Attachment 1- PWS.pdf

VB M&R Services

PERFORMANCE WORK STATEMENT

VEHICLE BARRIERS

MAINTENANCE AND REPAIR (VB M&R) SERVICES

Prepared by:

20th CIVIL ENGINEER SQUADRON

SHAW AIR FORCE BASE, SC

6/18/2024

Table of Contents

1.3. DESCRIPTION OF REQUIRED TASKS

1.3.1. PREVENTIVE MAINTENANCE

1.3.1.1. TECHNICAL DATA

1.3.1.2. BARRIER PITS

1.3.1.3. CONTRACTOR HOTLINE

1.3.1.4. TELEPHONE SUPPORT

1.3.1.5. ANNUAL TRAINING

1.3.1.6. PAINT/CORROSION CONTROL

1.3.1.7. MINOR REPAIRS

1.3.2. ADDITIONAL IN-SCOPE WORK IDENTIFIED DURING PREVENTIVE

MAINTENANCE

1.3.3. MAINTENANCE AND REPAIR LOG

1.3.4. BARRIER SYSTEM CONTROLS SCHEMATIC OPTION

2. GOVERNMENT RESOURCES

2.1. GOVERNMENT PARTS/ITEMS

2.2. BASE SUPPORT SERVICES

2.3. UTILITIES

4. SAFETY/ENVIRONMENTAL

4.1. GENERAL

4.3. BARRIER OPERATIONS

4.5. SAFETY DATA SHEET

5. REQUIRED MEETINGS AND BRIEFINGS

5.2. MONTHLY PROJECT MEETINGS

5.3. PREVENTIVE MAINTENANCE OR SERVICE ORDER IN/OUT BRIEFS

5.3.1. GENERAL

5.3.2. IN-BRIEFS

5.3.3. OUT-BRIEFS

6. PLANS AND DATABASES

6.1. OPERATIONS AND MAINTENANCE PLAN

6.3. MAINTENANCE AND REPAIR LOG

7. DOCUMENTATION OF MAINTENANCE AND REPAIR

7.1. QUARTERLY REPORTS

7.1.1. QUARTERLY REPORTS CONTENT

8. SERVICE CALLS, SERVICE ORDERS, AND ADDITIONAL IN-SCOPE WORK

8.1. SERVICE CALL TYPES

8.1.1. EMERGENCY AND ROUTINE SERVICE CALLS

8.1.2. EMERGENCY

8.1.3. ROUTINE

8.2. SERVICE ORDER

8.3. ADDITIONAL IN-SCOPE WORK

8.3.1. ADDITIONAL IN-SCOPE WORK IDENTIFIED DURING PREVENTIVE MAINTENANCE

AND SERVICE CALLS

8.3.2. ADDITIONAL IN-SCOPE WORK/SERVICE ORDER INFORMATION

9. PERFORMANCE EVALUATION

9.1. SURVEILLANCE

9.2. METHODS

9.3. BARRIER SYSTEM OPERATIONAL RATES

9.4. DELIVERABLES

4.3. PERFORMANCE METRICS

10. GENERAL, ADMINISTRATIVE, AND SECURITY INFORMATION

10.2. HOURS OF OPERATION

10.7. PERFORMANCE OF SERVICES DURING CRISIS DECLARED BY THE NATIONAL

COMMAND AUTHORITY

1.3. DESCRIPTION OF REQUIRED TASKS

1.3.1. PREVENTIVE MAINTENANCE

The Contractor shall conduct the initial barrier PM service within thirty (30) days of order award.

The Contractor shall provide monthly, a total of twelve (12), maintenance, inspections, and repair services.

PM services include those actions required to preserve and maintain the systems in such a condition to function efficiently. The Contractor shall comply with the recommendations of the manufacturer, but the performance frequency shall be as determined by the Ordering CO and included in the resultant Order. 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. This includes, but is not limited to, installed additional systems (e.g. over speed and wrong way detection), Programmable Logic Controls (PLCs), relays, and parts that have reached their life expectancy and are prone to fail. Replacement parts shall be commercially available off-the-shelf (COTS) items when available, fully compatible with existing systems, and detailed in the quarterly report (see Section 7.1). All new or replacement PLCs shall be open source programmable code. The Contractor shall identify any additional in-scope repairs during PM (see Section 8.3). (Contract Data Requirements List (CDRL) A001 applies)

1.3.1.1. TECHNICAL DATA

The Contractor shall acquire the OEM’s Operations and Maintenance (O&M) information and provide an electronic copy to the installation/base to accompany their O&M Plan (see PWS Section 6.1) The Government does not provide this information for the vehicle barrier and equipment to the Contractor.

