DRAFT_ECIS MSA_HAF_PWS.docx

PERFORMANCE WORK STATEMENT

(PWS)

For Hellenic Air Force (HAF) Eddy Current Inspection System (ECIS) Maintenance Service Agreement (MSA)

PREPARATION DATE: 18 Feb 2024

REVISION NUMBER: DATE: BASIC

PURCHASE REQUEST PR# FD2030-25-30618

PREPARING ORGANIZATION: AFLCMC/LPSID TINKER AFB OK 73145-3031

TABLE of CONTENTS

SECTION PARAGRAPH / TITLE

SECTION I –DESCRIPTION OF SERVICES/GENERAL INFORMATION.

Purpose.

The purpose of this PWS is to define the requirements of an MSA to provide a 24/7 telephone/on-line support services contract of one ECIS V3 located at Hellenic Aerospace Industry (HAI) Schimatari, Greece, and a second recently overhauled ECIS V4 located at Elfsina AB, Greece. Available options for On-Site Travel, System Spares to include probes, Repair and return (R&R), Over and Above (O&A), and ability to add future V5 ECIS units to this MSA once procured from the Contractor. Contract Period of Performance (PoP) will be 5 years consisting of a 3-year basic and 2 each, 1-year options beginning at contract award.

Elefsina AFB, GR. (V4)

Customer Service Requirements.

The Contractor shall ensure the following customer service requirements are accomplished as follows:

Customer Interface.

The Contractor shall ensure all of their employees interfacing with customers shall conduct themselves in a professional manner to include being courteous, polite, respectful, and speak English. Contractor employees shall identify themselves as Contractor personnel and always display distinguishing badges or other visible identification at all times. Contractor personnel shall appropriately identify themselves as Contractor employees in conversations, formal and informal written correspondence, teleconferences, video teleconferences, faxes, and/or other electronic communication whether with Government personnel, other contractor personnel, or with the public when supporting this contract where their status as contractor employees might not otherwise be apparent or where they might be mistaken for civil service employees or military personnel.

Work Schedule.

HAF workdays are Monday through Friday. Normal work hours shall be based on a flextime schedule with a start time no earlier than 0700. The contractor and the USG Program Manager shall coordinate actual work hours and days.

NOTE: US federal holidays are as follows: New Year’s Day, Martin Luther King’s Birthday, President’s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans’ Day, Thanksgiving, and Christmas Day. If the holiday falls on Sunday, it is observed on Monday. If the holiday falls on Saturday, it is observed on Friday.

NOTE: Greek holidays are as follows: New Year's Day - 1 January, Epiphany - 6 January, Clean Monday – Varies (48 days before Orthodox Easter), Independence Day - 25 March, Good Friday – varies (2 days before Orthodox Easter), Easter Monday - varies (day after Orthodox Easter), Labor Day - 1 May (usually moves to next working Monday), Whit Monday – varies (50 days Orthodox after Easter), Dormition of the Mother of God - 15 August, Ochi Day - 28 October, Air Force Day - 9 Nov, Armed Forces Day - 21 Nov, Christmas Day - 25 December, Glorifying Mother of God - 26 December.

Response Times.

Customer requests will be responded to within 48 hours upon receiving request.

Information Requests.

The Contractor shall ensure responses to HAF requests that change the scope of this PWS are directed through the USG.

Trip Reports.

If an on-site travel option is executed, the Contractor shall provide the USG detailed written trip reports after each trip. This report shall be provided within 30 calendar days after work completion.

Data.

Equipment Manuals The Customer shall provide access to requested T.O.s associated with the engine/s and ECIS if needed. These may not be all inclusive due to FMS ECIS and equipment configurations. The drawings and technical orders provided by the HAF may also not be all inclusive or provide all necessary details required for successful completion of this Work Statement. The Contractor shall be responsible for determining and executing all inspections, gathering data necessary to obtain all information required for successful completion of all efforts, and if necessary, updating drawing(s), Build Of Materials (BOM) and Commercial Technical Manual(s).

Security Requirements.

If an on-site trip travel option is executed to any site, the Contractor shall provide to the HAF, required passport and visa information for travelling team members no later than 30 workdays prior to arrival for any visits to HAF military installations. Based on the Foreign Clearance Guide, passports and visas will be current for a period of at least 3-months after end of scheduled visits (https://apacs.milcloud.mil/apacs/login). HAF will provide base security clearance access badges for the jobsite for all required Contractor personnel and vehicles. Prior to Contractor arrival, confirmation will be provided so that timely issuance of base passes will occur. If possible, these passes should be valid for the entire time of visit. Note that temporary or day passes may result in schedule delays/schedule extensions and require additional funding to cover additional time spent in-country to complete the work as described in this PWS. The Contractor shall ensure each employee displays badges on the outer clothing on the front of the body between the neck and waist so that the badges are visible at all times. The Contractor shall comply with the following paragraphs:

Driving Requirements.

If an on-site travel option is executed, Contractor personnel shall comply with European, Greek, and all driving requirements pertaining to operation of vehicles on Elefsina AFB.

Emergency Procedures If an on-site travel option is executed, Contractor employees shall follow the directions of HAF employees regarding emergency procedures, i.e. fire, tornado, active shooter, bomb threats. It is the responsibility of the Contractor to provide guidance and establish procedures for responding to an emergency for their employees. It is the Contractors' responsibility to account for their employees following an emergency evacuation. Contractor Personnel shall participate with HAF personnel in all fire and tornado drills at no additional cost to the HAF.

Environmental Requirements.

If an on-site travel option is executed and in the event of an environmental spill or release of substance, the Contractor shall notify on-site HAF personnel who in-turn will be responsible for HAF environmental spill recovery procedures.

Manager Requirements.

The Contractor shall provide a Contract Manager and alternate who will act as liaison between the Customer and the many functions of the Contractor. Additionally, the Project Manager will direct technical questions, business questions, emerging technology questions, and all other requests to the appropriate resources.

It is the Customer’s responsibility to ensure that all requests and communications are funneled through the assigned project manager. The Contract Manager and alternate shall:

Quality System and Quality Program Requirements.

The Contractor shall ensure the quality system and quality program meets the following requirements:

Quality System.

The Contractor shall provide and maintain a quality system that adheres to the requirements of International Standard ISO 9001-2015, Quality Management Systems – Requirements. The Contractor shall develop, maintain, and deliver a Quality System Plan. The Contractor shall ensure the quality system procedures, planning, and other documentation and data comprise the quality system and is made available to the Government for review. The Contractor shall utilize existing quality documents that meet the requirements of the contract. The Contractor shall support the Government’s requested quality audit for inspections, verifications, and evaluations to ascertain conformance to requirements and the adequacy of implementing procedures. The Contractor shall allow on a non-interference basis, Government audits to be performed on Contractor maintained files. Upon completion of the Government’s quality audit, the Contractor shall incorporate into the repair process corrective action(s) to eliminate the cause of the defects. The Contractor shall ensure all material purchased or subcontracted from other Contractors meets all technical requirements of this contract. The Contractor shall develop, maintain, and deliver a Quality Assessment Report.

Quality Program.

The Contractor shall ensure the quality program is designed to detect and correct conditions adverse to quality. The Contractor shall investigate all Deficiency Reports (DRs) submitted against defective items manufactured, repaired, or overhauled by the Contractor. The Contractor shall ensure each deficiency report is processed IAW T.O. 00-35D-54, USAF Deficiency Reporting and Investigating System. When the Contractor receives a DR or QDR, the Contractor shall ensure deficiency reports include: analysis of data to determine extent and cause of deficiencies; analysis of trends in processes or performance of work to prevent recurrence; and introduction of required improvement, corrections, and monitoring of the effectiveness of corrective action taken. (DI-MISC-81627, CDRL A001).

Deficiency Reports.

If the Contractor receives defective items from GFE, the Contractor shall develop and deliver a Deficiency Report (DR) or Quality Deficiency Report (QDR). The Contractor shall report IAW TO 00-35D-54 Government Furnished Material (GFM) found damaged, malfunctioning, or otherwise unsuitable for use. In the event of damage or malfunction during or after installation, the Contractor shall determine and record probable cause.

Government Quality Assurance Surveillance Support.

The Contractor shall support Government quality assurance surveillance to periodically evaluate the Contractor’s performance IAW the Government’s Surveillance Plan.

NOTE: For those requirements listed in Section II, Service Summary, the COR will follow the methods of surveillance specified in the Surveillance Plan. The COR is the Governments authorized representative for the PCO and will participate in the administration of this contract.

MSA Basic Services-Phone/On-Line Support – CLIN 0001 These services shall provide 24/7 telephone/on-line based technical support to include but not limited to:

a. Assistance in troubleshooting/repair to include, items shipped with the approval of the contractor (Probes, etc.).

b. Parts research

c. Scan plan troubleshooting

d. Program updates to include software for the ECIS system, its use, operation, maintenance, and progress reports.

e. Test, validate and repair the ECIS reference standards once per year as required.

Any issues that cannot be resolved through the above technical support is considered outside the scope of the Basic MSA service option. All other executable options outside this such as On-Site Support, Spares, R&R, and Over and Above CLINs, must be pre-coordinated through the PCO/(USG) PM.

Obsolescence of Customer Systems It is understood by all parties that due to the obsolescence of both the V3 and V4 systems, full and complete support/materials could be limited. KBR as the OEM of the systems, possess the best knowledge available to provide MSA services identified in para. 1.11. However, based on obsolesce and availability of parts, some malfunctions could be deemed unrepairable. The Contractor shall in good faith, work in the best interest of the customer to bring the system to operational status.

Repair and Return of Parts and Materials – CLIN 0002 This option if executed, will be to fund necessary repair actions above the level of services identified in para. 1.11. These actions would include the necessary OEM back-shop troubleshooting, repair, and overhaul of customer owned parts and materials to full operational service.

Travel. – CLIN 0003 Travel is reserved for customer approved efforts outside the scope of the Basic MSA. It is understood that a minimum 40hrs will be required to schedule any on-site maintenance assistance. In the event an issue is corrected prior to utilization of the full 40hrs, the Contractor will provide training and additional support for the remainder of the on-site support period. If an on-site travel option is executed, the Contractor shall arrange and execute all necessary OCONUS travel, ground transportation to/from airports, lodging, per diem and incidentals to worksites and meeting locations for the performance of the requirements of this PWS. The number of trips and personnel traveling shall be limited to the minimum number required to accomplish the work assignment. Travel must be approved in writing by the United States Government (USG) PM and HAF a minimum of 30 workdays for access HAF facilities. In the event the on-site support option requires additional time that exceeds the original 40hrs due to undisclosed/unexpected problems, the Contract will notify the PCO/(USG) PM immediately and obtain approval prior to any additional expenditure of funds. Travel costs shall be IAW with the USG Joint Travel Regulation (JTR). The USG PM will serve as focal point to coordinate issues (travel dates, in-country points of contact, traveling Contractor names, visitor pass information, etc.) between Contractor and the HAF.

The Contractor shall provide the USG PM detailed written trip reports after each trip. This report shall be provided within 30 calendar days after work completion.

ECIS System Spares. – CLIN 0004 This option if executed, will procure necessary and recommended parts/spares/Probes for the ECIS as determined by the OEM and approved by the customer. Refer to para. 1.12 for limitations based on obsolescence of customer owned systems.

Over and Above (O&A). – CLIN 0005 This option if executed, shall be used to provide what is determined to be beyond the complexity of simple telephone/email explanations and online support. The Contractor shall inform the customer that the issues are outside the scope of the Basic MSA agreement but can provide an estimate to the USG PM or PCO upon request. Examples of O&A tasks could be but not limited to:

· ECIS unscheduled maintenance tasks.

· Major repair or overhaul of ECIS system, including but not limited to engineering, production, administration and site labor, parts, materials and supplies, equipment, tooling, packaging, crating, and shipping.

· Supply of spares, parts, materials, equipment & supplies not included under ECIS System Spares.

Transportation Management.

In the event any Spares or Materials are procured under this contract, the Contractor shall provide delivery of all materials in support of this PWS to the HAF designated Freight Forwarder (FF) Warranty.

In the event any Spares or Materials are procured under this contract, the Contractor shall provide a standard warranty for items to be free of defects in workmanship and materials for a stated period not less than one year after the date indicated on the DD250. This warranty shall guarantee that the items furnished are free of defects in workmanship and materials. Component parts such as controls, motors, accessories, etc., which are incorporated into the design of the ECIS shall carry their respective guarantees. The Contractor further warrants that their product bulletins accurately describe their equipment. If it is necessary to change the design or substitute various control or operating equipment, equal or superior equipment shall be used. Failure of any components purchased under this contract shall be replaced free of charge for parts, labor, and shipment of the defected item. The Contractor will make every effort to allow the customer to repair/replace the warrantied item at no liability to the HAF. In the event only a certified OEM technician can repair/replace the warrantied item on-site, transportation of Contractor personnel will be coordinated and approved by the PCO/(USG) PM and funded under the Travel Option in this PWS.

Mission Essential Services.

This requirement has been determined not to be essential and does not require continued support. (Reference Defense Federal Acquisition Regulation Supplement (DFARS) 237.7602) HAF Support.

The following areas will be supported by the HAF to assist in smooth execution of this PWS. In the event travel to any HAF facility is executed for onsite maintenance, all tasks and support required by the HAF shall be coordinated well in advance to avoid delays. More specifically, necessary documentation for entry for base access at least 30 workdays prior to scheduled arrival:

SECTION II – SERVICE SUMMARY.

The Contractor shall be aware that in the absence of any contract requirement from the Service Summary does not detract from its enforceability nor limit the rights or remedies of the Government under any other provision of the contract. The Contractor shall ensure the following service summary requirements are accomplished:

Service Summary (SS) Requirements.

The Contractor shall ensure the performance objectives, performance thresholds, and support for surveillance methods are achieved as follows:

Performance Objectives and Thresholds.

The Contractor shall achieve performance thresholds identified in Table 2-1 of this PWS.

NOTE 1: The performance thresholds are designed to:

NOTE 2: The USG PM and the System Program Office will exercise surveillance over the performance thresholds.

Surveillance Methods.

The Contractor shall support the USG PM’s surveillance methods as identified below.

NOTE: The USG PM may use a combination of surveillance methods, as defined above, to monitor Contractor’s performance even though the specific surveillance method is not called out in Table 2-1.

Contractor Performance Evaluation.

The Contractor shall be aware that the evaluation of performance will occur when USG PM and the System Program Office evaluates the service of the Contractor to determine whether or not it meets the performance measures of the contract.

NOTE: In the event the performance measure is not met, Contracting Officer Representative (COR) or the System Program Office will issue written notification to the Contractor. In those cases, the PCO will take appropriate measures.

Response Times.

TABLE 2-1.

SECTION III - GOVERNMENT FURNISHED PROPERTY AND SERVICES.

No US Government furnished property or services.

APPENDIX A ACRONYMS.

DEMO/PERF Demonstration Performance

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APPENDIX B DEFINITIONS.

Federal Holiday: Federal law (5 U.S.C. 6103(a)) establishes the following public holidays for Federal employees. Most Federal employees work on a Monday through Friday schedule. For these employees, when a holiday falls on a non-workday -- Saturday or Sunday -- the holiday usually is observed on Monday (if the holiday falls on Sunday) or Friday (if the holiday falls on Saturday). These holidays include New Years Day, Birthday of Martin Luther King, Jr., President’s Birthday, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day.

Government Property: All property owned by or leased to the Government or acquired by the Government under the terms of the contract. It includes both Government-furnished property and Contractor-acquired property. This includes facilities, material, special tooling, special test equipment, and agency-peculiar property.

Government Furnished Plant Equipment: Personal property of a capital nature (including equipment, machine tools, test equipment, furniture, vehicles, and accessory and auxiliary items) for use in manufacturing supplies, in performing services, or for any administrative or general plant purpose. It does not include special tooling, special test equipment.

Government Furnished Material: Property that may be incorporated into or attached to a deliverable end item or that may be consumed or expended in performing a contract. This includes, assemblies, components, parts, raw materials, and small tools, and supplies that may be consumed in normal use in performing a contract.

Government Furnished Property: Property in the possession of, or directly acquired by the Government and subsequently made available to the Contractor.

Hazardous Material: Any material which by virtue of its potentially dangerous nature, requires controls to assure adequate protection. This excludes ammunition, weapons, explosives, actuated devices, propellants, pyrotechnics, chemical and biological warfare materials, medical and pharmaceutical supplies, and bulk fuels.

INTERIM Clearance: A temporary clearance given before security clearances are obtained.

Network Restricted Areas: Any area on the network that is restricted and requires a clearance to gain access.

Plant Equipment: Personal property of a capital nature (including equipment, machine tools, test equipment, furniture, vehicles, and accessory and auxiliary items) for use in manufacturing supplies, in performing services, or for any administrative or general plant purpose. It does not include special tooling or special test equipment.

Quality Manager: Personnel who are responsible for managing the quality assurance system, scheduling and directing inspections and audit activities, developing and implementing corrective and preventive actions, developing and providing quality inspection and audit metrics, and for executing quality plans.

Quality Systems: Model for Quality Assurance in Production, Installation, and Servicing.

Real Property: Land and rights in land, ground improvements, utility distribution systems, and buildings and other structures. It does not include foundations and other work necessary for installing special tooling, special test equipment, or plant equipment.

Refuse: Includes all household-generated waste, non-hazardous commercial and industrial waste, and other similar non-hazardous waste material intended for disposal. Not included are explosives and incendiary waste, and contaminated waste from medical and radiological processes. Also excludes recyclable materials source separated from the waste stream specifically for recycling.

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APPENDIX C APPLICABLE DOCUMENTS.

A. General Information. The Contractor shall ensure requirements in this PWS are accomplished IAW the latest version of the following documentation if it does not impact cost and delivery schedules or if a conflict does not arise in implementation of the new procedures. If any of the preceding conditions occur, a written evaluation, along with specific backup data and estimated cost data for those changes which impact the Contractor’s performance shall be provided to the PCO within ten (10) workdays after receipt of an updated publication. The Contractor shall not incorporate these publication changes until approved by the PCO. In the event there are conflicts between two or more referenced documents, the Contractor shall provide written evaluation, along with specific backup data to the PCO within ten (10) workdays after knowledge of the conflict. Resolution of the conflict will be provided by the PCO. In addition, the Contractor shall immediately implement those publication changes that result in no change in contract price or delivery or have no conflicts. The Contractor shall be aware that only those military, federal, and Contractor specifications cited in Section II, down to and including the equipment and product specifications and there first-tier references shall be mandatory for use and that lower tier references are for guidance only and will not be contractually binding unless raised to the direct cite level.

B. Forms. The Contractor shall ensure latest revisions of all forms are completed IAW corresponding directives as follows:

C. Industry Publications. The Contractor shall ensure requirements in this PWS are accomplished IAW the following industry publications:

C-2 APPENDIX J. DATA DESCRIPTIONS and DOCUMENTS.

Area Title

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