Attachment 1 - PWS LSHV Fan 10 Aug 2026.pdf

PWS dated 10 Aug 2026 Page 1 of 15

PERFORMANCE WORK STATEMENT

INSPECTION AND SUSTAINMENT OF

LOW-SPEED HIGH VOLUME (LSHV) INDUSTRIAL FANS.

12 MXG/MXOP

The 12th Maintenance Group (12 MXG/MXOP) requires a service maintenance contract for the annual preventative maintenance of twenty-one (21) existing ceiling mounted industrial fans and replacement of three (3) of those fans to maintain operational readiness at the Joint Base San Antonio, Randolph Air Force Base (JBSA-Randolph) aircraft hangars.

Effective air circulation in flight line facilities is critical for personnel safety, aircraft performance, and overall mission success. Since installation five years ago, the fans have not been serviced, increasing the risk of mechanical failure. An inoperable fan system poses a significant threat to both personnel (heat-related injuries) and sensitive aircraft components. This contract proactively maintains the integrity and safety of these vital hangar environments and mitigates the risks associated with equipment failure.

1.0 SCOPE. This PWS defines the requirements for a non-personal services to provide maintenance, repair, and installation at JBSA-Randolph. The contractor shall provide all supervision, labor, tools, materials, parts, transportation, and equipment (including all necessary lift equipment) to replace inoperable existing fans, perform annual preventative maintenance, diagnostics, and optional repairs for twenty-one (21) fans located across five (5) buildings.

1.1 Non-Personal Services. The government will neither supervise contractor employees, nor control the methods the contractor performs the required tasks, nor prepare work schedules for individual contractor employees; however, the contractor shall consider the Government’s duty hours and work schedule. If the contractor feels that any actions constitute or are perceived to constitute personal services, the contractor shall notify the Contractor Officer (CO) immediately.

2.0 APPLICABLE DOCUMENTS. The contractor shall comply with the following documents and standards in the performance of this contract:

• Original Equipment Manufacturer (OEM) Maintenance and Safety Manuals

• National Electrical Code (NEC) Standards

• Air Force Occupational Safety and Health (AFOSH) Standards

• National Fire Protection Association (NFPA) Standards

• Unified Facilities Criteria (UFC) and applicable ETL fire safety standards

3.0 REQUIREMENT

3.1 Annual Preventative Maintenance. The Contractor shall perform annual preventive maintenance (PM) on all twenty-one (21) fans during each period of performance. To ensure standardized annual intervals, the Contractor shall execute the required PM event no earlier than four (4) months and no later than seven (7) months into the period of performance. All twenty-one

PWS dated 10 Aug 2026 Page 2 of 15

(21) fans shall be inspected, cleaned, and maintained in accordance with Original Equipment Manufacturer (OEM) specifications. The Contractor shall coordinate the specific PM visit date with the Mission Partner at least 14 calendar days in advance of the scheduled event. The contractor shall perform the following specific tasks:

• Inspect hub and airfoils for signs of damage.

• Remove airfoils for further inspection if hub material is cast aluminum.

• Check tightness of all mounting hardware with a torque wrench to OEM specifications.

• Check breather cap and oil levels (if applicable) and inspect for any signs of leakage.

• Check safety cables and guy wires for proper tension and security.

• Check and verify the fan mounting method, ensuring the fan is plumb and level.

• Inspect the entire fan assembly for signs of corrosion, discoloration, pitting, or flaking.

• Visually inspect all welds and supplemental steel supports.

• Verify electrical connections, wiring methods, and raceway isolation.

• Verify fault history, check for proper fuse sizing, and ensure maximum Hz has not been changed in the VFD.

• Inspect for any physical damage to the fan or controller and clear any debris from the VFD.

3.1.1 The Contractor shall provide all management, labor, tools, and materials necessary to inspect, maintain, and repair or replace industrial fans, to include associated electrical components, and safety markings. The contractor shall provide the documentation of inspection, maintenance, and repair. Inspections include checks for:

• Inherent structural weakness

• Corrosion and Severed item

• Improper installation or Improper use

• Design defects

• Electrical defects (to include electrical switches)

• Failure (signs or evidence of electrical, structural, or mechanical failure)

• Evidence of stress/buckling/fatigue/etc.

