Attachment 1 - PWS_AVB_F 18 Sept 2023.pdf

ACTIVE VEHICLE BARRIER MAINTENANCE

FOR U.S. VISITING FORCES (USVF) AT RAF MILDENHALL, RAF LAKENHEATH,

RAF FELTWELL, RAF ALCONBURY AND RAF MOLESWORTH

PERFORMANCE WORK STATEMENT (PWS)

28 September 2023

1. DESCRIPTION OF SERVICES, AND REQUIRED TASKS

1.1. DESCRIPTION OF SERVICES

The Contractor shall provide all personnel, labor, equipment, supplies, tools, materials, supervision, travel, periodic inspection, minor repair, and other items and services necessary to provide maintenance for RAF Mildenhall, RAF Lakenheath, RAF Feltwell, RAF Alconbury, and RAF

Molesworth Active Vehicle Barrier (AVB) systems.

Vehicle barrier systems include, but are not limited to, actuators, control systems (including software), control wiring, circuitry, structural framework, lighting, spring assembly, hydraulic- related equipment, safety loops and other vehicle detection systems, switches, corresponding traffic lights, light duty drop arms, associated computerized systems, and control cabinets.

Work shall comply with all applicable commercial and United States (US) military standards/specifications as well as United Kingdom (UK) laws, regulations, and approvals. It is the

Contractor’s responsibility to manage the execution of the Performance Work Statement (PWS) requirements in such a manner as to maintain equipment operational rates in accordance with (IAW)

PWS Table 1: Service Summary, minimize equipment downtime, and minimize costs per performance requirements listed below.

For the purpose of this contract, a barrier shall be defined as a crash protection system that operates as a single unit regardless of the number of lanes that the barrier restricts. Examples of a one (1) barrier unit include a single drop arm/raising bar regardless of the arm/bar length, a net barrier operated by a single actuator system regardless of the length of the net, or a single wedge barrier, of which most are operated by independent actuators (see PWS Appendix B). For hours of operation see PWS section 7.2 and 8.2.

1.2 DESCRIPTION OF REQUIRED TASKS

1.2.1 SERVICE CALL TYPES

Service Calls performed during or outside regular business hours shall be separated into two

(2) different categories: Emergency and Routine. The Government reserves the right to take emergency or routine actions necessary utilizing its own resources to correct any situation that can cause injury, death, or property damage, or impede traffic flow or base security.

Contractor must be prepared to attend multiple call outs at multiple locations/installations, if and when required.

1.2.2 EMERGENCY

The Service Call shall be designated an emergency if a repair is required to correct a situation that can cause injury, death, or property damage, impedes traffic flow at an Access Control

Point (ACP). (Example an AVB stuck in the upright position), or due to security threat levels.

The contractor shall maintain a 24/7 technical support line. In the event of a fault that is determined an emergency, the contractor shall provide first line response training to guide the user though the steps outlined in the initial training, assist with troubleshooting, and/or place the equipment into a manual safe mode until the engineer responds on site. The Contractor shall attend the site within four (4) hours of the initial call. These calls can be made during normal

Duty hours (07.30 – 16.30) or outside of normal Duty hours (see PWS section 7.2). The contractor shall provide the COR with contact information for the on call emergency Engineer within five (5) days of award.

1.2.3 ROUTINE CALLS

All non-emergency Service Calls shall be classified as Routine.

Required Response Time: The Contractor will be on-site within twenty-four (24) hours or by

1000 hours (the ordering installation’s local time) the next business day (whichever is greater) starting from approval by the COR. Within four (4) hours from arrival on-site, the contractor shall complete the troubleshooting, make the needed minor repairs and/or system adjustments to return the barrier to operational status, or place the barrier into safe mode where traffic can operate over barriers safely until repairs can be completed. If the barriers cannot be returned to operational status within four (4) hours and within the call threshold of $XX the Contractor shall provide the CO and COR with a plan to include at a minimum an estimate and schedule to repair before the Contractor leaves the site. The estimate and schedule for the proposed Additional

Works are required within 48 hours of the Service Call unless otherwise negotiated.

1.2.4 PREVENTIVE MAINTENANCE

The Contractor shall schedule Quarterly Preventative Maintenance (PM) services, 4 times per year per installation with the designated Contracting Officer Representatives (CORs) within thirty (30) days of contract award. Preventative Maintenance services include those actions required to preserve and maintain the systems in such a condition to function efficiently and will be performed either within the normal duty hours or as night-time operations as defined in

Section 7.2 and 8.2 of the PWS. The Contractor shall comply with the recommendations of the manufacturer. The Contractor is responsible for obtaining the manufacturer specifications. If the manufacturer specifications are not available, the Contractor shall adhere to the following order of precedence (higher to lower): contents of this PWS, Original Equipment Manufacturer

(OEM) requirements, and industry standards. The Contractor shall perform PM and will be responsible for the repair and replacement of all worn or failed components and parts. At a minimum, the contractor shall perform the PM tasks as identified in Appendix D of this PWS.

The contractor shall provide all consumable parts and materials necessary to perform PM per barrier per visit to be included in the Firm Fixed Price (FFP) for the PM Contract Line Item

Number (CLIN). Examples of consumables include, but are not limited to paints, light bulbs, plastic light lenses, nuts, bolts, washers, screws, connectors, O rings, and gaskets. (See PWS

Appendix H for inventory list).

