Attachment 1 - VB MR Performance Work Statment _3June2025.docx

Contract # VB M&R Services Attachment 1: Performance Work Statement

PERFORMANCE WORK STATEMENT (PWS)

PETERSON SPACE FORCE BASE VEHICLE BARRIERS

MAINTENANCE AND REPAIR (VB M&R) SERVICES

03 June 2025

Prepared by:

21 Civil Engineering Squadron

Table of Contents

1. PURPOSE, DESCRIPTION OF SERVICES, AND REQUIRED TASKS

1.1. PURPOSE

The purpose of the Vehicle Barriers (VB) Maintenance and Repair (M&R) Services Contract is to provide preventive maintenance (PM), inspection, and minor repair for operational vehicle barriers located at Peterson Space Force Base (PSFB). Non-operational vehicle barriers would be allowed to be put on the contract once brought to operational status (cured by means other than this contract).

1.2. DESCRIPTION OF SERVICES

The Contractor must provide all personnel, labor, equipment, supplies, tools, materials, supervision, travel, periodic inspection, minor repair, and other items and services necessary to provide maintenance for Space Force vehicle barrier systems.

Vehicle barrier systems include, but are not limited to, actuators, control systems (including software), control wiring, circuitry, structural framework, lighting, spring assembly, hydraulic-related equipment, safety loops and other vehicle detection systems, switches, corresponding traffic lights, light duty drop arms, associated computerized systems, and control cabinets.

Work must comply with all applicable commercial and United States (US) military standards and specifications as well as Federal, State, and local laws and regulations (see PWS Appendix C). It is the Contractor’s responsibility to manage the execution of the Performance Work Statement (PWS) requirements in such a manner as to maintain equipment operational rates in accordance with (IAW) PWS Table 2: Service Summary, minimize equipment downtime, and minimize costs per performance requirements listed below.

For the purpose of this contract, a barrier is defined as a crash rated system that operates as a single unit regardless of the number of lanes that the barrier restricts. Examples of a one (1) barrier unit include a single drop arm/raising bar regardless of the arm/bar length, a net barrier operated by a single actuator system regardless of the length of the net, a single wedge barrier operated by independent actuators, or a bank of bollards Not-to-Exceed (NTE) four (4) bollards that operate as a unit.

1.3. DESCRIPTION OF REQUIRED TASKS

1.3.1. PREVENTIVE MAINTENANCE

The Contractor must conduct the initial barrier PM service within thirty (30) calendar days of contract award. The Contractor must provide quarterly and semi-annual maintenance, inspection, and minor repair services based on the frequency identified in Appendix H. PM services include those actions required to preserve and maintain the systems in such a condition to function efficiently. The Contractor must comply with the recommendations of the manufacturer. The Contractor is responsible for obtaining the manufacturer specifications. If the manufacturer specifications are not available, the Contractor must adhere to the following order of precedence (highest to lowest): contents of this PWS, Original Equipment Manufacturer (OEM) requirements, and industry standards. The Contractor must perform PM and will be responsible for the repair and replacement of all worn or failed components and parts. This includes, but is not limited to, installed additional systems (e.g. over speed and wrong way detection), video processing cards, Programmable Logic Controls (PLCs), relays, and parts which have reached their life expectancy and are prone to fail. Replacement parts will be commercially available off-the-shelf items when available, fully compatible with existing systems, and detailed in the quarterly report (see PWS Section 7.1). All new or replacement PLCs must be open-source programmable code. The Contractor must identify any additional in-scope repairs during PM (see PWS Section 8.3). (A001)

1.3.1.1. TECHNICAL DATA

The Contractor must acquire the OEM’s Operations and Maintenance (O&M) information and provide an electronic copy to the installation to accompany their O&M Plan (see PWS Section 6.1) within 45 days after period of performance begins. at the time of contract proposal submission.

1.3.1.2. BARRIER PITS

The Contractor must maintain the cleanliness of barrier pits, power units, and shafts, and must remove all debris such as trash, oil, absorbents, dirt, silt, leaves, pine-needles, snow, ice, and water. Winter weather may cause the barrier systems to become jammed with ice or snow. The Contractor must confirm that all scheduled PMs include procedures to ensure barrier heaters (as applicable), drainage systems, in-ground vehicle detection, and Infra-Red detection systems are operating properly.

