Attachment 2 Polaris - PWS.docx

PERFORMANCE WORK STATEMENT FOR

POLARIS MAINTENANCE SERVICES

MAINTENANCE / REPAIR/ TROUBLSHOOTING

POLARIS RANGER UTVs

AT

CHEYENNE MOUNTAIN SPACE FORCE STATION, COLORADO

15 May 2024

1. DESCRIPTION OF SERVICES: The Contractor shall furnish all personnel, equipment, tools, materials, supplies, transportation, and labor necessary to perform inspections, preventive maintenance, repairs, and troubleshooting of Polaris Utility Task Vehicle (UTV) in accordance with (IAW) this Performance Work Statement (PWS). All work shall be performed at Cheyenne Mountain Space Force Station (CMSFS), Colorado. It is anticipated that work at Peterson Space Force Base may be added at a later time and prices will be added at that time. Contractor shall conform to all federal, state, and local regulations, current Owner’s Manual standards, and applicable manufacture or industry standards as required in the PWS. These are noted in Appendix B (Applicable Publications, Codes, Standards and Forms).

2. Scope of Work: Contractor shall furnish all personnel, equipment, tools, materials, supplies, transportations, and labor necessary to perform inspection, maintenance, repairs, and parts replacement by certified Polaris technician on UTVs as defined in this PWS and Appendix A, Technical Exhibit la (TE-la.). Conform to all federal, state, and local requirements and applicable manufacture or industry standards as required in the PWS. Work must be performed IAW the current Factory Owner’s and repair manuals for the inspection, maintenance, and repairs of all types of Polaris UTVs on CMSFS, Colorado.

2.1. Inspection: At the time of all preventative maintenance or repair visits an inspection shall be complete and a report provided to the COR identifying the results. The report should include at a minimum, any potential upcoming repairs or any item that may need replaced.

2.2. Preventative Maintenance: All maintenance will be performed in accordance with Polaris standards to maintain warranty. The performance of all quarterly, semiannual, and annual maintenance shall be performed by certified Polaris technician following the certified Polaris service/owner’s manual. This will include, but is not limited to the maintenance (i.e., all fluids, oil/air filters changes, general lubrication, tire pressures, tire inspection, suspension, fuel system, linkages and electrical components, software updates, drive belt inspection and replacement, etc.). Provide COR with quarterly, semiannual, and annual schedule within 2 weeks after award. Provide a report of repairs made with description, part numbers and items on back order with a tentative delivery date. Within five (5) business days after delivery of back ordered parts, schedule with COR a date and time for repairs.

2.2.1. Annual: Perform annual PM during the scheduled dates provided by contractor on all UTVs identified in Appendix A, TE- l b. Quarterly maintenance will be conducted in conjunction with the annual PMs the contractor shall provide all tools, labor, management, and materials required to perform preventive maintenance IAW manufacturer specifications or industry standards. Maintenance and necessary minor repairs (IAW paragraph 2.2) will be accomplished during this PM.

2.2.2. Semi- Annual: Perform semi- annual PM within the first quarter of the contract period of performance on all UTVs identified in Appendix A, TE- l b. Quarterly maintenance will be conducted in conjunction with the semi-annual PMs. Maintenance and necessary minor repairs (IAW paragraph 2.2) will be accomplished during this PM. The contractor shall provide all tools, labor, management, and materials required to perform preventive maintenance IAW manufacturer specifications or industry standards.

2.2.3. Quarterly PM: Perform quarterly PM checks 90 to 110 days from last quarter on all UTVs identified in Appendix A, TE- l b. Maintenance and necessary minor repairs (IAW paragraph 2.2 and 2.3) will be accomplished during the quarterly PM The contractor shall provide all tools, labor, management, and materials required to perform preventive maintenance IAW manufacturer specifications or industry standards.

2.3. Repairs: All repairs under $100 per unit are the responsibility of the contractor during each preventative maintenance visit. When a UTV is nonfunctional or has a broken component(s), the COR will notify the contractor with details to allow the contractor time for preparation for next visit diagnosis/ repairs. If diagnosable over the phone/ email with details of events leading to and post loss of function. The contractor shall provide all tools, labor, material, and management to perform this service call. The Contractor will notify the COR upon arrival to CMSFS. Additionally, the Contractor will notify the COR when leaving each location, to include multiple locations for any given service day.

