Attachment 3 Vehicle Maintenance PWS.pdf

PERFORMANCE WORK STATEMENT

(PWS)

VEHICLE MAINTENANCE

1 Oct 2020

1.0. DESCRIPTION OF SERVICES. The contractor shall provide all labor, vehicles, personnel, equipment, tools, materials, supplies, and computer equipment except as listed in Appendex 6, Government Furnished Property and Services. The contractor shall provide Fleet Management and Analysis (FM&A) services 866 and scheduled/unscheduled maintenance for approximately 639 vehicles assigned to Robins Air Force Base and perform roadside services within the permissible operating distance (POD) of 100 miles. (AFI 24-302, AFI 24- 301, AFMAN 24-306, T.O. 36-1-191-WA-1, RAFBI, Defense Property Accountability System (DPAS) Playbooks/Guide Books, VM Guidebook, Installation Policies, Vehicle Management Operating Procedures (VMOPs)

1.1. VEHICLE MAINTENANCE. Vehicle maintenance provides efficient and economical maintenance services to support the mission. Vehicle maintenance services include: Fleet Management & Analysis, Corrosion Control activities, Fleet Management, Vehicle Control Function, Maintenance Control, Customer Service Center Operations, Tool Control Program, and Material Control.

1.1.1. Fleet Management & Analysis (FM&A).

1.1.1.1. Mission Capable Rates. The contractor shall maintain a minimum base vehicle fleet Mission Capable (MC) rate of 90% on a monthly basis and update performance metrics. Referance AFI 24-302 para. A4.4.1.1.1

1.1.1.2. Maintenance Program. The contractor shall establish a scheduled maintenance program to maintain an overdue rate of no more 2 deficiencies per month (IAW T.O. 36-1-191-WA-1 Chapter 3). The contractor shall use Defense Property Accountability System (DPAS) to schedule vehicles for maintenance four weeks in advance of due dates, and provide those due dates to the affected VCO The contractor shall generate overdue reports and produce a weekly no-show listing (when applicable) to the Government Project Manager (GPM) for any missed appointments.

Failure of the unit(s) to produce vehicles at the scheduled time for maintenance will not be held against the contractor;

however, the contractor is responsible to notify the government of any overdue status. The contractor shall report difficulties in obtaining vehicles to the GPM for resolution on the first business day of each week. Overdues are considered a safety violation. (AFI 24-302, para 1.3.3, 1.71.8, 2.18.5, 2.18.5.1, 2.18.5.2, 2.18.5.3, 2.18.5.4, 2.40.5.1, 2.40.5.2, 2.40.5.3, 2.40.5.3.1, 2.40.5.5, 3.14.6.3, Section 7H, T.O. 36-1-191-WA-1 Chapter 3) (Ref CDRL EXHIBIT A001).

1.1.1.2.1. Reports/Data transfer. The contractor shall produce reports and generate data for uploading, analsys and or correspondence when requested by 441 Vehicle Support Chain Operations Squadron (VSCOS), GPM, COR, MAJCOM, or by anyone with authority over the GPM (Examples: DPAS Vehicle Data extraction/collection, LIMS- EV data extraction/collection, trends analsys, Transaction Request Tool (TRT) inquires, MS Power Point presentations, Excell worksheets, etc...

1.1.1.2.2. On-site Maintenance. The contractor shall provide on-site scheduled maintenance on vehicles and equipment which cannot economically be delivered to maintenance facility because of design or immobility.

1.1.1.2.3. Vehicle Transport. Transportation of vehicles to and from maintenance that are not suited for over-the-road operations shall be coordinated with Ground Transportation, notify GPM or COR of any difficulties.

1.1.1.2.4. 5th CCG/53rd ACTS Support. The contractor shall provide scheduled and unscheduled maintenance repairs/service for equipment/vehicles assigned to 5th CCG and the 53rd ACTS. The estimated work load is 230 assets. The contractor shall be responsible for assisting or completing the repairs of assets assigned to the 5th CCG and the 53rd ACTS.

1.1.1.2.5. Vehicle Yard Check. The contractor will accomplish vehicle yard check on the second work day of the week. (AFI 24-302 Para. 2.18.32) (Ref CDRL EXHIBIT A001).

1.1.1.2.6. Vehicle Control Officials (VCO) listing. The contractor will develop/maintain a list of Vehicle Control Officials and provide it monthly to the GPM/COR. This is a living document and developed in electronic format and includes the following information: name, grade, official mailing address and telephone number(s)/ext of the unit’s primary VCO/alternate VCO. The listing will also include 2 digit organization code, 24 hour contact information, e-mail address and fax number(s). (AFI 24-302 para 2.15.11, 2.15.43, 2.18.12, 2.24.1.3.3.1 2.24.5, 2.29) (Ref CDRL EXHIBIT A003).

1.1.1.3. Vehicle Repair. The contractor shall maintain, repair, and service vehicles, vehicular equipment and equipment in a safe and serviceable condition IAW T.O. 36-1-191-WA-1 Chapter 1. The contractor shall ensure all scheduled/unscheduled maintenance repairs are accomplished with no more than five deficiencies per month.

