PWS 5 Aug 11.docx

PERFORMANCE WORK STATEMENT

FOR

Air Mobility Command (AMC)

PRECISION MEASUREMENT EQUIPMENT LABORATORIES

(PMEL)

iv

TABLE OF CONTENTS

SECTION A DESCRIPTION OF SERVICES PAGE NO.

PAGE NO.

SECTION B SERVICE SUMMARY (SS)

SECTION C GOVERNMENT FURNISHED PROPERTY AND SERVICES

PAGE NO.

SECTION D GENERAL INFORMATION

PAGE NO.

SECTION E Appendix

SECTION A

DESCRIPTION OF SERVICES

1.0 SCOPE OF WORK. The contractor shall provide all management, personnel, equipment, tools, materials, supervision, and other items and services necessary to perform the Precision Measurement Equipment Laboratory (PMEL) services as defined in this Performance Work Statement (PWS) except as specified in Section C, Government Furnished Property and Services. These services shall be provided for the workloads identified in Appendix G. The contractor shall provide support to Air Force activities, other Federal agencies, contractors, and security assistance programs in accordance with (IAW) Air Force Instruction (AFI) 25-201, Support Agreement Procedures, AFI 21-113, Air Force Metrology and Calibration (AFMETCAL) Program, Technical Order 00-20-14, AFMETCAL Program, and this contract. The contractor shall perform to the standards set forth in this contract. Equipment may be added or deleted as determined by the government.

1.1 Areas of Responsibility. The scope of work encompasses the following technical areas: advanced electrical, electronics, electromechanical, mechanical, physics, optics, and thermal principles; mathematics and number systems; operating principles of complex and intricate Test, Measurement, and Diagnostic Equipment (TMDE) and laboratory standards; interpreting block, schematic, wiring and logic diagrams and technical data; troubleshooting techniques; calibration traceability, metrology techniques, laboratory practices, and planning; microprocessors; computer operational principles, language, and software; and use, care for, and repair of complex and intricate TMDE, laboratory standards, hand tools, and special tools. Collateral areas include contingency support, training, staffing, contract management, supply, transportation, civil engineering, budget, maintenance data collection, quality control and assurance, and integrated logistics feedback systems; communications and information systems, inter-service and inter-departmental support agreements; reimbursement procedures; equipment scheduling, production, and material controls; facility requirements; support equipment material management; and AFMETCAL Program functions and procedures.

2.0 PROGRAM MANAGEMENT and ADMINISTRATION

2.1 Program Management. At a minimum, the contractor shall provide program management that:

2.1.1 Provides a focal point and primary interface between the Government Program Office (GPO) and all contractor-operated sites. The contractor will respond to Contracting Officer (CO) or GPO requests within 2 duty hours.

2.1.2 Provides all electronic data exchanged between the government and the contractor in a format compatible with existing government-preferred software (currently Microsoft Office). To the greatest extent possible, data exchange shall be via electronic mail. The government will consider any cost-effective proposals submitted by the contractor detailing alternative or supplemental methods of data interchange.

2.1.3 Attends Government conferences, meetings, and program management reviews as requested by the CO. Travel costs for non-programmed meetings or travel in excess of the normal Firm Fixed Price (FFP) PWS travel requirements are cost reimbursable and require GPO and CO approval prior to departure.

2.1.4 Identifies and recommends AFMETCAL Program process improvement and potential savings to the GPO.

2.1.5 The contractor shall identify, document, and notify the GPO of actual or potential contractor program management problems and deficiencies; report unresolved problems to the GPO. Promptly report site-specific problems affecting mission accomplishment to the operational reporting authority and GPO; resolve problems at local level whenever possible. Provide corrective actions for all Government-identified contractor program management problems and deficiencies IAW timeframes specified by the CO.

2.1.6 Establishes and maintains a property control system IAW FAR 45.5. This system shall be reviewed and, if satisfactory, approved in writing by the Government Property Administrator or representative.

2.2 Program Management Reports. The contractor shall provide the following management reports IAW the PWS and Appendix B:

2.2.1 Reimbursable Expense Documentation Report. The contractor shall establish procedures to identify and report man-hour expenditures and on-site travel expenditures that are reimbursable to this contract. A monthly summary of costs for reimbursable expenses shall be submitted to the GPO for each organization supported (CDRL A001) the report shall be delivered not later than five workdays after the end of the month. Detailed support documentation shall be kept on file at each contractor-operated site and made available to the Quality Assurance Evaluator (QAE), CO, or owning organizations upon request. The following paragraphs shall be used to determine which customers are required to reimburse this contract:

2.2.1.1 Air Force units within the host-MAJCOM and those listed in AFI 25-201, Support Agreement Procedures, are not required to reimburse for labor or parts.

2.2.1.2 Air Force units not part of the host-MAJCOM shall reimburse for contract labor, unique parts and material, and commercial calibration and maintenance.

2.2.1.3 Air National Guard (ANG) and Air Force Reserve (AFRES) units are required to reimburse for contract labor, unique parts and material, commercial calibration and maintenance, and travel associated with on-site calibration/maintenance.