1.3.1.3. CONTRACTOR HOTLINE

The Contractor must provide a minimum of one (1), not to exceed two (2), single customer service hotline phone number(s) that can be accessed 24 hours a day, 365 days a year by contract award to be responsive to Government requests. The Contractor’s customer service function must be managed to ensure responsiveness. To be responsive, Contractor personnel must be available during all hours to respond to Government requests. The Contractor must log all calls received and the response calls made by the Contractor. A Telephone Call Log must include the date, time, caller, brief description of the issue, response time for the Lead Technician, and resolution for each telephone call. Telephone Call Logs shall be provided to the COR upon request. The Contractor must have a process for resolving Space Force installation concerns and following up on unresolved requests. (A001)

1.3.1.4. TELEPHONE SUPPORT

The Contractor must have an appropriate Lead Technician contact the Government within two (2) hours to discuss and attempt to resolve the situation over the telephone, upon official notification by the CO or Contracting Officer’s Representative (COR) via the Contractor Hotline or other means.

1.3.1.5. ANNUAL TRAINING

The Contractor must provide annual training sessions to facilitate proper use and operation of barrier systems at each barrier site covered in the contract. The Contractor will schedule the training session to occur in conjunction with a scheduled PM visit. Training may be accomplished by the Lead Technician and/or the PM crew. No certified manufacturer representative is required to be present to perform training. Training must be scheduled with the installation at least forty-five (45) calendar days in advance. The Contractor must record the training session and provide one (1) copy of the recorded training to the Government on Digital Video Disc within thirty (30) calendar days of the training session. Instruction and instruction materials must be provided by the Contractor on the training day to include instruction of all barrier systems operations, troubleshooting, and notification procedures. The Contractor must summarize operations on laminated placards for placement in guard houses and other appropriate locations not accessible to unauthorized personnel. (A002)

1.3.1.6. PAINT/CORROSION CONTROL

The Contractor must re-paint the entire barrier structure during the summer PM session to include all metal parts below grade and the surface of the barrier and surrounding pavement. Summer PM will be established IAW the manufacturer’s recommended temperature and environmental recommendations for application. The Contractor must clean (pressure wash), remove corrosion, and apply primer and topcoat compatible with the barrier surface in compliance with industry and safety standards. Barrier systems, both active and passive, must be maintained and protected from corrosion with high adhesion paint such as Grip-Tite® paint or an equivalent adhesive paint. Paints used for pavement marking and delineation must conform to all Federal, State, and local laws and regulations (see PWS Appendix C).

For hot dipped steel component touch-up, the Contractor must use zinc-rich paint applied to a clean, dry steel surface by either a brush or spray. Zinc-rich paints must contain either between 65 percent to 69 percent metallic zinc by weight or greater than 92 percent metallic zinc by weight in dry film. Paints containing zinc dust are classified as organic or inorganic, depending on the binder they contain. Inorganic binders are particularly suitable for paints applied in touch-up applications of undamaged hot-dip galvanized areas. The coating thickness for the paint must be 50 percent more than the surrounding coating thickness, but not greater than 4.0 mils (100 μm).

If the vehicle barriers require sandblasting of non-galvanized surfaces in lieu of pressure washing, the Contractor must submit a Service Order (SO) under the Additional In-Scope Work contract line item number (CLIN X004) for COR evaluation and approval (see PWS Section 8.2). If the vehicle barriers require sandblasting, the Contractor must sandblast bare metal and re-paint the entire barrier structure during summer PM including all metal parts below grade and the surface of the barrier and surrounding pavement, apply primer compatible with surface and topcoat, and apply applicable topcoat for the application in compliance with industry and safety standards. The requirement and frequency of this sandblasting option will be established by the installation and the CO.

1.3.1.7. REPAIRS

The Contractor must, during PM, immediately service any system that is not operating properly as well as supply and install parts to keep the system functional. All labor and work required to perform repairs must be included under the firm-fixed-price (FFP) PM CLIN (see CLIN X001). The Government has assumed $7,800.00 for repair parts and costs under the Not To Exceed (NTE) PM CLIN (see CLIN X002). The Contractor shall maintain a log of the repair parts and costs, to be submitted to the Government on a monthly basis before invoicing can be submitted/approved against CLIN X002. The COR will then review the monthly statement for accuracy and approve or disapprove. Once approved, an invoice may be submitted. Should the COR disapprove the monthly statement, the Contractor may resubmit. Any discrepancies between the COR and the Contractor shall be settled by the Contracting Officer. (A001)

Examples of repair parts include, but are not limited to, light bulbs, plastic light lenses, hoses, cable/wire, fuses, sump pump, valves, switches, relays, etc. The Contractor must provide parts that are from the OEM or equal and fully compatible for use and do not void any applicable warranties. Replacement parts must be commercially available off-the-shelf items when available and fully compatible with existing OEM systems and detailed in the quarterly report. Used or refurbished parts are acceptable if the Contractor’s proposal identified it as providing benefit to the Government.

If any inoperable systems cannot be repaired during PM or requires parts in excess of the amount remaining on the CLIN (X002), the Contractor must immediately notify the COR of the irreparable status of the barrier or barrier system.