Contractor shall prepare and submit Deficiency, Warranty and Unsatisfactory Reports utilizing Joint Deficiency Reporting System (JDRS). Schedule, track, accomplish and record all TCTOs, SBs, OTIs, SOUMs, MAMs, TCIs, SIs, and Manufacturer Recalls IAW written instructions with no more than 1 TCTO, OTI or SBs late implementation per month. Initiate/process work order in DPAS. (AFI 24-302, para 2.16.6, 2.18.5, 2.18.5.1, 2.18.5.2, 2.18.5.3, 2.18.5.4, 2.18.25, 2.18.27, 2.18.34, 2.18.34.1, 2.18.34.2, 2.18.34.3, 2.18.34.4, 2.40.5.3, 2.48.1, 3.14.6.3, 4.29.7, 5.24, 7.3.5, 7.7.2.1, 7.13, 7.13.11, Section 7H, Section 7I, 8.14, 9.2.2, 9.2.3, A4.3.1, A4.4.3, A4.4.3.1, A4.4.3.2, A4.4.3.3, A4.4.3.4, and T.O. 36-1-191-WA-1 Chapter 7, T.O. 00-5-15,)

1.1.1.4. Vehicle Records. The contractor shall profile newly assigned general/special vehicle and equipment static data into DPAS utilizing the Transaction Request Tool (TRT) with no more than two deficiencies a month. A historical record will be kept for all assigned vehicles and equipment. (AFI 24-302 para, 2.18.13, 2.18.13.1, 2.18.13.2, 2.18.13.3, 2.18.13.4, 2.18.13.5, 2.18.13.6, 2.18.13.7, 2.18.37, 4.31.5, 7.3.2, 8.17.3, 8.18.3 VM Guidebook)

1.1.1.5. Essential Repair. The contractor shall provide essential services for repair of emergency/critical/sortie generating vehicles as listed in the MEL (Appendix 1), Base Support Plan (BSP) and OPLANs, and AFI 24-302 para, 2.55, 2.55.3.1, 3.88. Examples include flight line assets, air crew, crash rescue and firefighting trucks, tactical, 463L, MHE, runway sweepers, and base recovery/construction efforts.

1.1.1.6. A weekly overdue Scheduled Maintenance report shall be developed in electronic format and include the following; organization the vehicle is assigned, vehicle registration number, vehicle type, scheduled due date/miles and the VCO of the using/assigned organization.

1.1.2. Fleet Management. The contractor shall serve as Fleet Manager for vehicles assigned to Robins AFB and Tenant Units, excluding the 116th Aircraft Control Wing. Fleet manager duties include establishing and managing the Base Vehicle Control Program to include GSA leases. Perform fleet management to include monitoring and maintaining vehicle authorizations review, changes, updates, additions and deletions for the 866 vehicle fleet. The contractor shall provide accountability of the base vehicle fleet, utilization/rotation analysis of vehicle fleet and Financial Improvement Audit Readiness (FIAR) vehicle annual inventory. Logistics Installation and Mission Support Enterprise View Vehicle View (LIMS-EV) will be used to produce reports as needed. The contractor shall manage the DOD Fleet Credit Card System used by unit personnel. (AFI 24-302, para, 2.15.11, 2.18, 2.18.12, 2.26, 2.27, 4.1, 4.7, 4.31, 4.31.1, 4.31.2, 4.31.3, 4.31.4, 4.31.5, 13.3, 8.17.3, 13.1, 13.2, 13.3, 13.4, 13.5, 13.6, 13.7, 13.8, 13.9, 13.10, 13.11, 13.12)

1.1.2.1. Recall List. The contractor shall annually prepare a vehicle priority recall list (VPRL) for vehicle replacement, emergency recalls, and shortages submitted NLT the 1 June. The contractor shall annually prepare a Minimum Essential Level (MEL) vehicle priority recalls vehicle listing for the fleet submitted NLT 1 June (Ref

CDRL EXHIBIT A002).

1.1.2.2. Vehicle Control Program. The contractor shall manage the assigned vehicle fleet using Logistics Installation and Mission Support Enterprise View (LIMS-EV Vehicle View), the Transaction Request Tool (TRT) Tool and the VM Guidebook. The contractor will perform the monitoring of Program Schedules in the performance of necessary transactions to update current authorizations, forecasted authorizations, in-use and in-place assets within Accountable Property System of Record. The contractor will manage the Vehicle Justification Memo coordination (Formally Known as AF Form 601) to establish/delete vehicle authorizations with no more than two deficiencies per month. The contractor shall establish and maintain a base-wide Vehicle Control Program (VCP). Purpose of the Vehicle Control Program is to ensure units meet Air Force vehicle management goals. Base activities with vehicles assigned and maintained by Vehicle Management on a permanent basis shall have a Vehicle Control Program. Contractor shall provide VCO training for all units with appointed VCOs. The training will include fimiliarization with T.O. 36-1-191-WA-1 and AFI 24-302.( Referance AFI 24-302, para, 2.15.11, 2.15.17, 2.18, 2.18.12, 2.12.12.1, 2.18.12.2, 2.18.12.3, 2.18. 2.29, 12.4, 4.1, 4.7, 4.7.1, 4.7.2, 4.7.4, Attachment 4, AFMAN 24-306 and T.O. 36-1-191-WA-1).

1.1.2.3. Vehicle Control Officer Program. The contractor shall establish a Vehicle Control Officials (VCO) program, generate a VCO list with 24-hour contact information and brief VCO (in mass or individually as mission permits) on official use, accountability, and host nation/local use restrictions, weather/geographic related conditions, preventative maintenance, safety, operator care and any other information deemed necessary by Vehicle Management and vehicle management procedures. (AFI 24-302 para.2.29, 9.1, 9.2, 9.12, 9.13, 9.13.1, 9.13.2, 9.13.3, 9.13.4, 9.13.5, 9.13.6, 9.13.7, 9.13.8, 9.13.9, 9.13.10, 9.13.11, 9.13.12, 9.13.13, 9.13.14, 9.13.15, 9.13.16, 9.13.17, 9.13.18, 9.13.19, 9.13.20)

1.1.2.4. DLA-DS Turn-In. The contractor shall prepare and process vehicles/equipment for shipment and turn-in Defense Logistics Agency-Disposition Services IAW T.O. 36-1-191-WA-1, Chapter 8. The contractor shall meet the suspense dates established by 441st VSCOS or the GPM. The contractor shall be responsible for maintenance costs associated with the repair of vehicles transferred to another base when determined by the GPM that the vehicle did not meet the requirements listed in T.O. 36-1-191-WA-1, Chap 1.