2.2.1.4 Other Department of Defense (DOD) and Federal agency units are required to reimburse for contract labor, parts and material, commercial calibration and maintenance, and the cost of facility modifications and locally procured calibration standards obtained for the sole purpose of providing other DOD units support, and travel associated with on-site calibration/maintenance.

2.2.2 Provide Financial Management Report. Document financial information to reflect current and previous fiscal year contract cost data, projected funding requirements, and site-specific expenditures (CDRL A002).

2.2.3 Technical Reports. The contractor shall provide technical reports as required by the CO. The size of the reports shall vary and correlate to the complexity of information and detail requested from the CO (CDRL A003).

2.3 Information Management. The following administrative tasks shall be performed by the contractor at each contractor-operated site:

2.3.1 Establish an administrative system/process to control, distribute, file, and suspense all maintenance reports, technical publications, and correspondence.

2.3.2 Ensure disposition of records IAW AFI 33-364, Records Disposition Procedures and Responsibilities and AF Records Disposition Schedule located at https://www.my.af.mil/gcss-af61a/afrims/afrims/rims.cfm.

2.3.3 All contractor-generated records, documents, databases, other electronic media, and associated papers shall become government property and will remain in place upon contract termination or completion. Records, documents, databases, other electronic media, and associated papers shall be available for government review at all times. They shall be easy to locate, easy to read, and shall be kept current. Provide correspondence and reports using official formats approved by the government.

2.3.4 Submit projected budget requirements for the PMEL operation to the responsible unit resource advisors as required.

2.3.5 Coordinate with base point of contact for receipt of official message traffic.

2.4 Quality Management System (QMS). In compliance with the contract clause entitled “Inspection of Services--Fixed Price” located at Part I, Section E of this contract, the contractor shall develop, document, implement, maintain, and continuously improve a comprehensive Quality Management System. Utilize and comply with the most current version of ANSI/ISO/ASQ 9001 (currently 9001:2008) this PWS and TO 00-20-14. The QMS in its entirety shall be subject to review and acceptance by the government and is subject to be deemed unacceptable by the government whenever the contractor’s procedures do not accomplish their objectives. The contractor shall designate a Quality Manager (QM). The contractor shall:

2.4.1 Develop a Quality Manual (CDRL A004). The Quality Manual shall address policies, procedures, work instructions, and records at a minimum.

2.4.2 Performance Evaluation. According to the “Inspection of Services” clause, FAR 52.246-4, the Government will evaluate the contractor’s performance under this contract. Primary tasks to be evaluated are listed in the Service Summary (SS) TABLE (Section B of this PWS). For those tasks listed on the SS TABLE, the evaluators will follow the methods of surveillance specified. Government surveillance of tasks not listed in the SS using methods other than those listed in the SS (as provided for by the “Inspection of Services” clause) may occur during the performance period of this contract. Surveillance will be done according to standard inspection procedures or other contract provisions. Government personnel will record all surveillance observations.

2.4.2.1 QAE/CO Access. Allow QAEs access to work areas and data, provide support, and do not interfere with the QAEs and other designated personnel in the performance of their official duties.

2.4.3 Provide adequate space to store equipment awaiting government surveillance and allow QAEs access to work areas to include workbenches, desks, tools, calibration standards, and equipment on a non-interfering basis. When evaluation of on-site maintenance occurs, the PMEL Management Information System (MIS) work order for the completed item shall be provided to the government QAE.

2.4.4 Perform all calibration process audits in the presence of the government QAE. These calibration process audits shall be performed by the contractor's quality assurance personnel or qualified technician requested by the government.

2.4.5 The contractor shall be proactive and ensure that all contract compliance non-conformance notifications discovered and reported by the contractor and/or government or their representative (such as third party), receive the appropriate and necessary corrective and preventive actions. The contractor shall ensure all audits/inspections results are analyzed for performance trends. The contractor shall use data analysis tools appropriate for the specific pattern and trend analysis. The contractor shall rework outgoing defective equipment using the original job control number.

2.5 Program Management Review Meetings. The Program Manager or designated representative shall meet with the CO, GPO, QAE, and other government personnel as deemed necessary. Written minutes of these meetings will be recorded and signed by the GPO. If the contractor does not concur with any portion of the minutes, the non-concurrence shall be provided in writing to the GPO within 10 calendar days of receipt.

3.0 CERTIFICATION

3.1 PMEL Certification. The contractor shall obtain and maintain PMEL certification IAW TO 00-20-14, Section 7. In addition, the following certification tasks shall be performed:

3.1.1 Submit a written request for PMEL evaluation and certification to the GPO within 90 calendar days of the performance start date at each contractor-operated PMEL. At the discretion of GPO, the evaluation may be performed without notice.

3.1.2 Cooperate with Air Force Metrology evaluators during their visits. Provide technicians, as requested by the Air Force Metrology evaluators, to perform Process and Product Assessments of TMDE selected for audit.

