Attachment_1_Performance_Work_Statement.pdf

08 Feb 2017

PERFORMANCE WORK STATEMENT (PWS)

ACTIVE VEHICLE BARRIER (AVB) MAINTENANCE AND

REPAIR

TABLE OF CONTENTS:

SECTION 1 – OBJECTIVE, SCOPE AND REQUIRED TASKS

1.1. OBJECTIVE

1.2. SCOPE OF WORK

1.3. DESCRIPTION OF REQUIRED TASKS

SECTION 2-A GENERAL ADMINISTRATIVE, SECURITY AND INFORMATION

2.1. PUBLIC DISCLOSURES

2.2. HOURS OF OPERATION

2.3. WORK COORDINATION

2.4. SECURITY

2.5. PASS AND IDENTIFICATION ITEMS

2.6. CONFLICT OF INTEREST

2.7. EMPLOYEES

2.8. CONDUCT OF PERSONNEL

2.9. ATTIRE

2.10. VEHICLES

2.11. TRAFFIC REGULATIONS

2.12. RANDOM PERSONNEL AND VEHICLE SEARCHES

2.13. WEAPONS, FIREARMS AND MUNITIONS

2.14. REPORTING REQUIREMENTS

2.15. PHYSICAL SECURITY

2.16. WORK AREA

2.17. REPLACED EQUIPMENT DISPOSITION

2.18. CONTRACTOR POINT OF CONTACT

2.19. WARRANTY

2.20. PERFORMANCE OF SERVICES DURING CRISIS DECLARED BY THE

NATIONAL COMMAND AUTHORITY OR OVERSEAS COMBATANT

COMMANDER

SECTION 3-GOVERNMENT FURNISHED EQUIPMENT AND ITEMS

3.1. UTILITIES

3.2. DIGGING AND TRENCHING

3.3. FIRE PROTECTION

3.4. MEDICAL

3.5. TECHNICAL DATA

3.6. SPARES

SECTION 4-CONTRACTOR PERSONNEL AND QUALIFICATIONS

4.1. CONTRACTOR QUALIFICATIONS

4.2. WELDING

4.3. ELECTRICAL

SECTION 5-SAFETY

5.1. GENERAL

5.2. SAFETY HEALTH PROGRAM

5.3. SITE SPECIFIC ACCIDENT PREVENTION PLAN (APP)

5.4. ACTIVITY HAZARD ANALYSIS (AHA)

SECTION 6-REQUIRED MEETINGS AND BRIEFINGS

6.1. POST AWARD CONFERENCE

6.2. MONTHLY PROJECT MEETINGS

6.3. SERVICE ORDER PROCEDURES

SECTION 7-PLANS AND DATABASES

7.1. OPERATIONS AND MAINTENANCE PLAN

7.2. MAINTENANCE DATABASE

7.3. SERVICE ORDER DATABASE

7.4. WARRANTY INFORMATION DATABASE

7.5. UNSERVICABLE EQUIPMENT DATABASE

SECTION 8-DOCUMENTATION

8.1. WRITTEN RECORDS

8.2. SERVICE REPORTS

8.3. INITIAL BARRIER ASSESSMENT REPORT

8.4. MINOR WORK PLANS

SECTION 9-SERVICE ORDERS

9.1. SERVICE ORDER TYPES

9.2. EMERGENCY SERVICE ORDERS

9.3. CORRECTIVE MAINTENANCE SERVICE ORDERS

9.4. SERVICE ORDER COST AND PRICING DATA

9.5. REQUIRED SERVICE ORDER INFORMATION

9.6. BARRIER PITS

9.7. CALLBACKS

SECTION 10-INVOICING

10.1. LOCATION

10.2. SERVICE ORDERS

10.3. SUBMISSION OF INVOICES FOR SERVICE ORDERS

SECTION 11-PERFORMANCE EVALUATION

11.1. SURVELLIANCE

11.2. METHODS

11.3. BARRIER SYSTEM OPERATIONAL RATES

11.4. PRODUCTION OF DELIVERABLES

11.5. METRICS

APPENDIX A: DEFINITIONS AND ACRONYMNS

APPENDIX B: REFERENCES

APPENDIX C: BARRIER EQUIPMENT BY SITE

APPENDIX D: MONTHLY INSPECTION LOG

APPENDIX E: SERVICE REQUEST AUTHORIZATION FORM

SECTION 1 – OBJECTIVE, SCOPE AND REQUIRED TASKS

1.1 OBJECTIVE:

The objective of the Vehicle Barrier Maintenance and Repair Program is to maintain and repair the barrier system and equipment operational rates and other performance criteria shown in the Metrics Section of this Performance Work Statement. The definitions and acronyms used throughout this Performance Work Statement can be found under Appendix A – Definitions. Contractor will be rated on their ability to meet these performance metrics and the requirements of this Performance Work Statement.

1.2 SCOPE OF WORK:

1.2.1 Sites Covered: The following sites are covered under this contract. See Appendix D for specific details on gate and equipment coverage.

Little Rock AFB, Arkansas

1.2.2 The Contractor shall provide all personnel, labor, equipment, supplies, tools, supervision, and other items and services necessary to provide regular periodic inspection, repair and maintenance, and emergency repair for barrier systems. Barrier systems consist of but 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 shall comply with commercial standards for maintenance and repair of these units as well as all commercial, federal, state, and local requirements that may apply.

