Attachment_A_PWS_-WY-_NP_TOWER_INSPECTION.docx

WY – NP Tower Inspection Solicitation # 140R4021Q0081

Attachment A:

PERFORMANCE WORK STATEMENT

Project Title: WY NP TOWER INSPECTION, Wyoming Area Office, Wyoming

1. SECTION C-1 - GENERAL

1.1. BACKGROUND

Bureau of Reclamation, Wyoming Area Office, Mobile Maintenance Group, is seeking a contract for inspections of Towers, Antennas, Feedlines, and Reflectors at twelve remote sites across Wyoming.

The work required under the contract will be performed at the remote locations per Bureau of Reclamation RSHS and Contract work standards.

1.2. SCOPE OF WORK

The contractor shall furnish all labor, materials, supplies, equipment, and supervision to satisfactorily perform the inspections. The contractor shall perform inspections of Towers, Reflectors, Antennas and Feedlines by ground and climbing structures to the height of 200 FT. This will be completed in accordance with the standards as defined in Section C-5 of this Performance Work Statement (PWS).

Throughout the life of this contract, the contractor is encouraged to continuously seek ways to perform inspections in the most economic and efficient manner.

1.3. CONTRACTOR QUALITY CONTROL

1.3.1. QUALITY CONTROL PLAN. The Contractor, not Reclamation, is responsible for the management and quality control actions necessary to meet the quality standards set forth by the contract. As such, the contractor shall establish and maintain a Quality Control Plan (QCP) to ensure they achieve the requirements of the contract.

The contractor shall furnish one copy of their QCP to the CO within 10 days after award of the contract. The QCP shall be a specific plan for the services required under the contract. At a minimum, the contractor’s QCP shall address the following items:

· Methods - The methods for identifying and preventing deficiencies in the quality and timeliness of services performed before the level of performance becomes unacceptable.

· Performance Inspections - An inspection system to cover all the services listed in the Performance Requirements Summary Table (PRST) on page 11. The inspection system must specify that the contractor will inspect the task activities on a scheduled or unscheduled basis, or how frequently the contractor will accomplish the inspections, and the title(s) of the individual(s) who will perform the inspections.

· Records - Written or electronic database records of all inspections conducted by the contractor and any necessary corrective actions taken. The records shall be made available to the CO, within 10 days of request, during the term of the contract.

1.3.2. RECLAMATION REVIEW OF QCP. The contractor shall develop and submit the QCP for Reclamation review and acceptance. Reclamation’s acceptance of the QCP does not relieve the contractor of their responsibility to perform services that conform to the contract requirements.

If Reclamation finds the contractor's plan to be adequate, Reclamation will accept the plan. The contractor then uses their QCP to guide and document the implementation of the required management and quality control actions to achieve the specified results.

If Reclamation finds the contractor's plan to be inadequate as submitted, Reclamation will identify the deficiencies to the contractor in writing. The contractor shall correct all identified deficiencies and submit a revised contractor QCP to the CO within 10 days.

1.4. RECLAMATION’S QUALITY ASSURANCE

Reclamation has developed a Quality Assurance Surveillance Plan (QASP) for the services required under this PWS, as required by Federal Acquisition Regulations (FAR) Subpart 37.6 Performance-Based Acquisition. The primary intent of this plan is to provide Reclamation’s QAE a basis for evaluating the quality of performance the contractor provides during the life of the contract. The QASP is not a part of the contract nor is it intended to duplicate the contractor’s QCP. Reclamation has provided an informational copy of the QASP under Appendix A of this PWS. Reclamation is providing this copy to support the contractor’s efforts in developing a QCP and is providing the contractor an opportunity to comment and propose innovative solutions for Reclamation’s QASP. The QASP is to be a living document that Reclamation should revise or modify, as circumstances warrant.

1.4.1. QUALITY ASSURANCE EVALUATOR (QAE). Prior to the commencement of onsite work, the CO will designate the QAE, in writing, to act as Reclamation’s authorized representative who assists in the technical administration of the contract. The CO will not authorize the QAE to make any contractual commitments, or to authorize any contractual changes on Reclamation’s behalf. If any doubt exists as to the extent of the authority of the QAE, the contractor shall contact the CO before taking action on the matter.