3.1.3 Acknowledge in writing any evaluation deficiencies and actions the contractor will take to resolve them and prevent their recurrence to the CO within 30 calendar days after receipt of the draft evaluation report. Notification shall include actions proposed to prevent a reoccurrence at all sites covered under this contract. The contractor shall recommend possible problem resolutions if the deficiencies are beyond the contractor’s control.

3.1.4 Maintain copies of Air Force Metrology evaluation reports on file in the PMEL for the life of the contract.

4.0 AUTOMATED DATA PROCESSING EQUIPMENT (ADPE) MANAGEMENT. The contractor shall administer, maintain, and use the PMEL MIS and other computer systems as developed and provided by the Government. The contractor shall appoint, in writing, IT Asset Equipment Custodians (Primary and alternate) IAW AFI 33-112 and AFI 33-114 who shall be responsible for the ADPE inventory, risk analysis/type accreditation, and software libraries.

4.1 PMEL MIS. The contractor shall designate, in writing, a primary and alternate PMEL MIS system administrator/ADPE custodian. At a minimum, the contractor shall:

4.1.1 Ensure PMEL MIS data entries are complete and accurate IAW Air Force Computer Systems Manual (AFCSM) 21-303, Precision Measurement Equipment Laboratory (PMEL) Automated Management System (PAMS), TO 00-20-14, and applicable calibration authority to include 33K-1-100-1, TO 33K-1-100-2 or appropriate Calibration Measurement Summary (CMS).

4.1.2 Establish and edit PMEL MIS user files. Local Administrators are responsible for assigning roles and permissions and must permit access to all PMEL MIS hardware and software modules to all personnel authorized by the CO.

4.1.3 Purge PMEL MIS Discoverer Plus of all unnecessary report files. The contractor shall not modify or delete any QAE report or files without prior approval of the GPO.

4.1.4 Load personnel data files to the PMEL MIS.

4.1.5 Identify and requisition additional PMEL MIS equipment when required and approved by the CO. Upon approval of the CO, the contractor shall be reimbursed for funds expended.

4.1.6 Perform external preventive maintenance (PM) on PMEL MIS hardware.

4.1.7 Perform system diagnostics and process repair actions through the Base Equipment Control Officer (ECO).

4.1.8 Be responsible for the content and accuracy of the MIS database.

4.1.9 Recommend possible improvements to the PMEL MIS functionality and identify deficiencies as discovered and recommend possible solutions to the GPO.

4.1.10 Identify PMEL MIS hardware/software enhancements and submits AF Form 3215, C4 Systems Requirements Document, to the GPO for consideration.

5.0 PRODUCTION CONTROL

5.1 Scheduling Function. The contractor shall establish a PMEL scheduling function IAW AFI 21-101 para 5.13.6.1-5.13.6.2.

5.1.1 Process TMDE Awaiting Maintenance (AWM) upon receipt from the customer using the PMEL MIS except as allowed in para 5.2.2, verify all PMEL MIS data entries and make corrections when necessary.

5.1.2 Manage the scheduling input within the following stipulations:

5.1.2.1 Accept equipment for scheduled maintenance within a period of 7 calendar days before or after the TMDE due date.

5.1.2.2 Unscheduled equipment shall be accepted on the date established between the customer and the contractor. The contractor shall provide customers a delivery date for unscheduled TMDE. The date provided shall be within 7 calendar days of the customer request.

5.1.3 Provide the status for TMDE received by the contractor-operated site as requested by the customer. The contractor shall notify customers whenever TMDE is placed in delayed status (telephone or email notification is adequate).

5.1.4 Advise the customer of a need for a calibration interval extension IAW TO 00-20-14 when mission requirements prevent delivery of an item to the PMEL. The contractor shall request calibration extension approvals from the GPO. Printed copies of requests and replies shall be maintained on file at the contractor-operated site for the life of the contract.

5.2 Hand Receipt. The contractor shall provide the customer with a TMDE hand receipt with a PMEL MIS generated job control number (JCN) for each item of TMDE delivered to the contractor-operated site. The contractor shall provide a hand receipt the day the TMDE is delivered except as allowed in para 5.2.2-5.2.4.

5.2.1 The contractor shall return TMDE to customers who present a valid TMDE hand receipt. The contractor shall also establish procedures to return TMDE to customers who have lost or misplaced their TMDE hand receipt(s). The contractor’s procedures shall clearly demonstrate transfer of accountability for the TMDE from the contractor to the customer.

5.2.2 During periods the PMEL MIS is not available, the contractor shall establish a written process to positively control TMDE received between time of actual receipt and the generation of the PMEL MIS JCN.

5.2.3 For remotely located customers whose regularly scheduled visits to the contractor operated site is at a greater interval than the routine turnaround time, the contractor shall schedule TMDE into the PMEL MIS not later than 2 duty days following receipt of the TMDE.

5.2.3.1 The contractor shall establish a written process to positively control TMDE received from remotely located customers, between time of actual receipt and the generation of the PMEL MIS JCN.

5.2.4 Items designated Next Higher Assembly (NHA) and other items that come in with end items requiring maintenance/calibration but in and of themselves do not require maintenance/calibration shall be accounted for in accordance with a documented policy ensuring accountability in lieu of a PMEL MIS generated hand receipt.

5.3 Maintenance Priorities. The contractor shall schedule and accomplish all TMDE according to the maintenance priority identified by the customer, at a minimum as routine, mission essential, or emergency. Requests for mission essential or emergency maintenance shall be received in writing from the customer. The contractor shall email, upon receipt, a copy of requests for mission essential and emergency maintenance to the Government QAE office or by 0730 local time the next duty day if received during other than normal duty hours.

5.3.1 Routine Maintenance. The contractor shall schedule and accomplish TMDE requiring routine calibration/repair during normal work hours.

5.3.2 Mission Essential Maintenance. The contractor shall schedule and work on mission essential items as required to certify the items by the customer’s documented need date, or until it has been determined that the item requires repair that cannot be accomplished in time to meet the need date. The contractor shall keep the customer apprised of the item’s status, and when requested, provide estimated completion dates/times.

5.3.3 Emergency Maintenance. The contractor shall schedule and place emergency items in work ahead of mission essential and routine items and work them continuously until completed and returned to the customer, or until it has been determined that the item requires repair that cannot be accomplished in time to satisfy mission requirements. The contractor shall keep the customer apprised of the item’s status.

5.3.3.1 The contractor shall accept requests for emergency maintenance at any time and respond at the PMEL within 1 hour. Up to 24 hours of contractor overtime (per occurrence) necessary to support emergency maintenance is authorized. The Government will reimburse the contractor for the cost of employee overtime expended in support of TMDE requiring emergency maintenance. The overtime will not be reimbursed if the GPO does not receive notification of overtime work by close of business the next duty day. The contractor shall obtain GPO approval for reimbursement of overtime in excess of 24 hours. Overtime reimbursement is cost reimbursable.

5.4 Overdue TMDE. The contractor shall contact customers who fail to deliver TMDE to the contractor-operated site on the scheduled input date. Contact shall be made via telephone or email within 1 workday of late delivery and shall provide the customer with a new delivery date for the TMDE.

5.4.1 The contractor shall submit a letter to the customer's maintenance supervision or equivalent when TMDE is not routinely delivered to the contractor-operated site on the new delivery date.

5.4.2 The contractor shall, unless a valid reason is provided by the customer (e.g., TDY, deployed, etc.) notify the GPO of customers who do not deliver the equipment within 15 calendar days of the letter being provided.

5.5 TMDE Coordinators and Coordinator Training.

5.5.1 The contractor shall maintain a current listing of TMDE coordinators in the PMEL MIS. The list shall include Owning Work Center (OWC) number, name and grade of primary and alternate TMDE coordinators, training date, address, email address, and telephone number(s).

5.5.2 The contractor shall provide TMDE Coordinator Training. Training shall be conducted at each contractor-operated site at least once each month whenever customer training requirements exist. The contractor shall document TMDE coordinator training on AF Form 2426, Training Request and Completion Notification or equivalent. A copy shall be provided to the TMDE coordinator.

5.5.3 The contractor shall maintain, revise, and update the TMDE Coordinator Guide that provides all information required to successfully transact business with the contractor-operated site. The Coordinator Guide shall also serve as a lesson plan when conducting TMDE coordinator training. The contractor shall provide the coordinator a copy of the guide during initial training and as changes occur.

6.0 LOGISTICS MANAGEMENT. Provide and manage an efficient and cost effective logistics system that includes all materiel management, property control, and transportation functions necessary to support the operating locations.

6.1 Material Management. The contractor shall establish, document, and implement an effective and economical supply support function IAW Air Force Manual (AFMAN) 23-110, Volume 2, Part 13, Standard Base Supply Customer’s Procedures and AFI 21-101 para 5.13.7. In addition, the contractor shall:

6.1.1 Requisition materials and assets through the Air Force’s latest approved materiel management system or commercial suppliers as appropriate to minimize equipment downtime and ensure best practices are applied.

6.1.1.1 Maintain a log of all parts ordered in the PMEL MIS.

6.1.2 Provide purchasing capability for replacement parts or items when the government cannot provide them in sufficient time to meet mission requirements. Contractor purchased parts and items are cost reimbursable. For parts and items that exceed a unit price of $500, the contractor shall obtain GPO approval prior to executing the purchase in order to receive reimbursement.

6.1.2.1 Research and order all parts, materials and equipment required for the maintenance of items specified in this PWS. Research may include contacting OEMs or component vendors to verify that the replacement fulfills the form, fit and function of the original. If an exact replacement is unavailable, has a lengthy lead time or is not cost effective to procure, the contractor shall provide a proposal to the GPO for returning the equipment to full operational capability.

6.1.3 Some PMEL customers are required to reimburse for PMEL services including parts IAW AFI 25-201. Those customers are described in Section A, paragraph 2.2.1. There are two methods for these customers to provide the parts necessary to repair their TMDE. The preferred method is for PMEL to use the customer’s organizational account code to order parts, in which case the materials are automatically charged to the customer’s funds. The only other method requires the customer to order the parts identified by the PMEL and provide them to the PMEL once received. The contractor shall ensure proper accounting for parts requisitioned for reimbursable customers.

6.1.4 Prepare and process either AF Form 9, Request for Purchase IAW AFI 64-102 or a locally provided Government Purchase Card worksheet IAW AFI 64-117, Air Force Government-wide Purchase Card (GPC) Program, whichever is appropriate, to obtain commercial support (repair or calibration), equipment, or supplies. The contractor shall obtain GPO approval prior to recommending a request for commercial repair or calibration support regardless of who funds the request.

6.1.5 Establish a reusable container storage area IAW AFI 21-101, Chapter 11. Reusable containers shall not be stored in the calibration and repair area of the PMEL. Comply with the host base Reusable Container Program Manager requirements IAW AFI 24-203, Preparation and Movement of Air Force Cargo, Chapter 9.

6.1.6 Declare items that do not have any computed demand level, special level, projected use, or Government economic retention value as excess. Excess assets shall be redistributed or disposed of as follows:

6.1.6.1 Coordinate suggested Redistribution Order (RDO) actions with the GPO.

6.1.6.2 Turn in items assigned a National Stock Number (NSN) to Base Supply using procedures outlined in AFMAN 23-110, Vol. 2, Part 13.

6.1.6.3 Dispose of non-stock listed items IAW FAR 52.245-1.

6.2 Property Control Administration. The contractor shall provide and operate a property control system IAW FAR Part 52.245-1, Alternate 1. Submit a Property Control Plan IAW CDRL A005.

6.2.1 Perform a complete physical inventory during contract transition of all Government-Furnished Equipment (GFE) and annually IAW FAR Part 52.245-1. Inventory results shall be documented on DD Form 1662; losses and gains shall be identified and explained on an inventory adjustment document. Maintain 100% inventory accuracy for equipment and repairable assets.

6.2.2 Affix an Equipment Serial Number (ESN) to all non-Equipment Authorized In-Use Detail (EAID) and pilferable property, control the property by the assigned ESN, perform equipment custodial responsibilities, and maintain auditable equipment authorization and in-use data records IAW FAR Part 52.245-1 EAID equipment shall be labeled IAW AFMAN 23-110, Volume 2, Part 13, Chapter 8). These records shall become property of the Government and shall be made available upon request. All personal and Contractor owned property shall be clearly identified.

6.2.3 Obtain prior authorization from the CO for new non-EAID items and tools if contract funding is required. GPO approval is required for an order to be considered a reimbursable expense. The contractor shall submit requests for new authorizations only if they are advantageous to the government.

6.2.4 Utilize the Item Unique Identification (IUID) Registry, located on the internet at https://www.bpn.gov/iuid, to manage Government-furnished Property valued at or more than $5,000 (Government acquisition cost) and those items less than $5,000 listed in the Low-Valued Property (LVP) tab of Appendix D. Affix tags/labels IAW MIL-STD-129P and MIL-STD-130M. Any deviations shall require CO approval.

6.2.4.1 Assign a Virtual UII for Legacy GFP currently in use or in stock, IAW the Virtual UII Guide.

6.2.4.2 Ensure newly purchased equipment and reparables meet the UID requirement IAW DFARS clause 252.211-7003.

6.2.4.3 Include manufacturer name, trademark or manufacturer code (from Cataloging Handbook H4-1 or H4-2, FEDLOG or industry standard), identifying number, and serial number, when applicable, in the identification marking.

6.2.4.4 Material managed through the Standard Base Supply System (SBSS), such as EAID equipment on a Customer Authorization/Custody Receipt Listing (CA/CRL), is not subject to IUID/VII requirements under this contract.

6.3 Transportation Support. Provide and manage an efficient and cost effective transportation freight function to support the operating locations to meet the requirements of this PWS IAW AFI 21-101 para 5.13.6.3 . In addition, the following transportation procedures shall be used:

6.3.1 Ship and receive equipment, when necessary to satisfy Technical Order (TO) requirements, through Air Force transportation channels unless directed otherwise by specific program guidance or commercial transportation deemed more cost effective.

6.3.1.1 Conduct a pre-shipment or post-shipment inspection as appropriate for equipment shipped off-site to another facility for calibration or maintenance. The contractor shall update PMEL MIS to reflect the appropriate delayed status code.

6.3.1.2 Coordinate all packing, crating, and cargo shipping requirements with the host base Transportation Management Office (TMO). Contractor shall prepare shipping documentation using DD Form 1149, Requisition and Invoice/Shipping Document, IAW AFI 24-203, Attachment 2 and TO 00-20-14. Assign shipping priorities commensurate with the maintenance priorities identified by the customer as defined in Section A, paragraph 5.3.

6.3.2 When using the TMO to transport equipment, prepare and track all shipment processing and movement IAW AFI 24-203, Preparation and Movement of Air Force Cargo and TO 00-20-14.

6.3.2.1 Deliver outgoing shipments to the TMO or the designated pick up point.

6.3.3 Ensure any equipment shipment using a commercial carrier is traceable.

6.3.3.1 Use of a commercial carrier may be considered a reimbursable expense, when approved by the GPO in advance.

6.3.3.2 When using a commercial carrier without going through TMO, the contractor shall:

6.3.3.2.1 Pack, mark, and label freight shipments to prevent damage and maintain serviceable equipment IAW appropriate special packaging instructions, FAR Part 47.305-10, and standard industry or commercial practices.

6.3.3.2.2 Comply with public law, policy, agreements and AFI 24-203, Chapter 4 when processing, handling, and shipping hazardous materials (HAZMAT) and hazardous waste.

6.3.3.3 Shipments made for the convenience of the contractor are not reimbursable.

6.3.4 Maintain a transportation control log in the PMEL MIS identifying all equipment transferred to another organization. Maintain current and accurate transportation documents for all equipment shipped to, or received from, another organization.

6.3.5 Establish procedures to validate and document destination receipt of all shipments based on the shipment priority used.

6.3.5.1 If unable to validate receipt within 15 calendar days of the shipping date, perform and document a follow-up with the delivery destination.

6.3.5.2 Initiate tracer action when follow-up indicates the shipment has not been received.

6.3.6 Upon receipt of equipment through TMO, unpack the shipment, conduct an inventory of the contents, and inspect for shipping damages.

6.3.6.1 Immediately notify the TMO if items are missing or damaged in shipment and provide all supporting shipping documents and carrier waybills to support a lost or damage claim against the carrier. When determined appropriate by the TMO, the contractor shall prepare a SF 364, Report of Discrepancy (ROD) providing specific information regarding the shipping discrepancies not later than 5 duty days following receipt, for the shipping organization and forward an information copy to AMIC/PLG. The contractor shall assist the Government Report of Survey Officer in the event a Report of Survey is required.

6.3.6.2 Contact the shipping organization via method acceptable to the shipper within 5 duty days to acknowledge receipt of the shipment. For missing or damaged equipment, the contractor shall contact the shipping organization within one duty day of receipt to report it. The contractor shall provide reasonable assistance to the shipping organization for their investigation upon request.

6.3.7 Notify the TMO of Government-arranged shipments within three duty days of receipt if any discrepancies are noted (i.e., over, short, and damaged freight) and comply with the TMO’s policies and procedures on filing claims.

6.3.8 Comply with the delivering carrier’s claims procedures and time limitations on freight shipments not shipped through the TMO.

7.0 Maintenance Management.

7.1 General. The contractor shall operate calibration and repair areas as outlined in TO 00-20-14. In addition, the contractor shall:

7.1.1 Accept responsibility for the calibration, repair, inspection, certification, and maintenance of all workload identified in Appendix G.

7.1.2 Operate the 400-cycle frequency generation device and the 28-volt AC to DC converter as required, and perform operator maintenance IAW the appropriate TO.

NOTE: The agency assigned primary responsibility will service the 400-cycle and the 28-volt converter (i.e., Civil Engineering for equipment designated real property; Aerospace Ground Equipment Maintenance for equipment considered ground support equipment).

7.1.3 Monitor temperature and humidity recording devices in calibration and repair areas and when necessary, limit the use of TMDE affected by out-of-tolerance environmental conditions. While TO 00-20-14, Section 8 provides general guidance, the contractor shall abide by environmental operating limits established in commercial manuals or TOs for each item of TMDE. The contractor shall continue to calibrate equipment when laboratory environmental restrictions are exceeded, using equipment that is specified to perform calibration functions under a wide range of ambient environmental conditions. When environmental conditions are exceeded, both the standard and the unit under test shall be evaluated for environmental requirements.

7.1.4 Ensure optimum protection for components and instruments sensitive to electrostatic discharge as prescribed in TO 00-25-234.

7.1.5 Ensure proper operation, care, handling, and cleanliness of all TMDE serviced IAW TO 33-1-27, TO 33-1-32, TO 00-25-234, and specific TMDE technical data.

7.1.6 Ensure Program Management is accomplished on all GFE IAW equipment maintenance manuals and TO 00-25-234. The contractor shall document PM IAW TO 00-20-2. Access to PM schedules and completed documentation shall be made available for government inspection any time.

7.1.7 Submit a notification to the GPO when lateral support has been obtained within the command for TMDE designated as PMEL responsibility that cannot be supported by the contractor due to lack of suitable calibration standards, facilities, or ancillary equipment. Submit a request for calibration assistance to the GPO, when support cannot be identified within the MAJCOM. The contractor shall submit these requests via email and maintain a copy of each request and reply on file in the PMEL for the life of the contract.