Parts shall be commercially available off-the-shelf (COTS) items when available, fully compatible with existing systems, and detailed in the report (see PWS Section 2.1). All new or replacement Programmable Logic Controls (PLCs) shall be open source programmable code. If the inoperable system(s) cannot be repaired during PM or requires additional work repairs, the

Contractor shall notify the COR immediately and identify any additional repairs during PM (PWS

Section 1.2.4). The contractor shall identify to the government a list of all common and long lead replacement parts associated with Active Vehicle Barrier (AVB) Systems. The contractor shall provide a document for each barrier, reporting date, time, asset number, make, model, location, serial number of the barrier, engineer’s names, and a list of parts and components replaced during

PM. The report must include any Additional Works required and the current level of risk of the barrier in its current condition. The log shall also contain equipment repair costs (to the system level), deficiencies and problem areas that need corrective work. Non-serviceable equipment shall be listed on the maintenance log.

All locations may require the Preventative Maintenance to be carried out during the night-time and weekends.

1.2.5 BARRIER PITS

The Contractor shall maintain the cleanliness of barrier pits, power units, and shafts. The contractor shall remove all debris such as trash, oil, absorbents, dirt, silt, leaves, snow, ice, and water. Winter weather may cause the barrier systems to become jammed with ice or snow. The Contractor shall confirm all scheduled PMs include procedures to ensure barrier heaters (as applicable), drainage systems, in-ground vehicle detection, and Infra-Red detection systems are operating properly.

1.2.6 COMPETENT PERSONS INSPECTION

A Competent Persons Inspection (CPI) is required IAW Pressure Systems Safety Regulations 2000

(PSSR). The Inspection takes place once per five years. Covering the safe design and use of pressure systems under Written Scheme Procedure 20, Procedure 29 and Procedure 50. The CPI Inspection is required for each asset with a Nitrogen Accumulator, Hydraulic Relief Valve, Hydraulic Pressure

Gauge, Pressure Switch/ Transducer. For RAF Lakenheath the Contractor will be responsible for overall CPI’s assisting in the Third-Party CPI. The Government has the right to have the Contractor perform the services or a Third Party to perform this service. For RAF Milenhall the Contractor will attend site in conjunction with the Third-Party Competent Person who will perform the CPI and provide a written scheme of examination. Prior to these CPI’s the Contractor shall prepare each asset for a ‘Thorough’ and ‘working’ Inspection. These occur every 5 years ‘Working’ and a ‘Thorough’ every 10 years.

PROCEDURE 20: TRANSPORTABLE AND MINOR FIXED GAS CONTAINERS

20.2 THOROUGH – PREPARATION

• Written scheme to be at hand for reference and review.

• The container (bottle) to be isolated, disconnected from pressure system and fully depressurized.

• Where practical, and/or necessary for full access, container to be removed from stand.

• Container isolation valve and any other plugs to be removed.

• Container internal surfaces to be cleaned to extent possible.

• Any associated safety valve(s), pressure gauge(s) and pressure reducing valve(s) to be removed.

• Test the unit working under normal operating conditions, full access provided.

20.2 THOROUGH – INSPECTION

• Container to be thoroughly examined externally for mechanical damage, fatigue cracking, corrosion, and internally for corrosion or cracking. Container to be hydraulically tested to 1.5x Safe Working Pressure (SWP).

• Associated pipework and fittings to be checked for mechanical damage or other potential or actual failure.

• Pressure reducing valve, with incorporated pressure relief valve (if applicable) to be refurbished as appropriate, tested and reset if necessary, by component organization, and inspector given sight of test certificate. The acceptable accuracy +/- 2% Fixed

Safety Device (FSD).

• Main pipework and fittings to be checked for mechanical damage or any other potential or actual failure. Fittings and/or sections to be removed for internal examination if required by Competent Person.

• Container and associated pipework system to be examined for gas leaks, corrosion, mechanical damage.

• Pressure gauge to be checked for appropriate reading.

• Outlet pressure reducing valve (if fitted) serviceability to be checked by reference to downstream pressure.

• Main distribution pipework and fittings to be checked for leaks, free drainage.

PROCEDURE 29: NITROGEN CHARGED HYDRAULIC OIL ACCUMULATOR.

29.2 THOROUGH – PREPARATION.

• Written scheme to be at hand for reference and review.

• Vessel to be isolated from hydraulic system and fully drained down.

• Vessel gas charge to be fully vented.

• Bag to be removed.

• Bag and vessel internal surfaces to be cleaned to extent possible.

• Pressure gauge(s) to be removed or otherwise made accessible for testing.

29.2 THOROUGH – INSPECTION.

• Vessel to be thoroughly examined, internally and externally, for corrosion, weld cracking, mechanical damage, welding marks, and fire damage.

• Bag to be examined for wear, tears, perishing and or other signs of actual or potential failure.

• Pressure release valve(s) to be tested in presence of inspector or inspector given sight of test certificate from competent company or organization. Acceptable accuracy +/-

2% Fixed Safety Device (FSD).

PROCEDURE 50: PROTECTIVE DEVICES.

50.2 THORUGH – PREPARATION.

• Written scheme to be at hand for reference and review.

• System to be isolated electrically, pneumatically, and hydraulically as required, and fully depressurized.

• Protective devices to be removed for pending test and examination.

• Gauges and transducers not to be stripped for inspection prior to testing. Should testing indicate a fault then unit should either be refurbished by a suitably qualified company, organization, or replaced with a new unit.

• Safety/ relief valves and pressure reducing valves not to be site stripped for internal inspection unless suitable staff and facilities are available for competent rebuilding and testing.

50.2 THOROUGH – INSPECTION.

• Competent Person to carry out external visual examination of devices,

• Review of documentation, with additional operational, internal or other examinations if considered necessary to confirm suitability and fitness for service.

• Protective devices to be included in the system specific written scheme.

PRESSURE GAUGES:

Pressure gauges mounted on ‘pressure receiving’ units to be verified as being within the accuracy range specified by the written scheme by comparison against a calibrated gauge of appropriate scale. Test pressure to be applied by ‘bucket pump’, hand test pump, or unit ran up with test gauge teed in parallel with fitted gauge.

PRESSURE TRANSDUCERS AND ALARMS:

Pressure transducers may be verified by reference to the associated pressure gauge, provided that the latter has been itself first verified or calibrated. Where possible, in interests of safety, transducer set point should be adjusted down to normal system pressure to verify operation, rather than system pressure increased to ‘alarm’ level.

RELIEF SAFETY VALVES:

The ‘set’ pressure/ lift pressure of relief valves for all equipment – except high pressure over

15bar, air and gas system relief valves can be verified as being set within accuracy range specified by the written scheme by the following methods.

• Checking cold-lift pressure against a calibrated gauge of appropriate scale. Test pressure may be applied to the demounted relief valve by ‘bucket pump’ or hand pump.

• The unit may be run up to overpressure and lift pressure taken from the unit’s pressure gauge (provided it has already been verified and calibrated IAW the above procedures). This procedure is only possible if the verification can be completed without the Safe Working Pressure (SWP) being exceeded by more than 10% and hazards/risks have been assessed.

• Tested and certified by a suitably qualified company or organization (ISO 9000 registered by UKAS Accredited body, with scope including valve refurbishment and testing) and inspector given sight of certification.

HIGH PRESSURE AIR/GAS RELIEF VALVES:

• Tested and certified by suitably qualified company or organization (either manufacturer or ISO 9000 registered by UKAS Accredited body with scope including valve refurbishment and testing) and inspector given sight of the certification.

• If the high-pressure relief valve is rig mounted, can be pressurized by the associated rig mounted pressure reducing valve, and if can be blown off with no risk to the operator or the inspector, it can be verified against the associated pressure gauge provided the latter has itself been calibrated by a competent body.

1.2.7 ADDITIONAL WORK

During performance of PM, or as a result of a Service Call, unexpected equipment failures in excess of the minor repair parts allowance may be encountered. In this scenario, the Contractor shall notify the CO/COR immediately. The notification will include a written statement to identify recommended repairs and recommend corrective action along with a quote indicating the date of completion to make the repair to include labor, material. Additional Work requirements task the Contractor to identify needed repairs and recommend corrective action during regular PM or during the performance of a Service Call. If identified, the Contractor shall submit a quotation identifying the Additional Work or repair to include a description of the work to be carried out, an itemized breakdown of cost and/or pricing. If appropriate, the

COR may authorize the Contractor to proceed with the work.

Additional in-scope work exceeding $10,000.00 will need to be determined fair and reasonable by the CO and comply with competition regulations. Labor and markup rates for additional work will be based on Attachment 2 Pricing.

When work is required that is not covered by PM/Service Calls, the Contractor shall not continue with any of the additional work discovered unless the CO authorizes it. All additional work requirements must be determined by the CO within the scope of the contract, and the price of the additional work must be determined to be fair and reasonable by the CO. Any Additional

Work shall be documented as a Quotation. The Contractor may be required to produce a full set of Schematics and documentation items as follows: 1) Schematics of the PLC for both basic controls and military safety controls; 2) Electrical wiring diagrams for complete control system;

3) Lists of all PLC inputs and outputs; and 4) Lists of PLC control system parts/specifications.

Additional Work requests must be determined by the CO to be within the scope of the basic contract. 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 by the ordering CO.

1.2.7.1 ADDITIONAL WORK / INFORMATION

▪ Communication to the COR for the lead times for parts (or services, if applicable) must be indicated on the first page. Authorization shall be requested for long lead items which have a delivery period in excess of fourteen (14) days.

▪ A description of services that is sufficiently detailed such that the work in the estimates provided can be tied back to the scope of the contract. The detailed scope must be provided on the first page.

▪ Supporting photographs of deficiency being repaired (if applicable).

▪ Identify the gate, lane (inbound or outbound), and priority of the work.

▪ Separate facilities tracking number for Additional In-Scope Work, if provided.

▪ Provide the total cost for labor and material for the Additional In-Scope Work.

Material Pricing: Sufficient information must be provided for each material item to substantiate the item’s price. Manufacturer part numbers, key specifications, published catalog pricing, or product descriptions can be submitted to fulfill this requirement. Pricing shall be considered valid for ninety

(90) calendar days after the initial approval unless documentation from the Contractor is provided to verify a price increase has been implemented. The Contractor must provide parts that are from the

OEM or equal and fully compatible for use and do not void any applicable warranties. Replacement parts shall be COTS items when available and fully compatible with existing OEM systems and detailed in the report. Used or refurbished parts are acceptable if the Contractor’s proposal identified it as providing benefit to the Government.

Work hours, types of personnel performing the work (see PWS Sections 3, 7 and 8), and a description of the work to be performed shall be provided. The price breakdown shall include sufficient detail to permit an analysis of all costs associated with labor hours. Tasks shall be separated at the request of the Government if it is unclear as to where labor is allocated relative to the scope.

The quotation shall be emailed to the CO and COR with the following subject line: Contract Number, Quotation reference number, Priority Level, and Site/Location.

1.2.8 QUOTATION

Once the Contractor arrives on-site and determines the extent of the repair required, the

Contractor shall notify the CO/COR of the scope and cost of the repairs. If the repairs cannot be made within the time (six) hours of the Service Call per PWS Section 1.2. The

Contractor shall submit a quote for COR evaluation and approval. The official repair quote document shall include the relevant facts and proposed costs for the situation (see

PWS Appendix C).

The Contractor shall be proactive in resolving repairs stated in the quote. For example, if the Contractor knows a GRAB barrier was deployed and replacement shear pins are needed, the Contractor should travel to the installation prepared to make the requisite repairs with known spare parts already in- hand or in- transit.

1.2.9 OPERATIONS AND MAINTENANCE MANUALS

The Contractor shall provide O&M Manuals for each asset upon request of the COR.

Please see Appendix H for the list of Assets and manufacturers.

1.3 TRAINING

The Contractor shall plan initial training sessions within 30 days of award to facilitate proper use and operation of barrier systems at each barrier site. The Contractor shall schedule the training session to occur in conjunction with a scheduled PM visit. Training may be accomplished by the

Engineers and/or the PM crew. Instruction and materials shall be provided by the Contractor on the training day, to include instruction of all barrier systems operations, troubleshooting, and emergency notification procedures. The Contractor shall summarize operations on laminated placards for placement in guardhouses and other appropriate locations not accessible to unauthorized personnel. Additional training shall be scheduled as determined by the COR. The

COR will arrange additional training sessions.

2 DOCUMENTATION OF MAINTENANCE AND REPAIR

2.1 REPORTS

The Contractor shall provide reports following completion of each PM, Service call, Emergency call out. A report will be provided for each asset, to include the content below.

• Executive overview of the condition and work completed on all barriers

• Separate report for PM at each gate location

• Separate report for each additional work repair effort (if any)

• Dates, times, and locations of PM performed/additional work repairs and when repairs were completed for barrier systems

• Description of parts/materials replaced, actual cost, and names of technicians performing the repairs

• Narrative describing deficiencies and problem areas that need corrective work

• Narrative of the equipment condition and recommendations for proactive minor and routine repair tasks intended to reduce unscheduled barrier downtime

• Maintenance, repair, inspection, and testing findings identified

• Warranty Log and completed PM Checklist

• For equipment under warranty, identify any warranty issues that need to be addressed

2.2 WARRANTY LOG

The Contractor shall maintain a warranty log. The log shall contain a list of equipment at the facility, the frequency of maintenance on the equipment, the warranty information for all equipment having remaining manufacturer’s warranty, all equipment installed under the contract, and warranty status on new equipment. This list shall include location of barrier, vendor, model number, serial number, installation date, warranty start date, the

Contractor’s warranty expiration date, and the equipment manufacturer’s warranty expiration date. Equipment may be added to this list only with approval of the CO/COR.

The Contractor must submit any requests to remove equipment from the contract or as determined by repair expenses or other factors for consideration. Records in the log shall be maintained for the duration of the contract and turned over to the Government at completion of the contract. The Warranty log as submitted by the Contractor will be electronically recorded and maintained by the Government in the permanent facility files.

The information obtained from the maintenance and repair log will be used to schedule the required maintenance and repair work through Contractor efforts as appropriate and update real property records as necessary.

2.3 WARRANTY

In accordance with FAR 12.404(b), the Contractor shall provide at least the same warranty terms, including offers of extended warranties, offered to the general public in customary commercial practice. At a minimum, the Contractor shall provide a one (1) year parts and labor warranty for all components installed during the performance of the contract. The warranty shall commence upon replacement of parts or system completion and acceptance.

System acceptance is defined as approval by the CO/COR. After being notified of a problem with a component under warranty, the Contractor shall investigate the issue and respond to the CO/COR within twenty-four (24) hours, to include weekends. For warranty documentation, refer to PWS Sections 2.2.

3 CONTRACTOR PERSONNEL AND QUALIFICATIONS

3.1 CONTRACTOR AND SUBCONTRACTOR QUALIFICATIONS

The Contractor shall provide personnel possessing the skills, knowledge, and training to satisfactorily perform the services required. The Contractor will also be required to appoint a

Contract Manager to be the point of contact between the CO/COR and the contracted company.

Personnel performing work under this PWS shall remain employees of the Contractor (or

Subcontractor) and shall not be considered employees of the Government. The PM crew shall contain a minimum of one (1) Qualified Engineer and one (1) Barrier Technician.

