Attachment 1 SOW 3-4-2022.pdf

692M15-22-R-00007 Attachment 1 3/4/2022

Radio Communications Services Contract FAA – William J. Hughes Technical Center

STATEMENT OF WORK

1. SCOPE

The Contractor must provide all labor, vehicles, transportation, communication devices, materials, consumables, specialized diagnostic and test equipment, tools, supervision, and management necessary to perform inspections, training, testing, preventative maintenance, service and repair of radio communications systems at the Federal Aviation Administration’s (FAA) William J. Hughes Technical Center (WJHTC), located in southern New Jersey.

2. TRANSITION PERIODS

The Contractor must recognize that the services performed are vital to the Government's overall mission and must be maintained without interruption. During the “Phase In” and “Phase Out” periods, the Contractor must cooperate with the predecessor and successor, respectively, in order to effect an orderly and efficient transition.

The transition periods will be one month each. The “Phase In” transition period will start upon Contract award.

The “Phase Out” transition period will coincide with the final month of Contract performance.

2.1. Phase-In/Phase-Out Documents

TECHNICAL EXHIBIT 1 (Schedule of Deliverables) contains a list of required documents the Contractor must provide to the Contracting Officer (CO) and Contracting Officer’s Representative (COR) as part of the transition periods, with a specific timeframe for each.

3. PERSONNEL

The Contractor must furnish all licensed and qualified supervisory, administrative, and direct personnel to accomplish all work required by the terms of this Contract. Contractor personnel must present a neat appearance, wear uniforms, Technical Center Security (ID) badges, and must be easily recognized as Contractor employees.

Contractor personnel attending meetings, answering phones, and working in other situations where their status is not obvious, are required to identify themselves as such to avoid creating the impression that they are Government officials.

3.1. Key Personnel

The positions listed below are identified as key positions that must be fulfilled with Key Personnel, which the Government has determined to be critical for successful performance of contractual requirements. The Contractor must submit resumes for all Key Personnel to the COR and CO for review and for approval by the CO. Key Personnel positions must not be vacant for more than 30 business days, during which time the Contractor must continue to perform all contractual requirements. The Contractor must propose different individuals for each key position.

3.1.1. Contract Manager

The Contract Manager must have full authority to act for the Contractor on all contractual matters relating to daily performance of this Contract. The Contract Manager must have a minimum ten (10) years of experience in radio communication systems, including five (5) years at the supervisory level.

Specific experience must include analog and digital two-way radio communications, “Radio over Internet Protocol” (RoIP) systems, radio software patching systems, and first-responder services (i.e. police, fire, rescue).

3.1.2. Electronics Technician

Electronics Technician must have an Associate’s Degree in Electronics Technology and a minimum of three

(3) years field experience in radio communication systems. Experience must include operation, repair, programming, and maintenance of radio communication systems. Electronics Technician must be able to read and interpret electronic schematics, perform calibration, maintenance and repair, down to the electronic component level, on all radio systems at the WJHTC. Electronics Technician must have a working knowledge of Personal Computers (PCs), Windows, and other software applications. Electronics Technician must possess a Federal Communications Commission (FCC) General Radio Telephone License.

Experience must include measuring standing wave ratio (SWR) and identifying parasitic anomalies caused by defective power amps and/or antenna systems as well as the proper methods to correct them.

3.2. Employee Training / Licensing / Permits

The Contractor must obtain all licenses and permits required for the completion of work under this Contract.

The Contractor will ensure that, as required by this Contract, employees have current and valid professional certifications and licenses before starting work under this Contract. All professional certifications, licenses, and permits are paid for and maintained by the Contractor at no additional cost to the Government (unless otherwise specified), and documentation must be provided to the COR on an annual basis. Furthermore, the Contractor must ensure that all certifications and licenses remain valid and current throughout the Contract term.