• Fan blade defects

• Missing hardware or Loose hardware

• Wildlife related damage or Wildlife intrusion

• Other discrepancies

3.1.2 Site Management. Provide a single point of contact (POC) for management of all industrial fan sustainment activities to communicate to the COR and CO.

3.1.3 Certifications and Licensing. Contractor is responsible and shall ensure any maintenance or repairs requiring licensing or certification shall only be performed by contractor personnel with the appropriate licensing and/or certifications.

3.2 Initial and Semi-Annual Inspections. The Contractor shall perform an Orientation assessment in conjunction with the initial inspection within 45 days after contract award. The

PWS dated 10 Aug 2026 Page 3 of 15 orientation shall also serve as a post award conference for planning purposes. Upon the initial or orientation inspection, any obvious defects pertaining to the maintenance and condition of each industrial fan shall be identified, documented as a written report, and reviewed with the COR.

Thereafter, semi-annual inspections will commence throughout the life of the contract period. 180 days after contract award, the contractor will perform the Semi-Annual Inspection. The contractor will submit findings NLT 7 days after the semi-annual inspection is completed.

3.2.1 The contractor shall provide the written reports and shall submit the details of the inspections to the COR (including the orientation or initial and all semi-annual inspections). See Appendix D for further information regarding the format of using Microsoft Excel spreadsheet.

This documentation shall be submitted no later than 15 days upon all inspections.

3.2.2 At any time during the inspection, should the diagnostics disclose an immediate work order or maintenance, or if there’s any problems affecting maintenance, the contractor shall report the problem immediately to the COR. See paragraph 3.6.2 for work priorities.

3.3 Existing fans: The maintenance includes monthly inspections on the existing fans, identifying and repairing fatigue or damages parts, and preventative maintenance services.

Type of Fans: Macro Air and Big Ass Fans Location of Fans: *See Appendix E for LSHV location map.

LSHV Fans Locations* Number of Fans Fan Identification

Numbers Ceiling Fan Height from Floor

Hangar 3 2 1, 2 16’ Hangar 4 3 3, 4, 5 16’ Hangar 5 3 6, 7, 8 16’ Hangar 7 1 9 16’ Hangar 16 2 10, 11 16’ Hangar 40 3 12, 13, 14 35’ Hangar 41 3 15, 16, 17 35’ Hangar 42 2 18, 19 20’ Hangar 44 2 20, 21 20’

TOTALS 21

3.4 Replace three (3) new fans: The contractor shall provide all supervision, labor, tools, materials, parts, transportation, and equipment to replace broken fans. The work includes removal of the existing fans, removal of debris, installation of the new fans and all supplemental parts, wiring, securing the fans, testing, and deployment. Contractor shall submit product data and warranties to replace the existing inoperable fans and obtain approval of submittal(s).

3.4.1 The supply and installation of the 3 LSHV Overhead Ceiling Fans and the work includes unit disposal, mounting hardware installation, electrical wiring, safety cable anchoring, and

PWS dated 10 Aug 2026 Page 4 of 15 system testing. The replacement of the fans shall include controller testing and commissioning, mounting and securing the brackets inside the hangar and routing all appurtenances as required, such as electrical branch wiring to existing panel box.

Type of Fans: Macro Air Fans ( existing model 24xl2006) Location of Fans: *See Appendix E for LSHV location map.

3.5 Diagnostics and Repair Services.

3.5.1 Diagnostics: The contractor shall conduct a diagnostic evaluation of any fan exhibiting failure to determine the root cause and provide actionable repair recommendations. The diagnostic process shall include visual inspection, electrical system troubleshooting, mechanical assessment, and a review of fault codes. See paragraph 5.3 for details regarding PMP.

3.5.2 Repairs: Upon the Contracting Officer’s (CO) authorization, the contractor shall execute repairs identified in the diagnostic reports to restore the full operational capability of the fan(s). The contractor shall provide all necessary parts, materials, and labor for authorized repairs and conduct operational testing upon completion.