1.3 DESCRIPTION OF REQUIRED TASKS:

1.3.1 Preventative Maintenance: The Contractor shall provide full preventative maintenance inspections (FPMI) and repair services of vehicle barriers on a monthly schedule. These services include but not limited to those actions required to preserve and maintain the systems in such a condition that they may be effectively used for their designated functional purpose. The Contractor shall be required to follow the tasks found in the AVB Monthly Inspection Log in Appendix D as recommended by the original equipment manufacturer for the equipment shown in Appendix C. Utilize industry standards and Air Force mandatory practices to include checking and maintaining any computerized systems that support the active vehicle barrier.

The Contractor shall respond to service calls and perform periodic inspections, and be responsible for repair and replacement of all worn or failed components, installed additional systems (i.e. over speed and wrong way detection, processing cards, PLC’s, relays) and parts— including those parts which have reached their life expectancy and are prone to fail.

Replacement parts shall be fully compatible with existing systems (a submittal shall be provided to the Government for part substitutions). Contractor shall provide trained mechanics and inspectors for all barrier maintenance. The Contractor shall ensure barriers meet manufacturer maintenance performance specifications during preventative maintenance visits. An inspection report and completed checklist shall be provided by the Contractor to the Contracting Officer’s Representative (COR) upon completion of all inspections.

1.3.2 Minor Repairs: During any scheduled FPMI, the contractor shall immediately service any system that is not operating properly under the stipulation that no additional parts costing more than $14.99 each are required. Examples of minor repair parts are nuts, bolts, light bulbs, plastic light lenses, cable supports, fuses, switches, relays, etc. If the inoperable system(s) cannot be repaired during the inspection, or a required individual part exceeds $14.99 the contractor shall notify the COR within one (1) hour of determining the irreparable status of the barrier or barrier system.

1.3.3 Maintenance Log: A Barrier Operations and Maintenance Log shall be maintained and updated by the Contractor using software that is compatible with Microsoft Office 2013. The maintenance log shall include a complete history of maintenance and repairs, indicating dates and name of technician who performed the work. The COR shall have access to the Contractor Maintenance logs. The Inspection Checklist within the approved O&M Plan shall be filled out with each inspection of the AVB by the Contractor and turned in with each FPMI to the COR. No payments shall be made to contractor until the FMPI report has been submitted and approved by the COR. The FMPI report shall be submitted in Wide Area Work Flow (WAWF) with the invoice.

1.3.4 Repair: Repair, which is defined as the restoration of a real property to such a condition that it may effectively be utilized for its designated purpose by overhaul, re-processing or replacement of constituent parts or materials that have deteriorated by action or elements or usage and that have not been corrected through maintenance or minor repair. Repair tasks which are defined as routine or emergency work, performed via Service Order, to ensure equipment operation as per the performance metrics or to ensure that facilities and equipment can perform as intended over their normal lifecycle.