1.1.2.5. Form 9. The contractor shall provide data for the government resource advisor to initiate an AF Form 9, Request for Purchase, to rent/lease vehicles/equipment to meet peak workloads or special requirements demands.

1.1.3. Allied Trade/Corrosion Control. The finish for vehicles and equipment shall be in such condition to afford adequate protection against rust or corrosion, in accordance with T.O. 36-1-191-WA-1 chapter 6. As part of a corrosion control program, the contractor shall annually paint, mark and stencil a minimum of 3% of vehicle fleet. The contractors Corrosion Control Plan must be submitted annually to the GPM/Lead COR no later than 30 Sept for the upcoming year. Changes to the plan are required to be approved in writing by the GPM/Led COR. Vehicle Equilvants listed in LIMS-EV for the assets shall be considered during the approval. (Appendix 2). (T.O. 36-1-191-WA-1, Chap 2 and Chap 6)

1.1.4. Vehicle Abuse/Accident. Vehicle abuse is normally considered damage caused by willful or neglectful acts of improper operation or care. Vehicle accident is basically a result of a collision. The 78th Logistics Readiness Squadron Commander establishes local reporting procedures and these procedures must be fully supported by all commanders to be totally effective. Using organizations fund repairs resulting from vehicle accidents and abuse and repairs. The contractor shall repair all vehicles associated with reportable accident and abuse cases and return assets to T.O. 36-1-191-WA-1 (chapters 1-2) condition. These types of repairs will be accomplished during normal duty hours. This workload based off of historical data is estimated to be 400 labor hrs and 68 vehicle accidents/repairs per year. Accidents/abuse damages caused by contractor personnel will be repaired at no cost to the government. (AFI 24-302, para 1.11) The contractor shall initiate, document, follow-up and file accident and abuse reports/ investigations for incidents where government vehicles are involved IAW Local Accident and Abuse Policy. The contractor shall forward accident and abuse reports/investigations to the Flight Chief/GPM within 10 workdays for review if applicable. The contractor shall document and file investigation findings. The contractor shall maintain an accident log for all vehicle/equipment accidents/abuse containing vehicle registration number, organization, date of the accident, estimate and actual repair cost. (AFI 24-302, para 1.11, 1.11.1, 1.11.2, 1.11.3, 1.11.4, 1.11.5, 2.12.1, 2.14.7, 2.18.25, 2.29.8, 2.31.13, 2.40.3, 2.52.2, 4.7.1.5, 4.12, 7.3.4, 7.25.1.12, 9.13.12, 9.13.14.1)

1.1.5. Maintenance Control

1.1.5.1. Vehicle Add-on/Modifications (Installation/Removal of Vehicles Accessories). Special accessory is an item added to a vehicle to meet an operational requirement. The item may be transferred from one vehicle and installed on another vehicle when authorized by the COR/GPM. Examples of accessory and special equipment are Automotive Information Module II (AIM2), spotlights, spare tire racks, mirrors, horns, coolant/oil/battery heaters, lights, campers, cargo shells, hydraulic tail gates, and tow hitches. The contractor shall provide labor and miscellaneous supplies to install and transfer vehicle accessories and special equipment needed to meet mission requirements as approved by the GPM. All accessories and special equipment to be installed will be provided by or reimbursed by the owning organization. (AFI 24-302, para 1.5.3, 2.15.41, 2.18.36, 2.29.10.6, 2.31.9, 2.49, 2.49.1, 2.49.2, 2.49.3, 2.50, 2.51, 2.51.2, 2.51.3, 2.51.6, 2.51.7, 2.51.8, 2.53.5, 3.31.11, 4.4.3, 4.7.1.4, 4.24.1.2, 9.8, 9.13.8, 9.13.17.6, 11.6 )

1.1.5.2. Customer Service Center (CSC). The CSC is the point of contact between the vehicle user and vehicle management. The contractor shall ensure the Vehicle Operator’s Inspection Guide and Trouble Report are completed by the vehicle operator before leaving vehicles at Customer Service for maintenance. CSC technicians debrief vehicle operators and perform incoming inspections on vehicles for the purpose of determining maintenance requirements. (AFI 24-302, para 2.40, 2.40.5, 2.40.5.1)

1.1.5.3. Tire Repair/Replacement/Disposal. The contractor shall provide tire repair/replacement services for on-base/off-base assigned vehicles (excluding golf carts/GSA assets) within the Permissible Operating Distance (POD) of 100 miles. During normal duty hours the contractor shall arrive within 1 hour for on-base calls and within 2 hours for all off-base. For after duty hours the contractor shall arrive within 2 hours for on-base calls and 4 hours for off-base calls. The contractor is advised that the Georgia Environmental Protection Division (EPD) may assert that the contractor is acting as a generator of scrap tires while performing work under this contract and must obtain a Georgia Scrap Tire Generator Identification Number and comply with additional Georgia laws and regulations regarding the handling or transport of scrap tires. The contractor is responsible for determining which federal, state, and local laws are applicable to performing work under this contract and to comply with all applicable laws and regulations, environmental or otherwise.