3.6 Repair Quotes and Service Orders. The contractor is responsible for providing a detailed quote for any required repairs. To assist the Government in determining fair and reasonable pricing, the contractor shall include comparative pricing for replacement parts. The contractor shall not proceed with any repair work without prior written authorization from the Contracting Officer (CO) and COR.

3.6.1 Within three (3) business days of completing the on-site diagnostic evaluation, the contractor shall submit a formal Repair Quote to the COR containing the following:

Quote Component Required Details

Diagnostic Findings The root cause of the failure and recommended repair actions.

Breakdown & Price Comparison

An itemized list of parts, labor hours, and materials. For replacement parts, the contractor shall attach at least two (2) vendor prices (e.g., quotes, catalog screenshots, or links) to demonstrate market fairness.

Schedule & Lead Time Estimated time to receive parts and complete the repair.

Warranty Impact Confirm length and warranty coverage.

3.6.2 Estimated Time to Repair (ETR). Coordinate and establish an ETR with the COR for industrial fan repairs. Provide written status as changes occur within 8 hours of a known change to the

LSHV Fans Locations

Fan Identification Numbers

Ceiling Fan Height from Floor

Hangar 3 1 16’ Hangar 4 4 16’ Hangar 41 17 35’

PWS dated 10 Aug 2026 Page 5 of 15 planned schedule.

3.6.3 Work Clearance and Permits. Coordinate work with the COR and 502 CES, as required, to obtain any necessary welding permits IAW base operating instructions.

3.6.4 Work Priorities. The contractor shall include, in its maintenance plan, procedures for assessing, scheduling, and performing unscheduled emergencies, urgent, and routine corrective maintenance as follows:

• Emergency Maintenance is classified as an immediate response to repair hardware or structural failure that renders the industrial fans unserviceable and/or unsafe. The contractor shall have the capability to assess the emergency conditions within 24 hours of notification. Ceiling mounted industrial fans will need to be inspected if there is a fire emergency inside the hangar. Scope shall be limited to the work necessary to eliminate the emergency conditions (i.e., assessment and temporary repair - except where permanent repair is more practical). The contractor shall initiate actions necessary to render the industrial fan “safe” within 24 hours of assessment. For events so catastrophic that 24-hour alleviation is not possible, written justification and communication must be provided to the COR. Once the emergency condition has been alleviated, the condition shall be re-categorized as urgent or routine (if applicable).

• Urgent maintenance is classified as a condition that, if not acted upon immediately, is likely to create an emergency maintenance situation or is a safety hazard (example: a fan blade coming loose). The contractor shall have the capability to be on site to begin assessing the urgent condition within 48 hours of notification. The contractor shall initiate and complete urgent action repairs within 24 hours of assessment unless written communication stating otherwise has been obtained from the COR.

• Routine maintenance is classified as all other maintenance actions. The contractor shall incorporate routine maintenance into a planned work schedule. Contractor shall coordinate at least 2 weeks prior with the COR.

3.7 Warranty Coordination. The contractor shall coordinate all warranty claims. In addition, all new fan components and parts shall be covered by a manufacturer's warranty for a minimum of one year. A copy of the warranty with pertinent information shall be provided to the COR and to the CO to maintain in the contract documents. For any fans or components under existing warranty, the contractor shall ensure repairs do not void existing warranties and shall not perform any work that could invalidate a warranty without prior written authorization from the COR.

3.8 Scheduling. Schedule work with the COR to minimize disruptions to mission requirements.

Coordinate inspections 30 calendar days in advance and schedule with COR. See paragraph

3.6.4 for scheduling emergencies or urgent maintenance. For cancellations, the contractor shall notify the COR one week in advance and no later than 24 hours prior as a final urgent notice.

3.9 Disruption. Coordinate disruptions with the COR prior to starting work. Provide notification

PWS dated 10 Aug 2026 Page 6 of 15 at least 14 working days prior to disruption (e.g., power outages, blocked access, inspection processes, maintenance processes, repair processes, cleaning, and/or spraying) for work other than emergency or urgent maintenance. Disruptions shall provide the least amount of customer inconvenience. Notify the COR (format to be provided by the COR) to confirm the disruption within 24 hours of expected downtime due.

3.10 Access to Facilities. The contractor shall be allowed access to government facilities subsequent to transition start date. Access shall not interfere with the work efforts others. COR shall arrange access to ensure interference does not occur. The contractor shall be able to familiarize personnel with aircraft hangars.

3.11 Assuming Functional Responsibility. The contractor shall designate a primary contract manager (CM) who shall have full authority to act on all matters relating to the contract and who will assume responsibility for all executable functions. The contractor shall submit the name and phone number(s) to the Contracting Officer (CO) and COR.

4.0 SERVICES SUMMARY. The Service Summary (SS) outlines the minimum standards with delivery method and promotes continuous improvements in contractor performance.

Performance Objective PWS Para. Method of Surveillance

1 Preventative Maintenance 3.1 Conduct all listed inspections and maintenance tasks per OEM standards.

100% compliance.

Deliverables, Warranty, and Preventative Maintenance Plan.

5.0, Appendix

B, 3.7, and 5.3.

100% Inspection of deliverables, Warranty Calls, and records of diagnose faults.

3 Unscheduled Maintenance & Repairs Diagnostic & Repairs

3.5.2, 3.6.4, and

3.5

Accurately diagnose faults and restore fan to full operational capability and 95% of the repairs are successful on first attempt. 100% Inspection of Service Call Records

4.1 General Guidance: Only the Contracting Officer’s Representative (COR) or the designated alternate COR has the authority to inspect, accept, or reject all deliverables (see paragraph 2.6 for more information on deliverables).

4.2 Quality Assurance: The government is responsible for evaluating the contractor's performance. For the tasks listed on the Service Summary (SS), the COR shall follow the methods of surveillance specified in the Quality Assurance Surveillance Plan (QASP). The COR shall record all surveillance observations. COR surveillance of tasks not listed in the SS or by methods other than those listed in the SS may occur on an as needed basis.

4.3 Quality Assurance Meetings. The Contracting Officer (CO) may require the contractor to meet with the CO, Contract Specialist (CS), COR, and other government personnel as deemed necessary. The contractor may request a meeting with the CO when necessary. Written minutes

PWS dated 10 Aug 2026 Page 7 of 15 of any such meetings shall be recorded by the COR. A copy of the minutes shall be sent to all attendees via e-mail, and a copy of all recorded minutes shall be provided to the contractor, and a copy shall be placed in the official contract file for recordkeeping purposes. In the event the contractor does not concur with any portion of the minutes, exceptions to the minutes shall be provided, in writing, to the CO within ten (10) working days following receipt of the minutes. Final resolution to exceptions taken by the contractor resides with the CO.

4.4 Contractor’s Quality Control Plan (QCP). The Contractor shall provide and maintain a QCP that includes the requirements incorporated into this PWS. A short version QCP shall be submitted with quote; however, a comprehensive final QCP shall be submitted to the Contracting Officer within thirty (30) days of the date of award and shall be approved by the Government. The contractor shall be responsible for the expectations of the services, the technical elements of the work, and the actual performance of each; plus, the responsiveness and adherence to schedules, the management of contractor team's efforts including the level of understanding of the mission.

4.5 Performance Management. The contractor shall develop, document, implement, maintain, and continuously improve a comprehensive QCP that assures compliance with all requirements of this PWS in general, and specifically address those items identified in the Service Delivery Summary table. The QCP shall address frequency/interval, numbers and types of quality control (QC) inspections, the qualifications of personnel accomplishing those tasks, and how the contractor shall control the quality of any subcontractors. The contractor shall submit the QCP to the CO with their proposal.

4.6 Quality Control Manager. The contractor’s QC Manager shall lead the contractor’s quality control efforts in establishing and implementing the QCP. The contractor shall train personnel in effective methods and techniques for inspecting the contractor’s conformance to requirements.

The contractor shall act as the focal point for inspections, analysis of inspection results, corrective actions, and reports.

4.7 Performance Evaluation. Contractor performance outputs are subject to surveillance by a government COR to ensure PWS compliance. At a minimum, the contractor shall all tasks listed in the subparagraphs below when it comes to performance evaluation.

4.7.1 Non-Conformances. Take effective corrective action(s) for any non-conformance identified during internal or government surveillance.

5.0 DELIVERABLES AND OTHER REPORTING REQUIREMENTS - Acceptance of final documents is subject to Government approval. All deliverables shall be submitted via email to the COR.

5.1 Maintain and electronically submit maintenance documentation to the COR in a Microsoft Excel spreadsheet format as recommended in Appendix C, Maintenance Documentation.

Maintenance documentation shall include industrial fan condition (serviceable/unserviceable – see definition), scheduled/unscheduled maintenance activities, discrepancies, corrosion control actions, repairs needed, corrective actions, identified trends in discrepancies, and metrics.

PWS dated 10 Aug 2026 Page 8 of 15

5.2 All documentation shall be considered an integral part of this contract and shall be nonproprietary in nature. The maintenance documentation shall be submitted if any activities have been performed or changed. If no activities have been performed, documentation shall be submitted stating the reason(s) why it was not needed. All semi-annual documents shall be reviewed with the COR and submitted for the previous 180 days not later than the 15 calendar days after the start of the next semi-annual inspection.

5.3 Preventative Maintenance Plan (PMP). The contractor shall submit a plan that provides details on how the contractor shall address and successfully complete all the requirements as stated in all the paragraphs of section 3.0 and 5.0 of the PWS. This will include how the ceiling mounted industrial fans shall be maintained and the performance of preventive maintenance in accordance with manufacturer’s recommendations. The PMP shall be submitted to the COR and Contracting Officer (CO) NLT 45 days after contract award and shall be non-proprietary.

5.4 Reference Material. Maintain copies of applicable industrial fan manuals, drawings, specifications, etc. for use in inspection, preventive maintenance, and/or repair IAW Industry standards. Provide copies to the COR, as requested.

SECTION 6: HOURS OF OPERATIONS

6.1 Period of Performance. 12 months

6.2 Duty Hours. Base hours of operation are 7:30 a.m. – 4:30 p.m. Monday through Friday.

Flightline hours are 24 hours per day. The contractor may find it necessary to deviate from the normal base hours of operation to ensure timely completion of work. If the contractor determines it is necessary to work non-standard hours, the work will be completed at no additional cost to the Government. Work scheduled but not accomplished because of base closure due to weather, exercise, or actual alert, will be accomplished as soon as possible after reopening the base.

Scheduled Holidays. Below is a list of the holidays recognized and published by the Department of War. Family days and down-days declared by the AFAC Commander is considered a duty day and is not included in the definition of a holiday.

• New Year's Day January 1

• Birthday of Martin Luther King, Jr. Third Monday in January

• Washington's Birthday Third Monday in February

• Memorial Day Last Monday in May

• Juneteenth National Independence Day June 19

• Independence Day July 4

• Labor Day First Monday in September

• Columbus Day Second Monday in October

• Veterans Day November 11

• Thanksgiving Day Fourth Thursday in November

• Christmas Day December 25

Note: Any of the above holidays falling on a Saturday may be observed on the preceding Friday; holidays falling on a Sunday may be observed on the following Monday depending

PWS dated 10 Aug 2026 Page 9 of 15 on which day the recognition day is declared.

6.0 SAFETY

6.1 Contractor Liability. The contractor shall be liable and responsible for non-compliance of environmental safety and health (ES&H) provisions and pay all fines and fees resulting from improper contractor actions and/or processes.

6.2 Spill Notification. Notify the CO and the COR immediately of any pollution incident, as per base requirements. The contractor shall also report spills to the base Environmental Office at 210-652-4668.

6.3 Safety and Health (S&H) Program. Establish responsibilities and procedures required to effectively administer compliance with Air Force (AF) Occupational Safety and Health (AFOSH) and Occupational Safety and Health Administration (OSHA) Standards.

6.4 Safety Notification and Reporting. Notify the CO and the COR of any mishap involving contractor personnel, AF assets, or AF operations, which resulted in an injury, illness, or damage.

Establish internal mishap notification procedures and brief all contractor personnel. Document and report any mishaps to the COR immediately. Provide a copy of all mishap reports to the CO and the COR. Injuries to contractor personnel shall be reported IAW OSHA requirements.

Maintain copies of all mishap reports for one year.

