Atch 1 RWIS PWS May 16 2022.pdf

Central Steam Plant Service May 16, 2022 Page 1 of 10

509 Civil Engineer Squadron

660 Tenth Street, Ste 201

Whiteman AFB MO 65305

U.S. Air Force

5/16/2022

PERFORMANCE WORK STATEMENT (PWS)

Runway Weather Information System (RWIS)

Maintenance

Runway Weather Information Maintenance May 16, 2022 Page 2 of 10

TABLE OF CONTENTS

1. Requirement

2. Contractor Responsibilities

3. Government Responsibilities

4. Service Summary (SS)/ Quality Assurance (QA)

3. Attachment 1 Equipment Locations

Runway Weather Information Maintenance May 16, 2022 Page 3 of 10

1. Requirement

1.1 Background. Whiteman Air Force Base (WAFB) has average annual snowfall of

19.7 inches. The Vaisala RWIS was installed in November of 2011 to monitor weather and runway surface conditions providing Pavements and Grounds personnel with vital data.

Information provided by this system allows for the advanced and timely warning for application of chemicals and snow operations planning during inclement weather, which is mission essential.

A Government Contractor provides RWIS maintenance. Details are as follows:

Remote Processing Units: The contractor shall be responsible for maintenance and repair of two remote processing units and all associated equipment and components including all atmospheric sensor equipment, wiring and the pads on which they are installed on.

In-pavement Runway Surface Sensors: The contractor shall be responsible for maintenance and replacement of all seven runway surface sensors if offline or out of service. Maintenance includes installing new in-pavement mounted sensors and repairing any pavement issues associated with the process.

Basic Repair and Maintenance: The contractor shall be responsible for the maintenance and repair of the basic Runway Weather Information System and all associated components, equipment, structures, and pads.

1.2 Scope. The Contractor shall provide all services, materials, equipment, personnel, parts, and labor to maintain the Vaisala RWIS on Whiteman Air Force Base, Missouri. This system includes, but is not limited to, in-pavement sensors, power supply/signal processor units, modems, associated wiring, conduit, and pads. The contractor shall provide all travel, personnel, transportation, equipment, tools, materials, supervision, and quality control necessary, as defined in this Performance Work Statement (PWS).

1.3 Equipment Locations. The following equipment locations are depicted on attachment 1:

Remote Processing Units:

RPU # 1: 200 feet East of the runway approximately 1500 feet south of the North threshold.

RPU #2: 200 feet East of runway approximately 250 feet North of taxiway 9B.

Runway Surface Sensors: Seven flush mounted sensors installed longitudinally down the runway.

Runway Weather Information Maintenance May 16, 2022 Page 4 of 10

1.4.1 Period of Performance (PoP)/Hours of Service/Holiday

1.4.2 Anticipated PoP: The Period of Performance (PoP) shall be one base year of 12 months and four 12-month option years for a total period of five years. Each year, the PoP shall be from 1 October until 30 September. A one-time extension of six months at the end of this period of performance may be determined to be in the best interest of the Government, see FAR 52.217-8. The award document will call out the PoP and the definitive performance period.

1.4.2.1 PoP Breakdown:

Base Year: 10/01/2022 – 09/30/2023 Option Year 1: 10/01/2023 – 09/30/2024 Option Year 2: 10/01/2024 – 09/30/2025 Option Year 3: 10/01/2025 – 09/30/2026 Option Year 4: 10/01/2026 – 09/30/2027 6-Month Extension: 10/01/2027 – 03/31/2028

1.4.3 Hours of Service: Maintenance/servicing shall be performed between the hours of

0730 and 1630, Monday through Friday, excluding federal holidays unless prior arrangements are made for emergency calls or when the Government facility or Whiteman AFB is closed due to local or national emergencies, or similar Government-directed facility or Whiteman AFB closings.

1.4.4 Federally Recognized Holidays:

All federally recognized holidays may be found on https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/

2. Contractor Responsibilities

2.1.0 Certifications. Contractor personnel troubleshooting, repairing, or replacing RWIS components or parts shall be factory (system specific) trained and/or certified by the manufacturer’s company that has proprietary rights to the system, i.e. Vaisala. The Contract shall submit all applicable certificates, licenses, and qualifications for all individuals, to include subcontractors, to the Contract Administrator (CA) and Contracting Officer Representative (COR) for the Contracting Officer’s (CO) approval prior to performing any work.

2.2 Damages. The contractor shall be responsible for any damages to government property; structures, roads, grounds, and airfield surfaces caused by maintenance and repair work and contractor vehicles. The contractor shall return all government property, structures, roads, grounds, and airfield surfaces to original condition after work is complete at contractor expense.

