AWOS_Inspection__Maintenance_Spec_FINAL.pdf

SPECIFICATIONS FOR AN FAA CERTIFIED

AUTOMATED WEATHER OBSERVATION SYSTEM (AWOS) III

MULTI-YEAR MAINTENANCE CONTRACT

GENERAL SPECIFICATIONS

1. SCOPE OF CONTRACT

The purpose of this Contract is to establish a network of Contractors to provide AWOS inspection, maintenance, and repair services for two job categories: 1) AWOS inspections and 2) AWOS maintenance and repairs across the State. The State intends to award one (1) contract for category 1) AWOS Inspections and up to five (5) contracts for job category 2) AWOS maintenance and repairs. Services rendered as a part of this Contract must comply with all specifications and guidelines in the Terms and Conditions and these Specifications. The selected Contractors in each bid category will be awarded a three (3) year contract with two (2) annual renewal options.

This contract covers State-owned AWOS within the State of Tennessee. The Contractor shall provide all goods or services required by this Contract to all State-owned AWOS.

The State of Tennessee reserves the right to add or remove Facilities at any time. The Contractor(s) is responsible for inspecting and/or servicing any State-owned AWOS as requested by the State.

The State shall maintain control of any equipment or system serviced under this Contract and shall have full authority to determine if and when a Contractor may be contacted to perform work. Contractor shall use first-quality materials and best commercial practices when performing work.

2. OWNER

The State of Tennessee, Department of Transportation Aeronautics Division (TAD), (hereafter referred to as Owner), is responsible for ensuring the regulatory and general maintenance for forty (40) Automated Weather Observation Systems (AWOS) III – brand name AWOS 3000 and Next Generation manufactured by All Weather Incorporated (AWI) and any units added during the term of this contract.

3. LOCATION

The Contractor shall provide the general maintenance and tri-annual inspections (3 per year) for each of the AWOS III units for all locations (currently 40) across the State of Tennessee as listed below and added during the term of this contract. This contract shall include furnishing of all equipment, materials, services and any incidentals necessary to keep the system in operation as a complete unit to the satisfaction of the owner and in compliance with all current laws or regulations as is required.

Madisonville (MNV) Gallatin (XNX) Lebanon (M54) Millington (NQA) Elizabethton (0A9) Dayton (2A0) Bolivar (M08) Covington (M04) Columbia (MRC) Sparta (SRB) Winchester (BGF) Fayetteville (FYM) Shelbyville (SYI) Lawrenceburg

Portland (1M5)

Pulaski (GZS) Knoxville (DKX) Beech River (PVE) Murfreesboro (MBT) Lewisburg (LUG) Cleveland (RZR) Livingston (8A3) McMinnville (RNC) Nashville (JWN) Rockwood (RKW) Huntingdon (HZD) Jacksboro (JAU) Paris (PHT) Springfield (M91) Selmer (SZY) Morristown (MOR) Oneida (SCX) Athens (MMI) Dickson (M02) Greeneville (GCY) Savannah (SNH) Union City (UCY) Tullahoma (THA) Somerville (FYE) Sevierville (GKT)

LIST OF APPLICABLE / RELATED PUBLICATIONS

• FAA Order 3400.3 (series) Airways Facilities Maintenance Personnel Certification

Program

• FAA Order 6000.15 (series) General Maintenance Handbook for Airways Facilities

• FAA Order 6030.37 (series) Airways Facilities Maintenance Radio

Communications

• FAA Order 6560.20 (series) Siting Criteria for Automated Weather Observing

Systems

• FAA Order 6700.20 (series) Non-Federal Navigational Aids and Air Traffic Control

Facilities

• FAA Part 171 Non-Federal Navigation Facilities

• FAA Advisory Circular 150/5220-16 (series) Automated Weather Observing Systems

(AWOS) for Non-Federal Applications

• AWI NEXT GENERATION WEATHER OBSERVING SYSTEM Maintenance Manual

• AWI AWOS 300 Maintenance Manual (series) Latest version

4. INSPECTIONS

Contractor shall provide tri-annual inspections (3 per year) on all AWOS units, one of which will also perform the annual FAA revalidation check, as prescribed in applicable FAA publications and manufacturers' manuals. Inspections will be performed within a period from fifteen (15) days before, through fifteen (15) days after, the scheduled due date, with the exception of the inspection which occurs in conjunction with the annual FAA revalidation check. It will be performed within a period from thirty (30) days before, through thirty (30) days after, the scheduled due date. The State shall provide the due dates for the current AWOS upon award of the contract. The Contractor shall have 30 days to provide a schedule as described in the following paragraph which complies with these performance periods to the Owner.