1.3.5 Reports: Provide reports and meet with the Government, as defined within this PWS.

1.3.6 Schedules, Submittals and Deliverables: Provide all schedules, submittals and deliverables required within this PWS.

1.3.7 Management: Manage the maintenance effort and resources to minimize system downtime and costs.

SECTION 2-A GENERAL ADMINISTRATIVE, SECURITY AND INFORMATION

2.1 PUBLIC DISCLOSURES: The Contractor shall make no public announcement or disclosure relative to information contained or developed under this task order, except as authorized by the COR.

2.2 HOURS OF OPERATION: All maintenance, repair, and testing services shall be scheduled and coordinated with the COR prior to start of work. Work hours are from 0700 to 1600, Monday through Friday (typical), excluding legal Federal holidays. Work requiring lane closures shall be performed during off peak hours, after hours, or on weekends.

2.3 WORK COORDINATION: All Service Order work shall be coordinated five (5) calendar days in advance of the scheduled start date; with the exception of Emergency repairs. Emergency repairs shall be performed within twenty four (24) hours after Contractor receipt of Contracting Officer’s approval and as allowed by base security forces. Note that extended gate or road closures or work that impacts or is adjacent to other facility work efforts may require more coordination or lead time prior to work start. The Government shall not be responsible for any costs incurred by the Contractor resulting from failing to coordinate Service Order work with the COR.

2.4 SECURITY: When Contractor personnel are at any Government site, installation, or facility, they shall follow all security procedures and processes of the installation as stated and directed by the Government personnel at the site. The Contractor’s security requirements for work shall be based on the requirements set by the combatant commander of the particular area of responsibility in which the work will be performed. Contractor personnel will be limited to their work area. The Contractor shall safeguard all materials and parts removed, as well as replacement parts. At the end of each work period, barriers will be secured.

2.5 PASS AND IDENTIFICATION ITEMS: The Contractor shall ensure that pass and identification items required for contract performance are obtained for contactor employees and non- Government owned vehicles. Contractor personnel will have to pass a background check in order to be given access to the base. Felons and personnel with certain misdemeanors will not be allowed to enter the base.

2.5.1 IDENTIFICATION AND IDENTIFICATION RETRIEVAL: The Contractor shall obtain a Base Identification Card for all employees. The Contractor shall turn in pass and identification items of employees who are terminated or leave the employment of the Contractor within 48 hours. Long-term contractor passes are issued at Pass and Registration via Security Forces. Identification shall be obtained upon employment and worn or attached to the outer garment at all times while on the installation. Contractor personnel must present a neat and professional appearance and be easily recognized as contractor employees. This will be accomplished by wearing contractor issued badges that contain the companies name, employee’s full name, and photo. Any article of clothing with explicit words or graphics is prohibited on Little Rock AFB. This service contract requires that contractor employees be identified as contractor personnel and displaying distinguishing badges or other visible identification for meetings with government personnel. In addition, contractor personnel shall appropriately identify themselves as contract employees in telephone conversations and in formal and informal written correspondence.

2.5.2 RETRIEVING IDENTIFICATION MEDIA: The Contractor shall retrieve all identification media, including vehicle passes from employees who depart for any reason before the contract expires; e.g. terminated for cause, retirement, etc., and turn them in to the COR.

2.6 CONFLICT OF INTEREST: The Contractor shall not employ any employee of the United States Government, either military or civilian, if such employment would create a conflict of interest or is not consistent with federal law and regulations. The Contractor shall not employ any person who is an employee of the Department of Defense, unless such person receives prior approval in writing from the Contracting Officer.

2.7 EMPLOYEES: The Contractor shall not employ any person who has been identified by the Contracting Officer as a potential threat to the health, safety, security, general well-being, or operational mission of the installation and its population. All employees and potential employees will be subject to a local background investigation. Investigation results shall be provided to the applicable base POC for all employees prior to start of work. The Contractor shall submit an organizational structure and a list of personnel designated to perform this contract to the contracting officer within 30 calendar days following notification of contract award. The Contractor shall notify the administrative contracting office in writing of any additions, deletions, or changes in personnel within one duty day of any change.