All Electronic technicians must possess a FCC General Radio Telephone License. Key Personnel must be trained to work on major brand radio equipment manufacturer’s equipment such as Motorola, Harris, and Hytera. *Note: The FAA is aware that Hytera brand equipment is considered restricted equipment under Section 889 of the John S. McCain National Defense Authorization Act (NDAA). The Hytera brand radios owned by the FAA fall under an exception listed in paragraph (c)(2) of AMS clause 3.6.4-23 Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment and, therefore, the Contractor is permitted to work on them

The Federal Government requires all Contractor Key Personnel to take certain training courses throughout the year. If the Contractor elects to hire additional personnel, beyond the two Key Personnel positions, the Key Personnel must brief the entire Contractor staff on the course materials they obtain through the mandatory training course. These courses will be offered online via the FAA’s Electronic Learning Management System (ELMS) and must be completed annually on or before the deadline.

The Contractor must ensure that training and licensing requirements do not impact the services required under this Contract (i.e. the absence of Contractor personnel attending training functions does not relieve the Contractor from providing the required services in the time period specified). Contractor employees attending Government training functions must obtain prior written approval from the COR.

3.2.1. Airport Operations Area (AOA) Access Security Training The FAA provides AOA Access Security Training for all Contractor personnel requiring access to the airfield. The Contractor must provide a list of all Contractor personnel that require AOA Access Security Training to the COR within 14 calendar days of the Contract award. The training is conducted at the Technical Center and is roughly two hours in duration.

3.2.2. Archibus Training

Within 30 calendar days after the award of the Contract, the Contractor must coordinate Archibus training through the COR, since the system is custom to the facility (see Paragraph 6.8). All Key Personnel are required to attend Archibus training.

3.2.3. Driver’s Licensing / FCC-Licensing / Permitting

Each Contractor employee operating Contractor-furnished equipment or maintaining the radio equipment systems must have a valid State driver’s license and FCC license and permits with all corresponding insurance.

3.3. Removal of Employees

The Contractor must comply with AMS Clause 3.14-2 Contractor Personnel Suitability Requirements for all Contractor personnel.

If any employee does not obtain and maintain the required Security Suitability Determination, the COR will be notified. The COR will immediately notify the Contractor to have security assist with escorting the employee off the Technical Center property.

The Contractor must notify the COR immediately, via email, if any contractor employee is no longer working for the Contractor for whatever reason. The Contractor must ensure cancellation and surrender of keys, credentials (ID and PIV Cards), and parking decals. The Contractor must ensure cancellation and removal of all access privileges to telecommunication and automated information systems. The Contractor must reclaim any Government property that might have been issued or in use by the contract employee. Payment of the invoice must be delayed for failure to return property.

4. QUALITY CONTROL

The Contractor must establish a quality control program to assure the requirements of the Contract are provided as specified.

4.1. Quality Control Plan

The Contractor’s Quality Control Plan will be incorporated into the Contract. The plan must include, but not be limited to, the following:

4.1.1. Risk Management Process

Address risks associated with the work required in the SOW (i.e. recruiting, assessing, hiring, training, retention of workforce, job hazards, etc.) as well as strategies to mitigate such risks.

4.1.2. Quality Assurance Approach:

a) Address procedures that ensure quality performance in meeting or exceeding the performance requirements listed in the SOW. Additionally, the Contractor must discuss their system for identifying and correcting deficiencies in the quality of services before the level of performance becomes unacceptable and/or the Government points out the deficiencies.

b) Specify a method and frequency of filing all inspections conducted by the Contractor and corrective actions taken.

c) Procedures for documenting and responding to service calls and Government complaints.

5. PROPERTY

5.1. Contractor-Furnished Property

5.1.1. Vehicles, Tools, and Equipment

The Contractor must provide all vehicles, tools, and equipment (other than Government furnished equipment) required to perform the work under this Contract. All Contractor vehicle markings must be to commercial standards. Contractor vehicle problems will not relieve the Contractor from the obligations under this Contract.