1.1.5.4. Mobile Maintenance. The contractor shall establish a process to perform mobile maintenance for disabled government vehicles both on and off base within the POD. The contractor shall arrive at the on base disabled vehicle location within 1 hour during the normal duty hours and within 2 hours for off base calls during normal duty hours with no more than 2 deficiencies per month. The contractor shall also provide Mobile Maintenance services outside of the normal duty hours for assigned and transient vehicles within the 100 mile POD. The arrival time for after duty Mobile Maintenance calls after duty hours shall be no more than 2 hours for on base and 4 hours for off base calls. The contractor shall maintain a mobile maintenance log that contains the following: Vehicle Registration Number, date and time request was received, vehicle location, deficiency, name and organization of person requesting service and date and time repair was completed. (AFI 24-302, para 2.15.23.2, 2.52, VM Guidebook)

1.1.6. Materiel Control:

1.1.6.1. Tool Control Program (TCP): The contractor shall establish a tool control program for all tools to include mobile maintenance, tire repair truck, and Individual Tool Kits (ITK), Consolidated Tool Kits (CTK) within 30 days after the start of contract date. The primary focus of the TCP is to prevent Foreign Object Damage (FOD). Contractor shall provide all tools, toolboxes, replacement tools and all costs associated with the tool control program (except those listed on attachment Appendex 6). The contractor shall perminately mark and inlay all ITK tool boxes within 30 days of contract start date. (AFI 24-302, para 5.25, 5.26, 5.27, 5.28, VM Guidebook and applicable MOI). There shall be no more than three deficiency per month Ref CDRL EXHIBIT A007.

1.1.6.2. Parts. The contractor shall ensure the parts used on government vehicles meets or exceeds the Original Equipment Manufacturers (OEM) standard. Parts exceeding $3,500.00 must be approved by the CO.

The request must include 3 estimates or a justification for sole source. Government will provide any military spec parts through Base Supply. Otherwise material control will be required to purchase parts commercially. The contractor will be responsible for maintaining the vehicle maintenance bench stock program. Training will be provided by the government. The contractor is responsible to procure, receive, track, invoice and inventory all parts and supplies to include bench stock and working stock. The weekly parts report from the contractor and the NMCS/delayed maintenance report shall be developed in electronic format for parts on order, non-mission capable supply (NMCS) and delayed over 7 days. The report will be kept on hand and a copy provided to the CORs the last work day of the work week. It will include the following information; work order number, vehicle registration number, purchase order number, date ordered, parts description, NMCS start date, estimated date delivery, source/vendor name and POC/phone number. There shall be no more than one deficiency per month.

The contractor shall make available all commercial parts invoices. These invoices/charges will be validated by COR for deficiencies. There will be no more than one deficiency per month. (Ref CDRL EXHIBIT A001).

1.1.7. Facility Management. The contractor shall function as Facility Manager for facilities furnished (SEE APPENDIX 4) and must obtain training from Civil Engineering within 30 days of contract start. Documented monthly follow-up action is required for all open work orders exceeding 30 work days until the situation is resolved. The contractor shall provide the Flight Chief/GPM with a monthly report of all open work orders to include work-orders exceeding 30 days (Ref CDRL EXHIBIT A003), (Reference RAFBI 32-9008).

1.1.8. Technical Order Library Management. The contractor shall maintain electronic/printed Technical Data Files and Technical Orders for all assigned vehicles/equipment. Printed commercial manuals are maintained in Bldg. 319, Rm and 109 Bldg. 308 office. Technical Data Files/Technical Orders (T.O.) are maintained electronically. The contractor shall appoint a Technical Order Distribution Account Manager/customer representative to manage the Technical Data Files/Technical Orders (T.O.). Training for the Enhanced Technical Information Management System (ETIMS) will be made available/provided by the government. The T. O. Library has approximately 30 printed manuals and 500 electronic T.O.s/manuals. (IAW TO 00-5-1-WA-1, AF Technical Order System)

2.0. SERVICES SUMMARY

3.0. Government Furnished Property & Services The Contractor shall maintain, account, track and manage government property in accordance with industry standards. The contractor shall perform, record and disclose physical inventory results to the GPM and when requested, the Property administrator.

3.1. Facility Space/Equipment/Property. The government will furnish facility space/ equipment/property as listed in Appendix 4.

Performance Objective PWS para. Performance Threshold SS-1 Maintain Base Mission Capable Rate

(MC)

1.1.1.1 Maintain a monthly 90% MC rate

SS-2 Manage TCTO, OTI and SBs Program 1.1.1.3

No more than 1 TCTO, OTI or SBs late implementation per month

SS-3 Provide mobile maintenance

1.1.5.4

No more than 2 deficiencies for On base requests (Within 1 hour) No more than 2 deficiencies for off base requests (Within 2 hours)

SS-4 Maintain a Quality Control Program 4.16 No more than 1 deficiency per

Quarter SS-5 Maintain a Safety and Health Plan 4.8 No more than 1 deficiency per month.

SS-6 Manage Vehicle/Equipment Action Request (Vehicle Justification Memo)

1.1.2.2 No more than 2 deficiencies per

month.

SS-7 Submission of Required Reports 4.1, 4.1.1, 4.1.2, 4.1.3 No more than 1 deficiency per report/analysis

SS-8 Quality of scheduled/unscheduled maintenance

1.1.1.3 No more than 5 deficiencies per

month.

SS-9 Delayed Parts Follow Up 1.1.6.2 No more than 1 deficiency per month.

SS-10 Manage Vehicle Commercial Parts 1.1.6.2 No more than 1 deficiency per month.

SS-11 Tool Control Progrm 1.1.6.1 No more than 4 deficiency per month.

3.2. Shop Equipment. The contractor shall maintain shop equipment IAW manufactures specification listed in Appendex 6. Additionally, the contractor shall establish a maintenance calibration program IAW TO 00-20-14- WA-1 and VM Guidebook, for GFE tools and equipment requiring calibration. These tools shall be sent to the on-base Precision Measurement Equipment Laboratory (PMEL) when calibration is due. The contractor shall establish a maintenance calibration program for contractor owned/lease tools and equipment requiring periodic/scheduled calibration IAW TO 00-20-14-WA-1. Vehicle diagnostic equipment is unique to each vehicle type with some devices running unique operating systems, which are not Standard Desktop Compliant (SDC). In order to access these types of executable files and diagnose maintenance problems the contractor maybe required to provide a Commercial Internet Service Provider (CISP) at their expense. (AFI 24-302, para 12.1).