1.3.1.2. BARRIER PITS

The Contractor shall maintain the cleanliness of barrier pits, power units, and shafts, and shall remove all debris such as trash, oil, absorbents, dirt, silt, leaves, pine needles, snow, ice, and water. Winter weather may cause the barrier systems to become jammed with ice or snow.

The Contractor shall confirm that all scheduled PM includes procedures to ensure drainage systems, in-ground vehicle detection, and Infrared detection systems (if applicable) are operating properly. (CDRL A001)

1.3.1.3. CONTRACTOR HOTLINE

The Contractor shall provide a customer service hotline phone number that can be accessed 24 hours a day, 365 days a year by Order award to be responsive to Government requests.

The Contractor’s customer service function shall be managed to ensure responsiveness. To be responsive, Contractor personnel must be available during all hours to respond to Government requests. The Contractor shall log all calls received and the response calls made by the Contractor. A Telephone Call Log shall be created for each Order which shall include the date, time, caller, brief description of the issue, response time for the Lead Technician, and resolution for each telephone call. The Contractor must have a process for resolving AF installation concerns and following up on unresolved requests. (CDRL A001)

1.3.1.4. TELEPHONE SUPPORT

The Contractor shall have an appropriate Lead Technician contact the Government within two

(2) hours to discuss and attempt to resolve the situation over the telephone, upon official notification by the CO or Contracting Officer’s Representative (COR) via the Contractor Hotline or other means. If the matter cannot be resolved via telephone support, a service call may be necessary (see PWS Section 8.1). (CDRL A001)

1.3.1.5. ANNUAL TRAINING

The Contractor shall provide annual training sessions to facilitate proper use and operation of barrier systems at each barrier site covered in the Order. The Contractor shall schedule the training session to occur in conjunction with a scheduled PM visit. Training may be accomplished by the Lead Technician and/or the PM crew. No certified manufacturer representative is required to perform training. Training shall be scheduled with the installation at least forty-five (45) days in advance. The Contractor shall record the training session and provide one (1) copy of the recorded training to the Government on Digital Video Disc (DVD) within thirty (30) days of the training session. Instruction and instruction materials shall be provided by the Contractor on the training day to include instruction of all barrier systems operations, troubleshooting, and notification procedures. The Contractor shall summarize operations on laminated placards for placement in guard houses and other appropriate locations not accessible to unauthorized personnel. (CDRL A002)

1.3.1.6. PAINT/CORROSION CONTROL

The Contractor shall re-paint the entire barrier structure during the summer PM session to include all metal parts below grade and the surface of the barrier and surrounding pavement.

Summer PM will be established IAW the manufacturer’s recommended temperature and environmental recommendations for application. The Contractor shall clean (pressure wash), remove corrosion, and apply primer and topcoat compatible with the barrier surface in compliance with industry and safety standards. Barrier systems, both active and passive, shall be maintained and protected from corrosion with high adhesion paint such as Grip- Tite® paint or an equivalent adhesive paint. Paints used for pavement marking and delineation must conform to all Federal, State, and local laws, and regulations.

For hot dipped steel component touch-up, the Contractor shall use z inc-rich paint applied to a clean, dry steel surface by either a brush or spray. Zinc-rich paints must contain either between 65 percent to 69 percent metallic zinc by weight or greater than 92 percent metallic zinc by weight in dry film. Paints containing zinc dust are classified as organic or inorganic, depending on the binder they contain. Inorganic binders are particularly suitable for paints applied in touch-up applications of undamaged hot-dip galvanized areas. The coating t hickness for the paint must be 50 percent more than the surrounding coating thickness, but not greater than 4.0 mils (100 μm).

If the barriers require sandblasting of non-galvanized surfaces in lieu of pressure washing, the Contractor shall submit a Service Order (SO) under the Additional In-Scope Work contract line item (see CLIN X004) for CO evaluation and approval (see PWS Section 8.2). If the barriers require sandblasting, the Contractor shall sandblast bare metal and re-paint the entire barrier structure during summer PM including all metal parts below grade and the surface of the barrier and surrounding pavement, apply primer compatible with surface and topcoat, and apply applicable topcoat for the application in compliance with industry and safety standards.