The Contractor must provide sufficient and adequate system analyzers, testing equipment and diagnostic tools (including software updates) to effectively troubleshoot, service, and repair all radio equipment problems. At a minimum the Contractor must provide the following equipment:

a) watt meter

b) service monitor(s)

c) spectrum analyzer

d) oscilloscopes

e) Audio Frequency (AF) and Radio Frequency (RF) generators

f) logic analyzers

g) digital multi-meters for electronic systems analysis

Lack of availability of materials, tools or equipment will not relieve the Contractor from the requirement to complete work within the specified timeframe. The storage of all materials, on FAA premises, must be confined to areas authorized and approved by the COR.

5.1.2. Parts

The Contractor must maintain sufficient standard spare part materials, and equipment on hand to support work requirements as specified in this Contract.

5.2. Government Furnished Property

5.2.1. Government Furnished Facility (GFF)

The Government will provide building 224 on the WJHTC campus for use in performance of this Contract.

A joint walkthrough of building 224 must be conducted within 10 business days after Contract award, and the Contractor must provide a report of the findings within 10 business days after the walkthrough is conducted. The report of findings must include any problems or deficiencies in the facility. The Contractor will be responsible and accountable for this facility during the period of performance of this Contract. The Contractor must ensure facilities remain suitable for their intended use and take all precautions to prevent safety hazards, odors, and vermin. Janitorial services for GFF must be provided by the Contractor at no additional cost to the Government. At times, certain GFF may need to be utilized by FAA or other contractor personnel in support of the FAA’s mission. The Contractor must obtain written approval from the CO prior to making any modifications or alterations to the facilities. Any such modifications or alterations approved by the FAA will be made at the expense of the Contractor. At the completion of the Contract all facilities must be returned to the FAA in the same condition as received, except for approved modifications and reasonable wear and tear.

5.2.2. Keys

The Government will issue keys for access to required areas. The Contractor must implement a program to maintain an inventory and provide for the control and security of all keys. The Contractor must ensure that only authorized Contractor personnel have access to the appropriate keys; and ensure that keys will not be misused. An updated key inventory must be submitted to the COR upon request. A lost key must be reported immediately to the COR and Security personnel as required. The Contractor will be responsible for the cost to rekey or re-core the lock.

6. GENERAL REQUIREMENTS

6.1. Equipment

All radios installed must have both forward TX power and reflected TX power measured, and their antennas adjusted to achieve acceptable SWR ratios according to equipment manufacturers’ not-to-exceed ratios.

Appropriate service monitor(s) will be used to assure all radio equipment operates according to manufacturers’ specifications. No radios other than those used by security and emergency response personnel must be programmed with emergency and security frequencies.

6.1.1. Equipment Identification

The Contractor must ensure that each component of the WJHTC’s radio communications system is labeled for identification purposes with the proper equipment identification number (per Technical Exhibit 2 Equipment Inventory). The Contractor must ensure that the information on the labels (Equipment ID, Building, Floor) is kept up to date and accurate. The equipment labels must not be changed or altered without the prior written approval of the COR.

6.2. Safety Data Sheets (SDS)

The Contractor must obtain written approval from the Government prior to using any chemical in the performance of duties under this Contract. The Contractor must maintain a current, complete set of SDS throughout the life of the Contract and provide this SDS set to the COR upon request. This set of SDS must be stored and available to the COR and Safety Office electronically upon request.

The Contractor must maintain a complete set of all SDS documents in Building 224 for all material and chemicals used. A complete set of all SDS documents must be readily accessible, at the work site, to all Contractor employees for hazardous chemicals being used. Employees must have immediate access to the SDS documents without having to leave the worksite. This includes in all vehicles utilized for inspection and/or cleaning, and in all buildings where any hazardous chemicals are stored.

The Contractor must submit the initial SDS documents to the COR within seven (7) calendar days of Contract award.

6.3. Superfund Site

The FAA WJHTC was listed on the National Priorities List (Superfund) on October 1990. As a Superfund site, the Center was required to sign a Federal Facilities Agreement (FFA). In accordance with Article II of the FFA, the Center must notify all contractors interfacing with areas of concerns of the existence of the FFA. A copy of the FFA will be provided to the Contractor upon award of the Contract.