3.3. Government Furnished Services. Local Area Network (LAN)/ Wi-Fi are provided and monitored/restricted internet access. The Government will provide LAN, internet access and support as necessary to perform tasks/functions. All assigned contract personnel must be issued a CAC which provides access to DoD computer networks and systems. The contractor shall comply with all security requirements pertaining to LAN/internet usage and shall ensure services are utilized only for official matters. All contractors’ computers requiring government connections must be scanned/imaged to be Standard Desktop Compliant (SDC) according to the Information Protection/Assurance Office. The contractor provided computers must be wiped clean by said office before leaving the installation. The Government shall provide telephone service consisting of Class 3 (formerly referred to as class C). Telephone service classes are defined in AFI 33-101, Section 54. The Contractor shall ensure that usage of Government provided telephones is limited to only official Government business related to the performance of this contract.

3.4. Equipment/Vehicle Management. Custody Receipt Listing R-14 (CRL). The CRL is property accounted for under the base supply system. The contractor shall manage CRL for Vehicle Management Flights. Training will be provided by government upon appointment of a primary and alternate custodian. Custodians shall complete a physical inventory of the accounts within 30 days after contract start date and annually thereafter.

4.0. GENERAL INFORMATION

4.1. Status Reports. The contractor shall provide a monthly report as requested to include estimated time in-commission, vehicles-undergoing repair and critical vehicle reports request to the GPM, COR and the applicable Vehicle Control Officer. The contractor shall maintain copies of all analysis and inspections for the duration of the contract with no more than one deficiency per report/analysis.

4.1.1. Weekly Status Report. Prepare and submit as required the following weekly status reports. All Reports may be sent by email. (Ref CDRL EXHIBIT A001)

1. Vehicle Yard Check: Paragraph 1.1.1.2.5 Reports will be electronic or locally generated IAW publications and will include the following:

a. Asset ID (Vehicle registration number)

b. Work Order ID

c. Item Description (Make/type)

d. Approval Date (Date Accepted)

e. Status/Remarks

2. Parts over 7 days: Paragraph 1.1.6.2 Reports will be electronic or locally generated IAW publications and will include the following:

a. Work order number

b. Vehicle registration number

c. Purchase order number

d. Date ordered

e. Parts description

f. NMCS Date

g. Estimated date delivery

h. Vendor and POC/phone number

4.1.2 Monthly Status Report (Ref CDRL EXHIBIT A003)

1. CE work order status: Paragraph 1.1.7 Report shall be in electronic format and include the following:

a. Facility number

b. Work order number

c. Date/time opened

d. Description/discrepancy

e. Status

f. Priority

g. Requestor

2. Vehicle Control Officials (VCO) listing: Paragraph 1.1.1.2.6 Reports will be electronic or locally generated IAW publications and will include the following:

a. Primary Vehicle Control Officials (VCO)

b. Organization code

c. VCO name (primary)

d. VCNCO name (alternate)

e. Primary/Alt phone/ext

f. VCO fax number

g. 24-hour contact information

4.1.3 Annual Status Report (Ref CDRL EXHIBIT A002).

1. Vehicle Minimum Essential Levels and Priority Recall List: Paragraph 1.1.2.1 Reports will be electronic or locally generated IAW publications and will include the following:

a. Organization

b. Command

c. Organization code

d. Management code

e. Nomenclature

f. Quantity assigned

g. Quantity essential

h. Quantity recallable

4.2. Meeting Attendance. The contractor shall attend and participate in meetings related to vehicle maintenance issues as requested by flight chief, GPM or COR. This includes preparing statics, slides and briefing materials for meetings as requested.

4.3. Inspection/Audit/Compliance. The contractor’s program for vehicle management shall include passing any outside audits or inspections. These inspections include but are not limited to Wing Inspection Team (WIT), Consolidated Unit Inspection (CUI), Quality Assurance Inspections (LGLOQ), Hazardous Waste management, Environmental Assessments (internal/external) and higher headquarters on-site visits. Management Internal Control Toolset (MICT) and other self-assessments tools will be used to ensure contractor is compliant with AFIs/TOs. The GPM/COR will provide notice of any given inspection as soon as notification is received. The contractor shall provide vehicle maintenance support, as required, for contingencies, exercises, surge operations, and any inspections/audits.

4.4. Hours of Operations. The normal workday extends from 0700 to 1600 Monday through Friday for the Vehicle Management Flight.

4.4.1. Down Days/Energy Days. Historically, Robins AFB designates 2 down days, 2 Energy days and four Family days per calendar year. The Contractor will be provided actual dates when these events are scheduled and released. The purpose of the Energy days is to cut the costs associated with the operation of facilities. Therefore, the Contractor will not be required to be on duty for the Energy days. The Contractor will still be required to provide on-call services if necessary during the Energy days as outlined in the following sections of this PWS;

1.1.5.4. Mobile Maintenance.

1.1.5.3. Tire Repair/Replacement/Disposal.

4.9. Emergency or Special Event Services.

4.6. Mission Essential Services/Essential Services during Crisis.

4.10. Emergency Operations.

4.5. Recognized Holidays. New Year’s Day, Martin Luther King Day, Presidents Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day and Christmas Day. If the holiday falls on a Saturday, it will be observed on Friday. If the holiday falls on Sunday, it will be observed on Monday. Addition, days off issued as executive order by the president will be treated as a holiday.

4.6. Emergency or Special Event Services. On occasion, services may be required to support an activation or exercise of contingency plans outside the normal duty hours described above.

4.7. Training. The contractor shall obtain Supply Customer Support block 1 and Equipment Management block 3 training from 78 LRS/LGRM and be knowledgeable of applicable policies and publications.