3.2 CONTRACT MANAGER

The Contractor shall provide a contract manager (primary and alternate) who shall be responsible for the performance of work and shall have full authority to act for the Contractor on all contract matters relating to daily operations of this contract. The Contract Manager shall be available during normal duty hours (07:30-16:30). The Contractor shall be able to meet with the CO or COR to resolve any contract issues. The contract manager and alternate shall be able to understand, read, speak, and write basic and technical English. The Contract Manager and alternate shall be able to speak English with sufficient structural accuracy and vocabulary to participate in most formal and informal conversations on practical, social, and professional topics. Able to comprehend a variety of styles and formats pertinent to professional needs. The

Contractor shall provide to the CO, within five (5) business days after contract award, the names, addresses and phone numbers of the Contract Manager’s supervisor, Contract Manager, and an alternate with authority to act for the Contractor if the Contract Manager cannot be contacted. Any required changes to this listing shall be submitted in writing to the CO within ten (10) business days prior to the change taking effect.

3.3 LEAD ENGINEER

The Lead Engineer performing the work shall be trained on the specific barrier(s) at the

Installation, inspecting and maintaining barriers, barrier control systems, and military safety barrier control systems. The Lead Engineer’s experience in barrier control systems and safety control systems must include documented experience in troubleshooting, modification, maintenance, and repair of barrier and traffic control systems. The Contractor is required to submit to the CO/COR a list of employees certifying proof of qualifications within five (5) business days after Contract award. For new contractor employees, documentation is required prior to contract performance. The COR will submit certifications for their role to the

Authorized Person (AP) for sign off prior to any work being completed. A Lead Engineer possessing the required qualifications shall oversee all the work including the work of Barrier

Technicians on the site. The Lead Engineer must be present when work is being performed for

PM, Routine and Emergency Service Calls, and Additional Work.

3.4 BARRIER TECHNICIAN

The Barrier Technicians performing the work shall be trained on the specific barrier(s) at the military base and have no less than one (1) year minimum of experience inspecting and maintaining barriers, barrier control systems, and traffic control systems. The Contractor is required to submit to the CO/COR a list of employees certifying proof of qualifications within five (5) business days after contract award.

3.5 NON-QUALIFIED BARRIER TECHNICIAN

The Lead Technician shall oversee the work of non-qualified barrier technicians. Non-qualified barrier technicians may perform traffic control, cleaning, corrosion control duties, and assist qualified Barrier Technicians with inspecting and maintaining barriers, barrier control systems, and traffic control systems.

3.6 WELDING

If a Contractor or Subcontractor employee performs welding, they shall be certified to British

Standards (BS) EN 287-1: 2011 – Fusion Welding of Steels. The Contractor shall produce a current welding certification to the CO/COR for each employee performing welding prior to the commencement of any work involving welding. The Contractor shall coordinate with and obtain an installation-specific welding and cutting permit issued by the local Base Civil

Engineer office via coordination with the CO/COR prior to any cutting or welding.

3.7 ELECTRICAL

Each Contractor or Subcontractor employee performing electrical work on barrier systems shall meet accredited/license requirements IAW the BS 7671:2018 IET Wiring Regulations and shall possess the skills and ability to proficiently perform the tasks. Prior to any Electrical system work the Contractor will supply the employee’s certifications via the COR to the

Authorized Person (AP) on each Installation. The Electrical AP has final authority of all electrical work conducted on the Installation, all regulatory guidance will be adhered to IAW the Management of Health and Safety in Defence JSP375 Safety rules and procedures.

3.8 HYDRAULIC

Each Contractor or Subcontractor employee performing hydraulic repair work on barrier systems will possess the skills, abilities, and accreditation/licenses needed to proficiently perform the tasks required. Prior to any hydraulic system work the Contractor will supply the employee’s certifications via the COR to the AP on each Installation. The Mechanical AP has final authority on all hydraulic work conducted on the Installation. All regulatory guidance will be adhered to IAW the Management of Health and Safety in Defence JSP375 safety rules and procedures.

4 SAFETY/ENVIRONMENTAL

4.1 GENERAL

The Contractor shall comply with all US and UK laws and safety regulations (see PWS

Appendix B). Compliance with all applicable laws and regulations for the protection of

Contractor employees is exclusively the obligation of the Contractor. The Government will assume no liability or responsibility for the Contractor’s compliance or noncompliance with such responsibilities. The Contractor is responsible for furnishing Contractor employees with all necessary personal protective equipment and site-related safety equipment to perform services. Contractors must coordinate with BE (Bio-Environmental) at +44(0)1638528047 or

48amds.sgpb@us.af.mil at least ten (10) days prior to start of project, regarding all contracts with potential health impact to personnel (Example: Noise above 85 dBA, activities with potential airborne contaminants or particulates). Hazardous work areas/perimeters shall be established to control exposures and limit access to nearby facilities and personnel. Work shall be performed IAW all applicable occupational health and safety regulations. Risk Assessments and Method Statements (RAMS) will be completed by the contractor and provided to the COR for approval, prior to commencement of works. Contractors must coordinate with facility managers and receive a safety brief of hazards present within work areas. Accidents or near miss occurrences shall be reported to the COR immediately, to ensure compliance with the UK

Health and Safety Executive (HSE) and the Management of Health and Safety in Defence JSP

375, Part 2, Volume 1.