The requirement and frequency of this sandblasting option will be established by the installation in the Order.

1.3.1.7. MINOR REPAIRS

The Contractor shall, during PM, immediately service any system that is not operating properly as well as supply and install parts to keep the system functional. All labor and work required to perform minor repair shall be included under the firm-fixed-price (FFP) PM CLIN (see CLIN X001). Minor repairs consist of $50 per barrier per quarter for parts and materials and shall be included in the FFP. The $50 minor repair parts threshold will be based on the unit price of the parts/materials per the invoice/receipt. The total cost of minor repair parts/materials per quarter shall not exceed the aggregate amount of minor repair parts/materials allowance per quarter. For example, maintaining and inspecting twelve (12) barriers each quarter would provide an aggregate $600 allowance for minor parts/materials each quarter to be used on any combination of the twelve (12) barriers within the Order. If the aggregate amount of total repair parts was $1200, the Contractor is responsible for the first $600 of minor repair parts and materials. The Contractor shall submit a SO to the CO for evaluation and approval for the remaining parts and materials cost under the Additional In- Scope Work CLIN.

Examples of minor repair parts include, but are not limited to, light bulbs, plastic light lenses, hoses, cable/wire, fuses, sump pump, valves, switches, relays, etc. Minor repair parts do not include items identified and required for the quarterly or annual maintenance function identified in the PM O&M Plan (see basic contract PWS Appendix E).

If the inoperable system(s) cannot be repaired during PM or requires parts in excess of the aggregate minor repair parts allowance, the Contractor shall notify the CO/COR immediately of the irreparable status of the barrier or barrier system.

1.3.2. ADDITIONAL IN-SCOPE WORK IDENTIFIED DURING

PREVENTIVE MAINTENANCE

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 SO (see Sections 8.2 and 8.3).

1.3.3. MAINTENANCE AND REPAIR LOG

The Contractor shall maintain and update a Maintenance and Repair Log and provide the Log quarterly to, and upon request by, the CO (see Section 6.3). The Contractor may use the provided Microsoft Excel spreadsheet in basic contract PWS Appendix G, or their own format if approved by the CO and as long as the requirements in basic contract PWS Appendix G are included at a minimum. The Maintenance and Repair Log shall include a complete history of maintenance tasks and repairs, indicating dates, name of company, and name of technician who performed the work. (CDRL A001)

1.3.4. BARRIER SYSTEM CONTROLS SCHEMATIC OPTION

RESERVED

2. GOVERNMENT RESOURCES

2.1. GOVERNMENT PARTS/ITEMS

The Government may provide parts/items for repairs to the Contractor. The Government is under no obligation to provide any parts/items for repairs to the Contractor; however, if parts/items are available, the Government may decide to make these available to the Contractor. If parts/items are made available to the Contractor, these parts/items will not be considered Government Furnished Property because the items are incidental to the place of performance, Contractor personnel will perform work related to this contract on a Government installation, and the parts/items used by the Contractor will remain accountable to the Government.

As part of the PM task, the Contractor shall recommend a list of long lead time parts/items (defined as parts/items with a delivery period in excess of two (2) weeks) for the Government’s consideration for storage on-base. The Government is under no obligation to store any long lead time parts/items for repairs on-base. The Government may store long lead time parts/items for repairs on-base only when the CO determines that it is in the best interest of the Government.

Any long lead time parts/items will be initially procured and replenished as required using the SO procedure (see basic contract PWS Section 8.2).

2.2. BASE SUPPORT SERVICES

The Government will provide emergency (police, fire, and medical) services contact information at the installation level within the TOPR. The location of some barriers might require that the Contractor be accompanied by a Government escort, which will be determined at the Order level.

2.3. UTILITIES

The Contractor shall coordinate with the local 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 local Base Civil Engineer office through coordination with the CO/COR.

4. SAFETY/ENVIRONMENTAL

4.1. GENERAL

The Contractor shall comply with all Federal, State, and local laws and safety regulations (see basic contract PWS Appendix C). Compliance with Occupational Safety and Health Administration (OSHA) and other 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.

4.3. 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 of four (4) seconds of warning to drivers prior to the engagement of the barrier closing the traffic lane.

• The failure of a vehicle presence detection system to properly detect and prevent the activation of the barriers while a vehicle is located over the barrier.