4.8. Safety Program. The contractor shall submit a Safety Plan within 30 days of contract start date. The contractor shall maintain a government approved Safety Plan as part of the Contractor Safety Program. The contractor shall assign, by name and phone number, a point of contact, for safety and health issues for on-site operation. The contractor shall provide all necessary Personal Protection Equipment (PPE) to accomplish the mission. For safety reason no contractor will work alone in government provided facilities (two man concept).

The only exception is when the operator of the vehicle/equipment is within direct line of sight of the contractor.

The government shall validate enforcement of the contractor safety and health plan with no more one deficiency per month. The contractor is encouraged to consider aspects of the Voluntary Protection Program administered by OSHA when developing its Safety Program. Compliance with AFI 91-202, AFMC AFRLSUP is mandatory.

(AFMAN 91-203) (Ref CDRL EXHIBIT A006)

4.9. Mission Essential Services/Essential Services during Crisis. The Functional Commander/Director has determined, by placing in writing their decision, that the following requirement are Mission Essential (M-E) in accordance with DoDI 1100.22, Policy and Procedures for Determining Workforce Mix and DFARS 237.76, Continuation of Essential Contractor Services: Vehicle Maintenance: Mobile Maintenance, (1.2.5.4), and Essential Repairs, (1.2.1.5) (Ref CDRL EXHIBIT A004).

4.10. Emergency Operations. Upon notification, the contractor shall provide Vehicle Maintenance support of mobility operations, contingency plans, activations or exercises, natural disasters and real-world deployments.

Contractor shall establish and maintain procedures for recalling of personnel. In addition, some special events such as open houses, presidential visits or contingencies may require a mechanic to be on site as determined by the GPM. The contractor shall be knowledgeable of mobility deployment requirements and provide the support outlined in RAFB Installation Deployment Plan (IDP) (Ref CDRL EXHIBIT A004).

4.11. Security Requirements.

4.11.1. Actual knowledge and/or generation of classified information and/or Controlled Unclassified Information (CUI) are not expected to be necessary for performance of the contract/order. Contractor personnel are required to comply with security requirements to preclude potential security incidents or violations. If a change in the security classification of the contract/order becomes necessary after contract/order award, the Contractor shall make a reasonable effort to continue performance of tasks under the contract/order in compliance with the change in security classification in accordance with FAR 52.204-2, Security Requirements.

4.11.2. Government Security Regulations: The Contractor shall ensure personnel, information, system, property, facility and international security requirements are met. The Contractor shall comply with Government security regulations including, but not limited to, Department of Defense (DoD) 5200.2-R, Personnel Security Program; DoD 5220.22-M, National Industrial Security Program Operating Manual (NISPOM); DoD Directive (DoDD) 5205.02E, DoD Operations Security (OPSEC) Program; DoD Manual 5205.02-M, DoD Operations Security (OPSEC) Program Manual; and Integrated Defense AFI 31-101.

4.11.3. Operations Security (OPSEC): The purpose of OPSEC is to reduce the vulnerability of USAF missions to adversary collection and exploitation of critical information. The Contractor shall ensure compliance with DoDD 5205.02E and DoD Manual 5205.02-M to protect U.S. Government interests.

4.11.4. Security Clearances: It is not expected Contractor personnel will require security clearances for proper accomplishment of contract/order requirements. Contractor personnel shall not be authorized access to classified information and/or CUI and classified items or be permitted to work on classified projects and/or programs without a valid security clearance and a need-to-know. If security clearances become necessary after contract/order award, the Contractor shall ensure applicable Contractor personnel obtain valid security clearances appropriate to the access required for proper accomplishment of contract/order requirements.

4.11.5. Access to Government System(s): The Government will provide Contractor personnel access to system(s) necessary to perform tasks under the contract/order. The Contractor shall ensure Contractor personnel who require access to an unclassified or classified Government AIS have the appropriate background check or security investigation conducted. The Government will provide system access subject to approval of the DD Form 2875, System Authorization Access Request (SAAR). Upon completion/termination of the contract/order or transfer/termination of Contractor personnel, the system account(s) will be closed.

4.11.6. Access to Government Facility: The Contractor shall ensure Contractor personnel who require access to a Government facility comply with the security requirements of the facility.

4.11.7. Access to Robins Air Force Base (AFB)

4.11.7.1. Common Access Card (CAC): In accordance with AFI 31-101, Contractor personnel requiring access to Robins AFB and LAN access will be entered in the Contractor Verification System (CVS) by the Trusted Agent (TA). The TA will email their user ID/password and instructions on accessing the Robins AFB public website to the Contractor personnel. Contractor personnel shall access the website and complete all applicable forms as directed. After this process is completed, Contractor personnel shall make an appointment with the 78th Mission Support Group (MSG) via the CAC Web Scheduler to claim their CAC.

4.11.7.2. Loss of Card: In accordance with AFI 31-101, if Contractor personnel lose their CAC, they shall notify the badging agent immediately.

4.11.7.3. Retrieval of Card(s): In accordance with AFI 31-101, the Contractor shall notify the badging agent immediately upon Contractor personnel being transferred/terminated. The Contractor is responsible for retrieving contractor/subcontractor CAC(s) (including restricted/controlled area badges) upon transfer/termination of Contractor personnel or completion/termination of the contract/order. The Contractor shall return all retrieved CAC(s) and/or RABs to unit Security Manager or designee.

4.12. Contractor Personnel.

4.12.1. The contractor shall provide a program manager/point of contact and alternate who shall be responsible for the performance of the work. The names, along with off-duty telephone numbers, shall be designated in writing to the COR within 7 workdays after contract award.

Contract manager and alternate shall have full contractual authority to act for the contractor. The contract manager or alternate shall be on-site during normal duty hours and contingencies.

