Attachment 2- PWS Underground Fuel Tanks.pdf

Underground Fuel Tanks M&R Services Attachment 1: Performance Work Statement

Contract #

PERFORMANCE WORK STATEMENT

UNDERGROUND FUEL STORAGE TANKS (USTs)

MAINTENANCE AND REPAIR (M&R) SERVICES

14 May 26

TRAVIS AIR FORCE BASE (TAFB)

Table of Contents

1. PURPOSE, DESCRIPTION OF SERVICES, AND REQUIRED TASKS

1.1. PURPOSE

1.2. DESCRIPTION OF SERVICES

1.3. DESCRIPTION OF REQUIRED TASKS

1.3.1. PREVENTIVE MAINTENANCE

1.3.1.1. TECHNICAL DATA

1.3.1.2. CONTRACTOR HOTLINE

1.3.1.3. TELEPHONE SUPPORT

1.3.1.4. PAINT/CORROSION CONTROL

1.3.1.5. MINOR REPAIRS

1.3.2. ADDITIONAL IN-SCOPE WORK IDENTIFIED DURING PREVENTIVE

MAINTENANCE

1.3.3. 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 SUBCONTRACTOR QUALIFICATIONS

3.2. LEAD TECHNICIAN

3.3. NON-QUALIFIED FUEL TECHNICIAN

3.4. WELDING

3.5. ELECTRICAL

4. SAFETY/ENVIRONMENTAL

4.1. GENERAL

4.2. SAFETY DATA SHEET

4.3. HAZARDOUS MATERIALS/WASTE SPILLS

4.4. ENVIRONMENTAL COMPLIANCE/HAZARDOUS MATERIALS

5. REQUIRED MEETINGS AND BRIEFINGS

5.1. POST AWARD ORIENTATION/CONFERENCE

5.2. PROJECT MEETINGS

5.3. PREVENTIVE MAINTENANCE OR SERVICE ORDER IN/OUT BRIEFS

5.3.1. GENERAL

5.3.2. IN-BRIEFS

5.3.3. OUT-BRIEFS

6. PLANS AND DATABASES

6.1. OPERATIONS AND MAINTENANCE PLAN

6.2. QUALITY CONTROL PLAN

6.3. MAINTENANCE AND REPAIR LOG

7. DOCUMENTATION OF MAINTENANCE AND REPAIR

7.1. MONTHLY REPORTS

7.1.1. MONTHLY 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

9.2. METHODS

9.3. USTs/DISTRIBUTION SYSTEM OPERATIONAL RATES

9.4. PERFORMANCE METRICS

10. GENERAL, ADMINISTRATIVE, AND SECURITY INFORMATION ……………………………..19

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. GOVERNMENT DATA RIGHTS

APPENDIX A: DEFINITIONS AND ACRONYMS

APPENDIX B: SERVICE ORDER TEMPLATE

APPENDIX C: PM EXAMPLE CHECKLIST ITEMS

APPENDIX D: MAINTENANCE & REPAIR LOG TEMPLATE

1. PURPOSE, DESCRIPTION OF SERVICES, AND REQUIRED

TASKS

1.1. PURPOSE

The purpose of the Underground Fuel Storage Tanks (USTs) Maintenance and Repair (M&R) Services Contract is to provide preventive maintenance (PM), inspection, and repairs for USTs, associated fuel distribution systems, safety systems, and leak monitoring systems on Travis Air Force Base.

1.2. DESCRIPTION OF SERVICES

The Contractor shall perform Repair Services, monthly/semiannual inspections, and annual Inspection/Certifications for USTs at Travis Air Force Base, California in accordance with all applicable laws, regulations, standards, instructions, and commercial practices and as described in this Performance Work Statement (PWS) with a focus on safety environmental compliance and customer service. This PWS shall cover UST systems and components to include, but not limited to, pumps, valves, piping, fittings, lids, seals, gauges, sensors, switches, controllers, electrical and display panels, and cathodic protection. The contractor shall perform maintenance and repairs to preserve a facility, prevent deterioration, prevent component failure, prevent unscheduled outages, and identify components requiring replacement or repair. Maintenance tasks involve but not limited to; routine inspection, testing of petroleum fuel systems, and identifying required repairs. Maintenance tasks help ensure product quality, safe working conditions, and environmental safety. The Contractor shall have and maintain all licenses and certificates required to perform all work requirements in this PWS. The Contractor shall, except as specified in the PWS as Government furnished property or services, provide everything needed to perform USTs inspections and repair services at Travis Air Force Base (TAFB) as defined in the PWS.

Underground Storage Tanks Services shall be performed at AAFES Gas Stations at Travis AFB, CA. All work performed by the Contractor in the PWS shall conform to the applicable latest editions of the following specifications and standards but not limited to:

- API RP 575 Inspection Practices for Atmospheric and Low-Pressure Storage Tanks

- NFPA 326 Standard for the Safeguarding of Tanks and Containers for Entry, Cleaning, or Repair

- NFPA 70 National Electrical Code

- NFPA 30 Flammable and Combustible Liquids Code

- NFPA 704 Standard System for the Identification of the Hazards of Materials for

Emergency Response

- UFGS 33 01 50.65 Inspection of Field Fabricated Fuel Storage Tanks

- UFGS 33 01 50.55 Cleaning of Petroleum Storage Tanks

- UFGS 33 01 50.01 Cleaning Fuel Storage Tanks

- UFGS 33 52 90.00 20 Welding for POL Service Piping

- 40 CFR 112 Oil Pollution Prevention

- UFC 3-460-01 Design: Petroleum Fuel Facilities

- UFM 3-460-03 Petroleum Fuel Systems Maintenance

- OSHA Standards 29 CFR §§ 1910 and 1926

- Manufacturer’s Recommendations and Warranty Requirements

1.3. DESCRIPTION OF REQUIRED TASKS

1.3.1. PREVENTIVE MAINTENANCE

The Contractor shall perform all required monthly, and annual inspections, certification and testing of all USTs per applicable state, local, federal and commercial guidance to ensure reliable and continuous safe operation of all systems. The work shall be in accordance with the PWS and shall be in accordance with the manufacturer’s instructions and or industrial standards and the standards in the PWS. Some repairs or replacements of parts may require inspection/recertification dependent on the type of repairs or parts replaced as required by all applicable standards. The additional repairs required, testing, and/or recertification will use labor and/or parts line items. The contractor shall conduct the initial USTs PM service within thirty

(30) days after contract award and each month after that with an annual inspection/certification on the 12th month of each option year. 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 and all applicable industry guidance. The Contractor shall be 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 and shall be responsible for the repair and replacement of all worn or failed components and parts. Replacement parts shall be commercially available off-the-shelf (COTS) items when available, fully compatible with existing systems, and detailed in the monthly report (see PWS Section 7.1). All new or replacement electronic components shall be open-source programmable code. The Contractor shall identify any additional in-scope repairs during PM (see PWS Section 8.3).

1.3.1.1. TECHNICAL DATA

The Contractor shall acquire the OEM’s Operations and Maintenance (O&M) information as needed to conduct all necessary work on existing equipment and provide an electronic copy to accompany the O&M Plan (see PWS Section 6.1).

1.3.1.2. CONTRACTOR HOTLINE

The Contractor shall provide a single 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 shall 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 include the date, time, caller, brief description of the issue, response time for the Lead Technician, and resolution for each telephone call. The Contractor shall have a process for resolving Travis AFB concerns and following up on unresolved requests.

1.3.1.3. 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 CO or Contracting Officer Representative (COR) via the Contractor Hotline or other means.

1.3.1.4. PAINT/CORROSION CONTROL

The Contractor shall re-paint any necessary components during the summer PM session to prevent any corrosion. Summer PM shall be established IAW the manufacturer’s recommended temperature and environmental recommendations for application. The Contractor shall clean, remove corrosion, and apply primer and topcoat compatible with the metal surface in compliance with industry and safety standards.

1.3.1.5. 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 this contract at no additional cost to the government. Minor repairs consist of $50 per unit per PM visit for parts and materials and shall be included in the contractor's proposal. The total cost of minor repair parts per PM visit shall not exceed the aggregate amount of minor repair parts allowance per PM visit.

For example, maintaining and inspecting eight (8) units each PM visit would provide an aggregate $400 allowance for minor parts each PM visit to be used on any combination of the eight (8) units within the contract. If the aggregate amount of total repair parts was $800, the Contractor is responsible for the first $400 of minor repair parts and materials. The Contractor shall submit a proposal to the CO/COR for evaluation and approval for the remaining parts and materials cost under the Additional In-Scope Work.

Examples of minor repair parts include, but are not limited to, light bulbs, plastic light lenses, hoses, cable/wire, fuses, valves, switches, relays, etc. Minor repair parts do not include items identified and required for the monthly 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/COR immediately of the irreparable status of the UST component(s) and/or system(s).

1.3.2. 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 service order (SO) (see PWS Sections 8.2 and 8.3).

1.3.3. MAINTENANCE AND REPAIR LOG

The Contractor shall maintain and update a Maintenance and Repair Log. The Contractor shall provide the Maintenance and Repair Log monthly to, and upon request by, the CO (see PWS Section 6.3). The Contractor may use the provided sample spreadsheet in PWS Appendix D, or their own format if approved by the CO and as long as the requirements in PWS Appendix D are included at a minimum. 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 STORAGE ON -SITE

The Government may provide on-site storage of limited parts/items for USTs repairs. As part of the PM task, the Contractor shall recommend a list of long lead time parts for the Government’s consideration for storage on-base. The Government is under no obligation to provide on-site storage of any parts/items for USTs repairs or maintenance. However, if the CO/COR decides that it is in the best interest of the Government to allow certain parts to be purchased in advance and stored on base, the CO may issue a SO for the advanced parts purchase. The part/s would belong to the Government until such time that they are required for installation by the contractor.

No cost will be charged for storage.

2.2. BASE SUPPORT SERVICES

The Government will provide emergency medical treatment and emergency patient transportation service for contractor personnel who are injured or become critically ill during the performance of this contract.

The contractor shall reimburse the Government for the cost of medical treatment and patient transportation service at the current in-patient or outpatient treatment rate, as appropriate. The Contractor shall notify the COR of any accident requiring emergency medical treatment within 30 minutes of incident. Fire prevention and protection. Fire department telephone extension is 424- 4911 for emergencies. Security forces. The Government will provide general on-base telephone extension is 424-4911 for emergencies.

2.3. UTILITIES

The Contractor shall coordinate with the CO/COR regarding utility availability such as water and electricity to accomplish the requirements of this contract. Any temporary connection of utility 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 Travis Base Civil Engineer office and privatized utility owners through coordination with the CO/COR.

3. CONTRACTOR PERSONNEL AND QUALIFICATIONS

3.1. CONTRACTOR AND SUBCONTRACTOR QUALIFICATIONS

The Contractor shall provide personnel possessing the skills, knowledge, and training to satisfactorily perform the services required. Personnel performing work under this PWS shall remain employees of the Contractor (or Subcontractor) and shall not be considered employees of the Government.

3.2. LEAD TECHNICIAN

The Lead Technician performing the work shall be trained on the specific Fuel/UST system(s) currently operating at Travis AFB and have no less than three (3) years minimum of experience inspecting and maintaining those types of systems and maintain STI SP001 and API 653 certifications as applicable. The lead technician shall have documented training in order to perform work on systems included in the scope of the contract. The Lead Technician’s experience in fuel and UST systems and safety/environmental control systems shall include

LIN, RAYMOND C CIV USAF AMC 60 CES/CEOER

i.e. CLP & Cal Water documented experience in troubleshooting, modification, maintenance, and repairs of these systems. The Contractor shall submit to the CO/COR a list of employee’s proof of qualifications within five (5) calendar days prior to contract performance. A Lead Technician possessing the required training shall oversee all the work on the site. The Lead Technician shall be present when work is being performed for PM, Routine and Emergency Service Calls, and Additional In-Scope Work.

3.3. NON-QUALIFIED FUELS AND USTs TECHNICIAN

The Lead Technician shall oversee the work of non-qualified technicians. Non-qualified technicians may perform cleaning, corrosion control duties such as painting, and assist qualified technicians with inspecting and maintaining the systems.

3.4. WELDING

If a Contractor or Subcontractor employee performs welding, they shall meet the requirements of UFGS 33 52 90.00 20. The contractor shall not allow open flames near Class 1 hazardous areas as established in NFPA 70. 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 a Travis ABF welding and cutting permit issued by the 60th Civil Engineer office via coordination with the CO/COR prior to any cutting or welding.

3.5. ELECTRICAL

Each Contractor or Subcontractor employee performing electrical work on Fuel/UST systems shall meet training requirements per the National Electric Code (NFPA 70) and any local and 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. Electric tools shall have a three-wire cord with a ground and be plugged into a grounded receptacle, be double insulated, or be powered by a low-voltage isolation transformer.

Electric tools shall be protected by a ground-fault circuit interrupter or an assured equipment-grounding conductor program. All electric power tools, battery or corded, and electrical extension cords shall be intrinsically safe and Underwriters Laboratory(UL) listed for the intended hazardous location. Refer to OSHA Booklet 3080 Hand and Power Tools (based upon 29CFR, Part 1910, Subpart P) or military service-specific directives for additional safety and guidance regarding the appropriate tools for work to be performed.

3.6. MAINTENANCE TOOLS

Non-sparking tools provide protection against fires and explosions in petroleum fuel product environments. Non-sparking tools shall be used for operation and maintenance work on highly volatile petroleum fuels with flash points below 100 °F (38 °C) unless the environment has been certified to be vapor free. Common non-sparking tool materials are brass, bronze, copper-nickel alloy, copper-beryllium alloy and copper-aluminum alloy. Ensure non-sparking tools are kept clean of ferrous or other contaminants which have sparking properties.

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. The protection of Contractor employees shall exclusively be 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 shall be responsible for furnishing Contractor employees with all necessary personal protective equipment and site-related safety equipment to perform services.

4.2. SAFETY DATA SHEET

In order for TAFB to meet the Hazardous Materials Management, and IAW FAR 23.302 requirements, if hazardous materials are expected to be used during the performance of this contract, the Contractor shall be required to submit hazardous materials data per the requirements of Federal Standard No. 313 and FAR Clause 52.223-3, Hazardous Material Identification and Material Safety Data, so that the materials can be properly authorized, managed, and tracked. The Contractor shall identify/list any hazardous material, as defined under the latest version of Federal Standard No. 313. Each hazardous material item shall be identified on a Safety Data Sheet (SDS, formerly known as a Material Safety Data Sheet or MSDS) per FAR Clause 52.223-3. All Contractor employees shall have ready access to the SDS while they are on the work site, and there can be no issues accessing the SDS to any Contractor employees or the Government.

4.3. HAZARDOUS MATERIALS/WASTE SPILLS

The Contractor shall take every reasonable precaution to prevent spills of hazardous materials (HAZMAT) in the performance of the Contractor’s tasks under each Task Order. The Contractor shall immediately report any HAZMAT spills to the installation’s spill response team at 707-424- 2533 or the fire department at 707-424-4911 IAW the installation’s Spill Prevention, Control, and Countermeasure (SPCC) Plan. The Contractor shall comply with this plan when handling and storing all oils, fuels, and HAZMAT. The SPCC Plan can be provided to the Contractor upon request. The Contractor shall clean and dispose of all HAZMAT spills IAW local, state (of Task Order’s location), and Federal laws and regulations and the installation’s Environmental Guide.

The Contractor shall bear full financial obligation incurred from cleaning and disposing of HAZMAT spills, or release of HAZMAT within the confines of the installation or facility caused by Contractor employees.

4.4. ENVIRONMENTAL COMPLIANCE/HAZARDOUS MATERIALS

The Contractor shall dispose of oil cans, oil residue, and any oil soaked material (e.g., rags and/or paper towels, granulated materials and sand) off-base. The Contractor shall transport and dispose of all waste IAW Federal, State, and local environmental laws and regulations.

5. REQUIRED MEETINGS AND BRIEFINGS

5.1. POST AWARD ORIENTATION/CONFERENCE

A post award “Kick-Off” orientation/conference shall be held via teleconference or face-to-face as determined by the CO within 10 days after the contract award. The purpose of this conference is for the Government and Contractor to discuss contract administration, Government expectations, and the Contractor’s Quality Control Plan (QCP).

5.2. PROJECT MEETINGS

The Contractor shall conduct a project meeting as needed or as requested by the government via teleconference or in person with the Government to discuss any contract issues, work schedule, and coordination plans. The Contractor shall cover the following information in addition to other agenda items:

• Open SOs, numbers, and issues

• PM and SO schedule

• Equipment operational rates

• Site/Installation issues requiring program attention

• Any SO delays (either requiring Government or Contractor action)

5.3. PREVENTIVE MAINTENANCE OR SERVICE ORDER IN/OUT BRIEFS

5.3.1. 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 base facility staff on-site. In-briefs may also be combined with the reoccurring Project Meeting (see PWS Section 5.2). 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.

5.3.2. IN-BRIEFS

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

• Identifying PM or SO

• Scope of work

• Schedule, start, and finish dates

• List of Contractor personnel

• Logistics, including personnel requiring base access

• Traffic control and road closing

5.3.3. OUT-BRIEFS

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

• Status of all completed work

• System operational status

• Review of PM Checklist

• Any SO work that was not completed and reason

• Any follow-on work required (After Service Summary and Any Needed Repair Summary)

• 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) Plans for each individual UST location. The O&M Plans shall be part of the Contractor’s proposal submission to be evaluated by the Government prior to the award of the contract. Each UST location O&M Plan shall include, at a minimum, the following:

• PM Checklist tailored specifically for each location based on site-specific equipment and the manufacturer’s service manual.

• Specific location test procedures for USTs operations and safety system. (For an example of items that are expected to be on the testing procedure checklist, see Appendix C)

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

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

6.2. QUALITY CONTROL PLAN

The Contractor shall develop and maintain a Quality Control Plan (QCP) that ensures proper fuel storage system maintenance. The QCP shall illustrate an adequate inspection system and inspection plan to ensure contract compliance. The contractor shall submit the QCP to the CO within 30 days from contract award for approval. The Contractor shall maintain inspection records and make them available to the Government. The Government may (but is not required or obligated to) do its own tests and inspections. The plan shall include the Contractor’s plan to ensure that all fuel storage systems are maintained IAW the manufacturer’s product literature, professional commercial standards, all applicable State Local and Federal environmental laws, and this PWS. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor’s QCP shall address all service requirements to maintain proper USTs functionality, to include a description of the process and the qualifications of any key personnel involved with quality control to ensure all tasks are completed within cost, schedule, and quality. The Contractor’s plan shall be approved by the

CO.

6.3. MAINTENANCE AND REPAIR LOG

The Contractor shall develop and maintain a maintenance and repair log. The Contractor may use the provided template sample in PWS Appendix D, or the Contractor may use their own format if approved by the CO and as long as the requirements in PWS Appendix D are included at a minimum. A maintenance and repair log shall be kept for each tank and distribution system.

For the purpose of this contract, a facility is defined as the collection of equipment at a given UST and all associated fuel storage and distribution components, leak detection, and safety systems. 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 will 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 shall 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 CO 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. MONTHLY REPORTS

The Contractor shall provide actual dates of completed PMs and SOs since the previous report and a list of pending SOs and associated work plans (including work that does not have an assigned SO, i.e. 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. MONTLY REPORT CONTENT

The Contractor shall include the following in each report:

• Executive overview of the condition and work completed on all systems

• Separate report sections for PM at each facility

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

• Dates, times, and locations of PM performed/SO repairs and when repairs were completed

• Description of parts/materials replaced, actual cost, and names of technicians performing the repairs

• Narrative describing deficiencies and problem areas that need corrective work

• Narrative of the equipment condition and recommendations for proactive minor and routine repair tasks intended to reduce unscheduled system downtime

• Maintenance, repair, inspection, and testing findings identified

• Maintenance and Repair Log and completed PM Checklist

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

• Minutes from In-briefs

• Minutes from Out-briefs

• Minutes of Monthly Project Meetings

• Telephone Call Log

• Operational Rate

• 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 two (2) hours for Emergency Service Calls vs. twenty-four (24) hours or 10:00 AM (Pacific local time) 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 mission operations.

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 thirty minutes (30) minutes 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 Contractor can request the CO provide the notice to proceed by telephone, text, or e-mail. The Contractor shall be proactive in pursuance of immediate repairs during Emergency/Routine Service Calls.

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, or impedes mission capabilities.

Required Response Time: The Lead Technician shall be on-site within two (2) 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 $100 for parts per unit per call) and/or system adjustments to return the unit to operational status, or place the unit into safe mode until repairs can be completed. This is included in the Firm Fix Price (FFP) for Service Calls. If the system cannot be returned to operational status within six (6) hours and under the $100 minor parts threshold included in the FFP Service Call, the Contractor shall provide the CO/COR with a plan to repair before the Contractor leaves the site. The estimate and schedule for the proposed Service Order are required within forty-eight (48) hours 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 will be on-site within twenty-four (24) hours or by 1000 hours (Pacific local time) 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 $100 for parts per tank per call) and/or system adjustments to return the system to operational status, or place the system into safe mode until repairs can be completed. This is included in the FFP for Service Calls. If the system cannot be returned to operational status within six (6) hours and under the $100 minor parts/call threshold included in the FFP Service Call, the Contractor shall provide the CO/COR with a plan (estimate and schedule) to repair before the Contractor leaves the site. The estimate and schedule for the proposed Service Order are required within forty-eight (48) hours of the Service Call 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 cost (NTE $100 for parts per unit per call) limits of the Service Call per PWS Sections 8.1.2 and 8.1.3, the Contractor shall submit a SO for CO/COR evaluation and approval. The official repair SO document shall include the relevant facts and proposed costs for the situation (see PWS Appendix B).

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/COR may authorize the Contractor to proceed with the work. Additional in-scope work exceeding $2,500 may be recompeted to ensure the best value for the Government. The CO/COR 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 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 shall 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, and incidental costs to accomplish the work. The Contractor shall not continue with any of the additional work discovered unless the CO/COR authorizes it. All additional work requirements must be determined by the CO/COR 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/COR.

8.3.2. ADDITIONAL IN-SCOPE WORK/SERVICE ORDER INFORMATION

The Contractor shall submit 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.

Material Pricing: Sufficient information shall 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 Contractor shall 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 monthly report.

Used or refurbished parts may be acceptable if the Contractor’s proposal identified it as providing benefit to the Government.

The Contractor shall provide work hours, types of personnel performing the work (see PWS Section 3), and a description of the work to be performed. The price breakdown shall include sufficient detail to permit an analysis of all costs associated with labor hours. The Contractor shall separate tasks at the request of the Government if it is unclear as to where labor is allocated relative to the scope.

The Contractor shall email the SO to the CO/COR with the following subject line: Contract Number, Service Order Number, and Site/Location

9. PERFORMANCE EVALUATION

9.1. SURVEILLANCE

Verification of performance objectives and surveillance for actual USTs M&R services will be accomplished by the COR. COR will perform inspections and surveillance IAW the Quality Assurance Surveillance Plan (QASP), which shall contain the information within PWS Table 2:

Services Summary. The COR will evaluate Contractor performance of the services listed in Table 2: Services Summary to determine if the performance thresholds are met, and all surveillance shall be documented with the QASP checklist.

All actions taken by the Contractor to correct deficiencies found by the Government as a result of quality assurance surveillance, and by the Contractor as a result of quality control, shall be at the Contractor’s own expense, and without additional reimbursement by the Government.

Defective repairs shall be accomplished (referred to as a “callback”) within five (5) business days. Re-performance is the preferred method of correcting any unacceptable performance. If performance is still unacceptable after a callback, the Contractor may be issued a Contract Discrepancy Report (CDR), which is a report citing unsatisfactory services or performance for which the Contractor is responsible under the PWS.

9.2. METHODS

Surveillance methods include review of monthly reports, periodic surveillance, monthly meeting and briefings, periodic surveys, and customer complaints. Surveillance methods can change after contract award based on, but not limited to, acceptance of the Contractor’s QCP (see PWS Section 6.2) or Contractor performance.

9.3. USTs/DISTRIBUTION SYSTEMS OPERATIONAL RATES

Each UST shall be operational at least ninety-six (96) percent of the time. Operational is defined as all tank systems or distribution systems being fully functional at each facility. The operational rate is a monthly measure beginning after the first instance of PM. Operational downtime shall begin once the Contactor is notified of the non-operational system.

Performance Standard and Acceptable Quality Level: Distribution system operational rate of ninety-six (96) percent.

9.4. PERFORMANCE METRICS

Performance of a service shall be evaluated to determine whether or not it meets the established performance threshold (see PWS Table 2). The performance of the Contractor will also be measured using periodic customer satisfaction surveys. Re-performance is the preferred method of correcting any unacceptable performance.

TABLE 2: SERVICES SUMMARY

SS# Performance Objective PWS Section

Performance Threshold and Remedy

Surveillance Method Rating

The Contractor shall provide all personnel, labor, equipment, supplies, tools, materials, supervision, periodic inspection, minor repair, and other items and services necessary to provide maintenance for Air Force (AF) Underground Storage Fuel Tanks and distribution systems. For each year of performance, the Contractor shall provide a total of twelve monthly, one semiannual, and one annual maintenance, inspections, and repair services for each facility.

1.2, 1.3, 4.3, 9.3

96% operational rate as described in PWS Section 9.3.

No more than one customer complaint per month.