2.8 CONDUCT OF PERSONNEL: The Contracting Officer may remove any Contractor or Sub- Contractor employee working under this task order for:

2.8.1 Reasons of misconduct, security or safety.

2.8.2 The employee is found to be, or suspected to be under the influence of alcohol, drugs or other incapacitating agent.

2.8.3 The employee fails to comply with facility requirements for conduct or safety.

2.8.4 The Contractor’s employees will be subject to immediate dismissal from any Government installation upon determination by the Contracting Officer that such action is in the best interests of the Government.

Removal of personnel for the reasons listed above shall not be the basis for a claim by the Contractor and will not relieve the Contractor of the requirement to provide sufficient personnel to perform the services as required herein.

2.9 ATTIRE: Personnel are required to wear appropriate personal protective equipment as well as high visual reflective vests when working on the barriers. Contractor personnel must be identifiable by the use of attire (e.g. company name or logo visible on reflective vests, hard hats, lanyards).

2.10 VEHICLES: Contractor vehicles shall be maintained in a clean and serviceable condition. The Contractor shall operate vehicles to comply with base traffic regulations. Government provided parking space shall not be used for overnight parking of privately owned vehicles, trailers, snowmobiles, all-terrain vehicles or other conveyances. All vehicles shall be in operable condition and meet all local, state, and federal safety requirements. Each vehicle shall have Contractor name neatly exhibited on each side of the cab.

2.11 TRAFFIC REGULATIONS: Contractor employees shall comply with all base traffic regulations, and are subject to random vehicle speed control checks. Contractor personnel cited for speeding on the installation may suffer loss of base driving privileges, debarment from the base, or other administrative action. The use of cell phones, except hands-free phones, is prohibited while driving on military bases.

2.12 RANDOM PERSONNEL AND VEHICLE SEARCHES: Contractor personnel are subject to random searches. If Contractor personnel refuse to be searched, they will be denied entry to the base, and may result in loss of base driving privileges, debarment from the base, or other administrative action.

2.13 WEAPONS, FIREARMS AND MUNITIONS: Contractor employees are prohibited from possessing weapons, firearms, or ammunition, on themselves or within contractor-owned vehicles or privately owned vehicles while on military bases.

2.14 REPORTING REQUIREMENTS: Contractor personnel shall immediately report any information or circumstances of which they are aware may pose a threat to the security of Department of Defense personnel, contractor personnel, resources, and classified or unclassified defense information to the COR.

2.15 PHYSICAL SECURITY: Contractor employees are responsible for safeguarding all Government property and controlled forms provided for the contractor’s use. At the end of each work period, all Government facilities, equipment, and materials will be secured.

2.15.1 KEY CONTROL: The Contractor shall establish and implement methods of making sure all keys issued to the contractor by the Government are not lost or misplaced and are not used by unauthorized personnel. The Contractor shall not duplicate any keys issued by the Government.

2.15.2 The Contractor shall immediately report any occurrences of lost or duplicated keys to the CO or the COR.

2.15.3 In the event keys, other than master keys, are lost or duplicated, the Contractor may be required, upon written direction of the CO, to re-key or replace the affected lock or locks without cost to the Government. The Government may, however, at its option, replace the affected lock or locks or perform rekeying and deduct the cost of such from the monthly payment due the contractor. In the event a master key is lost or duplicated, all locks and keys for that system will be replaced by the Government and the total cost deducted from the monthly payment due the contractor.

2.15.4 The Contractor shall prohibit the use of keys and/or cipher lock combinations, issued by the Government, by any persons other than the contractor’s employees and the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in performance of contract work requirements in those areas.

2.16 WORK AREA: The Contractor shall at all times, keep work areas free from any accumulation of debris, waste material, rubbish, tools, scaffolding, equipment, and materials. Upon completion of the job, or when away from the work site, the contractor shall leave the work area and its premises in a clean, neat, safe and workmanlike condition. The Contractor is responsible for removal and proper disposal of all job related waste material at a permitted site.