Should any additional in-scope work be added via a SF30, standard practice will be to schedule and conduct non-critical work during the normal PM cycles. Contractors are highly encouraged to prevent, mitigate, and eliminate unnecessary expenses. In the case of critical repairs, it may be necessary for the Contractor to return to the installation outside the scheduled PM cycle to complete repairs once the materials become available.

1.3.2. MAINTENANCE AND REPAIR LOG

The Contractor must maintain and update a Maintenance and Repair Log. The Contractor must provide the Maintenance and Repair Log quarterly to, and upon request by, the COR(see PWS Section 6.3). The Contractor may use the provided Microsoft Excel spreadsheet in PWS Appendix G, or their own format if approved by the COR and so long as the requirements in PWS Appendix G are included at a minimum. The Maintenance and Repair Log must include a complete history of maintenance tasks and repairs, indicating dates, name of company, and name of technician who performed the work. (A001)

1.3.3. BARRIER SYSTEM CONTROLS SCHEMATIC (CLIN 0006)

The Contractor must, provide Space Force control system schematic and documentation items as follows:

· Schematics of the PLC for both basic controls and military safety controls

· Electrical wiring diagrams for complete control system

· Lists of all PLC inputs and outputs

· Lists of PLC control system parts/specs.

· The detailed control schematic(s) should use Ladder Logic Format for each separate access control point.

· The format of the schematic(s) will be in Ladder Logic Format (AUTOCAD or Word) using the example provided in PWS Appendix B.

· Format of the document(s) will be in Microsoft Word.

The Barrier System Controls Schematic will be a one-time occurrence for each AVB unit and is due to the COR within 45 calendar days after period of performance begins. (A004)

2. GOVERNMENT RESOURCES

2.1. BASE SUPPORT SERVICES

The Government will provide emergency (police, fire, and medical) services contact as part of the kickoff process.

2.2. UTILITIES

The Contractor must coordinate (5) calendar days before work is to begin with the COR regarding utility availability such as water and electricity to accomplish the requirements of this contract. Any temporary connection of electrical lines that may be required will be installed, maintained, and removed by the Contractor, and must not be attempted until proper approvals are obtained from the local Base Civil Engineer office through coordination with the COR.

3. CONTRACTOR PERSONNEL AND QUALIFICATIONS

3.1. CONTRACTOR AND SUBCONTRACTOR QUALIFICATIONS

The Contractor must provide personnel possessing the skills, knowledge, and training to satisfactorily perform the services required. Personnel performing work under this PWS must remain employees of the Contractor (or Subcontractor) and will not be considered employees of the Government. The PM crew must contain a minimum of one (1) Lead Technician and one (1) Barrier Technician.

3.2. LEAD TECHNICIAN

The Lead Technician performing the work must be trained on the specific barrier(s) at the military base and have no less than three (3) years minimum of experience inspecting and maintaining barriers, barrier control systems, and military safety barrier control systems. The lead technician must have documented certification from each of the AVB manufactures that are included in the scope of the contract. The Lead Technician’s experience in barrier control systems and safety control systems must include documented experience in troubleshooting, modification, maintenance, and repair of barrier and traffic control systems. When requested, the Contractor shall provide documentation that validates the Lead Technician’s experience and certifications. A Lead Technician possessing the required qualifications shall oversee all the work including the work of Barrier Technicians on the site. The Lead Technician must be present when work is being performed for PM, Routine and Emergency Service Calls, and Additional In-Scope Work. For invoicing purposes, only one Lead Technician can be billed during PM, Service Calls, additional in-scope work, etc.

3.3. BARRIER TECHNICIAN

The Barrier Technicians performing the work must be trained on the specific barrier(s) at the military base and have no less than one (1) year minimum of experience inspecting and maintaining barriers, barrier control systems, and traffic control systems. When requested, the Contractor shall provide documentation that validates the Lead Technician’s experience and certifications.

3.4. NON-QUALIFIED BARRIER TECHNICIAN

The Lead Technician must oversee the work of non-qualified barrier technicians. Non-qualified barrier technicians may perform traffic control, cleaning, corrosion control duties, and assist qualified Barrier Technicians with inspecting and maintaining barriers, barrier control systems, and traffic control systems.

3.5. WELDING

If a Contractor or Subcontractor employee performs welding, they must be certified in the Shielded Metallic Arc Welding process utilizing the American Welding Society (AWS) Code of AWS D.1.1 in the 3G and 4G positions for 1” thick A-36 structural steel. The Contractor must produce a current welding certification to the COR for each employee performing welding prior to the commencement of any work involving welding. The Contractor must coordinate with and obtain an installation-specific welding and cutting permit issued by the local Base Civil Engineer office via coordination with the COR prior to any cutting or welding.