7.1.8 Review, validate, and verify, IAW TO 00-20-14, the technical accuracy and adequacy of draft calibration procedures prepared and provided by AFMETCAL within 30 calendar days of receipt. One copy of the draft procedure and the contractor's comments shall be maintained on file in the PMEL for the life of the contract.

7.1.9 Continue to perform calibrations when technical order deficiencies are discovered, using other appropriate data, following the order of precedence for calibration authority as outlined in TO 00-20-14 paragraph 3.1.2.

7.1.10 Document all equipment calibration, maintenance, inspection, and repair actions in the PMEL MIS following guidance provided in TO 00-20-14, TO 00-20-2, TO 33K-1-100-1, applicable Calibration and Measurement Summary (CMS), and AFCSM 21-303. The contractor shall be responsible for the content and accuracy of maintenance data documentation and shall correct all discrepancies or errors identified by the government. Appropriate descriptive remarks shall be entered in the discrepancy and corrective action blocks in the PMEL MIS for all maintenance actions other than straight calibrations.

7.1.11 Provide customer assistance to resolve customer TMDE related problems.

7.1.12 Provide calibration support for other Air Force PMELs not operated under this contract when directed by the GPO.

7.1.13 Participate in inter-PMEL comparisons and proficiency testing programs when issued by AFMETCAL.

7.2 Turnaround Time (TAT). The contractor shall complete routine service on customer test equipment within a 14 calendar day TAT per end item, excluding authorized delay time (see Appendix A).

7.2.1 TAT starts as day zero when the contractor receipts the customer for the TMDE to be serviced. The TAT is concluded when the TMDE is available at the point where the customer can accept physical receipt of the TMDE.

7.2.2 Three additional calendar days of TAT are authorized for items on which the contractor performs a quality review (QR) when these three additional days will cause the TAT to exceed the 14 calendar day TAT requirement.

7.2.3 Additional TAT will be authorized for items scheduled in, or in AWM, Awaiting Quality Review (AQR), In Quality Review (IQR), or In Work (INW) status during QAE surveillance and AFMETCAL evaluations. The allowance will be one day for each day QAEs or AFMETCAL auditors are on site.

7.2.4 The first day of authorized delay shall not be considered delay time. The day the item becomes workable shall be considered delay time. Items in authorized delay status for less than eight consecutive duty hours shall not be counted as delay time.

7.2.5 The contractor may request an adjustment to TAT from the CO for the month when monthly input surges exceed 30 percent of the average monthly input for the last 6 months.

7.3 War Reserve and Mobility (WRM) Equipment. The contractor shall calibrate WRM TMDE for deployment to meet national commitments up to and including a declared war. The contractor shall establish working relationships with supported organizations to help ensure not only WRM equipment requiring service but all supported equipment is processed through the PMEL in time to meet their deployment schedule.

7.4 TMDE Calibration. TMDE calibration shall be accomplished IAW TO 00-20-14 and the procedures set forth in TOs identified in TO 33K-1-100-2, TO 33K-1-100-2MT-0, applicable CMS, commercial data, and locally developed calibration procedures. At a minimum, the contractor shall:

7.4.1 Obtain the owning customer's approval before limiting the calibration of TMDE. Customer approval is not required when the limitation is directed by TO.

7.4.1.1 Contact the customer and determine their requirements, explain the limiting factors, and request approval to perform limited calibration. The contractor shall document the contact and keep the documentation with the item until the TMDE is returned to the customer.

7.4.1.2 Remove limited calibration on TMDE when requested by the owning customer. When this occurs, the contractor shall schedule the item for maintenance, make adjustments or authorized repairs, and recalibrate the item.

7.4.2 Accomplish repair IAW Section A, paragraph 7.6 in the event calibration cannot be completed due to a malfunction of the end item.

7.5 TMDE Certification. At minimum, the contractor shall:

7.5.1 Certify TMDE calibrations IAW TO 00-20-14.

7.5.2 The contractor shall not shorten calibration intervals without GPO approval. A one-time change to TMDE’s date due calibration, in order to separate scheduled maintenance of limited like items, may be accomplished. This action shall be employed only to ensure that the customer's mission is not negatively impacted and shall not result in a permanent change to the calibration interval.

7.5.3 Maintain a master reference file of prepared calibration certificates, graphs, and charts for PMEL owned TMDE. The charts and graphs shall be maintained on file until the next scheduled calibration. For GFE, a working copy of the calibration certificate shall be maintained with the instrument if possible or shall be maintained in a separate working file.

7.6 TMDE Repair. The contractor shall inspect, troubleshoot, and repair TMDE to the maximum extent possible IAW instructions contained in applicable maintenance technical data and to the appropriate level as provided by the guidelines for economic repair established in TO 00-20-3, TO 00-25-195, or after coordinating with the customer and obtaining Item Manager (IM) direction.