4.2 BARRIER OPERATIONS

The Contractor shall notify the CO/COR immediately via phone when a barrier or barrier system is unsafe and should be de-energized/shutdown until repairs can be made to return the barrier system back to a safe operating condition. Three (3) conditions that require barrier system shutdown until repaired include:

▪ A barrier system which does not provide a minimum safety delay of four (4) seconds of warning during routine operations to drivers prior to the engagement of the barrier closing the traffic lane.

▪ The failure of a vehicle presence detection system (safety loop, photocells, etc.) to properly detect and prevent the activation of the vehicle barriers while a vehicle is located over the barrier.

▪ An active vehicle barrier (AVB) that engages automatically without human direction to activate.

4.3 SAFETY DATA SHEET

mailto:48amds.sgpb@us.af.mil

In order for installations to meet the requirements of Air Force Instruction (AFI) 32-7086, Hazardous Materials Management, and IAW FAR 23.302, if hazardous materials are expected to be used during contract performance, the Contractor is required to submit hazardous materials data IAW the requirements of FAR Clause 52.223-3, Hazardous

Material Identification and Material Safety Data, so that the materials can be properly authorized, managed, and tracked. The Contractor must identify/list any hazardous material to be delivered under the contract to the COR. Each hazardous material item must be identified on a Safety Data Sheet (SDS, formerly known as a Material Safety Data

Sheet or MSDS) per FAR Clause 52.223-3. All Contractor employees shall have ready access to the SDS while they are on the work site, and there can be no barrier to access to the SDS to any Contractor employees or the Government.

4.4 HAZARDOUS MATERIALS/WASTE SPILLS

The Contractor shall take every reasonable precaution to prevent spills of hazardous materials (HAZMAT) in the performance of the Contractor’s tasks under this contract. The

Contractor shall immediately report any HAZMAT spills to the installation’s fire department (phone number to be provided) IAW the installation’s Spill Prevention, Control, and Countermeasure (SPCC) Plan. The Contractor shall comply with this plan when handling and storing all oils, fuels, and HAZMAT. The SPCC Plan shall be provided to the Contractor upon request. The Contractor shall clean and dispose of all HAZMAT spills IAW local, UK, and US laws and regulations, as well as the installation’s

Environmental Guide. The Contractor shall accept full financial obligation incurred from cleaning and disposing of HAZMAT spills, or release of HAZMAT within the confines of the installation or facility caused by Contractor employees.

4.5 ENVIRONMENTAL COMPLIANCE/HAZARDOUS MATERIALS

The Contractor shall dispose of oil cans, oil residue, and any oil-soaked material (e.g., rags and/or paper towels, granulated materials, and sand) off-base. The Contractor shall transport and dispose of all waste IAW UK environmental laws and regulations, Guidance on

Classification and Assessment of Waste (1st Edition 2015) Technical Guidance WM3.

All non-hazardous Solid Waste including Construction and Demolition materials that will be disposed of off base using any disposal method to include but not limited to, recycled, reused, composted, mulched, landfilled or waste to energy conversion will be reported to the COR of each Installation in US tons with the associated cost.

The contractor is able to utilize the Recycling Center on each Installation for the commodities scrap metal and cardboard, aluminum cans and usable pallets only. Coordination with the COR for each Installation on disposal is required.

5 PLANS AND DATABASES

5.1 OPERATIONS AND MAINTENANCE PLAN

The Contractor shall develop an Operations and Maintenance (O&M) Plan throughout the life of the contract. The O&M Plan shall include, at a minimum, the following:

• PM Checklist based on site-specific equipment and the manufacturer’s service manual.

(For an example of items that are expected to be on the PM Checklist, see Appendix D)

• Standard test procedures for barrier operations and safety system. (For an example of items that are expected to be on the testing procedure checklist, see Appendix D)

• Reports to be prepared and submitted, and records to be maintained.

Maintain an inventory of consumable parts and frequently used parts that may be needed throughout the term of the contract.

• Training Plan that demonstrates how to safely and effectively troubleshoot asset deficiencies to return the barrier to operability and/or to a safe position.

5.2 QUALITY CONTROL PLAN

The Contractor shall develop and maintain a Quality Control Plan (QCP) that ensures proper barrier maintenance. The QCP shall illustrate an adequate inspection system and inspection plan to ensure contract compliance at all installations. The Contractor shall maintain inspection records and make them available to the Government. The Government may (but is not required or obligated to) do its own tests and inspections. The plan shall include the Contractor’s plan to ensure that all barrier systems are maintained IAW the manufacturer’s product literature, professional commercial standards, and the PWS. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The

Contractor’s QCP shall address all service requirements to maintain proper barrier functionality, to include a description of the process and the qualifications of any key personnel involved with quality control to ensure all tasks are completed within cost, schedule, and quality. The Contractor’s plan shall be submitted to the CO/COR during the phase in Period and approved by the CO and the COR prior to any work beginning against the contract.