3.6. ELECTRICAL

Each Contractor or Subcontractor employee performing electrical work on barrier systems must meet fitness/license requirements per the National Electric Code (NFPA 70) and any local State regulations. The Contractor must ensure a person who possesses a current Cardiopulmonary Resuscitation certification is always present when electrical work is being conducted.

4. SAFETY/ENVIRONMENTAL

4.1. GENERAL

The Contractor must comply with all Federal, State, and local laws and safety regulations (see PWS Appendix C). Compliance with Occupational Safety and Health Administration (OSHA) and other applicable laws and regulations for the protection of Contractor employees is exclusively the obligation of the Contractor. The Government will assume no liability or responsibility for the Contractor’s compliance or noncompliance with such responsibilities. The Contractor is responsible for furnishing Contractor employees with all necessary personal protective equipment and site-related safety equipment to perform services.

4.2. BARRIER OPERATIONS

The Contractor will notify the COR immediately via phone when a barrier or barrier system is unsafe and should be de-energized/shutdown until repairs can be made to return the barrier system back to a safe operating condition. Three (3) conditions that require barrier system shutdown until repaired include:

· A barrier system which does not provide a minimum of four (4) seconds of warning to drivers prior to the engagement of the barrier closing the traffic lane. This minimum safe driver response timed requirement is derived from the SDDCTEA Pamphlet 55-15 Traffic Control Safety Schemes.

· The failure of a vehicle presence detection system to properly detect and prevent the activation of the vehicle barriers while a vehicle is located over the barrier.

· An AVB that engages automatically without human direction to activate.

4.3. GREEN PROCUREMENT PROGRAM (GPP)

The Green Procurement Program (GPP) is a mandatory Federal acquisition program that focuses on the purchase and use of environmentally preferable products and services. Many different items are covered by the GPP. Recycled-content products are designated by the Environmental Protection Agency (EPA). “Bio-based” products made from renewable plant materials are designated by the United States Department of Agriculture (USDA). Energy and water efficient products are designated by the Department of Energy (DoE). GPP also requires the Government to avoid purchasing Ozone Depleting Substances (ODS) and EPA-designated Priority Chemicals. Environmentally preferable purchasing (EPP) is a voluntary program, and it encourages the purchase of goods and services that have decreased effects on human health and the environment (compared to the competing goods and services that serve the same purpose), but are not already required by one of the mandatory GPP elements.

Green Procurement is mandated except when the Contractor can show that the product with recycled content does not meet intended specifications, has excessive cost, or cannot be delivered in time to support the schedule of the contract. If the Contractor is unable to locate a specified product meeting the GPP requirement, identify the issue to the COR for guidance. GPP is based on legal requirements and the Department of Defense facilities are subject to enforcement action if these requirements are ignored.

The Contractor must make maximum use of products containing recovered materials that are EPA-designated items IAW Federal Acquisition Regulation (FAR) Clause 52.223-17, Affirmative Procurement of EPA-Designated Items in Service and Construction Contracts. The list of EPA-designated items is available at https://www.epa.gov/smm/comprehensive-procurement-guideline-cpg-program. The Contractor must also make maximum use of products that are composed of the highest percent of recovered material or biobased content practicable, or at least meet, but may exceed, the minimum recovered materials or biobased content of an EPA- or USDA-designated product IAW FAR Clause 52.223-2, Affirmative Procurement of Biobased Products Under Service and Construction Contracts. The list of biobased products is available at http://www.biopreferred.gov.

4.4. SAFETY DATA SHEET

In order for installations to meet the requirements of Air Force Instruction (AFI) 32-7086, Hazardous Materials Management, and IAW FAR 23.302, if hazardous materials are expected to be used during contract performance, the Contractor is required to submit hazardous materials data per the requirements of Federal Standard No. 313 and FAR Clause 52.223-3, Hazardous Material Identification and Material Safety Data, so that the materials can be properly authorized, managed, and tracked. The Contractor must identify/list any hazardous material, as defined under the latest version of Federal Standard No. 313, to be delivered under the contract as part of their contract proposal submission. Each hazardous material item must be identified on a Safety Data Sheet (SDS, formerly known as a Material Safety Data Sheet or MSDS) per FAR Clause 52.223-3. All Contractor employees must have ready access to the SDS while they are on the work site, and there can be no barrier to access to the SDS to any Contractor employees or the Government.

4.5. HAZARDOUS MATERIALS/WASTE SPILLS

The Contractor must take every reasonable precaution to prevent spills of hazardous materials (HAZMAT) in the performance of the Contractor’s tasks. The Contractor must immediately report any HAZMAT spills to the installation’s fire department, (719) 556-7354,IAW the installation’s Spill Prevention, Control, and Countermeasure (SPCC) Plan. The Contractor will comply with this plan when handling and storing all oils, fuels, and HAZMAT. The SPCC Plan can be provided to the Contractor by the COR. The Contractor must clean and dispose of all HAZMAT spills IAW local, state, and Federal laws and regulations and the installation’s Environmental Guide. The Contractor will bear full financial obligation incurred from cleaning and disposing of HAZMAT spills, or release of HAZMAT within the confines of the installation or facility caused by Contractor employees.