2.17 REPLACED EQUIPMENT DISPOSITION: The disposition of all replaced equipment including batteries shall be coordinated with the COR. Unless the COR states in writing that the replaced equipment will be turned in to the Government, the Contractor will properly disposed of the equipment or materials off site.

2.18 CONTRACTOR POINT OF CONTACT: The Contractor shall provide a point of contact and where the Government may initiate Service requests.

2.19 WARRANTY: The Contractor shall provide one-year parts and labor warranty for all components installed during this contract. The warranty shall commence upon new equipment or system completion and acceptance. System acceptance is defined as approval of the on-site representative. The Contractor shall respond to all warranty requests in accordance with the maintenance service and repair schedules stated above.

2.20 PERFORMANCE OF SERVICES DURING CRISIS DECLARED BY THE NATIONAL

COMMAND AUTHORITY OR OVERSEAS COMBATANT COMMANDER: Contractors providing services designated as essential by a Department of Defense Component are expected to use all means at their disposal to continue to provide such services, in accordance with the terms and conditions of the contract, during periods of crisis, until appropriately released or evacuated by military authority. Performance of Service during Crisis Declared by the National Command Authority: This contract is deemed essential during crisis and emergencies and will continue normal operation. The Contractor will provide names, date of birth, SSAN, drivers’ license and state of issuance of essential personnel to the Contract Administrator and the base security forces squadron for inclusion on Entry Access List within one week of contract award. No non US citizen will be cleared to work in restricted areas.

SECTION 3-GOVERNMENT FURNISHED EQUIPMENT AND ITEMS

3.1 UTILITIES: Contractor shall coordinate with the Government regarding utility availability such as water, natural gas, sewage service, and electricity to accomplish the requirements of this contract. Any temporary connection of electrical lines that may be required shall be installed, maintained, and removed by the contractor at its own expense. Contractor shall not connect to any utilities without prior approval from the COR.

3.2 DIGGING AND TRENCHING: A properly completed AF Form 103, Base Civil Engineering Work Clearance Request, shall be obtained by the Contractor prior to performing any excavation.

3.2.1 A separate AF Form 103 is shall be obtained by the Contractor for each excavation to be accomplished.

3.2.2 Contractor shall submit a request for AF Form 103 a minimum of 14 calendar days and a maximum of 28 days prior to desired start of excavation. The Contractor shall allow a minimum of 14 calendar days for processing.

3.2.3 Each request shall be in writing and designate the location of the proposed excavation and the scheduled date.

3.2.4 The completed AF Form 103 will contain information for locating existing utilities and telephone lines. The Contractor shall keep the AF Form 103 at the excavation site and shall comply with instructions for hand excavation and with other methods of safeguarding the buried utilities.

3.2.5 In addition to the requirement to obtain a construction permit and prior to any excavation, the Contractor shall perform a pipe/cable location survey using a variety of modern locating equipment suitable for locating various types of pipe and cable. The Contractor shall use a signal generating locator such as a Goldak Gold Digger 4400 for metallic pipe and cable. For non-metallic pipe use a vibration generator such as a Fuji Tecom PL-130 or an RD-500. For non-metallic sewer pipe use a snake with attached generator. The Contractor shall mark all locations on the ground. The Contractor shall submit a sketch showing the found locations of utilities to the Contracting Officer for approval prior to beginning excavation. The Contracting Officer will provide available information as to the existence and location of known utilities with the approved construction permit. The Contractor shall be responsible for repairing damage to utilities, whether known or unknown, due to any failure on the Contractor’s part to perform a rigorous survey.

3.3 FIRE PROTECTION: The Contractor shall be responsible for conformance with base fire regulations and NFPA 241. These regulations are available for review during duty hours at the Base Fire Station located in Building 239. Fire extinguishers required during the construction period shall be furnished and maintained by the Contractor and removed by the Contractor upon acceptance of the facility by the Contracting Officer. No welding/cutting and open flame operation shall be allowed in facilities when automatic fire detection and suppression systems are out of service unless the Contractor posts a fire guard for 24 hours after welding/cutting and open flame operation or certifies the facility fire safe.