1.4.2. Reclamation’s QAE shall conduct unscheduled inspections of the work performed as part of this contract. Deficiencies with janitorial and campground maintenance shall be documented by Reclamation’s QAE and a written report shall be submitted to the CO within 10 days. The CO will provide the contractor with a copy of this report.

1.5. PERIOD OF PERFORMANCE

Reclamation anticipates that the term of the contract shall take place from June 1, 2022, through August 31, 2022.

1.5.1 BOR REPRESENTATIVE. The contractor will be escorted to the secure sites by a Reclamation representative. Reclamation representative will remain on site during work being performed.

1.5.2 WORK HOURS. Work will be performed during Reclamation regular business hours, Monday through Thursday from 0700 to 1730 hours MST.

1.5.3 RECOGNIZED HOLIDAYS. The contractor is not required to provide service on recognized Federal holidays established by Federal law (5 U.S.C. 6103). The contractor can find a schedule of the recognized holidays at the following website: http://www.calendar-12.com/Federal_holidays

1.5.4 SPECIAL EVENT(S)/EMERGENCIES. On occasion, the contractor may be required to provide additional or limited services as a result of an unforeseen circumstance or combination of circumstances.

1.6. DOCUMENTATION AND RECORDS

All documentation, records, and schedules as described in this PWS that are the responsibility of the contractor are the property of Reclamation. The contractor shall turn over such documentation to Reclamation upon completion or termination of the contract. All records are subject to the Freedom of Information and Privacy Acts. As such, Reclamation will handle any requests for release of any records accordingly.

2. SECTION C-2 - DEFINITIONS

100% INSPECTION. A method of surveillance Reclamation may use in the administration of Reclamation’s QASP. Under this level of monitoring, Reclamation will prepare documentation on all service outputs (i.e. Reclamation will evaluate every task every time the contractor performs the task).

AS DIRECTED, AS REQUIRED, AS PERMITTED, APPROVAL, ACCEPTANCE. Terms that indicate that direction, requirement, permission, approval, or acceptance by the CO are intended unless stated otherwise.

COMMUNICATION TOWER, A communication tower is defined as any tower over six feet in height that is used primarily as an antenna or to host one or more antennas. Where the communication tower is affixed to another structure (e.g., an electrical transmission tower, church steeple, building rooftop, or water tower, etc.) the applicable part of any controlling regulation for protection of employees (e.g., 29 CFR 1910.268 & 269 or 29 CFR 1926 Subpart V for transmission towers) shall apply up to the point of access to the communication tower.

CONTRACTING OFFICER (CO). A duly appointed person with the authority to enter into, administer, or terminate contracts, and to make findings and determinations on behalf of Reclamation. This is the only individual authorized to change the contract or any of the requirements stated herein.

CONTRACTOR. The individual, partnership, company, or corporation responsible for the duties and responsibilities under the contract. The term also covers requirements for any subcontractor. The contractor is ultimately responsible for ensuring that all subcontractors comply with the terms and conditions of the contract.

CONTRACT DISCREPANCY REPORT (CDR). A report initiated by Reclamation, which the Contractor is required to complete, whenever performance is unsatisfactory. The CDR requires the Contractor to explain in writing the reasons why performance was unsatisfactory, how performance will be returned to satisfactory levels, and the corrective action that will be taken to prevent recurrence.

CUSTOMER FEEDBACK. A method of surveillance Reclamation may use in the administration of Reclamation’s QASP. Under this level of monitoring, Reclamation reviews firsthand information from the actual users of the recreation areas. Reclamation will use feedback to supplement other forms of evaluation and assessment.

DEFICIENCY. A shortcoming in the quality or state of services performed.

DEFECTIVE SERVICE. A unit of service which contains one or more defects, or non-conformance with specified requirements.

FREQUENCY OF SERVICE. Intervals for each of the described tasks are stated in Section C-5. The contractor shall perform after receiving parts by shipment, examination, repair if feasible, bench test, and shipment of parts back to BOR with documentation that states findings and testing data.