4.6. ENVIRONMENTAL COMPLIANCE/HAZARDOUS MATERIALS

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

5. REQUIRED MEETINGS AND BRIEFINGS

5.1. POST AWARD ORIENTATION/CONFERENCE

A post award “Kick-Off” orientation/conference will be held in-person at Peterson SFB, Colorado within thirty (30) calendar days after the award. The purpose of this conference is for the Government and Contractor to discuss contract administration, Government expectations, and the Contractor’s Quality Control Plan (QCP).

5.2. PROJECT MEETINGS

The Contractor will conduct a project meeting as needed via in-person or teleconference with the Government to discuss status, issues, work schedule, traffic control plans, and coordination plans. The COR will determine whether teleconference or in-person is necessary. The Contractor must cover the following information in addition to other agenda items:

· Open SOs, numbers, and issues

· PM and SO schedule

· List of Red/Yellow Equipment (see PWS Appendix F) by Access Control Point (ACP)

· Equipment operational rates

· Site/Installation issues requiring program attention

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

· Traffic control and road closings

5.3. PREVENTIVE MAINTENANCE OR SERVICE ORDER IN/OUT BRIEFS

5.3.1. GENERAL

Prior to conducting PM or Additional In-Scope Work, the Contractor must provide an in-brief to the COR five (5) calendar days prior to commencement of work. In-briefs will be conducted on the phone unless Contractor staff needs to meet with base facility staff on-site. In-briefs may also be combined with the Project Meeting (see PWS Section 5.2). Out-briefs must be conducted on-site with the COR upon completion of work to inform the COR of work completed, any information that is relevant to the facility regarding the completed work, and any outstanding issues remaining from the work.

5.3.2. IN-BRIEFS

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

· Identifying PM or SO

· Scope of work

· Schedule, start, and finish dates

· List of Contractor personnel

· Logistics, including personnel requiring base access

· Traffic control and road closing

5.3.3. OUT-BRIEFS

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

· Status of all completed work

· System operational status

· Review of PM Checklist

· Any SO work that was not completed and reason

· Notification of de-energization of system

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

· Any remarks pertinent to the effort

5.4. ANNUAL PROGRAM MANAGEMENT REVIEW

The Contractor must participate in an annual Program Management Review (PMR) with the CO, COR and other stakeholders. The annual PMR will be held shortly after the annual anniversary of the contract award date. The PMR may be accomplished in-person, virtually via teleconference, or by other electronic means with the agenda provided by the Government. The purpose of the PMR will be to discuss Contractor performance, quality, competitiveness, and/or any other topic the Government or Contractor deem necessary to include reducing costs, increasing quality, or resolving issues. (A003)

6. PLANS AND DATABASES

6.1. OPERATIONS AND MAINTENANCE PLAN

The Contractor must develop an Operations and Maintenance (O&M) Plans for each individual ACP. The O&M Plans are due to the COR and CO within 45 days after period of performance begins. must be part of the Contractor’s proposal submission to be evaluated by the Government prior to the award of the contract. Each ACP O&M Plan will include, at a minimum, the following:

· PM Checklist tailored specifically for each ACP based on site-specific equipment and the manufacturer’s service manual. (For an example of items that are expected to be on the PM Checklist, see Appendix E)

· Specific ACP test procedures for barrier operations and safety system. (For an example of items that are expected to be on the testing procedure checklist, see Appendix E)

· Reports to be prepared and submitted, and records to be maintained. (A001)

NOTE: Recommend list of long lead time parts for consideration for storage on-base will be due 30 days after the initial PMI and the contractor will be required to update their O&M Plan to reflect these items.

6.2. QUALITY CONTROL PLAN

The Contractor must develop and maintain a Quality Control Plan (QCP) that ensures proper barrier maintenance. The QCP must illustrate an adequate inspection system and inspection plan to ensure contract compliance at PSFB. The Offeror must maintain inspection records and make them available to the Government. The Government may (but is not required or obligated to) do its own tests and inspections. The plan must include the Contractor’s plan to ensure that all barrier systems are maintained IAW the manufacturer’s product literature, professional commercial standards, and this PWS. The Contractor must develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor’s QCP must address all service requirements to maintain proper barrier functionality, to include a description of the process and the qualifications of any key personnel involved with quality control to ensure all tasks are completed within cost, schedule, and quality. The Contractor’s plan must be approved by the COR. The QCP is due to the COR within 45 days after period of performance begins. (A001)

6.3. MAINTENANCE AND REPAIR LOG

The Contractor must develop and maintain a maintenance and repair log. The Contractor may use the provided Microsoft Excel .xlsx template spreadsheet in PWS Appendix G, or the Contractor may use their own format if approved by the COR and as long as the requirements in PWS Appendix G are included at a minimum. A maintenance and repair log must be kept for each facility. For the purpose of this contract, a facility is defined as the collection of equipment at a given gate or location. The log must contain a list of equipment at the facility, the frequency of maintenance on the equipment, the warranty information for all equipment having remaining manufacturer’s warranty, all equipment installed under the contract, and warranty status on new equipment. This list must include vendor, model number, serial number, installation date, warranty start date, the Contractor’s warranty expiration date, and the equipment manufacturer’s warranty expiration date (see PWS Section 10.6). The log must also contain equipment repair costs (to the system level), deficiencies, and problem areas that need corrective work. Non-serviceable equipment must also be listed on the maintenance log but will not be counted in performance metrics or covered under PM procedures. Equipment may be added to this list only with approval of the CO. The Contractor must submit any requests to remove equipment from the contract or as determined by repair expenses or other factors for consideration. Records in the log must be maintained for the duration of the contract and turned over to the Government at completion of the contract. The maintenance and repair log as submitted by the Contractor will be electronically recorded and maintained by the Government in the permanent facility files. The information obtained from the maintenance and repair log will be used to schedule the required maintenance and repair work through Contractor efforts as appropriate and update real property records as necessary. (A001)

7. DOCUMENTATION OF MAINTENANCE AND REPAIR

7.1. ANNUAL REPORTS

Annually, the Contractor must provide a report documenting all actual dates of completed PMs, a list of pending PMs as well as any associated work plans that have been identified by the COR or the Contractor. The Contractor must clearly designate if the pending work was initiated by the Government (CO or COR) or the Contractor.

7.1.1. ANNUAL REPORT CONTENT

The Contractor must include the following in each annual report:

· Executive overview of the condition and work completed on all barriers

· Separate report sections for PM at each gate location

· Dates, times, and locations of PM performed as well as when the repairs were completed for barrier systems

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

· Narrative describing deficiencies and problem areas that need corrective work

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

· Maintenance, repair, inspection, and testing findings identified

· Maintenance and Repair Log and completed PM Checklist

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

· Minutes from In-briefs

· Minutes from Out-briefs

· Minutes of Project Meetings

· Telephone Call Log

· Operational Rate

· Supporting photographs, if requested by the Government.

8. SERVICE CALLS

8.1. SERVICE CALL TYPES

Service Calls must be separated into two (2) different categories: Emergency and Routine. The difference between Emergency and Routine is the on-site response time of two (2) hours for Emergency Service Calls vs. twenty-four (24) hours or 1000 hours local time the next business day (whichever is greater) for Routine Service Calls. The Government reserves the right to take emergency or routine actions necessary utilizing its own resources to correct any situation that can cause injury, death, or property damage, or impede traffic flow or base security. For invoicing purposes, only one Lead Technician can be billed during PM, Repairs, Service Calls, additional in-scope work, etc.

8.1.1. EMERGENCY AND ROUTINE SERVICE CALLS

Upon official notification by the CO or COR via the Contractor Hotline or other means, the Contractor shall have a Lead Technician contact the Government within two (2) hours to determine the scope of the problem and to attempt to resolve the situation over the telephone. If it is determined that the situation cannot be resolved via Telephone Support, the Contractor must contact the COR and request a Service Call approval to dispatch a Lead Technician to the site. The Contractor can request the COR provide the notice to proceed by telephone, text, or e-mail. The Contractor must be proactive in pursuance of immediate repairs during Emergency/Routine Service Calls. For example, if the Contractor knows a GRAB barrier was deployed and the shear pins need replacement, the Lead Technician should travel to the Service Call prepared to make the requisite repairs with known spare parts already in-hand or in-transit.

8.1.2. EMERGENCY

The Service Call must be designated an emergency if a repair is required to correct a situation that can cause injury, death, or property damage, impedes traffic flow at an ACP (example, an AVB stuck in the upright position), or due to security threat levels.

The Lead Technician will be on-site within two (2) hours from approval by the COR. Within six (6) hours from arrival on site, the Lead Technician must complete the troubleshooting, make the needed repairs and/or system adjustments to return the barrier to operational status, or place the barrier into safe mode allowing traffic to operate over barriers safely until repairs can be completed.

The labor is included in the FFP for Emergency Service Calls (see CLIN X003) while the repair parts/materials are invoiceable under CLIN X005. Prior to incurring potential costs under CLIN X005, the Contractor shall coordinate with the COR and CO to ensure there are sufficient funds on the CLIN for the expected material parts. In the event funds are not available, the Contractor shall not incur costs for material parts until the Government has given direction, whether verbal/email or a bilateral modification.

Based on historical data of the past four (4) years, the Government estimates there to be 14 Emergency Calls per twelve (12) month period. Should the actual amount of Emergency Calls conducted exceed by three (3) or more, the Contractor may use this as their basis for submitting a request for equitable adjustment (REA) IAW DFARS 252.243-7002 Requests for Equitable Adjustments. Should the actual amount of emergency Calls conducted be less than 14 by three (3) or more, the Government may use this as their basis for seeking a reduction in costs for unrendered services.

If the barriers cannot be returned to operational status within six (6) hours or while on site, whichever is later, the Contractor must provide the COR with an explanation as to why and provide a plan to repair the barrier(s) before the Contractor leaves the site. The estimate for the proposed repair(s) are required within forty-eight (48) hours unless otherwise negotiated by the COR. The estimate shall include at a minimum: estimate title/number, the cause of malfunction, a detailed description of the work and materials required to repair the barrier(s), and an estimated timeframe (date(s)/time repair(s) can be done and when it’s expected to be fully operational) the repair(s) can be made (schedule). A breakout of any labor (estimated hours to repair), materials and any mark-ups, delivery or any other costs associated with the repair shall also be included in the estimate. The estimate shall not include any processing fees.

The COR will then review the proposed estimate, negotiate if they deem necessary, and approve after confirming that sufficient funds remain under CLIN X005. Any discrepancies between the COR and the Contractor shall be settled by the Contracting Officer. Upon Governmental approval and notification, the Contractor shall commence the repair work. Repairs shall be completed within forty-eight (48) hours after government approval and notification, unless otherwise agreed upon by the COR.

Once the repair(s) is(are) complete, an invoice may be submitted. Invoices submitted in WAWF for approval shall state repair work performed with an itemized listing of material/equipment, description of repair, and reference the estimate title/number. This work is subsidized under CLIN X005. Labor shall not be subsidized for under this CLIN as it is already included in the FFP Emergency Service Calls CLIN X003. Service Calls may be invoiced under CLIN X003 once the errors identified during the emergency call are repaired and the COR has completed an inspection to verify the quality of work.

8.1.3. ROUTINE

All Service Calls not designated as an Emergency Service Call must be classified as Routine.

The Lead Technician will be on-site within twenty-four (24) hours or by 1000 hours local time the next business day (whichever is greater) starting from approval by the COR. Within six (6) hours from arrival on site, the Lead Technician must complete the troubleshooting, make the needed repairs and/or system adjustments to return the barrier to operational status, or place the barrier into safe mode allowing traffic to operate over barriers safely until repairs can be completed.

The labor is included in the FFP for Service Calls (see CLIN X004) while the repair parts/materials are invoiceable under CLIN X005. Prior to incurring potential costs under CLIN X005, the Contractor shall coordinate with the COR to ensure there are sufficient funds on the CLIN for the expected material parts.

Based on historical data of the past four (4) years, the Government estimates there to be twenty (20) Routine Calls per twelve (12) month period. Should the actual number of Routine Calls conducted exceed by five (5) or more, the Contractor may use this as their basis for submitting a request for equitable adjustment (REA) IAW DFARS 252.243-7002 Requests for Equitable Adjustments. Should the actual number of Routine Calls conducted be less than 20 by five (5) or more, the Government may use this as their basis for seeking a reduction in costs for unrendered services.

If the barriers cannot be returned to operational status within six (6) hours or while on site, whichever is later, the Contractor must provide the COR with an explanation as to why and provide a plan to repair the barrier(s) before the Contractor leaves the site. The estimate for the proposed repair(s) are required within forty-eight (48) hours unless otherwise negotiated by the COR. The estimate shall include at a minimum: estimate title/number, the cause of malfunction, a detailed description of the work and materials required to repair the barrier(s), and an estimated timeframe (date(s)/time repair(s) can be done and when it’s expected to be fully operational) the repair(s) can be made (schedule). A breakout of any labor (estimated hours to repair), materials and any mark-ups, delivery or any other costs associated with the repair shall also be included in the estimate. The estimate shall not include any processing fees.

The COR will then review the proposed estimate, negotiate if they deem necessary, and approve after confirming that sufficient funds remain under CLIN X005. Any discrepancies between the COR and the Contractor shall be settled by the Contracting Officer. Upon Governmental approval and notification, the Contractor shall commence repair work. Repairs shall be completed within forty-eight (48) hours after government approval and notification, unless otherwise agreed upon by the COR.

Once the repair(s) is(are) complete, an invoice may be submitted. Invoices submitted in WAWF for approval shall state repair work performed with an itemized listing of material/equipment, description of repair, and reference the estimate title/number. This work is subsidized under CLIN X005. Labor shall not be subsidized for under this CLIN as it is already included in the FFP Routine Service Calls CLIN X004. Service Calls may be invoiced under CLIN X004 once the errors identified during the routine call are repaired and the COR has completed an inspection to verify the quality of work.

8.1.4. ADDITIONAL IN-SCOPE WORK IDENTIFIED DURING PREVENTIVE MAINTENANCE AND SERVICE CALLS During performance of PM, or as a result of an Emergency/Routine Service Call, unexpected equipment failures may be encountered outside the scope of the current PWS. In this scenario, the Contractor must notify the COR immediately. The notification must include a written statement to identify recommended repairs and recommend corrective action along with a schedule/estimate indicating the date of completion to make the repair to include labor, material, travel, and incidental costs to accomplish the work. The Contractor will not continue with any of the additional work discovered unless the CO authorizes it via a modification (SF30) to the contract. All additional work requirements must be determined by the CO within the scope of the contract, and the price of the additional work must be determined to be fair and reasonable by the CO.

Standard practice will be to schedule and conduct non-critical Additional In-Scope Work during the normal PM cycles. Contractors are highly encouraged to prevent, mitigate, and eliminate unnecessary expense. In the case of critical repairs, it may be necessary for the Contractor to return to the installation outside the scheduled PM cycle to complete repairs once the materials become available.

9. PERFORMANCE EVALUATION

9.1. SURVEILLANCE

Verification of performance objectives and surveillance for actual VB M&R services will be accomplished through CORs at Peterson Space Force Base. CORs will perform inspections and surveillance IAW the base-specific Quality Assurance Surveillance Plan (QASP), which must contain the information within PWS Table 2: Services Summary. The COR will evaluate Contractor performance of the services listed in Table 2: Services Summary to determine if the performance thresholds are met, and all surveillance must be documented with the QASP Checklist. All actions taken by the Contractor to correct deficiencies found by the Government as a result of quality assurance surveillance, and by the Contractor as a result of quality control, will be at the Contractor’s own expense, and without additional reimbursement by the Government. Defective repairs must be accomplished (referred to as a “callback”) within five (5) business days. Re-performance is the preferred method of correcting any unacceptable performance. If performance is still unacceptable after a callback, the Contractor may be issued a Contract Discrepancy Report (CDR), which is a report citing unsatisfactory services or performance for which the Contractor is responsible under the PWS.

9.2. METHODS

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

9.3. BARRIER SYSTEM OPERATIONAL RATES

Each AVB must be operational at least ninety-six (96) percent of the time. Operational is defined as all barrier systems or crash beams being fully functional (Green or Yellow Rating) at the ACP. See Appendix F for ratings definitions for barrier systems and details on barrier ratings, which will be used in the facility assessment. The operational rate is an annual measure beginning after the first instance of PM. Operational downtime will begin once the Contractor is notified of the non-operational barrier.

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

Example: An ACP that has a barrier system for the inbound and outbound lanes must have the barrier systems rated Green or Yellow at the same time, ninety-six (96) percent of the time, to meet this requirement.

9.4. DELIVERABLES

The Contractor must submit deliverables per the contract within the timeline established (see PWS Table 1). Performance Standard and Acceptable Quality Level: One hundred (100) percent on-time delivery to the Government.

TABLE 1: CONTRACT DELIVERABLE LIST

A002

ANNUAL TRAINING PARA 1.3.1.5

A003

ANNUAL PROGRAM MANAGEMENT REVIEW PARA 5.4

A004

BARRIER SYSTEM CONTROLS SCHEMATIC PARA 1.3.3

9.5. PERFORMANCE METRICS

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

TABLE 2: SERVICES SUMMARY

Maximum 4% operational downtime rate as described in PWS Section 9.3

10. GENERAL, ADMINISTRATIVE, AND SECURITY INFORMATION

10.1. PUBLIC DISCLOSURES

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

10.2. HOURS OF OPERATION

Maintenance, periodic inspection, and repair services are normally provided during non-peak hours and working days, excluding legal Federal and National holidays. The Contractor shall coordinate the work schedule with the COR identified in the contract.

Normal Hours of Operation. Perform routine services required under this contract that do not require any disruption to normal traffic flow during normal duty hours of 7:30 a.m. to 4:00 p.m. Monday through Friday. Maintenance to any security barrier allowing direct access to Protection Level resources will be coordinated with the owner/user of the resource involved to ensure proper escort of contractors is established and Security Forces is notified.

After Normal Hours of Operation. Preventive maintenance and routine services to security gates, lift arms or pop-up barriers listed below…