6.5 Site Conditions. Work will take place in an active hangar. To minimize outage and down time all work will need to be coordinated with 12th Maintenance Group. The Contractor shall furnish and maintain adequate barricades, and warning signs, on the job site. The contractor shall clean up their debris on daily basis when required. When parking near the hangars, vehicles will remain in the designated parking lot unless they are required inside the hangar to service the industrial fans. If the contractor requires access to the flightline, the contractors must comply with appropriate speed limits and aircraft wing tip clearance requirements (5 MPH within 25 feet of aircraft, 10 feet circle of safety, etc.). Prior to entering or driving on the flightline the contractor will need to complete Airfield Controlled Area Training and Airfield Driver’s Training with JBSA Randolph Airfield Management. The contractor must notify Airfield Management no later than 7 days prior to schedule Airfield Controlled Area Training and Airfield Driver’s Training.

7.0 SECURITY

7.1 Traffic Laws. The contractor and its employees shall comply with base traffic regulations.

7.2 Weapons, Firearms, and Ammunition. Contractor employees shall not possess weapons, firearms, or ammunition on themselves, or within any vehicle, while on any military installation.

7.2.1 Laws, Directives, and Regulations. Contractor shall comply with Security procedures.

7.2.2 Terminations. Remove employees identified as potential threats to the health, safety, PWS dated 10 Aug 2026 Page 10 of 15 security, general well-being or operational mission of the installation or its population, or failure to comply with laws, regulations, and directives of the appropriate MAJCOM.

PWS dated 10 Aug 2026 Page 11 of 15

APPENDIX A - DEFINITIONS

Configuration Management – physical attributes or characteristics. Installation of original hardware/equipment.

Corrosion – the electrochemical oxidation of metals in reaction with an oxidant such as oxygen.

Can occur in any environment.

Fatigue – the progressive and localized structural damage that occurs when a material is subjected to cyclic loading.

Fracture – the (local) separation of an object or material into two, or more, pieces under the action of stress.

Fraying – to strain; chafe. To wear away (the edges of fabric, for example) by rubbing. To become worn away or tattered along the edges. A frayed or threadbare spot, as on fabric.

Hardware – a general term for items such as fasteners, bolts, washers, wire, turn buckles, etc.

Performance Work Statement (PWS) – specifies the government's requirements for services to be performed.

Serviceable – safe for use and discrepancies do not pose a hazard to personnel, equipment and/or aircraft. Unit can expand upon specifics for this definition.

Structural Failure – loss of the load-carrying capacity below manufacturer’s design. Can refer to a component or member within a structure or of the structure itself.

Unserviceable – presents a danger to personnel, equipment and/or aircraft/flight safety. Unit can expand upon specifics for this definition.

Wear – erosion or sideways displacement of material from its "derivative" and original position on a solid surface performed by the action of another surface. Wear is related to interactions between surfaces and more specifically the removal and deformation of material on a surface as a result of mechanical action of the opposite surface.

PWS dated 10 Aug 2026 Page 12 of 15

APPENDIX B - DELIVERABLES

DELIVERABLE PWS REFERENCE DUE DATE

Preventative Maintenance Plan 5.3 45 days after contract award

(PMP)

Initial and Semi-Annual Maintenance

3.2 Semi-Annual

Work Schedules 1.1 NLT 30 days before work is scheduled

Quality Control Plan (QCP) 4.4 To be submitted with proposal

Semi-Annual Inspection Report

3.2

NLT 7 days after inspection is accomplished

PWS dated 10 Aug 2026 Page 13 of 15

APPENDIX C - MAINTENANCE DOCUMENTATION

LSHV Fans Maintenance Documentation Sheet

Fan # Date Inspected

Discrepancy Corrective Action(s) Corrosion

Control Actions

ECD

Contractor Repair Needed

Repair Cost

PWS dated 10 Aug 2026 Page 14 of 15

APPENDIX D - SEMI-ANNUAL INSPECTION REPORT

LSHV Fans Maintenance Documentation Sheet Fan # Date

Inspected Discrepancy Corrective Action(s)

Corrosion Control Actions

ECD

Contractor Repair

Needed Repair

Cost

PWS dated 10 Aug 2026 Page 15 of 15

APPENDIX E – LSHV FAN

LOCATIONS:

2 Fans

2 Fans