Remedies:

a. Contractor shall provide a written Corrective Action Plan within 5 business days from CO and/or COR notification.

b. Re-performance within 3 days of notification

Review of Monthly Reports and Periodic Surveillance

2 Full Preventive Maintenance (PM)

1.3.1

100% performance of PM requirements. No more than one customer complaint per month.

Remedies:

a. Contractor shall provide a written Corrective Action Plan within 5 business days from CO and/or COR notification.

b. Re-performance within 3 days of notification

Reports and

Contractor Hotline

1.3.1.3

100% of calls responded to within the specified timeframe.

Contractor must be available to respond all the time.

Remedy:

Contractor shall provide a written Corrective Action Plan within 5 business days from CO and/or COR notification.

Reports and

Telephone Support

1.3.1.4

100% of calls responded to within two (2) hours by qualified Lead Technician.

Contractor must be available to respond all the time within

Review of Monthly

Reports and

10. GENERAL, ADMINISTRATIVE, AND SECURITY

INFORMATION

10.1. PUBLIC DISCLOSURES

The Contractor shall not make a public announcement or disclosure relative to information contained or developed under this contract, except as authorized by the CO/COR.

10.2. HOURS OF OPERATION

Maintenance, periodic inspection, and repair services are normally provided during non-peak hours and working days, excluding legal Federal and National holidays. The Contractor shall coordinate the work schedule with the CO/COR identified in the contract. Travis AFB is open 24 hours a day, 365 days a year.

10.2.1 RECOGNIZED HOLIDAYS:

New Year’s Day Labor Day Martin Luther Kng Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Juneteenth Day Thanksgiving Day Independence Day Christmas Day

10.3. WORK COORDINATION

The Contractor shall coordinate all work with the CO/COR at least [five (5) days] in advance with the exception of Service Calls. Coordination for Service Calls follows the procedure in the allowable time as stated in paragraph 1.3.1.4.

Remedy:

Contractor shall provide a written Corrective Action Plan

Emergency/Routine Service Call Repairs

8.1, 8.1.2, 8.1.3

100% of Service Call response made within specified timeframe without a callback.

Remedy:

Contractor shall provide a written Corrective Action Plan

Reports and

PWS Section 8.1. The Government is not responsible for any costs incurred by the Contractor resulting from failing to coordinate work with the CO/COR. If the Contractor plans to use radio/CB transmissions in the performance of work, radio transmission frequency must be approved by the CO/COR.

10.4. WORK AREA

The Contractor shall at all times keep work areas free from any accumulation of debris, waste material, rubbish, tools, scaffolding, equipment, and materials. Upon completion of the job or when away from the work area, the Contractor shall leave the work area and its premises in a clean, neat, safe, and workmanlike condition. The Contractor is responsible for removal and proper disposal of all job-related waste material from the worksite. The Contractor shall be responsible for all work area, traffic barricades, and traffic flagging operations when required.

10.5. REPLACEMENT EQUIPMENT DISPOSITION

The disposition of all replaced equipment including batteries shall be coordinated with the CO/COR as identified in the contract. Unless the CO/COR states in writing that the replaced equipment shall be turned in to the CO/COR, the Contractor shall properly dispose of the equipment or hazardous materials such as fuel or sludge off-base.

10.6. WARRANTY

IAW FAR 12.404(b), the Contractor shall provide at least the same warranty terms, including offers of extended warranties, offered to the general public in customary commercial practice.

At a minimum, the Contractor shall provide a one-year parts and labor warranty for all components installed during the performance of the contract. The warranty shall commence upon replacement of parts or system completion and acceptance. System acceptance is defined as written acceptance by the CO/COR. After being notified of a problem with a component under warranty, the Contractor shall investigate the issue and respond to the CO/COR within twenty-four (24) hours, to include weekends. For warranty documentation, refer to PWS Sections 6.3 and 7.1.1.

10.7. PERFORMANCE OF SERVICES DURING CRISIS DECLARED BY THE

NATIONAL COMMAND AUTHORITY

Contractors providing services designated as essential by a Department of Defense Component shall be expected to use all means at their disposal to continue to provide such services, IAW the terms and conditions of the contract, during periods of crisis until appropriately released or evacuated by military authority. The services provided for by this contract shall be deemed mission-essential during crisis and emergencies and shall continue normal operation. See Department of Defense Federal Acquisition Regulation Supplement (DFARS) Clause 252.237- 7023, Continuation of Essential Contractor Services, in the contract.