2.3.1. Parts: All repairs will be made with Original Equipment Manufacturer (OEM) of the same brand or compatible. This will include, but is not limited to, the replacement of parts (i.e., Drive belts, tires, windshields, snowplow accessories, winch components, winch cable/rope, brake pads, rotors, linkages, electrical components, troubleshooting and adjustments, etc.). Should parts have to be ordered contractor will provide tracking information, notify the customer of all projected downtime, estimated time of repairs, and keep the government informed of any changes. Provide COR with a report of repairs made with description and part numbers.

2.3.2. Repair Costs: Required Government Approval: Total costs of repair, per unit, per service call SHALL NOT EXCEED $100.00 WITHOUT PRIOR GOVERNMENT APPROVAL. When cost for any service call is expected to exceed $100.00 but less than $500, the Contractor shall provide to the COR, via e-mail, a quote to complete the entire repair. Quotes over $500 shall be approved by the Contracting Officer. Quote shall be Firm-Fixed Price and include all personnel, equipment, tools, materials, supplies, transportation, scheduling and labor necessary to perform the repair. Quotes shall break out individual costs. Quote shall be provided within five (5) workdays of the scheduled visit or date the Contractor was notified of the issue. Written approval shall be provided before Contractor takes any actions to order parts or repair a vehicle. Written approval can be via email or a signed copy of the quote. The quote shall not include any additional terms and conditions.

To ensure the Government receives the most cost-effective price on materials over $500.00, the Contractor shall provide documentation that the Contractor has selected the best price for the item(s). This documentation may be three (3) quotes of same or similar item(s), and any discounts given the Government or any other method to assist the Contracting Office in determining the price fair and reasonable. If only one manufacturer provides the material, the Contractor shall provide a copy of the actual invoice/quote for the material or any documentation supporting a reasonable price from published or catalog prices. Material over $500.00 will need to be determined fair and reasonable by the CO prior to starting the repair. Upon Government approval and written notification, the Contractor shall commence repair work at the next scheduled visit unless other arrangements have been made with the COR and/or CO. If any costs associated with a visit other than the next scheduled visit, the cost but be included in the quote. Invoices will state repair work performed with itemized listing of labor and parts.

2.3.3. Equipment Purchases: Contractor shall inform COR of all equipment purchases that are made with Original Equipment Manufacturer (OEM) or compatible parts. If the Contractor recommends a solution other than the lowest cost, detailed rationale shall be provided to the government. All receipts for charges on the ODC CLIN shall be submitted with the invoice when billed.

2.3.4. Schedule: All work will be scheduled through the COR, telephone number(s) 719-474-3151 or 719-474-2734. The contractor shall provide COR approved schedules no later than two weeks before scheduled maintenance. Variances to the schedule shall be coordinated with the COR at least 24 hours in advance.

3. Reports: The contractor will prepare and submit a written/electronic report after job completion within five (5) workdays after each preventative maintenance visit. If report cannot be submitted within 5 workdays, the contractor shall notify the COR with an updated status. The report will provide at a minimum the following: Identification listed by VIN number, Work performed, repairs/parts used and or needed, date of inspection, estimated date of repair, overall condition of UTV and technician conducting the work. Report will be sent to COR via email. Email address of POCs will be provided at time of award.

3.1.1. Service Summary: The Service Summary is a list of performance objectives and performance thresholds that represents the minimum acceptable level of performance. The performance objectives and thresholds will be regularly verified by the COR. Each performance objective represents a significant task as identified by the Government at the time of contract award. These performance objectives and performance thresholds represent only the significant task of this contract and do not excuse the Contractor from performance of other responsibilities identified in this PWS and its technical exhibits (TE). Additionally, performance objectives may be added or deleted, and performance thresholds raised or lowered during the course of the contract.

3.2. Performance Objectives

PERFORMANCE O

PWS

PARAGRAPH

PERFORMANCE THRESHOLD

1. Contractor provides schedule for Inspections/Maintenance/Repairs of Polaris UTVs

2.2

90% of UTVs shall be inspected and serviced in the month due IAW due date listed on schedule; with the remaining 10% of UTVs serviced no later than the following month.

Approximately 70% of UTVs are operational at all times. With the remainder 30% having identified 95% of UTVs are operational at all times.

3. Records/Reports:

Submitted within specified time

5% - Shall be within 10 days upon completion of work.

4. Government-Furnished Property and Services

4.1. Property: All services are listed in TE-1, in Appendix A of this PWS. The government will provide reasonable amounts of utilities (electricity and water) necessary to complete the work. These utilities will be provided from existing outlets and faucets. (Note: there is no gas service available).