INSPECTION. The critical examination of a facility, system, or procedure to discover and remedy discrepancies and inefficiencies.

MAJOR DEFICIENCY. Any service feature which would cause the contractor to be determined unacceptable.

PERFORMANCE REQUIREMENTS. Tasks to be performed by the contractor.

PERFORMANCE REQUIREMENTS SUMMARY TABLE (PRST). An outline of the contract requirements that identifies the key service outputs that will be inspected or surveyed by Reclamation, related performance standards and method(s) of performance assessment and surveillance.

PERFORMANCE STANDARD. The desired results, expressed by Reclamation, expected from performance of the contract services to satisfy the requirements.

QUALITY ASSURANCE. Those actions taken by Reclamation to assure services meet the requirements established in the PWS.

QUALITY ASSURANCE EVALUATOR (QAE). A Reclamation person designated by the CO, with authority to act within the scope of the delegated authority including but not limited to, the surveillance and inspection of the contractor’s performance.

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). An organized, written, living document outlining Reclamation’s methodology for monitoring contractor performance.

QUALITY CONTROL. Those actions taken by a contractor to ensure that contractor performance meets the requirements of the contract.

QUALITY CONTROL PLAN (QCP). An organized, written document outlining the contractor’s methodology for ensuring contractor performance.

RANDOM SAMPLING. A method of surveillance Reclamation may use in the administration of Reclamation’s QASP. Under this level of monitoring, Reclamation prepares documentation periodically to assess the contractor's ongoing performance.

3. SECTION C-3 - RECLAMATION-FURNISHED REQUIREMENTS

3.1. GENERAL

Reclamation shall not furnish any facilities, equipment, or materials as part of this contract. The contractor shall understand that in the performance of the contract, the contractor is an independent contractor, and not an agent or employee of Reclamation.

3.2. RECLAMATION-FURNISHED PROPERTY AND MATERIALS

Reclamation will not supply any property or materials for the purpose of inspections.

3.3. POST AWARD CONFERENCE

In accordance with Reclamation Clause WBR 1452.242-80, the Government will hold a post award conference within 10 calendar days after award of the contract and prior to the beginning of any onsite work. The purpose of the post award conference will be to review the contract and the work to be performed.

3.4. PERFORMANCE EVALUATION MEETINGS

The contractor’s administration personnel may be required to meet with the QAE, as determined necessary, to discuss the contractor’s performance, to include actual or potential problems. All parties shall make a mutual good faith effort to resolve any issues. All parties to the discussion shall review and sign written minutes of the meeting. Should the contractor not concur with the minutes, the contractor shall state any areas of non-concurrence in writing to the CO within seven (7) business days of receipt of the minutes. Whenever the CO issues a Contract Discrepancy Report, the QAE will hold a meeting if the contractor requests such a meeting.

4. SECTION C-4 – CONTRACTOR-FURNISHED REQUIREMENTS

4.1. GENERAL

The contractor shall furnish all items including, but not limited to: equipment, materials, and incidentals required to perform the tasks identified in this contract. All equipment used in the performance of the contract shall be of the type and durability used by professionals and in good working condition.

4.2. GENERAL WORK PLAN

The contractor shall provide a written work plan along with their initial quote. At a minimum, the written work plan shall address the following:

· A description of methods and procedures the contractor will use to perform the tasks identified in this PWS.

· Contractor’s contact person, phone number, or other means of contact and ability to respond to the CO in a timely manner.

· Contractor’s proof of certification for Tower Climbing and Rescue Training for personnel involved in work.

· Contractor will have in place a Rescue plan for each location to include plans for emergency contact information for emergency services.

4.3. COMPANY EXPERIENCE

Company experience is an objective criterion that determines whether the contractor has or has not performed similar work. Therefore, the contractor shall furnish a list (no more than five) of Federal, State, or commercial projects similar in scope, complexity, and magnitude to the work required under this solicitation that the contractor has completed within the last three (3) years. These projects must clearly demonstrate the contractor’s successful ability to accomplish projects in a timely and satisfactory manner. At a minimum, the contractor shall provide the following information for each project:

· Name of the Customer (Agency or Commercial).