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

4.5. SAFETY DATA SHEET

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 Order performance, the Contractor is required to submit hazardous materials data per the requirements of Federal Standard No. 313 and 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, as defined under the latest version of Federal Standard No. 313, to be delivered under the Order as part of their Order proposal submission. 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 the SDS to any Contractor employees or the Government.

5. REQUIRED MEETINGS AND BRIEFINGS

5.2. MONTHLY PROJECT MEETINGS

The Contractor shall conduct a monthly project meeting via teleconference with the Government to discuss Order status, issues, work schedule, traffic control plans, and coordination plans. The Contractor shall cover the following information in addition to other agenda items:

• Open SOs, numbers, and issues

• PM and SO schedule

• List of Red/Yellow Equipment (see PWS Appendix F) by Access Control Point (ACP)

• Equipment operational rates

• Site/Installation issues requiring program attention

• Any SO delays (either requiring Government or Contractor action)

• Traffic control and road closings

(CDRL A001)

5.3. PREVENTIVE MAINTENANCE OR SERVICE ORDER IN/OUT

BRIEFS

5.3.1. GENERAL

Prior to conducting PM or Additional In-Scope Work, the Contractor shall provide an in-brief to the CO/COR five (5) days prior to commencement of work. In-briefs shall be conducted on the phone unless Contractor staff needs to meet with installation facility staff on-site. In-briefs may also be combined with the Monthly Project Meeting (see Section 5.2). Out-briefs shall be conducted on-site with the CO/COR upon completion of work to inform the CO/COR of work completed, any information that is relevant to the facility regarding the completed work, and any outstanding issues remaining from the work. (CDRL A001)

5.3.2. IN-BRIEFS

At a minimum, minutes from in-briefs shall include the following information:

• Identifying PM or SO

• Scope of work

• Schedule, start, and finish dates

• List of Contractor personnel

• Logistics, including personnel requiring base access

• Traffic control and road closing

(CDRL A001)

5.3.3. OUT-BRIEFS

At a minimum, minutes from out-briefs shall include the following information:

• Status of all completed work

• System operational status

• Review of PM Checklist

• Any SO work that was not completed and reason

• Notification of de-energization of system

• Any follow-on work required (After Services Summary and Any Needed Repair Summary)

• Any remarks pertinent to the effort

(CDRL A001)

6. PLANS AND DATABASES

6.1. OPERATIONS AND MAINTENANCE PLAN

The Contractor shall develop an Operations and Maintenance (O&M) Plan for each individual gate that is part of the Order. The O&M plan must include the checklist and test procedures developed to maintain and inspect all of the unique barrier and barrier support equipment at each individual gate as a system of systems. For example, an installation with four (4) gates will have four (4) separate and unique checklists and test procedures that combine the unique equipment at each gate. The gate-specific PM checklist and test procedures will combine to form the majority of the O&M Plan for each individual gate. The O&M Plan shall be part of the Contractor’s proposal submission to be evaluated by the Government prior to the award of an Order and include, at a minimum, the following:

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

(1) checklist is required that combines all of the equipment at each gate identified in the Order, i.e.

separate checklists that holistically represent the equipment at each individual gate as a system of systems. (For an example of items that are expected to be on the PM Checklist, see basic contract Appendix E.)

• Individual, unique, and detailed test procedures for barrier operations and safety system testing for each gate that is part of the Order. The test procedures shall be uniquely tailored for each gate’s equipment and combine the unique equipment at each gate as a system of systems. At a minimum, these test procedures shall be accomplished after the Contractor’s work is complete and before the system is turned back over to the Government. (For an example of items that are expected to be on the test procedure checklist, see basic contract Appendix E.)

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

• Recommend list of long lead time parts for consideration for storage on-base.

6.3. MAINTENANCE AND REPAIR LOG

The Contractor shall develop and maintain a maintenance and repair log. The Contractor may use the provided Microsoft Excel template/spreadsheet in basic contract PWS Appendix G, or the Contractor may use their own format if approved by the CO and as long as the requirements in basic contract PWS Appendix G are included at a minimum. A maintenance and repair log shall be kept for each facility. For the purpose of this contract, a facility shall be defined as the collection of equipment at a given gate or location. 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 Order, and warranty status on new equipment.

This list shall include vendor, model number, serial number, installation date, warranty start date, the Contractor’s warranty expiration date, and the equipment manufacturer’s warranty expiration date (see basic contract PWS Section 10.6). The log shall also contain equipment repair costs (to the system level), deficiencies, and problem areas that need corrective work. Non-serviceable equipment shall also be listed on the maintenance log, but shall not be counted in performance metrics or covered under PM procedures. Equipment may be added to this list only with approval of the CO. The Contractor must submit any requests to remove equipment from the Order or as determined by repair expenses or other factors for consideration. Records in the log shall be maintained for the duration of the Order and turned over to the Government at completion of the Order. The maintenance and repair 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. (CDRL A001)

7. DOCUMENTATION OF MAINTENANCE AND REPAIR

7.1. QUARTERLY REPORTS

The Contractor shall provide actual dates of completed PM and SOs since the previous quarterly report and a list of pending SOs and associated work plans (including work that does not have an assigned SO, e.g. pending subcontractor proposals, warranty, etc.) that have been identified by the CO/COR or the Contractor. The Contractor shall clearly designate if the pending SO was initiated by the Government (CO/COR) or the Contractor. (CDRL A001)

7.1.1. QUARTERLY REPORTS CONTENT

The Contractor shall include the following in each quarterly report:

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

• Separate report sections for PM at each gate location

Attachment 1: Performance Work Statement Page 11 of

• Separate report section for each SO repair effort (if any)

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

• Description of parts/materials replaced, actual cost, Order number, 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

• Maintenance and Repair Log and completed PM Checklist

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

• Minutes from In-briefs

• Minutes from Out-briefs

• Minutes of Monthly Project Meetings

• Telephone Call Log

• Operational Rate

• Supporting photographs, if requested by the Government

(CDRL A001)

8. SERVICE CALLS, SERVICE ORDERS, AND ADDITIONAL

IN- SCOPE WORK

8.1. SERVICE CALL TYPES

Service Calls shall be separated into two (2) different categories: Emergency and Routine. The difference between Emergency and Routine is the on-site response time of six (6) hours for Emergency Service Calls versus twenty-four (24) hours or 1000 hours (the ordering installation’s local time) the next business day (whichever is greater) for Routine Service Calls. 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 installation security.

8.1.1. EMERGENCY AND ROUTINE SERVICE CALLS

Upon official notification by the CO/COR via the Contractor Hotline or other means, the Contractor shall have an appropriate Lead Technician contact the Government within two (2) hours to determine the scope of the problem and to attempt to resolve the situation over the telephone. If it is determined that the situation cannot be resolved via Telephone Support, the Contractor shall contact the CO/COR and request a Service Call approval to dispatch a Lead Technician to the site. The Contractor can request the CO provide the notice to proceed by telephone, text, or e-mail. The Contractor shall be proactive in pursuance of immediate repairs during Emergency/Routine Service Calls. For example, if the Contractor knows a WEDGE barrier was deployed and the shear pins need replacement, the Lead Technician should travel to the Service Call prepared to make the requisite repairs with known spare parts already in-hand or in- transit.

8.1.2. 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, that can impede traffic flow at an ACP (example, an AVB stuck in the upright position), or due to security threat levels.

Required Response Time: The Lead Technician shall be on-site within six (6) hours from approval by the CO. Within six (6) hours from arrival on-site, the Lead Technician shall complete the troubleshooting, make the needed minor repairs (NTE $400 for parts per call based on the unit price of the parts/materials per the invoice/receipt) 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. This is included in the FFP for Service Calls. If the barriers cannot be returned to operational status within six (6) hours and under the $400 minor parts threshold included in the FFP Service Call, the Contractor (Lead Technician) shall provide the CO/COR with a repair plan before the Contractor leaves the site.

After leaving the site, the Contractor shall provide the repair plan’s estimate and schedule for the proposed SO (per Section 8.2) within forty-eight (48) hours of the Lead Technician’s visit unless otherwise negotiated at the Order level. (CDRL A001)

8.1.3. ROUTINE

All other Service Calls shall be classified as Routine.

Required Response Time: The Lead Technician shall 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 CO. Within six (6) hours from arrival on-site, the Lead Technician shall complete the troubleshooting, make the needed minor repairs (NTE $400 for parts per call based on the unit price of the parts/materials per the invoice/receipt) 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. This is included in the FFP for Service Calls. If the barriers cannot be returned to operational status within six (6) hours and under the $400 minor parts/call threshold included in the FFP Service Call, the Contractor (Lead Technician) shall provide the CO/COR with a repair plan before the Contractor leaves the site.

After leaving the site, the Contractor shall provide the repair plan’s estimate and schedule for the proposed SO (per Section 8.2) within 48 hours of the Lead Technician’s visit unless otherwise negotiated at the Order level. (CDRL A001)

8.2. SERVICE ORDER

Once the qualified Lead Technician 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 (6) hours or twenty-four (24) hours) or cost (NTE $400 for parts per call) limits of the Service Call per Sections 8.1.2 and 8.1.3, the Contractor shall submit a SO for CO evaluation and approval. The official repair SO document shall include the relevant facts and proposed costs for the situation (see basic contract PWS Appendix D).

The Contractor shall be proactive in resolving repairs for the SO. For example, if the Contractor knows a WEDGE barrier was deployed and the shear pins need replacement, the Lead Technician should travel to the SO prepared to make the requisite repairs with known spare parts already in- hand or in-transit. (CDRL A001)

8.3. ADDITIONAL IN-SCOPE WORK

Contracts for the performance of maintenance, modification, and repair of various items generally contain Additional In-Scope Work requirements. Additional In-Scope 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 SO identifying the Additional In-Scope Work and, if appropriate, the CO may authorize the Contractor to proceed with the work. Additional in-scope work exceeding $3,500 will be IAW FAR 16.505(b)(1).

When Additional In-Scope Work is required, the CO may issue a modification (Standard Form

30) to the Order using the appropriate ordering period’s Additional In-Scope Work CLIN (X004). The CO will evaluate and approve a SO to execute the Additional In-Scope Work identified by the Contractor during scheduled PM or during the performance of a Service Call.

Additional In-Scope Work requests must be determined by the CO to be within the scope of the basic MAC IDIQ. 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. (CDRL A001)

8.3.1. ADDITIONAL IN-SCOPE WORK IDENTIFIED DURING

PREVENTIVE MAINTENANCE AND SERVICE CALLS

During performance of PM, or as a result of an Emergency/Routine 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 SO indicating the date of completion to make the repair to include labor, material, travel, and incidental costs to accomplish the work. When an Order requires work not covered by PM/Service Calls, the Contractor shall not continue with any of the additional work discovered unless the CO authorizes it. The additional work authorization may be in the form of a modification to the Order on a Standard Form 30 issued by the CO, using the appropriate ordering period’s Additional In-Scope Work CLIN (X004) and establishing a separate subline (referred to as SubCLIN) for each instance of additional work. All additional work requirements must be determined by the CO to be within the scope of the Order and basic MAC IDIQ, and the price of the additional work must be determined to be fair and reasonable by the CO.

Standard practice shall be to schedule and conduct non-critical Additional In-Scope Work during the normal PM cycles in order to reduce the amount of travel costs. Contractors are highly encouraged to prevent, mitigate, and eliminate unnecessary expense. In the case of critical repairs, it may be necessary for the Contractor to return to the installation outside the scheduled PM cycle to complete repairs once the materials become available.

8.3.2. ADDITIONAL IN-SCOPE WORK/SERVICE ORDER INFORMATION

The Contractor shall submit a Statement of Work (SOW) and an itemized breakdown of the cost or pricing data which has sufficient enough detail to substantiate all costs proposed for the SO.

The breakdown shall describe all repairs involved for the Additional In-Scope Work. The following information shall be included in all SOs (see basic contract PWS Appendix D):

• The longest lead time for parts/items (or services, if applicable) must be indicated on the first page. Authorization shall be requested for long lead parts/items which have a delivery period in excess of two (2) weeks.

• A SOW that is sufficiently detailed such that the work in the estimates provided can be tied back to the scope of the Order and basic MAC IDIQ. 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.

• Submit the facility request for maintenance on Air Force Form 332 (http://static.e-publishing.af.mil/production/1/af_a4/form/af332/af332.pdf), if applicable.

• Provide the total cost for labor, material, travel, and other costs for the Additional In-Scope Work.

Material Pricing: Sufficient information must be provided for each SO 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. In the case of proprietary equipment, the Contractor shall provide documentation that the prices provided have been charged on other contract numbers or on the General Services Administration’s (GSA) price lists. 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 quarterly report.

Used or refurbished parts are acceptable if the Contractor’s proposal identifies it as providing benefit to the Government.

Work hours, types of personnel performing the work (see basic contract PWS Section 3), 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 SO shall be emailed to the Ordering CO with the following subject line:

Order Number, Service Order Number, Priority Level, and Site/Location

9. PERFORMANCE EVALUATION

9.1. SURVEILLANCE

Verification of performance objectives and surveillance for actual VB M&R services will be accomplished through CORs at the installation/base level for individual Orders. CORs will perform inspections and surveillance IAW the base-specific Quality Assurance Surveillance Plan (QASP), which shall contain the information within PWS Table 2: Services Summary (Note:

additional performance objectives may be added at the Order level as required). The COR will http://static.e-publishing.af.mil/production/1/af_a4/form/af332/af332.pdf http://static.e-publishing.af.mil/production/1/af_a4/form/af332/af332.pdf http://static.e-publishing.af.mil/production/1/af_a4/form/af332/af332.pdf evaluate Contractor performance of the services listed in Table 2: Services Summary to determine if the performance thresholds are met, and all surveillance will 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 five (5) business days. Re-performance is the preferred method of correcting any unacceptable performance. If performance is still unacceptable 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.

9.2. METHODS

Surveillance methods include review of quarterly reports, periodic surveillance, CDRL submission, 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 basic contract PWS Section 6.2) or Contractor performance.

9.3. 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 F 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.

9.4. DELIVERABLES

RESERVED

9.5. PERFORMANCE METRICS

Performance of a service shall be evaluated to determine whether or not it meets the established performance threshold (see PWS Table 2). 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 2: SERVICES SUMMARY

SERVICE PWS

REFERENCE

PERFORMANCE

STANDARD AND

ACCEPTABLE QUALITY

LEVEL

SURVEILLANCE

METHOD

Barrier System Operational Rates 1.2, 1.3, 4.3, 9.3 96% operational rate as described in PWS Section 9.3

Review of Quarterly Reports and Periodic Surveillance

Full Preventive Maintenance (PM) 1.3.1 100% performance of PM requirements

Review of Quarterly Reports and Periodic Surveillance

Contractor Hotline 1.3.1.3 100% of calls responded to within the specified timeframe

Review of Quarterly Reports and Periodic Surveillance

Telephone Support 1.3.1.4 100% of calls responded to within two (2) hours by qualified Lead Technician

Review of Quarterly Reports and Periodic Surveillance

Emergency/Routine Service Call Repairs 8.1

100% of Service Call repairs made within specified timeframe without a callback

Review of Quarterly Reports and Periodic Surveillance

Emergency/Routine

8.1.2, 8.1.3 100% of Service Calls responded to within specified timeframe by qualified Lead

Review of Quarterly Reports and Periodic Surveillance

Deliverables 9.4 100% on-time delivery to the Government

Review of CDRL Deliverables

Customer Satisfaction

9.5 Satisfactory rating from all

sites

Periodic Surveys, Customer Complaints

10. GENERAL, ADMINISTRATIVE, AND SECURITY

INFORMATION

10.2. HOURS OF OPERATION

Maintenance, periodic inspection, and repair services are normally provided during non-peak hours and working days, excluding legal Federal and National holidays. The Contractor may find it necessary to deviate from the normal base hours of operation to ensure timely completion of work under this PWS at no additional cost to the Government. The Contractor shall coordinate the work schedule with the CO/COR identified in the Order. Base hours of operation are 0730 to 1630. The Sumter Gate maintenance shall be conducted at 1800 hours, after gate closure.

Federal Holidays

New Year’s Day - 1 January Martin Luther King Day - 3rd Monday in January Washington’s Birthday - 3rd Monday in February Memorial Day - Last Monday in May

June 19th - June 19th Independence Day - 4 July Labor Day - 1st Monday in September Columbus Day - 2nd Monday in October Veteran’s Day - 11 November Thanksgiving Day - 4th Thursday in November Christmas Day - 25 December

If these holidays fall on Saturday, the preceding Friday will be observed. If these holidays fall on Sunday, the following Monday will be observed. If a holiday falls on a scheduled service day, the Contractor will be responsible for rescheduling services for the first day post the holiday observance.

10.7. PERFORMANCE OF SERVICES DURING CRISIS DECLARED BY

THE NATIONAL COMMAND AUTHORITY

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. The services provided for by this contract are deemed mission-essential during crisis and emergencies and shall continue normal operation. See Department of Defense Federal Acquisition Regulation Supplement (DFARS) Clause 252.237-7023, Continuation of Essential Contractor Services, in the basic MAC IDIQ.