7.6.1 When the contractor determines an item of TMDE is beyond economical repair and replacement cost exceeds $2,500, the contractor shall:

7.6.1.1 Prepare a written repair cost estimate which shall include a list of all replacement parts required to accomplish the repair, the cost of each replacement part, the cost of labor required to accomplish the repair (use Department of Labor (DOL) wage determinations plus health and welfare benefits), and the current replacement cost of the TMDE. The repair cost estimate shall be provided to the TMDE owner and a copy kept on file in the PMEL. Upon request, the contractor shall provide a written cost estimate for items with replacement cost of $2,500 or less.

7.6.1.2 Prepare appropriate unserviceable material tags, DD Form 1577, Unserviceable (Condemned) Tag Materiel, or DD Form 1577-2, Unserviceable (Reparable) Tag Materiel, IAW procedures established in AFMAN 23-110.

7.6.1.2.1 The CO reserves the right to direct the contractor to repair TMDE that, based on repair cost analysis, is beyond economical repair.

7.6.2 The contractor shall limit disassembly of TMDE to the absolute minimum required for the repair to be performed and be accomplished IAW instructions contained in applicable maintenance technical data. Additionally, the contractor shall:

7.6.2.1 Maintain control of TMDE that has been disassembled.

7.6.2.2 Reassemble TMDE for which repair parts have been ordered and delivery is not anticipated within 72 hours.

7.6.3 The contractor shall not use parts from one item of TMDE to repair another item of TMDE (cannibalize) without approval of the OWC supervisor/shop chiefs involved. Any cannibalizations shall be fully documented (customer(s) involved, equipment identification, and dates of coordination at a minimum) with a copy provided to the GPO.

7.6.4 The contractor shall not re-use parts to accomplish TMDE repair of GFE without GPO approval.

7.6.5 The contractor shall comply with the provisions of TO 00-20-14, Section 4, regarding TMDE warranties. The contractor shall not repair TMDE for which a valid manufacturer's warranty exists. At a minimum, the contractor shall:

7.6.5.1 Contact the manufacturer to validate the warranty and to ensure the repair is covered. When repair is covered by the manufacturer's warranty, the contractor shall prepare a letter to the OWC which includes instructions for obtaining warranty repair, the name and phone number of the manufacturer's representative contacted, and a concise description of the TMDE malfunction. The TMDE and the letter shall be processed for return to the OWC.

7.6.5.2 Obtain warranty repair of TMDE identified as GFE in Appendix D.

7.6.6 The contractor shall perform acceptance tests on all commercially repaired and calibrated TMDE IAW TO 00-20-14, paragraph 4.5.

7.6.7 The contractor shall not support locally procured TMDE that can only be calibrated or repaired at the item manufacturer's facility.

7.6.8 The contractor shall prepare and submit a Product Quality Deficiency Report (PQDR) IAW TO 00-35D-54 when GFE is found to be defective during initial calibration (new from supply), or when defects are suspected to be caused by poor materials or workmanship on behalf of the manufacturer. The defective item shall be properly tagged and then processed for turn-in to base supply IAW TO 00-35D-54, the completed PQDR disposition instructions, and AFMAN 23-110.

7.6.8.1 For customer TMDE, the contractor shall prepare a PQDR worksheet for same equipment conditions mentioned in paragraph 7.6.8. The worksheet shall include a PMEL focal point and telephone number and all information required for the customer to submit a PQDR. The contractor shall also provide a completed DD Form 1575, Suspended Tag - Material, to process the item for turn-in to base supply.

7.6.8.2 The contractor shall submit an informational PQDR IAW TO 00-35D-54 on GFE, or a worksheet for customer TMDE, when items are found to be defective but the defect(s) is/are cosmetic in nature and do not affect the overall operation of the item. The contractor shall repair the item.

7.6.8.3 The contractor shall maintain copies of all PQDRs and informational PQDR worksheets on file in the PMEL as a minimum until the document has been processed through the base point of contact.

7.6.9 The contractor shall replace or repair any item that affects the safe operation of the TMDE prior to release to the customer.

7.6.10 The contractor shall fully recalibrate TMDE and update the certification when repairs affect the calibration.

7.7 Modification and Inspection.

7.7.1 The contractor shall perform modifications on TMDE as required by engineering changes or Time Compliance Technical Orders (TCTO) assigned to PMEL or Air Force Special Code (AFSC) 2P0X1. The contractor shall obtain GPO approval prior to performing any other modifications on TMDE.

7.7.2 The contractor shall inspect TMDE prior to shipment for off-base calibration or repair. The contractor shall ensure all necessary documents and ancillary equipment are included in the shipment; batteries have been removed as required and properly secured, and prepackaging requirements are accomplished. The contractor shall document the inspection action in the PMEL MIS and process the item for shipment.

7.7.3 The contractor shall inspect all TMDE upon receipt from off-base calibration and repair. The contractor shall ensure equipment is serviceable or appropriate disposition is provided. The contractor shall ensure calibration certificates are included and properly accomplished. The contractor shall document these inspections in the PMEL MIS and process the item back to the customer.

7.8 On-Site TMDE Maintenance.

7.8.1 The contractor shall be responsible for all scheduled and unscheduled on-site calibration and maintenance of TMDE.