· Contract number, type, date, name of project.

· Description of the work.

· Name, telephone number, and e-mail address of a point of contact for the customer that may be contacted to confirm and verify the information provided.

Reclamation may not evaluate references with incorrect or missing phone numbers and contact names, which may potentially result in a less favorable rating of the contractor’s quote.

4.4. PRICING INFORMATION

The contractor shall not include any allowance for contingencies that cover increased costs for adjustments contained in FAR Clause 52.222-41, Service Contract Labor Standards.

The contractor shall price by assuming the minimum hourly wages and fringe benefits established by the Administrator, Wage and Hour Division, U.S. Department of Labor. Reclamation has incorporated the base period minimum wage rates and fringe benefits.

If Reclamation exercises any option periods, the CO will furnish updated wage determinations at the beginning of each renewal option period to the contractor. The contractor shall be responsible for paying employees under this contract at least the required minimum monetary wages and fringe benefits. Additionally, the contractor shall notify the CO of any claimed increase in the contract price, contract unit price, or fixed hourly labor rates within 30 days after receiving the new wage rate determination. Such notice shall contain a statement of the amount claimed and any relevant supporting data that reflects the contractor's actual increase or decrease in applicable wages and fringe benefits, including payroll records. Any adjustment will be limited to increases or decreases in wages and fringe benefits and the accompanying increases or decreases in social security and unemployment taxes and workers’ compensation insurance but shall not include any amount for general and administrative costs, overhead, or profit.

5. SECTION C-5 - SPECIFIC TASKS / SERVICES REQUIRED

5.1. GENERAL

The specified frequency requirements are the minimum contracted intervals for each of the described tasks. Contractor will perform inspection of towers, reflectors, antennas, and feedlines listed in the tasks below. Inspections will be conducted by ground and climbing of the structures.

The contractor shall provide trained, experienced, and qualified professional personnel to provide the services to include, but not limited to the tasks identified herein. Throughout the life of the contract, the contractor is encouraged to continuously seek ways to incorporate innovative and emerging technologies that in the most economic and efficient manner improve mission performance.

5.2. PERFORMANCE CRITERIA

The QAE will conduct periodic unannounced inspections of the contractor’s work, and document acceptable and unacceptable contract performance. When the QAE considers the contractor's performance to be unsatisfactory, the QAE will report the information to the CO along with the recommendation of any applicable payment deductions.

The CO requires the contractor to explain in writing the cause of the poor performance, any corrective actions the contractor has already taken to obtain an acceptable level, and any future corrective actions the contractor will utilize to prevent unacceptable performance. Unacceptable performance may result in payment deductions as specified in Section C-5.7.

5.3. PERFORMANCE REQUIREMENTS

Throughout the life of this contract, the contractor is encouraged to continuously seek ways to incorporate innovative and emerging technologies that in the most economic and efficient manner improves mission performance