Runway Weather Information Maintenance May 16, 2022 Page 5 of 10

2.3 Travel and Transportation. The Contractor is responsible for mobilization of personnel and equipment to and from all individual facilities including all shipping, delivery of materials, loading and offloading of materials, tools, and necessary equipment, including storage, to perform the required activities to accomplish the PWS. Contractor and/or personnel is responsible to obtain the required security clearances for access on base.

2.4 Entry Authorization Listing. Contractors shall provide all required response personnel information required to process the base EAL to the COR within 30 days of contract award. All contractor personnel shall obtain a pass from the Security Forces Pass and Identification Section, located in the Visitors Center, prior to entering the base’s Spirit Gate at the base’s western perimeter.

2.5 Contractor Furnished Vehicles. The Contractor shall provide and maintain all vehicles necessary to perform the requirements of this contract and to operate on the airfield.

Vehicle POV Pass is required prior to operating on the airfield. The contract will submit to the COR on company letterhead a list of all drivers and vehicles that require access to the airfield annually. The contractor vehicle shall have the company name prominently displayed on both sides of the vehicle and be maintained to present a clean, professional appearance free of Foreign Object debris.

2.6 Identification of Contractor Employees: All Contractor 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 that they are Government employees. The Contractor shall ensure that all documents or reports produced by contractor personnel are suitably marked as contractor products or that contractor participation is appropriately disclosed. The Contractor’s status as a “contractor” shall be predominantly displayed in all correspondence types (to include signature blocks on e-mail) and dealings with Government or non-Government entities.

2.7 Safety Requirements. While on Whiteman Air Force Base, all contractor personnel shall comply with applicable safety requirements of the Occupational Safety and Health Act (OSHA). All replacement parts and materials for the systems shall have parts specifically designed for that system, as recommended by the manufacturer. If any circuits need to be turned off during maintenance/servicing, the contractors shall coordinate with the Facility Manager prior to starting work.

2.8 Site Conditions. Contractor is responsible for returning the site to the condition it was prior to start of servicing and maintenance. This includes cleaning the area and disposing of waste products off base and IAW all local, state, and federal environmental regulations.

2.9 Two-Way Radios. The base communications authority must approve the use of two-way radios. Request for use detailing proposed equipment, operating frequencies, and other particulars shall be submitted in writing to the CO. Vehicle mounted communications equipment shall conform to all applicable federal and base regulations.

2.10 Radioactive Material (RAM). The contractor shall coordinate approval of use, if required to meet contract obligations, of any RAM containing devices, instruments, or equipment with the Installation Radiation Safety Officer (IRSO) prior to bringing RAM onto Whiteman Air Force Base. Authorization to bring and utilize RAM or radiation producing devices on Whiteman

Runway Weather Information Maintenance May 16, 2022 Page 6 of 10

AFB is only granted by the IRSO after review of applicable licenses and documentation to ensure compliance with Title 10 of the Code of Federal Regulations.

2.11 Lasers. The contractor shall coordinate approval of use, if required to meet contract obligations, of any class 3B or class 4 laser producing devices with the Installation Radiation Safety Officer (IRSO) prior to bringing lasers onto Whiteman Air Force Base.

2.12 Reports & Debriefs. Following each service call, contractor shall send a written notification to the Contracting Office with the verbal debrief and government POC information.

In addition, following each Preventive Maintenance, the contractor shall submit a report of their findings with the status of the system. The condition of each system shall be identified using one of the following four designations and include details/argument for the choice:

Operational – Fully functional;

Impaired – May not function as intended;

Marginal - Will not operate without some manual action not normally required.

Compromised - Will not function.

2.13 Invoices. The contractor shall use Wide Area Workflow (WAWF) to invoice all services performed in the current contract.

2.14 Preventative Maintenance. The Contractor shall provide RWIS preventative maintenance (PM) on site two times per year. PM services include those actions required to preserve and maintain the systems (including in-pavement sensors, power supply/signal processor units, modems, associated wiring, conduit, and pads) in such a condition to function efficiently. The PM visit shall include all costs associated with travel, labor and minor repairs (up to $500 in parts). If additional repairs or parts in excess of the aggregate minor repair parts allowance, the Contractor shall provide Government a Service Order (quote) with the estimate cost of the work (see section 2.17 Additional in Scope Work). The approved Service Order shall be invoiced under Additional in Scope Work CLIN.

2.15 Emergency Service calls. The Contractor shall be responsible for providing labor, travel costs, and parts (under $100 per call) needed to troubleshoot, make the needed minor repairs and/or system adjustments to return the RWIS to operational status. A service representative shall be on site within 48 hours after receiving a call from Civil Engineer (CE) Service Contract personnel. Coordination with Airfield Management/Building 38 is required before proceeding to the airfield. Contractor shall also contact CE Service Contracts, (660)687- 2533, with notification of intent to provide service. Before leaving the work area, the contractor shall demonstrate to a government representative that the RWIS is working properly.