4.12.2. Certifications. The contractor shall ensure employees have the following current and valid professional certifications before starting work:

4.12.2.1. A valid state vehicle operators’ license for the types of vehicles operated (including Commercial Driver’s License, CDL) is required for all contractor personnel who will operate a Government owned or leased/rented vehicle outside of vehicle maintenance compound (Bldg 319/190) Additionally, contractors that operate vehicles that transport hazardous material on or off the installation must posses a Hazardous Material endorsement. The application/testing for the endorsement is located on the Transportation Security Administration web site.

4.12.2.2. Contractor personnel who perform welding duties on nuclear certified equipment shall be certified for the task IAW American Welding Standards.

4.12.2.3. Mechanics who work on air conditioning shall be certified under the Refrigerant, Recovery and Recycling Review and Certification Program (40 CFR Part 82, Subpart B).

4.12.2.4. Emergency Vehicle Technician (EVT) Fire Apparatus Technician Level Certification Track. The KTR will ensure EVTs have at a minimum, Level II qualifications, IAW National Fire Protection Association (NFPA) 1071, Standard for Emergency Vehicle Technician Professional Qualifications or have attended an U.S. Air Force Fire Truck Maintenance Course. This individual performs inspections, maintenance, diagnosis, repair, and performance testing on emergency response vehicles (Fire Truck/Ambulance) and who, by possession of a recognized certificate, professional standing, or skill, has acquired the knowledge, training, and experience and has demonstrated the ability to deal with issues related to the subject matter, the work, or the project. Additional qualifications beyond EVT Level II qualifications can be identified by schooling, training, experience, and recognized certification programs, such as those administered by Automotive Service Excellence (ASE), Emergency Vehicle Technician Certification Commission, Inc., or other equivalent certifying agencies and have a minimum of three years’ experience.

4.12.2.5. Mechanics who work on Compressed Natural Gas equipped vehicles shall be certified by Alternate Fuel Motorfuelers Inc. for the task.

4.13. Employee Training

The contractor shall be responsible for training employees to stay proficient and current in areas of responsibility except as specified as Government furnished training (i.e. 60K, LIMS-EV). The government will provide training when available on new types of vehicles, equipment and data systems changes associated with the contract when available. The contractor shall be responsible for employees’ wages, travel and lodging associated with this training unless submitted for and approved by GPM. This request should be submitted in advance and will include an estimated cost. If approved, the cost will be reimbursed after completing the training. A copy of the receipts will be provided to the GPM/COR before invoicing. Contractor employees shall attend locally provided Government furnished (job specific) and other recurring training as necessary to fulfill the contract and base support requirements. This training includes: Facility Manager, Military Correspondence, Documentation Custodian and Air Force Publication Management, Supply Block training, Base Supply, Security training, OPSEC trains, Environmental and Hazardous Material Management training. Contractor personnel shall attend other government provided training as applicable. The contractor personnel required to operate vehicles on the flight line will be trained and certified by the government (AFMAN 24-306 and RAFBI 13-213).

In addition, contractor will submit CE work orders and report CE work order status to the GPM by the 5th of every month. The report shall be in electronic format and include building number, work order number, date/time opened, discrepancy, status, priority and requestor. The contractor shall ensure personnel that operate either government owned/leased vehicles or equipment in performance of this contract outside of vehicle maintenance compound (Bldg 319/190) shall be certified/licensed at the contractor’s expense. A company letter with Licensed Vehicle Operators shall be submitted to the Contracting Officer which will include; employee name, type of certification/license and expiration date(s). The letter will be updated as necessary and remain on file with OR&L and the administrative contracting officer IAW AFMAN24-306. Employees that operate vehicles/equipment for maintenance purposes only, within the vehicle maintenance compounds (Bldg 319/190) must have vehicle/equipment familiarization training. This training will be documented on the companys’ letter head listing the employee names and date of training. A copy of the letter will be provided to GPM within 30 days after contract start date and when changes are made.

4.14. Environmental Control.

4.14.1. Focal Point. The contractor shall appoint a single point of contact to serve as the focal point in all matters pertaining to Environmental Management.

4.14.2. Chemical Site Manager. Contractor shall appoint a chemical site manager and alternate for each assigned Chemical Site. The contractor shall provide site specific spill plans for each assigned chemical site.

Contractor shall obtain applicable training and maintain certification for all assigned chemical site managers and alternates.

4.14.3. Hazardous Material Pharmacy

4.14.3.1. Compliance. The contractor shall ensure environmental compliance of Vehicle Maintenance functions. Major environmental program areas, which may be affected, include air quality, asbestos, lead-based paint, solid and hazardous wastes and pollution prevention. (Appendix 3) Contractor shall manage and operate Hazardous Material (HAZMAT) Pharmacy Contractor will use residual HAZMAT materials. As these materials are depleted, the contractor will be responsible to procure all HAZMAT materials (Appendix 3). The contractor shall comply with all applicable federal, State of Georgia, any laws and regulations from other states where disposal might occur and local laws and regulations concerning environmental compliance and pollution prevention. All products produced or generated shall meet all stated performance objectives and shall not violate in any manner the environmental requirements of any applicable local, state or federal entity including the Department of Defense. Applicable environmental requirements include a substance’s toxicity, biodegradability and volatile organic/inorganic compound content. It shall be the sole responsibility of the contractor and his subcontractors’ to ensure compliance with all environmental regulations, statues, directives, etc. of any governing body having jurisdiction over the contractor or his subcontractors’ as may be identified in any specific task assigned under this contract.

4.14.3.2. Inspections. EM personnel will conduct no-notice inspections to ensure compliance with all environmental requirements. Written notification of any findings from such an inspection will be forwarded to the GPM.

4.14.3.3. Notification. The contractor will notify the GPM/COR when new hazardous material/chemicals are required. The notification will include the Nomenclature, MSDS and work activity/process requiring the hazardous materials/chemicals.

4.14.3.4. Safety Data Sheets. SDS sheets are required for each hazardous material/chemical involved.

Compliance with written procedures for disposing of waste is mandatory.