The Contractor shall provide the State with a schedule of required inspections, component overhaul, and revalidation for the term of the contract. The Contractor shall complete and maintain all log books, records, documents, and papers on site to comply with all FAA directives and manufacturers' manuals. This is to include the Maintenance and Operations Manual for the AWOS located at each site.

5. MAINTENANCE AND REPAIR

The Contractor shall provide normal and on-demand maintenance on AWOS units as required. The services described in this section shall be authorized by the State with the issuance of individual Maintenance Request Form(s), Attachment 1, as needs arise. The Maintenance Request Form will outline the complaint, be marked approved by the State, and submitted to the Contractor. The Contractor shall initiate on-demand maintenance within two (2) calendar days of receiving the Maintenance Request Form with the notification of an outage or malfunction to determine the fault. Corrective action shall be completed within five (5) calendar days of determination of fault.

Contractor selection for Maintenance Request Forms will be determined using the following method:

The Maintenance Request Form will be offered to Contractor A. In the event that Contractor A is unreachable after twenty-four (24) hours of initial contact, or is otherwise unable to provide/complete the repair, as detailed above, on a specific job then the Owner should obtain a written justification then, and only then, move to Contractor B. The same process shall apply if Contractor B is unable to perform the work and move to Contractor C. The same process shall apply if Contractor C is unable to perform the work and move to Contractor D.

The same process shall apply if Contractor D is unable to perform the work and move to Contractor E.

In the event a Contractor is already in possession of a Maintenance Request Form and has failed to complete the repair in the timeline outlined above, the Owner may immediately move on to the next Contractor following the process outlined above without offering the subsequent Maintenance Request Form to the Contractor engaged in the overdue repair.

All maintenance will be performed in accordance with the manufacturer's handbook.

The Contractor shall complete and maintain all log books, records, documents, and papers on site to comply with all FAA directives and manufacturers' manuals. This is to include the Maintenance and Operations Manual for the AWOS located at each site.

If required parts and replacement components are not available in a timely manner from the manufacturer to the selected Contractor, documentation of the unavailability of parts or components is required by the State in addition to expected delivery date.

Parts and replacement components shall be obtained via the fastest means in order to minimize AWOS downtime. Contractor performance will be documented by way of the Completed Maintenance Request Forms. Continuous non-compliance with these specifications may lead to the termination of the contract with the delinquent Contractor.

6. CREDENTIALED EMPLOYEES

The Contractor(s) shall provide services utilizing only employees holding an FCC general radio/telephone repair license, FAA letter of verification to perform maintenance on AWOS units in the appropriate sector, and a manufacturer's letter of competency in repair and inspection of that manufacturer's AWOS equipment. The credentials for these employees shall be submitted prior to the execution of this contract. It is the responsibility of the Contractor to keep this list current with the Department of Transportation at all times. Copies of all licenses, with photo identification, and letters must be submitted to the program coordinator.

7. ADDITIONAL

The Contractor(s) shall furnish all labor at the prices quoted to restore equipment to normal service after failures. Contractor(s) shall respond within four (4) hours to emergency requests such as an aircraft accident requiring facility verification or system failure upon notification by the FAA, NTSB, or owner.

8. TECHNICAL SUPPORT

The Contractor(s) shall provide advice to owner in conducting periodic checks as outlined in Operating Manual. Checks include:

A. Inspection of obstruction lights B. Checking of AWOS output

The Contractor(s) shall provide advice to owner and owner's on-site agent [airport and/or Fixed Base Operator (FBO)] in the care and cleaning/servicing that may be done at the local level of the following parts of an AWOS as specified in the latest issue of applicable Maintenance Manuals. Any other local level cleaning/ servicing activities should also be included.

A. Visibility sensor optics B. Day / night sensor window C. Ceilometer windows D. Tipping bucket rain gauge

The Contractor(s) shall familiarize Owner and Owner's on-site agent with the requirements of FAA Order 6000.15 (series), Appendix 2; FAA Form 6030-1, as well as reporting of outages to FAA for issuance of Notice to Airmen (NOTAMS).

The Contractor(s) shall provide "Memorandum of Understanding" between the State of Tennessee and the FAA relative to the maintenance, repair, and inspection of the listed AWOS facilities. The "Memorandum of Understanding" shall be submitted within two (2) weeks of contract execution.