4.2. Location: Work Bays Bldg. 300: Two (2) bays will be available for contractor use to conduct quarterly, semiannual, annual maintenance and repairs. Each bay measures 31 ft long x 11 ft wide.

5. General Information

5.1. Hours of Operation: Services will be delivered during the hours of 7:30 a.m.-4:00 p.m., Monday through Friday. Services that require after hours work or inspections will be pre-coordinated and scheduled with the Contracting Officer's Representative (COR). The Contractor is not required to provide services on the following days:

Memorial Day (May)

Juneteenth (Jun)

Independence Day (Jul)

Labor Day (Sep)

Columbus Day (Oct)

5.2. Green Procurement and Hazardous Materials/Waste: CMSFS promotes and prefers to acquire U.S. Environmental Protection Agency (EPA) list of EPA-design products at www.epa.gov/ Comprehensive Procurement Guideline (CPG) program is part of the U.S. Environmental Protection Agency (EPA) continuing effort to promote the use of materials recovered from solid waste. Buying recycled-content products ensures that the materials collected in recycling programs will be used again for the manufacture of new products. CMSFS prefers to acquire products that contain recycled-content, bio-based, energy efficient and low volatile organic compounds. Contractor is responsible for compliance with federal and state environmental laws and regulations applicable to work (CFR 40).

5.3. Hazardous Materials: In the accomplishment of this contract, non-flammable, environmentally friendly, biodegradable products IAW AFI 32-7080 and AFI 32-7086 must be used. Submit AF Form 3952; "Chemical/ Hazardous Material Request Authorization" and the manufacturer's "Material Safety Data Sheet (MSDS)", to the base HAZMART, Building 321, for all chemical used on CMSFS within two (2) weeks of contract award and within two (2) weeks after any new chemicals are purchased for use under this contract. No chemicals will be used on CMSFS prior to obtaining this approval. No chemicals/Refills will be stored on CMSFS. The contractor is responsible for containing, handling, and cleanup of all spills from this operation. Cost to dispose of spilled material and any other waste items resulting from the spill is the responsibility of the contractor. All spills, leaks and inadvertent release of hazardous materials will be immediately reported to the Fire Department by dialing 9-1-1 from the nearest available phone.

5.4. Hazardous Waste: All hazardous waste generated from contract activities will be disposed of according to all federal and state regulations. The contractor is responsible for making correct waste determinations for each waste stream. The contractor is responsible for waste packing, labeling, manifesting, and transportation from accumulation site to ultimate disposal. The contractor must ensure the waste goes to a properly permitted treatment/disposal facility and that all manifests and any other required documentation are available to the CMSFS Environmental Flight. The contractor is responsible to pay all costs associated with hazardous waste management and disposal. Any and all fines/penalties assessed by state, local or federal agencies for hazardous waste laws violated will be paid by the contractor. Contact the 21 CES Environmental Flight immediately at (719) 474-2217 or (719) 474-3620 upon hazardous waste generation.

5.5. Contractor Qualification/Experience: For the life of the contract, the contractor shall provide a Polaris trained and certified technician(s). The contractor shall hold the proper certification necessary to reliably perform inspections, maintenance, servicing and repairs and all other services referenced in this PWS. The contractor shall provide certificate(s) upon request. The certified person(s) will have available the appropriate manufacture's service manual(s), the proper types of tools, cleaners, materials, lubricants, and manufacturer's recommended or industry standards, OEM replacement parts or parts of the same brand or compatible, specifically listed for use in the maintenance and repairs IAW Owner’s and repair manuals.

5.5.1. Contractor Employees: Contractor is responsible for meeting safety and occupational health regulations required by federal and state law.

5.6. Quality Assurance: The government will evaluate the contractor's performance under this contract through on-site inspections and customer complaints. COR will routinely perform quality checks during their scheduled and unscheduled inspections, maintenance, and repairs.

5.7. Security Requirements for CMSFS

5.7.1. Access: CMSFS is a Protection Level 1 (PLl), restricted area and special security procedures are utilized to deter espionage, sabotage, or theft of Air Force resources. Access to United States classified defense information by Contractor personnel during performance of this contract is prohibited. However, contract performance will be within a restricted area, which will require Contractor compliance with personnel security entry control procedures established by AFI 31-101 which is classified For Official Use Only and is not available online. However, the individual requirements are stated in the PWS. Authorized personnel may order a copy through the Air Force Portal or request a copy from the COR. Contractor will also comply with AFI 31-401 chapters 1, 5 Section C, and Attachments 1 and 3.

5.7.2. Security Policies and Procedures: The contractor is required to comply with all policies and procedures as outlined in 721 MSG Instruction 31-7 (1 Apr 08) and 21 MSG Installation Security Plan (ISP) 31-1, Volume 1, (1 Oct 07), available from the COR.

5.7.3. Denied Entry: The Commander, SBD-1, reserves the right to deny any Contractor employee entry to CMSFS for security reasons, (with concurrence from the Contracting Officer, when feasible). Violations of, or deviation from, established security procedures by Contractor employees may result in confiscation of Air Force Entry Control Cards and denial of future entry to CMSFS restricted areas and denial to CMSFS.

5.8. Requirements for Personnel Entry into CMSFS

5.8.1. Entry: Contractor personnel performing work inside the restricted area will require a favorable National Agency Check (NAC) prior to starting work, 21 SFS/S-5 will conduct NAC after SFS receives a written personnel request for access from the COR.

5.8.2. Contractor/Employee Base Pass and Identification, Special Clearances and Vehicle Passes: The contractor shall comply with all requirements and procedures IAW AFFAR 5353.242-9000, Contractor Access to Air Force Installations. All documentation shall be submitted at the pre- performance conference.

5.8.3. CMSFS Visit Request Letter: For every new employee, submit a CMSFS Entry Authority List annually, or for the term of the contract, on company letterhead through the COR at least seven (7) duty days before the contractor is to report for duty.

· Principal Purpose: To list the names of personnel authorized to perform various functions under this contract.

· Routine Uses: To ensure positive identification of personnel authorized to perform the listed functions. The Driver’s License is needed for this identification. Disclosure is voluntary; however, failure to supply any required information may cause denial of entry to CMSFS or delays in processing of the CMSFS Visit Request Letter.

5.8.4. Issuance and Disposition of Air Force Entry Control Cards for CMSFS: If permanent Air Force Entry Control Cards are issued, the Contractor’s employees must present the badge for proper verification when requested by the COR or Security Forces personnel.

5.8.5. Air Force Entry Control Card Maintenance: The Contractor shall establish controls which assure the retrieval of badges issued to employees who strike, quit (with or without notice), die, are barred by an installation commander's written order, or removed for any reason.

5.8.6. Air Force Entry Control Card Loss: All lost/misplaced Air Force Entry Control Cards will be reported immediately to the COR personnel and the Security Forces administration section. The Contractor’s employee will comply with requests by the COR personnel for information regarding the circumstances surrounding the loss of their badge.

5.8.7. Requirements for Vehicle Entry into CMSFS: Only vehicles used to conduct official business and an authorization letter (Para 4.5.6.2.) from SBD-1/CC are allowed entry into the restricted area. The Contractor may be permitted to transport all needed personnel, materials, and equipment to the work site. Contractors will load/unload and leave the area. Propane fueled or compressed natural gas vehicles are prohibited within the restricted area. The Contractor must submit the request for a vehicle to enter the restricted area on company letterhead; and an officer of the company must sign the letter. The following required information must appear on vehicle request letters: Contract number, model of vehicle, make of vehicle, vehicle license number & state, vehicle identification number, whether gasoline powered and whether the vehicle will be parked temporarily inside the Cheyenne Mountain Complex (CMC). Submit the letter to the COR personnel for processing at least two (2) weeks before requested entry date. The Contractor will keep a copy of the vehicle entry authorization letter in each vehicle listed on the letter. The Contractor must show the letter to the entry controller each time the vehicle enters the CMC. See Appendix D for example letters requesting vehicle access.

5.8.8. Fire Extinguisher: All vehicles entering the restricted area of CMC must be equipped with a Class ABC fire extinguisher with current certified inspection/service tags.

5.8.9. Searches: All Contractor vehicles, authorized to enter the restricted area, and all hand carried items will be subject to search before entering the restricted area. Cameras, tape recorders, private weapons, alcoholic beverages, explosives, ramset equipment, propane equipped vehicles, mace, Tasers, and similar items are not allowed in the CMC without approval of the SBD-1/CC or higher authority. All vehicles are subject to random vehicle searches.

5.8.10. Vehicle Identification: The Contractor will maintain vehicles to present a neat, clean, and professional appearance. All vehicles will be in operable condition and meet the local, state, and federal safety requirements. The COR may inspect the Contractor's vehicles at any time and direct the removal of any objectionable vehicle from the installation. The Contractor will remove any vehicles found to be unsafe, unable to function as designed, or deemed unacceptable from the installation. The Contractor’s name or logo will be prominently displayed on both vehicle front doors, the right and left side, and should be visible for a distance of fifty (50) feet under normal lighting conditions.