10.8. GOVERNMENT DATA RIGHTS

The Government will retain rights to all documents, materials, electronic files, and configuration data produced under any resulting Task Order. All documents and materials under any resulting contract will be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents

LIN, RAYMOND C CIV USAF AMC 60 CES/CEOER

Do we want the contractor to coordinate with CEIE directly to get all the paperwork/manifest approved prior to disposal?

and materials shall not be used or sold by the Contractor without written permission from the CO.

All materials supplied to the Government will be the sole property of the Government and shall not be used for any other purpose. This right does not abrogate any other Government rights.

APPENDIX A: DEFINITIONS AND ACRONYMS

Additional In-Scope Work: Any labor or parts that exceed the PM and Service Call thresholds.

Authorized Personnel: Individuals authorized to place “calls” to the Contractor for response to a Service Call or any other maintenance action or service covered in the PWS.

Contract Discrepancy Report (CDR): A report issued to the Contractor citing unsatisfactory services or performance for which the Contractor is responsible under the PWS.

Contracting Officer (CO): Individual responsible for ensuring performance of all necessary actions for effective contracting and compliance with the contract terms, safeguarding the interests of the United States in the contractual relationship, ensuring that the Contractor receives impartial, fair, and equitable treatment under this contract, and determining the final assessment of the Contractor’s performance.

Contracting Officer’s Representative (COR): Individual responsible for providing continuous program and technical oversight of the Contractor’s performance, reporting early identification of performance problems to the CO, and documenting Contractor performance.

Damage to Government Property: Damage or abnormal deterioration caused by physical abuse or negligence.

Defective Service: A service output that does not meet the standard of performance associated with the particular service area in PWS Table 2: Services Summary.

Escort: One or more persons who accompany the Contractor in high security areas on a military installation.

Inspection: Detailed visual and technical examination of all UST and components. Safety and operational testing to insure proper and safe operations before turning the system back over to the Government.

Minor Repair/Parts Threshold: For PM, the threshold for minor repair/parts is $50 per system per month. For Service Calls, the threshold for minor repairs/parts is $100 per system per call.

The total cost of minor repair parts per month shall not exceed the aggregate amount of minor parts allowance per month. Minor repair parts do not include items identified and required for the monthly maintenance function identified in the PM O&M Plan. An example of an item required by the PM O&M Plan would be lubricants, or filters change.

Proposal: To submit in writing an offer listing discrepancies identified during inspection of

USTs.

Quality Control Plan (QCP): The Contractor’s program of action to effectively and efficiently manage the quality of performance objectives relating to standards of performance and inspections necessary to assure that the service satisfy the requirements from concept through validation.

Service Call: Additional visits and service requested at any time other than scheduled maintenance. 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 two (2) hours for Emergency Service Calls vs. twenty-four (24) hours or 1000 hours (Pacific local time) the next business day (whichever is greater) for Routine Service Calls.

Service Order (SO): The FFP proposal to perform Additional In-Scope Work identified by the Contractor during scheduled PM or during performance of a Service Call.

Services Summary (SS): Identifies the key service outputs of the contract that shall be evaluated by the Government to assure contract performance.

ACP Access Control Point UST Underground Fuel Storage Tank CLIN Contract Line Item Number CO Contracting Officer CONUS Contiguous United States COR Contracting Officer’s Representative COTS Commercially available off-the-shelf CPR Cardio Pulmonary Resuscitation DFARS Defense Federal Acquisition Regulation Supplement DVD Digital Video Disc EPA Environmental Protection Agency FAR Federal Acquisition Regulation IAW In Accordance With NTE Not-To-Exceed O&M Operations and Maintenance OEM Original Equipment Manufacturer PLC Programmable Logic Controls PM Preventive Maintenance PMR Program Management Review PWS Performance Work Statement QC Quality Control QCP Quality Control Plan SDS Safety Data Sheet SO Service Order SOW Statement of Work SPCC Spill Prevention, Control, and Countermeasure SS Services Summary

UFC United Facilities Criteria UFGS Unified Facility Guide Specification

APPENDIX B: SERVICE ORDER TEMPLATE

APPENDIX C: PM EXAMPLE CHECKLIST ITEMS

Preventive Maintenance (PM) Checklist Items expected in the Operations and Maintenance (O&M) Plan: The…