Attachment 1 - PWS Vehicle Barrier Maintenance 30 Oct 2024 Final.pdf

PERFORMANCE WORK STATEMENT

VEHICLE BARRIER MAINTENANCE AND REPAIR SERVICES

LITTLE ROCK AFB, ARKANSAS 72099

30 October 2024

Table of Contents

1. DESCRIPTION OF SERVICES AND REQUIRED TASKS

1.1. DESCRIPTION OF SERVICES

1.2. DESCRIPTION OF REQUIRED TASKS

1.2.1. PREVENTIVE MAINTENANCE

1.2.1.1. TECHNICAL DATA

1.2.1.3. CONTRACTOR HOTLINE

1.2.1.4. TELEPHONE SUPPORT

1.2.1.5. ANNUAL TRAINING

1.2.1.6. PAINT/CORROSION CONTROL

1.2.1.7. MINOR REPAIRS

1.2.2. ADDITIONAL IN-SCOPE WORK IDENTIFIED DURING PREVENTIVE

MAINTENANCE

1.2.3. MAINTENANCE AND REPAIR LOG

2. GOVERNMENT RESOURCES

2.1. GOVERNMENT PARTS/ITEMS

2.2. BASE SUPPORT SERVICES

2.3. UTILITIES

3. CONTRACTOR PERSONNEL AND QUALIFICATIONS

3.1. CONTRACTOR AND SUB-CONTRACTOR QUALIFICATIONS

3.2. LEAD TECHNICIAN

3.3. BARRIER TECHNICIAN

3.4. NON-QUALIFIED BARRIER TECHNICIAN

3.5. WELDING

3.6. ELECTRICAL

4. SAFETY/ENVIRONMENTAL

4.1. GENERAL

4.2. VOLUNTARY PROTECTION PROGRAM (VPP) AND INCORPORATION OF

SAFETY AND HEALTH PLAN

4.3. BARRIER OPERATIONS

4.4. GREEN PROCUREMENT PROGRAM (GPP)

4.5. ENVIRONMENTAL MANAGEMENT

5. REQUIRED MEETINGS AND BRIEFINGS

5.1. PROJECT MEETINGS

5.2. PREVENTIVE MAINTENANCE OR SERVICE ORDER IN/OUT BRIEFS

5.2.1. GENERAL

5.2.2. IN-BRIEFS

5.2.3. OUT-BRIEFS

6. PLANS AND DATABASES

6.1. OPERATIONS AND MAINTENANCE PLAN

6.2. 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 METHODS

9.2. BARRIER SYSTEM OPERATIONAL RATES

9.3. DELIVERABLES

9.4. PERFORMANCE METRICS

10. GENERAL, ADMINISTRATIVE, AND SECURITY INFORMATION

10.1. PUBLIC DISCLOSURES

10.2. HOURS OF OPERATION

10.3. WORK COORDINATION

10.4. WORK AREA

10.5. REPLACEMENT EQUIPMENT DISPOSITION

10.6. WARRANTY

10.7. PERFORMANCE OF SERVICES DURING CRISIS DECLARED BY THE

NATIONAL COMMAND AUTHORITY

10.8. CONTRACTOR MANPOWER REPORTING

10.9. GOVERNMENT DATA RIGHTS

11. APPENDIXES

1. DESCRIPTION OF SERVICES AND REQUIRED TASKS

1.1. DESCRIPTION OF SERVICES

1.1.1. The Contractor shall provide all certified personnel, labor, equipment, supplies, tools, materials, supervision, travel, periodic inspection, minor repair, and other items and services necessary to provide maintenance for vehicle barrier systems at Little Rock Air Force Base, AR 72099 in accordance with all Federal and State of Arkansas law, DOD and Air Force manuals, instructions or regulations. Contractor shall be trained and certified in maintenance and repair of Barrier-One vehicle arrestor systems, with training and familiar with the operations on multiple manufacturer types of systems and drop arms.

1.1.2. The Government will neither supervise contractor employees nor control the method by which the contractor performs the required contract tasks. It shall be the responsibility of the contractor to manage its employees and to guard against any actions that are of the nature of personal services or give the perception of personal services. If the contractor feels that any actions constitute, or are perceived to constitute personal services, it shall be the contractor’s responsibility to notify the Contracting Officer (CO) immediately. These services shall not be used to perform work of a policy/decision making or management nature, (e.g., inherently governmental functions). All decisions relative to programs supported by the contractor shall be the sole responsibility of the Government.