6.4. Codes, Ordinances, and Regulations

The Contractor must perform all inspections, testing, preventive maintenance, service, and repair following FAA and/or manufacturers’ standards and all applicable Federal, State, County, and Local ordinances. The Contractor must operate under conditions and in compliance with the regulations and requirements of the Occupational Safety and Health Administration (OSHA), National Telecommunications and Information Administration (NTIA), and Federal Communications Commission (FCC).

The Contractor must adhere to and abide by applicable FAA and Technical Center Orders and Notices in effect at WJHTC. This list includes, but is not limited to the following:

a) Maintenance of Remote Communication Facility Equipment, FAA Order 6580.5C.

b) Contractor Personnel Suitability Requirements, FAA Order 1600.1D and AMS Clause 3.13-6 Security

Requirements

c) Technical Center Security & Identification System, Order CT 1600.20C

d) Motor Vehicle & Pedestrian Traffic Regulations and Control, Order CT 3900.23A

e) FAA WJHTC Facility Security Management plan, Order CT 1600.30A

f) Key and Lock Requirements and Control, Order CT 1600.69, Section 6

g) Center-Wide Recycling, Order CT 1050.2C

h) Occupational Safety and Health, Order CT 3900.55A

i) Emergency Operations Plan, FAA Order 1900.1F

j) Modem Policy, Order CT1370.82

Regulations are updated periodically or changed as needed. The Contractor must ensure that all Contractor personnel are well informed of any changes that occur during the execution of this Contract.

6.5. Hours of Work

Normal hours of operation for this Contract are from 6:00am to 6:30pm, Monday through Friday excluding Federal holidays. Notice by any source pertaining to the unscheduled closing of the WJHTC must not constitute an order to the Contractor that their services are not required for the period involved. The Contracting Officer may provide an exception to this notice to the Contractor. The Contractor must report on site at the WJHTC campus or directly contact the COR in cases of Urgent and Emergency situations outside of normal hours.

6.6. Communication

The Contractor must be available to the Government 24 hours a day 7 days a week. The Contractor must provide the CO and COR with the cell phone number of all Key Personnel within ten (10) business days of Contract award. The Contractor must respond to calls within fifteen (15) minutes.

The Contract Manager (or designated alternate) must be available at all times within 60 minutes to meet on the WJHTC with Government personnel (CO, COR, and/or other Government representative authorized by the CO) to discuss problem areas. Any time the Contract Manager will be unavailable for communication (i.e.

vacation, sickness), an email must be sent to the COR identifying the designated alternate.

6.6.1. Coordination with other Contractors

From time to time it will be necessary for the Contractor to coordinate and cooperate with the Center Operations and Maintenance Services (COMS) contractor, other contractors, and Government personnel in the performance of this Contract.

6.6.2. User Communication

The Contractor must provide on-the-spot familiarization (both oral and/or written) instruction when a radio is provided to a new user, or when existing equipment is replaced with new, upgraded or different brand name/model equipment. The instruction must include operation of the radio and features available for use. Also, upon request the Contractor must provide to all personnel (Contractor or Government; those who use the radios) a written list of channels available to use in their assigned radio unit.

6.7. Documentation

The Contractor must have copies available at Building 224 of the following drawings and records of electronic equipment:

a) Equipment Inventory (see paragraph 7.1)

b) System Single-Line Drawings (see paragraph 7.1)

c) Maintenance and repair manuals

d) Operator’s manuals

6.7.1. Monthly Activity and Status Reports

The Contractor must maintain a record of all Quality Control Reports conducted by the Contractor and must furnish copies monthly to the COR. This record of inspection must cover all work items scheduled to be performed, must be signed by the Quality Control Inspector and must include the following items as a minimum:

Inspector’s Name

Location

Date

Weather conditions

Items inspected

Defects encountered

Corrective actions taken

Safety violations

The Contractor must submit a Quality Control Report template for approval by the COR within 14 calendar days of Contract award.