3.4 MEDICAL: In the event of a medical emergency, dial 911 from an on base phone or from a cell phone. An off base ambulance will respond.

3.5 TECHNICAL DATA: Available Plans and Specifications for all installed barriers and associated equipment will be provided upon award of this contract as this information is proprietary.

Specific barrier types are described in Appendix C.

3.6 SPARES: The Government will not provide parts for repairs. The Contractor will be responsible for obtaining any required parts needed to repair the vehicle barriers during any FPMI or emergency repair.

SECTION 4-CONTRACTOR PERSONNEL AND QUALIFICATIONS

4.1 CONTRACTOR QUALIFICATIONS: The Contractor shall provide personnel possessing the skills, knowledge, and training to satisfactorily perform the services required by this task order.

Personnel performing work under this Statement of Work shall remain employees of the Contractor and will not be considered employees of the Government.

4.2 WELDING: Each employee performing welding will be certified in the Shielded Metallic Arc Welding (SMAW) process utilizing the American Welding Society Code; AWS D.1.1 in the 3G and 4G positions for 1” thick A-36 structural steel. The Contractor will coordinate with and obtain a base specific welding and cutting permit issued by the Base Fire Department. Coordination will be made per paragraph 3.3 with the installation Fire Department prior to any cutting or welding.

4.3 ELECTRICAL: Each employee performing electrical work on the barrier systems will have a current c ertificate of Fitness/license as required by local state regulations are of a minimum of a journeymen level electrician. A person who possesses a current Cardio Pulmonary Resuscitation (CPR) certification must be present at all times when electrical work is being conducted.

SECTION 5-SAFETY

5.1 GENERAL: The Contractor shall comply with the latest version of U.S. Army Corps of Engineers (USACE) Safety and Health Requirements Manual 385-1-1 (EM 385-1-1), including any interim revisions, in effect during the performance of this task order. EM 385-1-1 and its changes are available at: www.usace.army.mil.

5.2 SAFETY HEALTH PROGRAM: The Contractor shall by regulation, develop and maintain a written Safety and Health Program (SHP) in compliance with the requirements of the Occupational Safety and Health Administration (OSHA), EM 385-1-1, 29 CFR1910, 29 CFR 1926, 29 CFR 1960, and FAR 52.236-13. The Contractor shall submit this plan to the COR for review after task order award and prior to the commencement of any work under the awarded task order.

5.3 SITE SPECIFIC ACCIDENT PREVENTION PLAN (APP): The Contractor shall be required to submit an Accident Prevention Plan in accordance with the EM 385-1-1 to the Contracting Officer or his/her government designated authority. Accident Prevention Plans (APP) shall address applicable items listed in of EM 385-1-1 in addition to the other applicable requirements of EM 385-1-1 (Minimum Basic Outline for Accident Prevention Plans) and OSHA requirements. The plan shall be site specific and also address any unusual or unique aspects of the project or activity for which it is written. The Contractor shall coordinate with the facility representatives or facility Contractor, on first aid, emergency phone numbers, response plans, site evacuation plans, evacuation drills, etc. The APP shall include site specific Activity Hazard Analysis (AHAs) for the project. The APP is the document that details how the safety and health requirements of OSHA; other regulatory codes and documents; and EM 385-1-1 are to be accomplished. The APP with AHAs shall be submitted to the Government by cover letter from the Contractor. The Contractor shall make this APP site specific to each Installation by submitting an attachment for each site.

5.4 ACTIVITY HAZARD ANALYSIS (AHA): The APP shall include Activity Hazard Analysis (AHAs) for the project. AHAs must be completed in accordance with EM 385-1-1. The Contractor shall submit a group of AHAs which shall cover all anticipated activities/tasks which the Contractor will encounter while on site performing maintenance or repair. These AHAs will be edited to be site specific prior to performing work and provided with service order submissions. AHAs and the APP must be in the possession of the designated Site Safety Officer or competent/qualified person onsite.

5.4.1 AHAs must be approved by the Contractor’s Corporate Safety Manager. No work shall be performed unless there is an accepted, site specific, AHA for the activity to be performed by the Contracting Officer or his/her government designated authority.

5.4.2 If/when the Contractor is tasked to perform work which is not covered in a previously submitted AHA, a separate AHA shall be submitted and must be approved by the Contracting Officer or his/her Government designated authority prior to commencement of work.

5.4.3 Tasks involving any of the following are considered “high risk” activities:

(1) Confined Space Entry

(2) Fall Protection

(3) Crane Operation

(4) Excavation

(5) Trenching (in excess of 5 feet)

(6) Working over or around (within 5 feet) water

(7) Hazardous Energy Control

(a) Electrical over 600 Volts

(b) Working with live energized equipment (Lock out/tag out)

(c) Utility cutting and capping, or hot tapping

(8) High traffic areas to include vehicular, water vessels, or aircraft

(9) Asbestos/Lead Survey or Abatement

5.4.4 The Contractor shall have a competent/qualified person acting as Site Safety and Health Officer (SSHO), this person can have other responsibilities for only maintenance, service, or repair work activities. The Government may waive this requirement if determined that a separate SSHO is not necessary for a particular work activity. This determination is at the discretion of the Contracting Officer or his/her Government designated authority. The above “high hazard” list is not meant to be comprehensive and does not relieve the Contractor from maintaining an acceptable level of safety, in accordance with the EM 385-1-1, at all times work is being performed.

5.4.5 Each maintenance, service, or repair work activity must have an AHA for that particular routine maintenance, service order, or emergency service order. AHAs must be submitted along with the service order; AHAs must be completed in accordance with EM 385-1-1. No work shall be performed unless there is an accepted, site specific, AHA for the activity to be performed by the Contracting Officer or his/her Government designated authority.

5.4.6 ENVIRONMENTAL MANAGEMENT:

5.4.7 Policy. Little Rock Air Force Base has an Environmental Policy Statement to focus on the ultimate goal of protecting our environment (work environment and the natural environment) while accomplishing our mission. All Contractors working on base are expected to acknowledge their role in Environmental Management Services (EMS) while completing their mission. Threats associated with service contracts include, but are not limited to:

hazardous materials, spills, equipment leaks, etc. This will be briefed and documented initially for each project with updates for all subcontractors.

5.4.8 Hazardous Material Identification. Material Safety Data Sheets (MSDS) are required as specified in the latest version of Federal Standard No. 313 (including revisions adopted during the term of the contract) for any other material designated by a government technical representative as potentially hazardous and requiring safety controls. MSDSs must be submitted by the contractor upon contract award.

5.4.9 HAZMO. The government (HAZMO personnel) will inventory all chemicals that the contractor brings on to Little Rock AFB or any property under the control of Little Rock AFB. Any products that meet the criteria of “Hazardous Waste” must be coded and tracked until permanently removed from government property. The inventory will be performed prior to commencement of work. Criteria for identifying hazardous waste, is contained in Subpart C of 40 CFR, Part 261.

5.4.10 Spill Response. The contractor will be briefed on the Little Rock AFB (Red Plan) spill response procedures at the pre-performance conference. The contractor is responsible to report and promptly cleanup all spills in a manner consistent with current environmental regulations, in the event that it is necessary to utilize government material, equipment or personnel to clean up a contractor-caused spill, the contractor shall be required to reimburse the government for all associated costs.

5.4.11 Hazardous Material/ Waste Management. The contractor will be briefed on Little Rock AFB Hazardous Material/Waste Management Plan prior to start of work.

5.4.12 Hazardous Material Handling. The contractor shall have approval from the base Bio- Environmental (BEE) and HAZMO sections prior to purchasing, handling, using, and storing any chemicals, solvents, lubricants, and other products that require MSDSs. The contractor shall identify these materials and products on Air Force Form 3952 Chemical/Hazardous Material Authorization Request, Process Identification Form, and Shop Disposal Form. The contractor shall provide one copy of the MSDS for each item attached to the AF3952 to the COR for review, by HAZMO, prior to any chemicals being brought onto Little Rock AFB.