1.1.3. Vehicle barrier systems include, but are not limited to, support equipment such as 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, associated computerized systems, control cabinets, and drop arm systems.

1.1.4. Work shall comply with all applicable commercial, manufacturer and United States (US) military standards/specifications as well as Federal, State, and local laws and regulations. It is the Contractor’s responsibility to manage the execution of the PWS requirements in such a manner as to maintain equipment operational rates IAW this PWS.

1.1.5. For the purpose of this PWS, a barrier shall be defined as a crash rated 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, a single wedge barrier operated by independent actuators, or a bank of bollards not-to-exceed (NTE) four (4) bollards that operate as a single unit.

1.2. DESCRIPTION OF REQUIRED TASKS

1.2.1. PREVENTIVE MAINTENANCE

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

The Contractor shall provide a total of four (4) each quarterly 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 stated in the resultant contract. 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 to include fluid and filter changes 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), nitrogen, video processing cards, 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 PWS 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 PWS Section 8.3).

1.2.1.1. 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 solicitation bid if the Government does not provide this information for the vehicle barrier and equipment to the contractor with the contract solicitation. (Appendix A)

1.2.1.2. 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 barrier heaters (as applicable), drainage systems, in-ground vehicle detection, and Infrared detection systems are operating properly.

1.2.1.3. 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 contract 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 the contract 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 the AF installation’s concerns and following up on unresolved requests.

1.2.1.4. 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 Contracting Officer (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).

1.2.1.5. ANNUAL TRAINING

The Contractor shall provide annual training sessions to facilitate proper use and operation of barrier systems at each barrier site covered under this contract. 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.

1.2.1.6. 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. Cover exterior shall be painted in colors following the base paint scheme of Van Dike Brown Sherwin Williams number SW7041 or equivalent with approval of the CO or COR.

For hot dipped steel component touch-up, the Contractor shall use zinc-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 thickness for the paint must be 50 percent more than the surrounding coating thickness, but not greater than 4.0 mils (100 μm). Any zinc coating must be approved in advance through 19 CES Environmental Section.

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. Any sandblasting operations shall be coordinated with the Government Representative and CO prior to any operation being performed. Contractor shall have an action plan for coordination with 19 CES Environmental Flight on methods and cleanup of media.

1.2.1.7. 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. Minor repairs consist of $1000 per barrier per quarter for parts and materials and shall be included in the FFP. The $1000 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 eight (8) barriers each quarter would provide an aggregate $8000 allowance for minor parts/materials each quarter to be used on any combination of the eight (8) barriers within this contract. If the aggregate amount of total repair parts was $10,000, the Contractor is responsible for the first $8000 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 modification.

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.

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/Government Representative immediately of the irreparable status of the barrier or barrier system.

1.2.2. 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 PWS Sections 8.2 and 8.3).

1.2.3. 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 PWS Section 6.2). The Contractor may use their own format if approved by the CO and as long as the requirements are met. 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.

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 preventive maintenance, 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 storage option (see PWS Section 8.2).

2.2. BASE SUPPORT SERVICES

The Government will provide emergency (police, fire, and medical) services at the installation level.

The contact information is as follows: Police, Fire and Medical services can be requested by dialing 911 from any base phone. If using a cell phone, 911 service can still be used but state that the emergency is located on Little Rock AFB.

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.

3. CONTRACTOR PERSONNEL AND QUALIFICATIONS

3.1. CONTRACTOR AND SUB-CONTRACTOR QUALIFICATIONS

The Contractor shall provide personnel possessing the skills, knowledge, and training to satisfactorily perform the services required, and shall submit documentation to the CO/COR prior to work starting that the employees who will work on the contract hold the credentials needed to perform VB M&R as described in the sections below. 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) Lead Technician and one (1) Barrier Technician.

3.2. LEAD TECHNICIAN

The Lead Technician performing the work shall be trained on the specific barrier(s) at the military installation and have no less than three (3) years minimum of experience inspecting and maintaining barriers, barrier control systems, and military safety barrier control systems. The Lead Technician’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 qualification documentation for all employees certifying proof of qualifications regarding the employee’s background and suitability to perform relative to their criteria in the areas of PM work on vehicle barriers, completion of annual training of Government personnel, qualifications of personnel, quality control, emergency service calls, routine service calls, additional in-scope work, a safety plan, etc. within five (5) calendar days prior to work performance. A Lead Technician possessing the required qualifications shall oversee all the work including the work of Barrier Technicians on the site. The Lead Technician must be present when work is being performed for PM, Routine and Emergency Service Calls, and Additional In-Scope Work.

3.3. BARRIER TECHNICIAN

The Barrier Technicians performing the work shall be trained on the specific barrier(s) at the military installation 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 qualification documentation for all employees certifying proof of qualifications regarding the employee’s background and suitability to perform relative to their criteria in the areas of PM work on vehicle barriers, completion of annual training of Government personnel, qualifications of personnel, quality control, emergency service calls, routine service calls, additional in-scope work, a safety plan, etc. within five (5) calendar days prior to work performance.

3.4. 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.

3.5. WELDING

If a Contractor or Subcontractor employee performs welding, they shall be certified in the Shielded Metallic Arc Welding process utilizing the American Welding Society (AWS) Code of AWS D.1.1 in the 3G and 4G positions for 1” thick A-36 structural steel. 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.

3.6. ELECTRICAL

Each Contractor or Subcontractor employee performing electrical work on barrier systems shall meet fitness/license requirements per the National Electric Code (NFPA 70) and any local State regulations.

The Contractor shall ensure a person who possesses a current Cardio Pulmonary Resuscitation (CPR) certification be present at all times when electrical work is being conducted.

4. SAFETY/ENVIRONMENTAL

4.1. GENERAL

The Contractor shall comply with all Federal, State, and local laws and safety regulations. 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.

4.2. VOLUNTARY PROTECTION PROGRAM (VPP) AND INCORPORATION OF SAFETY

AND HEALTH PLAN

The Voluntary Protection Program (VPP) applies to this effort as contracted employees will work more than 1,000 hours per quarter on a government installation. VPP requires that Contractors provide their employees safety and health protection equal in quality to that provided to AF employees. Contractors are responsible for managing their safety and health program, ensuring that the safety and health rules of the installation are followed, and flowing down VPP requirements to all Subcontractors whose employees work more than 1,000 hours per quarter on a government installation under their contract.

The Contractor shall provide a Total Case Incidence Rate (TCIR) and Days Away, Restricted, or Transferred (DART) Case Rate data and OSHA Form 300A at time of proposal submittal and then annually by the 15th of January to the Ordering CO for inclusion in the installation’s annual VPP Safety and Health Management Report. The Contractor shall ensure its employees and managers have a comprehensive understanding of VPP as well as full compliance with OSHA requirements.

Contractors, whether regularly involved in routine site operations or engaged in temporary projects, must follow the safety and health rules of the installation or VPP site. Detailed information on VPP is available on the OSHA website at http://www.osha.gov/desp/vpp/index.html.

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. 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.

b. 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.

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

4.4. GREEN PROCUREMENT PROGRAM (GPP)

The Green Procurement Program (GPP) is a mandatory Federal acquisition program that focuses on the purchase and use of environmentally preferable products and services. Many different items are http://www.osha.gov/desp/vpp/index.html covered by the GPP. Recycled-content products are designated by the Environmental Protection Agency (EPA). “Bio-based” products made from renewable plant materials are designated by the United States Department of Agriculture (USDA). Energy and water efficient products are designated by the Department of Energy (DoE). GPP also requires the Government to avoid purchasing Ozone Depleting Substances (ODS) and EPA-designated Priority Chemicals. Environmentally Preferable Purchasing (EPP) is a voluntary program, and it encourages the purchase of goods and services that have decreased effects on human health and the environment (compared to the competing goods and services that serve the same purpose), but are not already required by one of the mandatory GPP elements.

Green Procurement is mandated except when the Contractor can show that the product with recycled content does not meet intended specifications, has excessive cost, or cannot be delivered in time to support the schedule of the contract. If the Contractor is unable to locate a specified product meeting the GPP requirement, identify the issue to the Ordering CO or COR for guidance. GPP is based on legal requirements and the Department of Defense facilities are subject to enforcement action if these requirements are ignored.

The Contractor shall make maximum use of products containing recovered materials that are EPA-designated items IAW Federal Acquisition Regulation (FAR) Clause 52.223-17, Affirmative Procurement of EPA-Designated Items in Service and Construction Contracts. The list of EPA-designated items is available at https://www.epa.gov/smm/comprehensive-procurement-guideline-cpg-program. The Contractor shall also make maximum use of products that are composed of the highest percent of recovered material or biobased content practicable, or at least meet, but may exceed, the minimum recovered materials or biobased content of an EPA- or USDA-designated product IAW FAR Clause 52.223-2, Affirmative Procurement of Biobased Products Under Service and Construction Contracts. The list of biobased products is available at http://www.biopreferred.gov.