6.8. Archibus

Archibus is a web-based, integrated facilities management system, and serves as the primary management tool for this Contract. It provides the interface for submitting and processing work requests, as well as reporting and trend analysis. Archibus will be utilized by the Government for tracking purposes to ensure Contractual compliance. The Government reserves the right to change from Archibus to another similar product during the period of performance of this Contract, at which time training will be provided to the Contractor.

The Contractor must utilize Archibus for documenting work performed on this Contract. The Contractor is responsible to retrieve, issue, and complete all Service Call Work Requests (WR) in the system. The Contractor must update and keep current the Archibus system on a daily basis. This information includes all craftsperson(s) who completed the task, the time spent on the task, date completed, and any other notations of partial work, work in progress, and/or problems encountered, etc.

7. WORK REQUIREMENTS

The Contractor must furnish all labor, materials, repair parts, sub-assemblies, assemblies, equipment, computer software and other materials for any individual unit or incident of repair that requires $2500.00 or less for the aggregate cost of all labor, parts, materials, and equipment to complete. Repair by replacement of equipment is an authorized method of repair. Equipment that cannot be repaired must be replaced, unless otherwise stated by COR or CO. Replacement equipment must be of equal or greater value and capability. Replacement must be compliant with the John S. McCain National Defense Authorization Act and must be authorized by the COR. Items requiring service include, but are not limited to: microphones, external speakers, radio batteries, battery chargers, UPS, UPS batteries, duplexers/diplexers, antennas, feed lines, and connectors. The Contractor must be responsible for the materials list for each item listed on TECHNICAL EXHIBIT 2 (Equipment Inventory). The materials list must contain all material required in the performance of the maintenance procedure (e.g., Batteries, Hard Drives, replacement parts,).

During work performance, the Contractor must ensure all Government and personal property items found out of place are turned into the security office. Contractor must not eat or smoke while performing their duties.

Smoking must only be permitted in designated smoking areas.

7.1. Inventory and Single-Line Drawings

Within 30 calendar days after award, the Contractor along with the predecessor, must do the following:

a) Conduct a joint inventory of existing equipment and system components, using TECHNICAL EXHIBIT 2 (Equipment Inventory) as a baseline. The Contractor must update the TECHNICAL EXHIBIT 2 to reflect any needed changes and provide the updated document to the COR within 60 calendar days of Contract award.

b) Conduct a joint review of single-line drawings of the existing radio system. The Contractor must mark up the existing single-line drawings with any needed corrections and/or updates, this is considered the “red-line” version. The Contractor must then produce a new, clean version of the single-line drawings, reflecting the changes shown on the red-line version. Both the red-line and clean versions of the single-line drawings must be provided to the COR within 60 calendar days of Contract award.

Both of the above actions must include infrastructure (cabling and wiring), repeaters, antennas, switches, and all other hardware associated with a complete and operating system.

7.1.1. Updates

Throughout the period of performance of this Contract, the Contractor must update the inventory and single-line drawings to reflect all adds, deletes, or changes. Updates must also be documented using TECHNICAL EXHIBIT 3 (System Update Report). Updates must be done upon completion of the action taken and submitted to the COR no later than 30 calendar days after completion. The drawings must be done on an approved Computer-aided design (CAD) system and acceptable to the Government for transfer to the FAA’s system.

7.2. Service Calls ($2,500.00 or less)

The Contractor will receive notification of Service Call Work Requests determined to be their responsibility via email. Work Requests determined to be “Emergency” or “Urgent” will be conveyed via phone call. These Work Requests will include, but not be limited to, complaints and requests for service. The Contractor must complete the Work Requests in accordance with the response times listed below. The Contractor can expect on average seventy five (75) requests of this type per year.

See Paragraph 8 in the event the Contractor determines that a repair requirement is beyond the scope of a Service Call (i.e. repairs exceeding $2500.00 in total cost).

7.2.1. Service Call Priorities and Response Times

Service Call Work Request priorities and corresponding response times are listed below and relate to the schedule of work hours as defined by this SOW. Response times are applicable during normal hours of operation. Outside normal hours of operation, Contractor must respond and be on-site at the WJHTC within one hour for any emergency or urgent requests.

a) Emergency – Service calls will be classified as emergency priority when correcting failures which may degrade mission capability, harm natural resources, or constitute an immediate danger to personnel or property, or as directed by the COR. Emergency service calls will also be requested when time is of the essence or to correct failures concerning workplace environmental conditions that affect the safety, morale, or performance of Technical Center personnel.

Contractor must respond within 15 minutes after receiving the call. The Contractor must work continuously without interruption and correct the emergency condition before departing the job site, at which time the Contractor must communicate to the COR a plan for completion of any additional required work. The COR will make the final decision on the schedule for completion of any additional required work. By default, emergency work requests will be due on the following business day after the request is submitted. The due date may be extended based on the approved schedule for completion.

b) Urgent – Service calls will be classified as urgent priority when repairing failures or restoring services which do not immediately endanger personnel, property, or natural resources, but which would soon lead to property damage, degradation of mission capability, or affect the health or well-being of personnel. Urgent service calls may also be requested when time is of the essence or to correct failures concerning workplace environmental conditions that affect the safety, morale, or performance of Technical Center personnel.

Contractor must respond within two (2) hours after receiving the call unless otherwise specified.

The Contractor must work continuously without interruption and correct the urgent condition before departing the job site, at which time the Contractor must communicate to the COR a plan for completion of any additional required work. The COR will make the final decision on the schedule for completion of any additional required work. By default, urgent work requests will be due on the following business day after the request is submitted. The due date may be extended based on the approved schedule for completion.

c) Routine – Service calls will be classified as routine when they do not qualify as emergency or urgent. Routine service calls must normally be accomplished during regular working hours and completed within five (5) workdays or as scheduled with customer.

d) Customer – Service calls will be classified in this category when a customer requests a specific date for their work to be completed. The Contractor will have the ability to review and either approve or reject the request. Rejected requests are subject to review by the COR and may be resubmitted after discussion.

7.3. Preventive Maintenance (PM)

The Contractor must perform all PM and inspections following the equipment manufacturers’ procedures and frequencies. The Contractor must prepare an annual PM schedule to be submitted in writing for approval by the COR within thirty (30) calendar days after the Contract award date. This annual schedule must be submitted using TECHNICAL EXHIBIT 4 (PM Schedule) as a template.

Once the Contractor’s PM Schedule is approved, PM work must be performed by the Contractor without further authorization by the COR. The Contractor must strictly adhere to the PM Schedule to facilitate Government verification of work. Minor repairs and adjustments must be performed during the course of the PM inspections and/or testing to maintain proper, efficient, and as-designed radio system operations.

All equipment located in building 301, 4th floor radio room, are subject to the requirements outlined in the Preventative Maintenance Procedures for FAA Air to Ground communications equipment, FAA Order 6580.5C.

7.3.1. Due Dates

The due date for each PM work request is calculated based on the frequency of the PM schedule and the “Date for First PM.” Due dates will be calculated as follows:

a) Weekly: Due date = Date to perform + 2 business days

b) Monthly: Due date = Date to perform + 5 business days

c) Quarterly: Due date = Date to perform + 10 business days

d) Semi-annual: Due date = Date to perform + 15 business days

e) Annual: Due date = Date to perform + 20 business days

f) Less frequent tasks: Due date = Date to perform + 25 business days

7.3.2. Changes to Schedule

If the Contractor finds it necessary to reschedule a PM for reasons beyond their control (e.g., equipment down for repair, unable to access equipment), a written deferral request must be made to the COR or a designated representative, detailing reasons for deviation from the schedule at least five (5) business days prior to the required completion date. (Note: Material delay or personnel shortage is not an acceptable excuse for a deferral request). No scheduled PM dates must be changed without the prior written approval of the COR. Lack of this coordination and approval will not be a reason for deferral.

