Attachment 2_Canopy and Shade Structure Maintenance Repair Statement of Work.pdf

STATEMENT OF WORK

37 Training Wing Canopy and Shade Structure Maintenance Repair Services BPA

15 August 2023

1. BACKGROUND: 37 TRW Commander has directed the establishment of a Blanket Purchase Agreement (BPA) to provide timely service and repair of canvas canopies located throughout the wing.

2. GENERAL DESCRIPTION: The vendor shall provide all materials, supplies, supervision, personnel, equipment, tools, and services necessary to repair of the canvas canopies located throughout the wing, on Joint Base San Antonio (JBSA), Lackland Air Force Base.

3. SCOPE OF WORK: The scope of work under this BPA includes the provision of repairing or replacing services for canvas canopies as per the specific requirements of Authorized BPA Caller. The services may include, but are not limited to, the following:

3.1 On-Site Inspection: Upon receiving a request from Authorized BPA Caller, the contractor shall conduct on-site inspections of the damaged canvas canopies to assess the extent of damage and identify repair or replacement needs.

3.2 Damage Assessment: The contractor shall document and provide a detailed assessment report outlining the nature and severity of damage for each canvas canopy. The report should include recommended repair or replacement methods and estimated costs.

3.3 Repair or Replacement Services: Based on the assessment report and Authorized BPA Caller approval, the contractor shall perform the necessary repairs or replacements. Repair services may include patching holes, stitching tears, replacing damaged components (e.g., grommets, zippers), and reinforcing weak areas. In case of irreparable damage, the contractor shall provide replacement options and obtain approval from the Authorized BPA Caller before proceeding.

3.4 Cleaning and Maintenance: Before performing repairs or replacements, the contractor shall clean the canvas canopies to remove dirt, debris, and contaminants.

4. QUALITY ASSURANCE: Quality assurance is an integral part of this BPA. The contractor shall ensure that all repair or replacement services are carried out to the highest quality standards. The following quality assurance measures shall be implemented:

4.1. Standards and Specifications: The contractor shall adhere to industry best practices and any quality standards agreed upon with Authorized BPA Caller. Materials used for repairs or replacements shall meet or exceed the specifications provided by the original manufacturer or approved alternatives.

4.2. Inspection and Testing: Before commencing repairs or replacements, the contractor shall conduct a thorough inspection of the canvas canopies to ensure that all damaged areas are identified. Additionally, the contractor shall perform any necessary testing to verify the suitability of repair materials and ensure the canopies' structural integrity.

4.1. Qualified Personnel: All repair and replacement work shall be carried out by qualified and experienced personnel. The contractor shall ensure that their staff has the necessary expertise, training, and certifications to perform the required tasks effectively and safely.

4.2. Quality Control Checks: Throughout the repair or replacement process, the contractor shall implement quality control checks to verify that each step is completed correctly. This includes regular inspections to monitor progress, validate workmanship, and address any issues promptly.

5. Compliance and Safety: The contractor shall strictly adhere to all relevant safety regulations and guidelines during the repair or replacement process. The safety of personnel, Authorized BPA Callers, and the public shall be of utmost importance, and the contractor shall take necessary precautions to prevent accidents or incidents.

6. Warranty and Guarantee: The contractor shall provide a warranty or guarantee for the repair or replacement services performed. The warranty period should be clearly specified in the BPA and cover any defects or issues arising from the repair work during the specified timeframe.

7. Authorized BPA Caller Acceptance: Upon completion of each repair or replacement project, the contractor shall seek Authorized BPA Caller acceptance. Authorized BPA Caller shall have the opportunity to inspect the repaired or replaced canopy and ensure that the work meets the agreed-upon quality standards. In the event of any deficiencies or non-compliance, the contractor shall rectify the issues promptly and to the satisfaction of Authorized BPA Caller.

7.1. Labor: All labor to include repair of canvas canopies located throughout the Wing.

7.2. Support/Warranty Services: 52.246-17 Warranty of Supplies of a Noncomplex Nature.

7.3. All commercial goods sold to the Government are warranted to the Government to be free from defects in material and workmanship for a period of 1 year after installation.

Manufacturer’s warranties for individual pieces consistent with industry standards for coverage and length shall be provided along with contact information and operation manuals if any.

8. INSTALLATION: The contractor is to install parade field shade covers: two (2) 24’x 24’ canopies to include all fixtures, rigging and control system for the canopies and five (5) 30’ x 30’ canopies to include all fixtures, rigging and control system for the canopies. The contractor will be responsible for any damages incurred during repairs to the bleachers, sidewalks, bomb run and grassy areas.

Once the installation begins, the contractor will install all equipment in accordance with the manufacturer’s specifications, national and local regulation ordinances, and codes, including all OSHA guidelines. The Contractor is responsible for ensuring all removed materials will be disposed of by the contractor IAW applicable state, local, and government directives.

9. SITE PROGRAM MANAGER/POINT OF CONTACT (POC): The Contractor shall designate an on-site project manager as the Site POC for their individual projects. The Site POC or alternate(s) shall be available during normal duty hours until project completion. The Site POC shall be the interface for all work site communications with the Government, including quality, safety, and discrepancy matters.

10. PERFORMANCE LOCATION: Project work is to be performed at Lackland Parade Field, Bong Ave, Lackland AFB, TX 78236. The area has sufficient parking and accessibility in the surrounding areas.

The contractor shall coordinate with the Government representative to gain facility access.

11. WORK HOURS AND SPECIAL CONDITIONS: The contractor have access to the site and may work between the hours of 0600 and 1800 LT, Monday through Friday, exclusive of Federal Holidays. At the option of the government and with approval of the Contracting Officer, work may be permitted on Federal Holidays, weekends, or after 1800 LT at no additional cost to the government.

Holiday Date New Year's Day Wednesday, January 1, 2025* Birthday of Martin Luther King, Jr. Monday, January 20, 2025 Washington’s Birthday Monday, February 17, 2025** Memorial Day Monday, May 27, 2024 Juneteenth National Independence Day Wednesday, June 19, 2024* Independence Day Thursday, July 4, 2024 Labor Day Monday, September 2, 2024 Columbus Day Monday, October 14, 2024 Veterans Day Monday, November 11, 2024 Thanksgiving Day Thursday, November 28, 2024 Christmas Day Wednesday, December 25, 2024*

12. SITE MAINTENANCE AND CLEAN UP: All shipping and packaging materials shall be removed by the contractor personnel. Contractor shall ensure all leftover wrappings, boxes, paper, and any other related refuse is picked up and properly disposed of off-site daily. All debris, trash and refuse shall be removed from the site. At completion of project, area shall be left clean and in a final professional appearance. All contractor generated refuse and waste shall be stored in a waste container provided by the contractor and hauled from the project site to a disposal area to be selected by the contractor and shall be located outside the physical boundaries of the installation.

Recycle of project and packing materials is required. The contractor shall protect adjacent property, offices and their contents from dust, dirt, or other materials.

13. OCCUPATIONAL SAFETY AND HEALTH: The Contractor shall establish a safety and occupational health program consistent with requirements of the Occupational Safety and Health Administration (OSHA), Title 29 CFR. The Contractor shall also provide Personnel Protective Equipment (PPE) and training consistent with applicable standards. The Contractor shall comply with all national and local fire codes and policies as needed to protect USAF resources (facilities, equipment, and USAF personnel). The Contractor shall notify the Government representative(s) of any malfunctioning Government Furnished Equipment (GFE). The Contractor shall immediately report all mishaps involving serious personnel injuries, fatalities, and/or Government property/equipment damage occurring on the job to the responsible Safety Office and the Government representative(s). The Contractor shall fully cooperate with any Air Force (AF) led safety investigation and shall not disturb the mishap scene until proper officials authorize movement.

14. DELIVERY: freight for the contractor.

14.1. Entrance to facility will be coordinated through the Government representative(s).

14.1.1. Contractor shall be responsible for determination of the appropriate delivery method and handling, based on site conditions to include the existence loading docks and equipment at any given location.

14.1.2. Work shall comply with applicable building standards and codes, specifically: National Electrical Code (National Fire Protection Association (NFPA 70) and National Life Safety Code (NFPA 101).

14.1.3. The contractor shall be responsible for following all safety and security guidelines within the area in which work is being performed, to include securing any contractor owned tools or equipment, and any on site storage being utilized.

14.1.4. The contractor shall maintain accountability and control of any keys and/or passes provided and shall return them to the Government upon completion of work.

14.1.5. The contractor shall prevent its personnel from entering any area other than the designated work area to complete the project herein.

14.1.6. The contractor shall maintain a means of digress within all designated work areas to comply with fire codes.

15. DELIVERY AND STORAGE OF SURPLUS CANOPIES/FIXTURES/RIGGING AND CONTROL SYSTEMS:

The Government is responsible to store the additional product requested to be used to replace damaged canopies in the future without delay.

15.1. The contractor will be responsible for delivering the canopies/fixtures/rigging and control systems to the government:

15.2. In event of future, replacements of canopies, the contractor will deliver product to the Parade Grounds for installation by designated Contractor.

16. INSPECTION/ACCEPTANCE: The Government representative(s) shall inspect all work performed by the contractor. The Government representative(s) will document all inspections. Validation between the contractor and the Government representative(s) that all products has been installed according to manufacturer guidelines and customer specifications. A post-installation walkthrough shall be coordinated with the contractor’s authorized representative and Government Inspector/Acceptor.

16.1. The contractor shall, without charge, replace or correct work found by the Government not to conform to contract requirements, unless in the public interest the Government consents to accept the work with an appropriate adjustment in contract price. The Contractor shall promptly segregate and remove rejected material from the premises.

16.2. Unless otherwise specified in the contract, the Government shall accept, as promptly as practicable after completion and inspection, all work required by the contract or that portion of the work the CO determines can be accepted separately. The contractor shall notify the

Government representative(s), will conduct a final inspection with the contractor, to determine if the project can be accepted or if corrections are required to be completed prior to final acceptance.

Acceptance shall be final and conclusive except for latent defects, fraud, gross mistakes amounting to fraud, or the Government’s rights under any warranty or guarantee.

17. RECORDS MANAGEMENT: The contractor shall manage all data created for Government use or legally controlled by the Government, in support of the functional activity or required by AF publication, IAW with the AF Records Management procedures in Air Force Instruction (AFI) 33- 322, Air Force Manual (AFMAN) 33-363 and Air Force Instruction (AFI) 33-364 (or their subsequent replacements).

18. SECURITY REQUIREMENTS, CLEARANCE, and BADGES: All installation personnel assigned to this requirement shall be a United States citizen, shall have a Local Area Check (LAC) conducted by the contractor and shall identify possible security threats to the installation Security Forces. The contractor shall provide the Government with the names, social security numbers, driver’s license numbers and state of issue, date of birth, and country of birth of personnel performing on this task before they will be allowed on the installation. This information shall be provided at a minimum of 72 hours prior to performance start date for the Government representative(s) to coordinate installation access for contract personnel. Contract personnel not meeting the minimal standards will not be issued an installation pass and will not be allowed access to the installation.

18.1. Personnel employed by the contractor must get a pass for their privately owned vehicles at the installation Visitor Reception Center, with proof of following:

18.1.1. Liability Insurance

18.1.2. Current License Plates

18.1.3. Current State Inspection Sticker (If required)

18.1.4. Valid State Driver License

18.1.5. A phone number for sponsor on base

18.2. Vehicles owned by the contractor with the company name permanently printed on them are not required to obtain a pass if a current work order is presented at the time of entry, however, current liability insurance, state inspection sticker and registration is required. The person driving the vehicle must have a valid operator license for the type of vehicle.

18.3. Upon completion or termination of the contract or expiration of the identification passes, the contractor shall ensure that all base identification passes issued to contractor employees are returned to the issuing office. If a contractor employee has been terminated, the pass will need to be retrieved and returned to Security Forces so that employee does not have base access. If the pass is not retrieved, then SF will need to be notified so base access is not allowed. Upon completion of the contract return all issued installation access passes to the issuing authority.

Failure to comply with these requirements may result in withholding of final payment.

18.4. The contractor is required to provide identification badges for its employees. All contractor personnel shall wear these badges while on duty on the Government site. Badges are required to identify the individual, company name, and be clearly and distinctly marked as contractor. Size, color, style, etc. are to be mutually agreed upon by contractor and Authorized BPA Caller.

19. COMPLIANCE WITH LAWS AND REGULATIONS: The service provider shall be knowledgeable of and shall comply with all applicable federal, state, and local laws, permits, Department of Defense (DoD), AF, and base requirements and instructions required for the performance of the duties in this SOW. The service provider shall ensure policies and procedures are established that protect the safety and welfare of customers, employees, and the community to minimize or eliminate safety or environmental pollution risks. Warranty and Guarantee: The contractor shall provide a warranty or guarantee for the repair or replacement services performed. The warranty period should be clearly specified in the BPA and cover any defects or issues arising from the repair work during the specified timeframe.

20. Authorized BPA Caller Acceptance: Upon completion of each repair or replacement project, the contractor shall seek Authorized BPA Caller acceptance. Authorized BPA Caller shall have the opportunity to inspect the repaired or replaced canopy and ensure that the work meets the agreed-upon quality standards. In the event of any deficiencies or non-compliance, the contractor shall rectify the issues promptly and to the satisfaction of Authorized BPA Caller.

21. Ordering Process:

21.1. Request Initiation: Whenever repairs or replacements are required, Authorized BPA Caller shall submit a written request to the contractor. The request shall include details of the damaged canvas canopy, location, and any other relevant information.

21.2. Inspection and Assessment: The contractor shall respond to the request promptly and conduct an on-site inspection to assess the damage and provide a detailed assessment report, including repair or replacement recommendations and cost estimates.

21.3. Authorized BPA Caller Approval: Upon receiving the assessment report, Authorized BPA Caller shall review and approve the proposed repairs or replacements, along with associated costs.

21.4. Work Execution: Upon approval, the contractor shall schedule and perform the necessary repairs or replacements within the agreed-upon timelines.

22. Payment Terms:

22.1. Pricing: The pricing for repairing or replacing damaged canvas canopies shall be as per the rates specified in Exhibit A, attached to this agreement.

22.2. Invoicing: The contractor shall submit invoices for completed services, detailing the services provided and associated costs. Invoices shall be submitted monthly or as agreed upon by both parties.

22.3. Payment: Authorized BPA Caller shall make payments to the contractor within 30 days from the receipt of a valid invoice.