6 PERFORMANCE EVALUATION

6.1 SURVEILLANCE

CORs will perform inspections and surveillance IAW the Quality Assurance Surveillance Plan

(QASP), which shall contain the information within PWS Table 1: Services Summary. The COR will evaluate Contractor performance of the services listed in Table 1: Services Summary to determine if the performance thresholds are met, and all surveillance shall be documented with the QASP Checklist. All actions taken by the Contractor to correct deficiencies found by the

Government as a result of quality assurance surveillance, and by the Contractor as a result of quality control, shall be at the Contractor’s own expense, and without additional reimbursement by the Government. Defective repairs shall be accomplished (referred to as a “callback”) within the next calendar day. Re-performance is the preferred method of correcting any unsatisfactory performance. If performance is still unsatisfactory after a callback, the Contractor may be issued a Contract Discrepancy Report (CDR), which is a report citing unsatisfactory services or performance for which the Contractor is responsible under the PWS.

6.2 METHODS

Surveillance methods include review of reports, periodic surveillance, periodic surveys, and customer complaints. Surveillance methods can change after contract award based on, but not limited to, acceptance of the Contractor’s QCP (see PWS Section 5.2) or Contractor performance.

6.3 BARRIER SYSTEM OPERATIONAL RATES

Each AVB shall be operational at least ninety-six (96) percent of the time. Operational is defined as all barrier systems or crash beams being fully functional (Green or Yellow Rating) at the ACP. See Appendix E for ratings definitions for barrier systems and details on barrier ratings, which shall be used in the facility assessment. The operational rate is an annual measure beginning after the first instance of PM. Operational downtime shall begin once the

Contactor is notified of the non-operational barrier.

Performance Standard and Acceptable Quality Level: ACP operational rate of ninety-six (96) percent.

Example: An ACP that has a barrier system for the inbound and outbound lanes must have the barrier systems rated Green or Yellow at the same time, ninety-six (96) percent of the time, to meet this requirement.

6.4 PERFORMANCE METRICS

Performance of a service shall be evaluated to determine whether it meets the established performance threshold (see PWS Table 1). The performance of the Contractor will also be measured using periodic customer satisfaction surveys. Re-performance is the preferred method of correcting any unacceptable performance.

TABLE 1: SERVICES SUMMARY

SERVICE

PWS

REFERENCE

PERFORMANCE

STANDARD AND

ACCEPTABLE

QUALITY LEVEL

SURVEILLANCE

METHOD

Barrier System

Operational

Rates

6.3, 4.3 96% operational rate as described in PWS

Section 6.3

Review of

Reports/Customer

Complaints/Periodic

Surveillance

Full Preventive

Maintenance

(PM)

1.2.4 100% performance of

PM requirements

Review of

Reports/Customer

Complaints/Periodic

Surveillance

Routine Service

Call Repairs

1.2.3

100% of Service

Call repairs made within specified timeframe without a callback

Review of

Reports/Customer

Complaints/Periodic

Surveillance

Emergency

Service call repairs

1.2.2 100% of service call repairs made within specified timeframe without a callback

Review of

Reports/Customer

Complaints/Periodic

Surveillance

Routine Service

Call Response

1.2.3

100% of Service

Calls responded to within specified timeframe by qualified Engineer

Review of Reports /

Customer Complaints/

Periodic Surveillance

Emergency Service

Call Response 1.2.2 100% of Emergency

Calls responded to within specified timeframe by qualified Engineer

Review of Reports /

Customer

Complaints/Periodic

Surveillance

Service Reporting 2.1, 5.1 100% of reports delivered to the CO or COR within specified timeframes

Review of Reports

Competent Persons

Inspections

1.26 100% of reports delivered to COR

Review reports/

Periodic Surveillance

Additional Works 1.27 100% of reports delivered to the COR

Review reports/ periodic surveillance

S

7 GOVERNMENT RESOURCES

7.1 BASE SUPPORT SERVICES

The Government will provide emergency (police, fire, and medical) services contact information to the contractor as appropriate.

7.2 INSTALLATION HOURS

Duty hours of operation are 0730-1630. The COR may find it necessary to deviate from the normal duty hours of operation to ensure timely completion of PWS or to minimize the impact on base traffic and request night time operations which are generally from 2000-0400.

7.3 UTILITIES

The Contractor shall coordinate with the CO/COR regarding utility availability such as water and electricity to accomplish the requirements of this contract. Any temporary connection of electrical lines that may be required shall be installed, maintained, and removed by the

Contractor, and shall not be attempted until proper approvals are obtained from the Base Civil

Engineer (BCE) office through coordination with the CO/COR. Please see PWS Section 4 –

Safety/ Environmental.

8 GENERAL, ADMINISTRATIVE, AND SECURITY INFORMATION

8.1 PUBLIC DISCLOSURES

The Contractor shall not make a public announcement or disclosure relative to information contained or developed under this contract, except as authorized by the

CO/COR.

8.2 HOURS OF OPERATION

Maintenance, periodic inspection, and repair services are normally provided during Duty hours (07.30- 16.30hours) Each Installation may require Final Denial Barrier PM to be performed during 20.00-04.00 hours. If required, the Contractor may be expected to work on

US Federal holidays. The Contractor shall be expected to work on UK National or bank holidays, as Contract is deemed mission essential. The Contractor maybe required to perform all services, during Crisis and heightened security, including pandemics, Epidemics.