All services performed under this contract must be in accordance with applicable FAA directives and advisory circulars as well as manufacturer's maintenance manuals. Those services will be performed on those facilities listed herein and added by the State as needed throughout the contract term.

9. REPORTING

The Contractor(s) shall provide a weekly report on the status of all AWOS sites that have reported maintenance issues the Contractor has been authorized to repair. The report shall include: date maintenance request was received (or date issue was identified), site location, description of the issue, estimated repair date or date repaired or inspection date, and all previous updates provided for the issue in previous reports until repaired.

10. GENERAL BILLING AND PAYMENT CONDITIONS

The State of Tennessee shall not pay Contractor(s) for any overtime pay after the Contractor’s normal hours nor shall the State of Tennessee reimburse Contractor(s) for technical advice via telephone after hours.

The State of Tennessee shall not pay Contractor(s) for any travel expenses incurred for travel to and from the AWOS site. On-demand (unscheduled) maintenance time shall not include scheduled maintenance.

Repair and replacement cost controls:

A. All repair parts will be billed at Contractor’s cost, including shipping but excluding State taxes. No markup will be accepted. Refer to Terms and Conditions Section 7.2. “Proof of Cost for Parts, Materials, Supplies, and Equipment.”

B. The Contractor shall submit as backup documentation a copy of the original purchase invoice(s) as proof of cost for parts. This must accompany the job invoice in order for the agency to process payment for services performed. If no purchase invoice is available for proof of cost for repair parts, the State may verify current market value and if necessary, alter the payment invoice to reflect market price.

C. Discounts, including prompt payment discount offered by suppliers, must be credited to the State in determining the actual cost of the parts used for this contract.

D. On-demand (unscheduled) maintenance invoices shall include a completed TDOT signed and approved AWOS maintenance request form that includes the date of outage, date of the determination of fault, and date of repair.

11. WARRANTY

All work performed by the Contractor must meet warranty for parts and labor for a period of one (1) year from the date of Owner acceptance. During the one (1) year period following the date of acceptance by the Owner, the Contractor will warrant any defect in design, materials, or workmanship which may occur during proper and normal use.

12. BID ITEMS

Category 1 Bid Items Item Description Unit Scheduled Maintenance Tri-annual inspection Each Scheduled Maintenance Tri-annual inspection/ with annual FAA revalidation check Each

Category 2 Bid Items Item Description Unit On Demand Maintenance Unscheduled repair of AWOS Hourly On Demand Maintenance Call-out fee for site visit and repair* Each

* Only one call-out fee per approved AWOS maintenance request form.

A line shall be added to the final contract to allow for the reimbursement of parts purchases. The State estimates the value of parts purchases on the contract will account for $112,500.00 of spend.

This value will be added to the Contract Maximum Liability.

Aeronautics Division Automated Weather Observation System (AWOS) Maintenance Request Form

PLEASE TYPE OR PRINT LEGIBLY

AIRPORT INFORMATION

DATE SERVICE REQUESTED: ___________________

NAME OF PERSON REQUESTING ACTION: ________________________________________________________________________

PRINTED NAME SIGNATURE

NAME OF AIRPORT & 3 DIGIT LOCATION IDENTIFICATION: ________________________________________________________

SERVICE ADDRESS: CITY: _____________________________ State: TN Zip: ___________________________________________

CONTACT TELEPHONE: ________________________________ EMAIL ADDRESS_________________________________________

DID THE AIRPORT ATTEMPT TO CORRECT THE ISSUE? ____________________________________________________________

DESCRIBE COMPLAINT, WHERE POSSIBLE GIVE DATE OR TIME OF MALFUNCTION:

APPROVED BY (TDOT): _____________________________________ DATE: ______________________________

NOT APPROVED BY (TDOT): _________________________________ DATE: ______________________________

TECHNICIAN USE ONLY

ISSUE DIAGNOSED

TECHNICIAN PRINT: ________________________________ TECHNICIAN SIGNATURE: _________________________________

TECHNICAIAN COMPANY: ________________________________________ DATE DIAGNOSED: ___________________________

NOTES:

ISSUE REPAIRED

TECHNICIAN PRINT: ________________________________ TECHNICIAN SIGNATURE: _________________________________

TECHNICAIAN COMPANY: ________________________________________ DATE REPAIRED: ______________________________

NOTES: