Atch 1 - Performance Work Statement 20210313.pdf

THAT OTHERS MAY LIVE

Performance Work Statement Polaris Servicing

Revision 2, 13 March 2021

For the 129th Rescue Wing

129th Mission Support Contracting Po Box 103, Stop 28 Moffett ANGB, CA 94035

Table of Contents 1 Introduction

1.1 Scope

2 General Requirements

2.1 Non-Personal Services

2.2 Business Relations

2.3 Contract Administration and Management

2.3.1 Contract Management

2.3.2 Contract Administration

2.3.3 Personnel Administration

2.4 Subcontract Management

2.5 Contractor Personnel, Disciplines, and Specialties

2.6 Location and Hours of Work

3 Preventative Maintenance Program

3.1 Annual Preventative Maintenance Services

4 Special Requirements

4.1 Security and Safety

4.1.1 Security

4.1.2 Safety

4.2 Applicable Directives

4.3 Quality

4.3.1 Quality Assurance Surveillance Plan

5 Deliverables 6 Definitions and Acronyms

6.1 Definitions

6.2 Acronyms

Polaris Servicing

1 Introduction The 129th Rescue Wing (129 RQW), located at Moffett Air National Guard Base (Moffett ANGB), California, is the only special mission wing assigned to the California Air National Guard (CA ANG). It is also one of only five such wings from over one hundred Air National Guard wings nationwide. As an Air National Guard wing, the 129th has two distinct missions—both of which are summed up by the Wing's motto of, "that others may live".

First, as a reserve component of the United States Air Force, the wing's federal mission is to train, prepare, and conduct worldwide combat search and rescue operations over land or water, in both hostile and permissive environments. Additionally, the 129 RQW provides agile combat support capabilities to Combatant Commanders anywhere in the world.

Second, as a component of the California Military Department, the 129th Rescue Wing's state mission is to support the Governor of California during state emergencies and contingencies by providing a wide range of capabilities, to include specialized search and rescue, and aerial firefighting.

1.1 Scope

The scope of this requirement is to obtain annual preventative maintenance in support of the 129th Rescue Wing's fleet of Utility Task Vehicles (UTV). Under this requirement the Contractor shall develop and maintain a schedule for accomplishing all necessary maintenance and repair tasks. Additionally, the Contractor shall provide all equipment, materials, supervision, manpower, and workmanship necessary to ensure that the UTVs are properly maintained In Accordance With (IAW) the manufacturer's suggested maintenance schedule.

2 General Requirements This section describes the general requirements for this effort. The following sub-sections provide details of various considerations on this effort.

2.1 Non-Personal Services

The Government shall neither supervise contractor employees nor control the method by which the contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual contractor employees. It shall be the responsibility of the contractor to manage its employees and to guard against any actions that are of a personal nature, or give the perception of personal services. If the contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the Contractor's responsibility to notify the Contracting Officer (KO) immediately.

2.2 Business Relations

The Contractor shall successfully integrate and coordinate all activity needed to execute the requirement. The Contractor shall manage the timeliness, completeness, and quality of problem identification. The Contractor shall provide corrective action plans, proposal submittals, timely identification of issues, and effective management of subcontractors (if applicable). The Contractor shall seek to ensure customer satisfaction and professional and ethical behavior of all Contractor personnel.

2.3 Contract Administration and Management

The following subsections specify requirements for contract, management, and personnel administration.

2.3.1 Contract Management

The Contractor shall establish clear organizational lines of authority and responsibility to ensure effective management of the resources assigned to the requirement. The Contractor shall maintain continuity of services performed under this requirement.

2.3.2 Contract Administration

The Contractor shall establish processes and assign appropriate resources to effectively administer the requirement. The Contractor shall respond to Government’s requests for contractual actions in a timely fashion. The Contractor shall have a single point of contact between the Government and Contractor personnel assigned to support this effort. The Contractor shall assign work effort and maintaining proper and accurate time keeping records of personnel assigned to work on the requirement.

2.3.3 Personnel Administration

The Contractor shall provide the following management and support as required. The Contractor shall maintain the currency of their employees by providing initial and refresher training as required to satisfy PWS requirements. The Contractor shall provide administrative support to employees in a timely fashion (time keeping, leave processing, pay, emergency needs, etc.).

2.4 Subcontract Management

The Contractor shall be responsible for any subcontract management necessary to integrate work performed on this requirement and shall be responsible and accountable for subcontractor performance on this requirement. The prime contractor will manage work distribution to ensure there are no Organizational Conflict of Interest (OCI) considerations. Contractors may add subcontractors to their team after notification to the KO or Contracting Officer Representative (COR). Cross teaming may or may not be permitted.

2.5 Contractor Personnel, Disciplines, and Specialties

The Contractor shall accomplish the assigned work by employing and utilizing qualified personnel with appropriate combinations of education, training, and experience. The Contractor shall match personnel skills to the work or task with a minimum of under/over employment of resources. The Contractor shall provide the necessary resources and infrastructure to manage, perform, and administer the contract.

2.6 Location and Hours of Work

All work performed under this PWS shall be accomplished at the Contractor’s place of business—no repair services are authorized to be conducted at Moffett ANGB without the express written consent of the Contracting Officer.