5.4. TASK NO. 1 – INSPECTION OF TOWERS

5.4.1 Seminoe Peak Communications Site, geographical location: 42*08’44”N / 106*54’34”W

1. Perform an inspection of tower structure from both ground and climbing.

2. Perform an inspection of mounted antennas.

3. Perform an inspection of feedlines and cables mounting hardware from antennas to building.

4. Prepare documentation of findings.

5.4.2 Casper Mountain East communications Site, geographical location: 42*44'10"N / 106*18'33"W

5.4.3 Sand Draw Communications Site, geographical location: 42*28'22"N / 105*53'15"W

5.4.4 Pine Ridge Communications Site, geographical location: 42*20'55"N / 105*01'45"W

5.4.5 Casper Mountain West Communications Site, geographical location: 42*44'22"N /106*21'39"W

1. Perform an inspection of tower structure from both ground and climbing.

5.4.6 Sybrant Communications Site, geographical location: 42*51'10"N / 105*14'35"W

5.5. TASK NO. 2 – INSPECTION OF REFLECTORS

5.5.1. Alcova Power Plant Reflector, geographical location: 42*32'40" N / 106*43'10" W

1. Perform an inspection of Reflector structure from both ground and climbing.

5.5.2. Seminoe Power Plant Reflector, geographical location: 42*09'32" N / 106*54'36" W

1. Perform an inspection of Reflector structure from both ground and climbing.

5.5.3. Kortes Power Plant Reflector, geographical location: 42*10'39" N / 106*53'00" W

1. Perform an inspection of Reflector structure from both ground and climbing.

2. Perform an inspection of Antennas.

3. Perform an inspection of Feedlines and cables mounting hardware.

5.5.4. Fremont Canyon Power Plant Reflector, geographical location: 42*28'32" N / 106*47'53" W

1. Perform an inspection of Reflector structure from both ground and climbing.

5.5.5. Glendo Power Plant Reflector, geographical location: 42*28'18" N / 104*56'56" W

1. Perform an inspection of Reflector structure from both ground and climbing.

5.5.6. Guernsey Power Plant Reflector, geographical location: 42*17'32" N / 104*45'39" W

1. Perform an inspection of Reflector structure from both ground and climbing.

5.6. PERFORMANCE REQUIRMENTS SUMMARY TABLE (PRST).

The following table summarizes the tasks, the performance standard, monitoring method, and disincentives for not meeting performance standards.

Ground Inspection of Tower Foundation

Contractor will verify through a visual observation from the ground, the tower base foundation is properly installed and in good condition.

(2) Payment deductions as specified in C-5.7.

Ground Inspection of Reflector Foundation

5.7. RECLAMATION REMEDIES

All work shall be subject to inspection, approval, and acceptance by Reclamation. Reclamation will compare the contractor's performance to contract specifications and will not exclude common sense considerations as applied by Reclamation’s QAE. The CO will follow the requirements of FAR Clauses 52.212-04 and 52.246-04 for the contractor’s failure to correct non-conforming services. Reclamation will consider work incomplete when any one of the following conditions exists:

1. The contractor did not perform any or all of the tasks.

1. The contractor did not use the appropriate equipment, tools, and disinfecting chemicals, or the equipment was not in good operational condition for completing the requirement in a timely and satisfactory manner.

If the performance of any required service is unsatisfactory, Reclamation may reduce the contract price to reflect the reduced value of defective services; provided that Reclamation gives the contractor a written notice prior to executing such payment deductions.

The CO will determine the payment deduction amount by calculating the percentage of acceptable services performed by the contractor. Reclamation will use the total number of deficiencies found to determine the percentage found unacceptable. The percentage found unacceptable subtracted from 100% will determine the percentage acceptable.

1. For example - During the month, the contractor was required to complete 10 service tasks. By the last calendar day of the month and after Government surveillance was completed, the Government determined that two of the service tasks were deficient. Two tasks out of 10 results in a 20% unacceptable rate. Twenty percent subtracted from 100% is 80% acceptable. Therefore, the CO may pay for 80% of the contractor’s monthly invoice.

The mentioned deductions will in no way affect Reclamation’s right under the “Default” clause of the contract. Reclamation explicitly reserves the right to apply any of the above payment provisions and to deduct any appropriate amounts from contractor’s submitted invoices prior to payment of such invoices, which would result in a bilateral modification.

APPENDIX A

QUALITY ASSURANCE SURVEILLANCE PLAN

Purpose Reclamation has developed this QASP to implement a quality surveillance strategy for the repair of Alcatel MDR-8000 Microwave Radio parts. The primary intent of this plan is to provide the QAE a basis and systematic method to evaluate the services the contractor is required to furnish and not the details of how the contractor accomplishes the work.

Oversight of the contractor's performance will ensure contract quality. The plan will afford the QAE a proactive mechanism to preclude major deficiencies in the performance of services and provide evaluation of the contractor's performance.

As it pertains to services, a concept of "fully compliant" shall be the basis used in reference to where there has been no willful departure from the terms of the contract and no omission of essential work. The contractor has performed the required work honestly and faithfully and the only variance consists of infrequent minor omissions or deficiencies. In general, work is substantially complete when the contractor has successfully performed 90% or more of the required tasks.

Authority Section E - Inspection and Acceptance, provides the authority for issuance of this QASP. This authority provides for the CO, or his/her duly authorized representatives, inspection and acceptance of the articles, services, and documentation called for in the contract.