2.16 Additional in Scope Work. In-scope tasks for maintenance and repair greater than those required by PM and minor repair are defined as Additional in Scope Work to ensure equipment operation or to ensure that facilities and equipment can perform per manufacturer’s recommendation over their normal lifecycle. Any Additional in Scope Work shall be documented as a Service Order (SO). The Contractor shall provide Government a SO/quote with the estimate cost of the work (specifying travel, labor and parts breakdown). All Additional In- Scope Work shall be authorized prior to performance of the work, and the price of such work must be determined to be fair and reasonable and must be priced on a FFP basis by the Ordering

CO.

Runway Weather Information Maintenance May 16, 2022 Page 7 of 10

2.17 Data Hosting and Software License. The contractor shall provide RWIS data hosting services, network, hardware, and software support to ensure 100% connectivity rate with real-time data. The contractor must coordinate with Vaisala to provide the most up to date data hosting available to the government. The annual licensing agreement/ service must be billed within this CLIN to the government monthly. Scheduled outages will be coordinated with the COR prior.

3. Government Responsibilities

3.1.1 Government Provided Training. Airfield driving training is provided by 509 CES and requirements may change during the duration of this contract. If airfield driving training requirements change during the contract period, the Contractor shall adhere to the new requirements. The Contractor shall submit proof of training through training documents and certifications to the CO and COR. The contractor shall coordinate airfield driving qualified escorts prior to coming to the installation if training requirements have not been obtained.

4. Service Summary (SS)/ Quality Assurance (QA)

This SS includes performance objectives the Government will use to determine contractor performance and will compare contractor performance to the Acceptable Quality Level (AQL).

Reference / Performance Objective

Performance Standard

Acceptable Quality Levels (AQL)

Surveillance Method / By Whom

Para 2.1.

Employee/Technician Certification

- Submitted NLT 10 business days after award date

- Timely

- Due to CO/CA /

COR/CENS

- 100% inspection by CO /CA /COR

/CENS

Para 2.4 Entry Authorized List

- Submitted NLT 30 business days prior to start of PoP for each year

- Timely

- Accurate and complete

- Due to CENS

-100% inspection by CO/COR /

CENS

Para 2.6 ID of Contractor Employees

- Employees shall be easily identified as “contractor”

- No more than two instances of deficiency per contract year

- Customer complaint, periodic validation, random inspection by CO/CA /

COR/CENS

Runway Weather Information Maintenance May 16, 2022 Page 8 of 10

Reference / Performance Objective

Performance Standard

Acceptable Quality Levels (AQL)

Surveillance Method / By Whom

Para 2.12 Reports ‐ Report provided within 7 business days of service completion

- Timely

- No more than one instance of deficiency per report provided per contract year

- Due to CA/CO /

COR/CENS

-100% inspection by CO/CA /

COR/CENS

Para 2.13 Invoices - Invoice submitted within 7 business days of service completion

- Invoices shall not be late more than one time per contract year

- Invoices shall not have more than two instances of deficiency per contract year

- Receipt of product in WAWF by COR/CENS /

CA/CO

-100% inspection by CO/CA /

COR/CENS

Para 5.1.2 Quality Control Plan (QCP)

-15th day after award -15th day after option year starts

- Must be approved annually, in writing by CO

- Due to CA/CO

-100% inspection by CO/CA

5.1. Quality Control/ Quality Assurance

5.1.1. 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 (CO), Contracting Officer’s Representative (COR), Contracting Officer’s Technical Representative (COTR), 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. Meetings may be held in person, by conference call, or by email.

5.1.2. Quality Assurance:

5.1.3. COR/COTR Surveillance with QASP: The Government will evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government will do to ensure that the contractor has performed in accordance with the performance standards. It defines how the

Runway Weather Information Maintenance May 16, 2022 Page 9 of 10 performance standards will be applied, the frequency of surveillance, and acceptable quality level(s) or defect rate(s). The COR and/or COTR is the primary contact for surveillance and contract performance. The COR and/or COTR does not have the authority to make any contract changes or authorize additional work.

5.1.4. Customer Complaints: All valid customer complaints shall require services to be re-performed, if applicable, as soon as possible after notification, but prior to the next service period. Re-performance however does not eliminate the customer complaint and it still applies against the contractor’s performance threshold. If the contractor challenges the validity of the complaint and the COR and contractor cannot come to agreement, the customer complaint will be forwarded to the CO for resolution. Customer complaints will be tracked and if the performance threshold is exceeded, action will be taken by the CO IAW the applicable inspection/acceptance clause.

Runway Weather Information Maintenance May 16, 2022 Page 10 of 10

3. Attachment 1 Equipment Locations

///END PWS///