4.15. Handling, Storage and Disposal of Hazardous Material.

4.15.1. Compliance. Contractor shall comply with AFAM 32-7002 Environmental Compliance and Pollution Prevention, Robins AFB Integrated SPCC and FRP Vol I located at https://cs2.eis.af.mil/sites/10623/Robins/WPP/EMSPage/Emergency%20Preparedness%20and%20Response.asp x, AFI 32-7001 Environmental Management, RAFBI 32-2001 Fire Protection Operations and Fire Prevention Program chapters 4, 5, 6 para 7.3, 7.4, 7.5, 8.4, and Installation Hazardous Material Management Plan located at https://cs2.eis.af.mil/sites/10623/Robins/Shared Documents/Hazardous Material/RAFB Hazardous Material Management Plan, 31Aug18.pdf The contractor prior to disposal of any chemicals must obtain EM approval.

Contractor shall report the spill or release of any hazardous or petroleum substance in the environment to the Base Fire Department at ext. 911. In addition, the contractor shall provide a complete Oil and Hazardous Substance Spill Report to Environmental Management Directorate (EM) for all spills regardless of size and provide the CO all information relative to notices of violations, judgments and consent agreements pertaining to environmental violations. Contractor will be responsible for all fines and costs associated with improper handling, storage and or disposal of hazardous materials caused by their personnel/employees.

4.15.2. Alternative Fuels. Refuel government owned, leased bi-fuel and flex fuel/alternative fuel vehicles with alternative fuel to the maximum extent practicable.

4.15.3. RAFB Municipal Solid Waste Management Plan. Contractor shall comply with the “Municipal Solid Waste Management Plan” requirements; specifically the recycling and Chapter 4.4, Section II, Part B— Vehicular Products.

4.16. Quality Control Program. The contractor shall submit a Quality Control Plan (QCP) within 30 days of contract start date. The contractor shall maintain the QCP IAW published AFI’s and T.O.’s. The government will conduct quality assurance reviews IAW the Quality Assurance Plan (QASP) and published AFI’s and T.O.’s. The review/inspection will have no more than 1 deficiency per Quarter. (Ref CDRL EXHIBIT A005)

4.17. Green Procurement Program (GPP). The contractor shall comply with the Green Procurement Program in accordance with Federal (EO 13423), DoD and AF policy. Green Procurement is the purchase of environmentally preferable products and services. Personnel assigned to Vehicle Management with the authority to order or purchase parts and supplies in accordance with the DoD Green Procurement Program must utilize applicable VM SharePoint “Air Force Vehicle Management Green Procurement Program Log” to document data concerning the use/procurement of all items identified in the designated categories (Examples:

new/virgin/exempted items/products). (AFI 24-302, para. 2.17.15, 2.19.21, 5.2.22, 5.29.9, 5.29.10, 10.13, 10.13.6, 10.15.2.2, 10.16, 10.18, VM Guidebook, AFI 90-1701 Energy Management, and applicable MOIs). The Green Procurement Program (GPP) includes these mandatory components:

• Recycled content products, also known as Comprehensive Procurement Guideline (CPG) Items https://www.epa.gov/smm/comprehensive-procurement-guidelines-vehicular-products

• Energy Star® and energy-efficient products; energy efficient standby power devices https://www.energystar.gov/

• Alternative fuel vehicles/alternative fuels http://www.eere.energy.gov/afdc/

• Biobased products Energy Policy Act of 1992

• Non-ozone depleting substances https://www.epa.gov/ods-phaseout/phaseout-class-ii-ozone-depleting-substances

• EPA Priority Chemicals https://www.epa.gov/assessing-and-managing-chemicals-under-tsca/current-chemical-risk-management-activities

• Tires/Petroleum Oil Lubricants Resource Conservation and Recovery Act and also require procurement of re-refined oil and retread or post-consumer content tires during acquisition and routine maintenance of vehicles, to include AFVs and OGMVCs.

• Green Procurement training (Continuous Learning course (CLC 046)) is required for supervisors, personnel assigned to Material Control and any other personnel assigned to Vehicle Management with the authority to order or purchase parts and supplies. This course is available at Defense Acquisition University (DAU) web site.

4.17.1. Green Procurement Program Log. The contractor will maintain the Green Procurement Program Log and document data concerning the use/procurement of all items identified in the designated categories:

new/virgin products, exempted items/products. The GPP Log template is available on the VM CoP must be used.

4.18. Environmental Training. All contractors who physically perform work on Robins AFB must receive EMS awareness training within 30 days of contract award. The prime contractor is responsible for ensuring all sub-contractors comply with this requirement. Computer based training is provided by the 78 Civil Engineering Group Environmental Management Division (78 CEG/CEV). Training can be obtained through: 1) Logon with Common Access Card (CAC) to 78 CEG/CEV website and click on EMS Awareness Training chose option 1; or

2) Without a CAC, request a copy of EMS training from 78 CEG/CEV Workflow mailbox 78ceg.cev.FrontOfc@robins.af.mil

4.19. Orientation Period. To ensure a smooth transition in the change of work effort from the current contract, the contractor shall begin the orientation period at time of award for a period of 20 days.

http://www.eere.energy.gov/ http://www.eere.energy.gov/ http://www.eere.energy.gov/afdc/ https://www.epa.gov/ods-phaseout/phaseout-class-ii-ozone-depleting-substances https://www.epa.gov/ods-phaseout/phaseout-class-ii-ozone-depleting-substances https://www.epa.gov/assessing-and-managing-chemicals-under-tsca/current-chemical-risk-management-activities https://www.epa.gov/assessing-and-managing-chemicals-under-tsca/current-chemical-risk-management-activities mailto:78ceg.cev.FrontOfc@robins.af.mil

4.19.1. During the orientation period, the Contractor awarded this contract will be allowed access to the facilities to familiarize supervisors, key personnel and staff…