Scope In order to understand the roles and responsibilities of the parties, it is important to first define the distinction in terminology between the QCP and the QASP. The contractor, and not Reclamation, is responsible for management and quality control actions necessary to meet the quality standards set forth by the contract. The contractor develops and submits his/her QCP for Reclamation acceptance. Once accepted, the contractor then uses the QCP to guide and to document the implementation of the required management and quality control actions to achieve the specified results.

Reclamation is responsible for the implementation of the QASP which will provide Reclamation surveillance oversight of the contractor's quality control efforts to assure that they are timely, effective, and are delivering the results specified in the contract. The QASP is not a part of the contract nor is it intended to duplicate the contractor's QCP. Reclamation will periodically evaluate the contractor’s performance. Therefore, Reclamation has provided the contractor with an informational copy of the QASP as an attachment to the solicitation to support the contractor's efforts in developing a QCP and for providing the contractor an opportunity to comment and propose innovative solutions for the Reclamation's QASP.

Reclamation Resources & Responsibilities

The following definitions for Reclamation resources are applicable to this plan:

Contracting Officer (CO) - A duly appointed person with the authority to enter into, administer, or terminate contracts, and to make findings and determinations on behalf of Reclamation. This is the only individual authorized to change the contract or any of the requirements stated herein.

Quality Assurance Evaluator (QAE) - A Reclamation person designated by the CO, with authority to act within the scope of the delegated authority including but not limited to, the surveillance and inspection of the contractor’s performance.

Reclamation resources shall have responsibilities for the implementation of this QASP as follows:

The CO ensures performance of all necessary actions for effective contracting, ensures compliance with the terms of the contract, and safeguards the interests of Reclamation in the contractual relationship. The CO ensures the contractor receives impartial, fair, and equitable treatment under the contract. The CO is ultimately responsible for the final determination of the adequacy of the contractor's performance.

The QAE is responsible for technical administration of the project and assures proper Reclamation surveillance of the contractor's performance. The QAE is not empowered to make any contractual commitments or to authorize any contractual changes on Reclamation's behalf. The contractor shall refer any changes that may affect price, terms, or conditions to the CO for action.

Performance Indicators/Measures The QAE will determine whether the contractor has consistently satisfied the expected quality level as per the contractual requirements. Section C-5 of the PWS identifies the performance standards for all services that the contractor shall perform.

Frequencies The QAE will determine whether tasks and frequencies conform to the tasks and frequency requirements accepted as a part of the contractor's quote.

Management Responsiveness The QAE will determine whether the contractor provides satisfactory project management, adequate timely response to customer complaints, the quality of the management of customer complaints, quality accountability of complaints, the quality of the reporting of complaints, and conformity to the contractor's final QCP.

Methods of Surveillance The below listed methods of surveillance shall be used in the administration of this QASP. In addition to specific instructions, the QAE will use the standardized Surveillance Activity Checklist, which is contained in this document, to document quality assurance (QA) surveillance.

100% Inspection - A method of surveillance Reclamation may use in the administration of the Reclamation’s QASP. Under this level of monitoring, Reclamation will prepare documentation on all service outputs in a surveillance period (i.e. Reclamation will evaluate every task every time the contractor performs the task).

Customer Feedback - A method of surveillance Reclamation may use in the administration of Reclamation’s QASP. Under this level of monitoring Reclamation reviews firsthand information from the actual users of the service. Reclamation will use feedback to supplement other forms of evaluation and assessment.

Random Sampling - A method of surveillance Reclamation may use in the administration of Reclamation’s QASP. Under this level of monitoring Reclamation prepares documentation on a regular and continual basis to assess the contractor's ongoing performance.

Documentation In addition to providing documentation to the CO, the QAE will maintain a complete QA file at Reclamation’s Wyoming Area Office. The file will contain copies of all reports, evaluations, recommendations, and any actions related to Reclamation's performance of the QA function including the originals of all Surveillance Activity Checklists. Reclamation will retain all such records for the life of this contract. The QAE shall forward these records to the CO at termination or completion of the contract