7.3.3. Documentation

The Contractor must complete and maintain PM inspection records and/or reports for each item of equipment and system listed in Technical Exhibit 2. The records must be documented and submitted to the COR on a weekly basis. The format utilized must be in Microsoft Word or Excel and mutually agreed upon by both parties.

7.3.4. Equipment Replacement Identification

The Contractor must attach Contractor-furnished PM record cards in a conspicuous location, to each item of equipment requiring PM during its initial inspection. The Contractor's craftspersons must initial and date these cards upon completing each PM inspection, indicating that the scheduled/required PM has been completed. The Contractor must submit sample PM record cards to the COR for approval prior to attaching to a piece of equipment, and within 14 calendar days of Contract award.

8. Service Calls (over $2,500.00)

8.1. General

The Contractor must furnish all labor, materials, repair parts, sub-assemblies, assemblies, equipment, computer software and other materials for any individual unit or incident of repair that costs over $2500.00 for the aggregate cost of all labor, parts, materials, and equipment to complete. Work requirements that cannot be accurately predicted and are not otherwise covered under Paragraph 7.2 are defined as Services Calls (over $2,500.00).

The actual amount and timing of work to be required under Paragraph 8 cannot be accurately predicted and is expressed as a not-to-exceed line item in the Contract Schedule. The Government will attempt to provide a reasonable, even workload, but cannot guarantee or accurately forecast peak or relatively light periods, or the quantity of work involved during peak periods. In the event that the need for Service Calls (over $2,500.00) does not materialize and Task Orders are not placed, such events shall not constitute the basis of an equitable adjustment under this Contract. The Government makes no representation as to the amount of Service Calls (over $2,500.00) that will in fact be required.

Invoices must only be submitted when the repair has been completed and all conditions stated in Paragraph

8.4 are satisfied.

8.2. Ordering Procedures

Service Calls (over $2,500.00) will be initiated in one of two ways:

a) In the event the Contractor determines that a repair requirement is beyond the scope of a Service Call under paragraph 7.2 (i.e., repairs exceeding $2,500.00 in total cost), the Contractor must submit a Work Authorization Form (WAF) to the COR within five (5) business days using the template provided in TECHNICAL EXHIBIT 5 (Work Authorization Form). The Contractor may also submit a WAF for proposed upgrades and/or enhancements to the system.

b) The CO will issue a Request for Proposal to the Contractor. The request will include the scope of work required, time estimated for completion and any site requirements.

The Contractor must submit a Firm-Fixed-Price quote regardless of how the Service Call (over $2,500.00) is initiated. The quote must detail all labor (including labor categories, hours, and rates), materials, equipment, and subcontractors required to complete the repair. When applicable, labor hours must be estimated according to the RS Means standard (or other industry standard acceptable to the Government). The request must utilize the fully burdened labor rates on Contract. Quotes must be provided for all materials, equipment, and subcontractors; also see Paragraph 8.3 Use of Subcontractors.

The CO will authorize work through issuance of a Task Order. The Contractor must not perform work until a Task Order is received from the CO. The limitations of this paragraph do not apply to repairs required to correct damage caused by the Contractor. Any disagreements concerning whether certain work falls under this Paragraph or is the Contractor’s responsibility under Paragraph 7.2 will be the decision of the CO.

8.3. Use of Subcontractors

In the event a requirement exists for which the Contractor requires the expertise of a subcontractor to complete the work, the following procedures must be followed:

The Contractor will submit a WAF containing an estimate based on competitive quotes from at least two (2) responsible/responsive bidders. Documentation to support the two (2) quotes is required on any subcontract proposal. In the event that the expertise is only available from one source, the Contractor is required to provide a written justification supporting both the single source determination and also the price negotiated with the subcontractor.

8.4. Completed Work/Invoicing

Upon satisfactory completion of a Task Order issued for Service Calls (over $2,500.00), the Contractor must submit the completed WAF with the Contractor’s Manager Signature stating that the work was satisfactorily completed.