintenance actions with the Government Point of Contact. No commercial power disconnects are to be conducted without prior coordination with and written approval from the Government Point of Contact.

2.3 Perform Pre-Contract Inspection (If Required): In the event that the APC Units are not covered by a service contract for a duration longer than required by the OEM, a pre-contract inspection will need to be performed prior to the start of the Service Contract.

2.4 Qualifications: The contractor shall be a factory-trained and certified at the APC service center and shall provide Government accessibility to current verification of the same at the time of award and any time after upon request. All on-site technicians must be factory trained and certified. All parts and supplies must be APC certified replacement items. Substitutions or equivalent are not acceptable. Acceptable maintenance and manufacturer guidance is authorized.

2.5 Safety: The contractor shall conform to all applicable safety requirements associated with the inspections and preventative maintenance of the two (2) APCRP100 model in-line cooling units in accordance with manufacture’s recommendations and OSHA standards. The contractor shall take such additional immediate precautions as the Contracting Officer Representative may reasonably require for safety and mishap prevention purposes. In the event of an accident/mishap, the contractor shall take reasonable and prudent action to establish control of the accident/mishap scene, prevent further damage to persons or property, and preserve evidence until released by the accident/mishap investigative authority through the Government Point of Contact.

2.6 Environment: The contractor shall be knowledgeable of and comply with all applicable Interstate, Federal, State and Local laws, regulations, and requirements regarding environmental protection. In the event environmental laws/regulations change during the term of this contract, the contractor is required to comply accordingly as such laws come into effect. If there is an increase or decrease in cost as a result of the change, it is the responsibility of the contractor to notify the Contracting Officer.

2.7 Increase: In the event of a cost increase, the contractor shall submit the following to the Contracting Officer via email:

2.7.1 documentation of the increase;

2.7.2 the amount of the increase; and

2.7.3 a request for an upward equitable adjustment.

2.8 Decrease: In the event of a cost decrease, the Contractor shall inform the Contracting Officer pursuant to notice requirements and negotiate a modification to the contract.

2.9 Material Submittals: The contractor shall submit a copy of all intended for use materials, parts, and supplies for approval by the Government Point of Contact. No items are to be installed prior to the approval of the submission.

2.10 Additional Repairs: The contractor shall not perform any additional repairs that are not covered by the preventative maintenance agreement without coordination and approval from the Contracting Officer via receipt of a contract modification.

APC Maintenance Agreement Performance Work Statement