8.2.1 PERFORMANCE OF SERVICE DURING CRISIS OR HEIGHTENED SECURITY

DECLARED BY THE NATIONAL COMMAND AUTHORITY

In the event of crisis or heightened security caused by a national emergency, natural disaster, pandemic, epidemic, other causes, continued performance of Mission Essential requirements will be necessary in support of the Air Force mission. The services provided for by this contract are deemed mission essential during crisis and emergencies and shall continue normal operation. Contractors providing services designated as essential by a Department of Defense Component are expected to use all means at their disposal to continue to provide such services, IAW the terms and conditions of the contract, during periods of crisis until appropriately released or evacuated by military authority.

See Department of Defense Federal Acquisition Regulation Supplement (DFARS) Clause 252.237-

7023, Continuation of Essential Contractor Services. The Contractor shall submit a Mission Essential

Plan to the CO and COR within ten (10) business days after the pre-proposal conference for the requirements in PWS.

8.3 WORK COORDINATION

The Contractor shall coordinate all work with the CO/COR at least fourteen (14) days in advance with the exception of Service Calls. Coordination for Service Calls follows the procedure in PWS Section 1.2.1. The Government is not responsible for any costs incurred by the Contractor resulting from failing to coordinate work with the CO/COR. If the Contractor plans to use radio/CB transmissions in the performance of work, radio transmission frequency must be approved by the CO/COR.

8.4 WORK AREA

The Contractor shall at all times keep work areas free from any accumulation of debris, waste material, rubbish, tools, scaffolding, equipment, and materials. Upon completion of the job or when away from the work area, 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 from the worksite. The Contractor shall be responsible for all work area, traffic barricades, and traffic management operations when required.

8.5 REPLACEMENT EQUIPMENT DISPOSITION

The disposition of all replaced equipment including batteries shall be coordinated with the

CO/COR. Unless the CO/COR states in writing that the replaced equipment shall be turned in to the CO/COR, the Contractor shall properly dispose of the equipment or materials off-base.

8.6 GOVERNMENT DATA RIGHTS

The Government will retain rights to all documents, materials, electronic files, and configuration data produced under any resulting contract. All documents and materials produced over the course of the contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the Contractor without written permission from the CO. All materials supplied to the Government will be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights. TRANSFER

OF UNDERTAKINGS (PROTECTION OF EMPLOYMENT) REGULATIONS 2006 (TUPE).

The United Kingdom’s Transfer of Undertakings (Protection of Employment) Regulations 2006

(TUPE) is the main piece of legislation governing the transfer of an undertaking, or part of one, to another. The regulations are designed to protect the rights of employees in a transfer situation.

TUPE Information. The Government does not have access to specific TUPE information nor becomes involved with related TUPE processes and associated liabilities (to include indemnification) that may transpire during pre-award or post-award phases between transferor and transferee. The responsibility to provide TUPE-information rests solely with the transferor; governed by Regulation 11 of the

Transfer of Undertakings (Protection of Employees) Regulations 2006 (TUPE). As the transferor need only provide TUPE information to the transferee prior to the transfer, the Government will provide the name of the current incumbent contractor(s) with associated points of contact upon request. The

Government is not responsible for determination of TUPE applicability; the responsibility lies solely with the transferor.

8.7 Organizational Conflict of Interest (OCI)

On a continuous basis, the contractor shall assess work on this contract as well as its other contracts to determine if an actual or potential OCI exists in accordance with the Federal Acquisition Regulation

(FAR) 9.5. If the contractor identifies an actual or potential OCI, the contractor shall notify the contracting officer immediately. The contracting officer may require the contractor to submit a white paper, create an OCI mitigation plan which requires approval by the contracting officer, and/or implement mitigation measures to address the OCI.

8.8 Non-Disclosure Agreements (NDA)

The Contractor is responsible for obtaining all non-disclosure agreements all applicable Government, corporate, supplier, and sub tier vendors with proprietary, restricted, competition sensitive, or any other restricted (e.g. non-foreign disclosure due to public law) data that will be used or accessed during the execution of this contract. The Contractor shall provide a copy of each NDA to the PCO or

COR upon request. The Contractor shall comply with all program office established procedures for the handling and protection of all data in both physical and electronic form.

9.0 SECURITY CLEARANCES

The Contractor shall comply with all requirements and procedures IAW AFFARS 5352.242-

9000, Contractor Access to Air Force Installations. All personnel employed on a US military base require a National Agency Check (NAC) equivalent investigation before they are authorized access to the base, facilities, and if necessary, computer networks. For the purpose of this contract, these positions are deemed non-sensitive, which by US Government definition means do not require access to US classified information.

A NAC consists of:

A Local File Check (LFC) conducted by the installation Security Forces (SF) (this can take several days or weeks to complete), A Defense Clearance and Investigation Index (DCII) conducted by the installation SF, A Host Agency Check (HAC) conducted by the Ministry of

Defense (MOD) Defense Vetting Agency (DVA), and A Federal Bureau of Investigation (FBI) check if the potential employee has ever resided in the United States for twelve (12) or more consecutive months.

Once completed, a NAC is valid for five (5) years. Before any employee is authorized to perform work on this contract, the Contractor shall provide new employee information required by the LFC and DCII to the COR(s). During the Phase in Period, the Contractor will inform the COR in writing of all personnel to be employed on this contract that will require access to the working areas. The Contractor shall then coordinate with the COR(s) for the new employee to complete all requested documentation for the HAC and, if required, FBI checks within three (3) days of the first day of employment.