3 Preventative Maintenance Program

3.1 Maintenance Scheduling

The Contractor shall develop and maintain an inspection and preventative maintenance schedule for the 129 RQW’s fleet of Polaris (brand) Utility Task Vehicles (UTV). The Contractor shall provide this Annual Maintenance Schedule to the COR within one (1) week of contract award and, if the contract contains options to extend service, within one (1) week of the start of performance period under each option. The Contractor-developed Maintenance Schedule shall establish a timeline for accomplishing all manufacturer-prescribed preventative maintenance for each vehicle identified in Table 3.1 Vehicle Inventory. Additionally, the Maintenance Schedule shall describe the Contractor’s overarching Transportation Plan for the period (see PWS paragraph 3.4 Transportation). The Government reserves the right to substitute vehicles in order to maintain mission readiness. The Government may increase, decrease, or otherwise change its inventory of UTVs subject to these services at any point and may therefore seek to negotiate a modification to the contract.

Table 3.1 Vehicle Inventory Serial Number Owning Unit

4XAWH90M4D2000904 130 RQS

4XAWH90M0D2000897 129 RQS

4XAWH90M8D2000890 130 RQS

4XAWH90M2D2000903 130 RQS

4XAWH90M4D2000899 129 RQS

4XAWH90M1D2000889 129 RQS

4XAWH90MXD2000888 130 RQS

4XAWH90M5D2000894 130 RQS

4XAWH90MXD2000089 129 RQS

4XAWH90M7D2000895 129 RQS

4XAWH76AXE2305052 129 AMXS

4XAWH76A2E2304235 129 AMXS

Deliverables A01 Annual Maintenance Schedule

3.2 Annual Preventative Maintenance Services

The contractor shall inspect and maintain vehicles IAW the manufacturer-prescribed maintenance schedule and industry best practices and standards regarding the specific vehicle type and intended use as outlined in the manufacturers/owner’s manual. Preventative maintenance shall be performed IAW manufacturer specifications for each vehicle and shall ensure each vehicle can be operated safely to support mission requirements. All replacement parts shall be new Original Equipment Manufacturer (OEM) items. Higher quality parts may be substituted with the COR’s express authorization. Use of refurbished parts shall be prohibited without the express written consent of the KO.

Upon completion of annual preventative maintenance services on each vehicle, the Contractor shall furnish one (1) electronic copy of the work order, servicing receipt, or other customary documentation evidencing completed services for each vehicle to the COR prior to return of vehicle to the Government. At a minimum, documentation shall identify the bumper number and serial number of the vehicle and all work performed under this requirement.

A02 Preventative Maintenance Work Order/Servicing Record

3.3 Additional Services

Repair tasks not identified in the manufacturer’s preventative maintenance schedule are considered outside the scope of this requirement. For out-of-scope repairs, the Contractor shall furnish to the COR a firm-fixed-price quote that includes a breakout of pricing for all necessary additional repairs to return the vehicle to a fully mission-capable state. The quote shall include a complete description of all parts and labor necessary to effect the repair(s) with clear firm fixed pricing for each item. The Government may procure these additional services through a separate Purchase Order (PO) or through the use of the Government-wide Purchase Card (GPC). The Contractor shall not perform additional services absent a PO or a request for services from a GPC Cardholder authorizing the additional services.

A03 Out-of-Scope Repair Quote

3.4 Transportation

The Contractor or their subcontractor shall safely and securely load, unload, and transport all vehicles to and from Moffett ANGB and the Contractor’s service center to support the

Maintenance Schedule. Transportation services shall comply with all applicable laws and regulations governing commercial vehicle transportation, including licensing and insurance requirements. The Contractor shall assume full responsibility for loss of or damage to the

Government property in its possession and liability for injury to persons or damage to property other than the freight being transported, IAW the applicable contract clause(s).

The Contractor shall include an overarching Transportation Plan as part of each Maintenance

Schedule. At a minimum, the Transportation Plan shall identify each projected vehicle pick-up and drop-off date and time during the period covered by the Maintenance Schedule. The

Contractor shall plan to pick-up each vehicle no sooner than one (1) day prior to scheduled repair services and drop off each vehicle no later than two (2) days after projected completion of services. Additionally, the Contractor shall closely coordinate each vehicle pick-up and drop off with the COR throughout the performance period. The Contractor shall provide the COR at least

24 hours advance courtesy notice prior to each vehicle pick-up and drop off. Any deviations from the Maintenance Schedule or Transportation Plan must be approved in advance by the

COR or KO.

4 Special Requirements This section describes the special requirements for this effort. The following sub-sections provide details of various considerations on this effort.

4.1 Security and Safety

This section describes the security and safety for this effort. The following sub-sections provide details of various considerations on this effort.

4.1.1 Security

The Contractor shall comply with all applicable installation/facility access and local security policies and procedures, which may be obtained from the Contracting Officer’s Representative (COR). 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 Department of Defense (DOD), Headquarter 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.