5.8.11. Loading Dock Restrictions For CMSFS: The Contractor will have restricted access to the loading dock inside the restricted area. The loading dock is an emergency egress path and a minimum of a four-foot (4’) wide path shall be maintained at all times leading to and from the egress ramp. Vehicles waiting to load/unload will not be left running, and the overhead rolling door must be closed following each use of the loading dock. Use of the loading dock inside the complex will be on a first-come first-served basis; however, use will be limited to 30 minutes. Vehicles left unattended in the loading dock area must have the keys left in the ignition for emergency egress procedures.

APPENDIX A

ESTIMATED WORKLOAD

TECHNICAL EXHIBITS (TE)

Technical Exhibit-1: TE-1a: Polaris ATV

TE-1a: CMSFS CES Polaris ATV

TE-1b: CMSFS CES Polaris Identification

Last completed 13 Dec 2022 Biannl Mnt.

Last Completed 13 Mar 2023 Qtrly Mnt.

Was Due 13 Jun 2023 Annl Mnt.

Is Due 13 Sept 23 Reprs Completed

APPENDIX B

APPLICABLE PUBLICATIONS AND FORMS

Documents applicable to this PWS are listed below. Contractor can access forms and publications on the Internet at: http://www.e-publishing.af.mil/. Supplements or amendments to publications from any organizational level may be issued during the life of the contract. Contractor will immediately implement those changes for which the contactor has determined there is no cost impact. Before implementing any change that will result in an increase in contract price, the Contractor will submit to the Contracting Officer a price proposal within ten (IO) calendar days (unless Contracting Officer determines the situation is more urgent) following receipt of the change by the Contractor. The Contracting Officer and the Contractor will negotiate the change into the contract under the provisions of the contract clause FAR 52.212-4(c) entitled "Changes."

PWS

REFERANCE

2022 Polaris Repair Manual

Polaris Factory Repair Manual 2.2 2.2.1 2.2.2 2.2.3 2.3

5.3 5.4

Section 2.5.5. HAZMAT Determination and Authorization Procedures for Contractors 5.3

US Environmental Protection Agency (EPA)'s list of EPA-designed products at www.eQa. gov / and CPG program 5.2

APPENDIX C

Example Security Access Letters

SAMPLE CHEYENNE MOUNTAIN FORCE STATION VISITOR ACCESS REQUEST

MEMORANDUM FOR 21 SFS/S5B CMSFS

FROM: 21 CES/OL-CM/CEOES

SUBJECT: DBIDS Badge Request

1. The individual(s) identified below require a DBIDS Badge to support Contract #FA2517-XX-P-XXXX:

2. Please provide the following information:

3. Please make this pass until (expiration date- up to 364 days from day memo is created) during the hours of (hours individual(s) need access to base) on (days of the week).

4. If you have any questions, please call my POC, NAME AND PHONE NUMBER.

21 CES UNIT SECURITY MANAGER

SAMPLE REQUEST FOR GOV/CONTRACTOR VEHICLE INTO

CMSFS RESTRICTED AREAS

MEMORANDUM FOR 21 SFS/S5B (CMSFS)

FROM: 21 CES/OL-CM

SUBJECT: Vehicle Access Request and Vehicle Parking within Cheyenne Mountain Space Force Station (CMSFS) Restricted Area

Request the listed vehicle(s) be authorized to enter CMSFS Restricted Area IAW 21st Security Forces Squadron, CMSFS Installation Defense Plan from Day Month 2022 to Day Month 2022 for the following reason: REASON HERE

a. Personnel will be delivering time sensitive material and installing various equipment required in the performance of contract number/project name: CONTRACT NUMBER/PROJECT NAME Vehicles will be parked at the loading dock to load/unload equipment for no longer than 30 minutes and parking in the main tunnel for 30 minutes per day for the duration of this contract.

Below is the vehicle data for this request:

a. Company Name:

a. Company Name:

b. Year of Vehicle:

b. Year of Vehicle:

c. Make/Model:

c. Make/Model:

d. Color:

d. Color:

e. Lic Pl Number & State:

e. Lic Pl Number & State:

f. Veh Id Number (VIN):

f. Veh Id Number (VIN):

g. Unit Number:

g. Unit Number:

h. Engine Type:

h. Engine Type:

i. Telephone # in restricted area:

i. Telephone # in restricted area:

You may contact NAME, PHONE NUMBER.

21 CES UNIT SECURITY MANAGER