4.5. ENVIRONMENTAL MANAGEMENT

4.5.1 Policy. Little Rock Air Force Base has an Environmental Policy Statement (Appendix E) to focus on the ultimate goal of protecting our environment (work environment and the natural environment) while accomplishing our mission. All Contractors working on base are expected to acknowledge their role in Environmental Management Services (EMS) while completing their mission. Threats associated with service contracts include, but are not limited to: hazardous materials, spills, equipment leaks, etc.

This will be briefed and documented initially for each project with updates for all subcontractors.

4.5.2. Hazardous Material Identification. Material Safety Data Sheets (MSDS) are required as specified in the latest version of Federal Standard (including revisions adopted during the term of the contract) for any other material designated by a government technical representative as potentially hazardous and requiring safety controls. MSDSs must be submitted by the contractor upon contract award.

4.5.3. HAZMO. The government (HAZMO personnel) will inventory all chemicals that the contractor brings on to Little Rock AFB or any property under the control of Little Rock AFB. Any products that meet the criteria of “Hazardous Waste” must be coded and tracked until permanently removed from government property. The inventory will be performed prior to commencement of work. Criteria for identifying hazardous waste, is contained in Subpart C of 40 CFR, Part 261.

4.5.4. Spill Response. The contractor will be briefed on the Little Rock AFB (Red Plan) spill response procedures at the pre-performance conference. The contractor is responsible to report and promptly https://www.epa.gov/smm/comprehensive-procurement-guideline-cpg-program https://www.epa.gov/smm/comprehensive-procurement-guideline-cpg-program http://www.biopreferred.gov/ cleanup all spills in a manner consistent with current environmental regulations, in the event that it is necessary to utilize government material, equipment or personnel to clean up a contractor-caused spill, the contractor shall be required to reimburse the government for all associated costs.

4.5.5. Hazardous Material Handling. The contractor shall have approval from the base Bio- Environmental (BEE) and HAZMO sections prior to purchasing, handling, using, and storing any chemicals, solvents, lubricants, and other products that require MSDSs. The contractor shall identify these materials and products on Air Force Form 3952 Chemical/Hazardous Material Authorization Request, Process Identification Form, and Shop Disposal Form. The contractor shall provide one copy of the MSDS for each item attached to the AF3952 to the COR for review, by HAZMO, prior to any chemicals being brought onto Little Rock AFB. The contractor shall maintain one copy of the MSDS for each hazardous material line item used within the work center. A monthly report shall be sent to the COR detailing quantities of all hazardous materials used in the previous month. The report is due by the 10th day of each month.

The contractor shall not use products that are or contain Toxic 17 chemicals, Extremely Hazardous Substances (EHS), Ozone Depleting Substances (ODS), and/or Persistent Bio accumulative and Toxic (PBT) chemicals. Any hazardous material containing one of these banned substances will not be allowed on base.

5. REQUIRED MEETINGS AND BRIEFINGS

5.1. PROJECT MEETINGS

The Contractor shall conduct a periodic project meeting via teleconference with the Government when required by the CO or COR to discuss status, issues, work schedule, traffic control plans, and coordination plans. The Contractor shall cover the following information in addition to other agenda items:

a. Open SOs, numbers, and issues

b. PM and SO schedule

c. List of Red/Yellow Equipment by Access Control Point (ACP)

d. Equipment operational rates

e. Site/Installation issues requiring program attention

f. Any SO delays (either requiring Government or Contractor action)

g. Traffic control and road closings

5.2. PREVENTIVE MAINTENANCE OR SERVICE ORDER IN/OUT BRIEFS

5.2.1. 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 PWS Section 5.1). 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.

5.2.2. IN-BRIEFS

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

a. Identifying PM or SO

b. Scope of work

c. Schedule, start, and finish dates

d. List of Contractor personnel

e. Logistics, including personnel requiring base access

f. Traffic control and road closing

5.2.3. OUT-BRIEFS

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

a. Status of all completed work

b. System operational status

c. Review of PM Checklist

d. Any SO work that was not completed and reason

e. Notification of de-energization of system

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

g. Any remarks pertinent to the effort

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 contract. 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. This installation has two (2) gates which means two (2) separate and unique checklists and test procedures that combine the unique equipment at each gate are required for this contract. 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 start of work on the contract and include, at a minimum, the following:

a. 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 contract, 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)

b. Individual, unique, and detailed test procedures for barrier operations and safety system testing for each gate that is part of the contract. 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 the PWS Appendix E.)

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

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

6.2. MAINTENANCE AND REPAIR LOG

The Contractor shall develop and maintain a maintenance and repair log. The Contractor may use the their own format if approved by the CO and as long as the requirements in the PWS met. 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 contract 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 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 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 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.

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.

7.1.1. QUARTERLY REPORTS CONTENT

The Contractor shall include the following in each quarterly report:

a. Executive overview of the condition and work completed on all barriers

b. Separate report sections for PM at each gate location

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

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

e. Description of parts/materials replaced, actual cost, Task number or quarter and year, and names of technicians performing the repairs

f. Narrative describing deficiencies and problem areas that need corrective work

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

h. Maintenance, repair, inspection, and testing findings identified

i. Maintenance and Repair Log and completed PM Checklist

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

k. Minutes from In-briefs

l. Minutes from Out-briefs

m. Minutes of Monthly Project Meetings

n. Telephone Call Log

o. Operational Rate

p. Supporting photographs, if requested by the Government

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 eight (8) hours for Emergency Service Calls versus twenty-four (24) hours (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 CO or COR shall provide the notice to proceed by telephone or text and follow up with an official e-mail notification.

The Contractor shall be proactive in pursuance of immediate repairs during Emergency/Routine Service Calls. For example, if the Contractor knows a GRAB 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 eight (8) 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 $1000 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 $1000 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 Service Order (SO) (per PWS Section 8.2) within forty-eight (48) hours of the Lead Technician’s visit unless otherwise negotiated by the CO.

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 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 $1000 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 $1000 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 PWS Section 8.2) within 48 hours of the Lead Technician’s visit unless otherwise negotiated by the CO.

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 $1000 for parts per call) limits of the Service Call per PWS Sections 8.1.2 and 8.1.3, the Contractor shall submit a service order (SO) for evaluation and approval. The official repair SO document shall include the relevant facts and proposed costs for the situation. The government reserves the right to purchase the parts exceeding $1000 though in-house supply operations for the repair. Contractor warranty shall be on the labor only unless the part is damaged from a prohibited use or bad installation, then the contractor shall be responsible for the replacement part.

The Contractor shall be proactive in resolving repairs for the SO. For example, if the Contractor knows a GRAB 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.

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 $2,500 will be IAW FAR 16.505(b)(1).

When Additional In-Scope Work is required, the CO may issue a modification to the contract using the appropriate ordering period’s Additional In-Scope Work CLIN (if applicable). 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 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 and must be priced on a FFP basis by the Ordering CO.

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 the work 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 by modification. The additional work authorization may be in the form of a modification to the contract issued by the CO, using the appropriate ordering period’s Additional In-Scope Work CLIN (if applicable) and establishing a separate subline (referred to as Sub-CLIN) for each instance of additional work. All additional work requirements must be determined by the CO to be within the scope of the contract 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:

• 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 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.

• Submit the facility request for maintenance through the COR for a Tririga Work Request.

• 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 government reserves the right to purchase the parts exceeding $1000 though in-house supply operations for any repair.

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 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. Work tasks shall be separated at the request of the Government if it is unclear as to where labor is allocated relative to the scope.

9. PERFORMANCE EVALUATION

9.1. SURVEILLANCE METHODS

9.1.1 Performance Assessment. All remedies shall be IAW FAR 52.212-4(a) “Contract Terms and Conditions – Commercial Items, Inspection/Acceptance.”

9.1.2. Periodic Surveillances. This method is a “spot check” style of evaluation based on the contractor’s schedule. Periodic surveillances may be conducted on a scheduled basis (daily, weekly, monthly, quarterly, semi-annual or annually) and may be adjusted, based on quality trends.

Any unsatisfactory inspection (defect) result shall be recorded, and the Contractor shall re-perform the service after notification by the COR. Failing to meet the Performance threshold as outlined in the SS for any of these performance Objectives in any one-month period could result in a Corrective Action Report (CAR) from the CO. Failing to meet the performance threshold (exceeding the number of defective services) as outlined in the SS of these performance objectives in any combination for any two, or more consecutive or non-consecutive months during a contract period shall constitute an immediate Progress Meeting with the Multi-Functional Team (MFT).

9.1.3. Customer Complaints. The COR will receive and investigate complaints. The COR shall be responsible for initially validating customer complaints. The CO shall make final determination of the validity of customer complaint(s) in cases of disagreement with the COR and the Contractor.