4.1.2 Safety

The Contractor and its subcontractors (if applicable) shall comply with Public Law 91-596, Occupational Safety and Health Act (OSHA), and DOD Directive 4715.1E, Environmental, Safety, and Occupational Health. These requirements shall be incorporated into the Contractor’s safety and health program.

The Contractor and its subcontractors (if applicable) shall fully cooperate with any safety investigation regarding mishaps involving injury to Government personnel or damage to Government by reporting pertinent facts. The Contractor shall notify the cognizant KO, COR, and/or other applicable members within four (4) hours of any mishap or incident. The Government person notified by the Contractor will in-turn notify the 129 RQW Safety Office.

Contractor notifications made after duty hours shall be reported to the Base Defense Operations Center (BDOC) by calling (650) 603-9111. If requested by the cognizant KO, COR, BDOC, and/or the cognizant Program Manager, the Contractor shall immediately secure the mishap scene and/or damaged property and impound pertinent maintenance and training records until released by the investigating safety official.

4.2 Applicable Directives

The Contractor shall comply with all documents listed below and referenced under paragraph 3 Preventative Maintenance Program as mandatory. Compliance with documents specifically identified as Advisory (marked as (A)) shall be at the Contractor’s discretion. The Government reserves the right to implement, change, or rescind the list of applicable directives as a result of mission or policy changes.

Directive, Regulation, or Instruction Location

Federal Acquisition Regulation (FAR) https://acquisition.gov Defense FAR Supplement (DFARS)

Army FAR Supplement (AFARS)

4.3 Quality

This section describes the Quality Control components for this effort. The following sub-sections provide details of various considerations on this effort.

4.3.1 Quality Assurance Surveillance Plan

The Government will monitor the Contractor’s performance under this requirement in accordance with the Government’s Quality Assurance Surveillance Plan (QASP). The QASP is the means by which the Government assures itself that the Contractor's work complies with the requirements of the contract.

The COR will accomplish their assessment of the Contractor’s performance in accordance with the Government’s QASP and the Services Delivery Summary (SDS) for each period billed by the Contractor through the Surveillance and Performance Monitoring (SPM) module of the

Procurement Integrated Enterprise Environment (PIEE) website. A rating of “Satisfactory” will be assumed unless the Contractor’s actual performance merits a higher or lower rating.

5 Deliverables The Contractor shall provide deliverables as described in this PWS. Deliverables shall be provided in accordance with the format and delivery schedule for deliverables.

Number Deliverable Frequency

A01

Annual Maintenance Schedule Reference: 3.1 Maintenance Scheduling

Provide Annual Maintenance Schedule to the COR within one (1) week of contract award and, if the contract contains options to extend service, within one (1) week of the start of performance period under each option. The Contractor-developed Maintenance Schedule shall establish a timeline for accomplishing all manufacturer-prescribed preventative maintenance for each vehicle identified in Table 3.1 Vehicle Inventory. Additionally, the Maintenance Schedule shall describe the Contractor’s overarching Transportation Plan for the period (see PWS paragraph 3.4 Transportation).

As stated

A02

Preventative Maintenance Work Order/Service Record Reference: 3.2 Annual Preventative Maintenance Services

Furnish one (1) electronic copy of each work order, servicing receipt, or other customary documentation evidencing completed services for each vehicle to the COR prior to return of vehicle to the Government. At a minimum, documentation shall identify the bumper number and serial number of the vehicle and all work performed under this requirement.

As stated

A03

Out-of-Scope Repair Quote Reference: 3.3 Additional Services

For out-of-scope repairs, the Contractor shall furnish to the COR a firm-fixed-price quote that includes a breakout of pricing for all necessary additional repairs to return the vehicle to a fully mission-capable state. The quote shall include a complete description of all parts and labor necessary to effect the repair(s) with clear firm fixed pricing for each item.

As Required

6 Definitions and Acronyms

6.1 Definitions

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.

CONTRACTING OFFICER (KO). 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.

CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S.

Government designated by the KO to monitor contractor performance. 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.

DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

DELIVERABLE. Anything that can be physically delivered and includes non-manufactured things such as meeting minutes or reports.

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.

PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

WORK WEEK. Monday through Friday, unless specified otherwise.

6.2 Acronyms

Acronym Definition

129 RQW 129th Rescue Wing

AFARS Army Federal Acquisition Regulation Supplement

ANG Air National Guard

BDOC Base Defense Operations Center

CA ANG California Air National Guard

COR Contracting Officer Representative

DFARS Defense Federal Acquisition Regulation Supplement

DOD (or DoD) Department of Defense

FAR Federal Acquisition Regulation

FPCON Force Protection Condition

GPC Government Purchase Card

HAF Headquarters Air Force

IAW In Accordance With

KO Contracting Officer

Moffett ANGB Moffett Air National Guard Base

OCI Organizational Conflicts of Interest

OEM Original Equipment Manufacturer

Acronym Definition

OSHA Occupational Safety and Health Act

PIEE Procurement Integrated Enterprise Environment

PO Purchase Order

PWS Performance Work Statement

QASP Quality Assurance Surveillance Plan

SDS Services Delivery Summary

SPM Surveillance and Performance Monitoring

UTV Utility Task Vehicle