The contractor shall maintain one copy of the MSDS for each hazardous material line item used within the work center. A monthly report shall be sent to the COR detailing quantities of all hazardous materials used in the previous month. The report is due by the 10th day of each month.

The contractor shall not use products that are or contain Toxic 17 chemicals, Extremely Hazardous Substances (EHS), Ozone Depleting Substances (ODS), and/or Persistent Bio accumulative and Toxic (PBT) chemicals. Any hazardous material containing one of these banned substances will not be allowed on base.

5.4.13 Training. The contractor shall ensure all employees complete the local Air Force Hazardous Communication, HAZMO, and hazardous waste training that is provided by Little Rock AFB Civil Engineering Squadron (CES). The contractor shall appoint a primary and alternate HAZMO and Hazardous Waste monitor. Monitors are responsible for training all contractor personnel regarding hazardous material containers maintained within Little Rock AFB and complete MSDS immediately upon receipt of new chemicals, products, or materials.

SECTION 6-REQUIRED MEETINGS AND BRIEFINGS

6.1 POST AWARD CONFERENCE: A post award conference shall be held via telecon before start of work. The purpose of this conference is for the Contractor to meet with the USAF Project Team, to include the Contracting Officer, Program Manager, and other Authorized Representatives and discuss contract administration, government expectations and the Contractor's quality control system. There may be occasions when subsequent conferences will be called by either party to reconfirm mutual understandings and/or address deficiencies in the QC or procedures which may require corrective action by the Contractor.

6.2 MONTHLY PROJECT MEETINGS: The Project Manager shall conduct a monthly project meeting telecon with the Contractor to discuss service order status, service order issues, PM schedule updates and coordination issues. The Contractor shall cover the following information in the monthly meeting:

6.2.1 Open Service Orders, numbers and issues

6.2.2 Service Order Schedule

6.2.3 PM Schedule

6.2.4 Equipment Operational Rates

6.2.5 Site/Installation issues requirement program attention

6.2.6 Any Service Order delays (either requiring Government or Contractor Action)

6.3 SERVICE ORDER PROCEDURES

6.3.1 General: Prior to conducting work on any service order the Contractor shall brief the Base COR or their designee on the Service Order Scope, Work Dates and any coordination requests. An out-brief shall be conducted upon the completion of work to the COR or their designee on the work completed, any information that is relevant to the facility regarding the completed work and any outstanding issues remaining from the work. In-briefs may be conducted on the phone, although onsite briefs may be required for more complex work.

Out-briefs must be completed onsite. A copy of the out-brief form shall be provided to COR via e-mail. The Contractor is responsible for having the COR sign the Service Order for in and out brief blocks. The signatories name must be written or typed legibly and include title.

The Contractor shall submit an in/out brief form within 20 days from award of contract.

6.3.2 In-Briefs: In-briefs could be conducted on the phone by prior to the Service Order visit and address (Contractor or Subcontractor staff shall meet with facility POC or their designee onsite if requested or need). At a minimum, in-briefs shall cover:

1. Schedule, start and finish dates

2. Logistics, including personnel access

3. Service Orders to be performed

4. Any repairs that are not addressed in SOs that can be evaluated or addressed via NTE by that sub while they are on site.

6.3.3 Out-Briefs: Out-brief shall be performed by techs on ground verbally and with a contractor provided service ticket. The out-brief shall address:

1. Whether all service order work was completed

2. Whether the systems worked on are operations, any systems found to be in a failed state

3. Any SO work that was not completed and reason

4. Any follow-on work required

5. Any remarks pertinent to the effort.

SECTION 7-PLANS AND DATABASES

7.1 OPERATIONS AND MAINTENANCE PLAN: Contractor shall develop an Operation and Maintenance Plan for this task order. The O&M Plan will be submitted within 21-days of award and include, as a minimum, the following:

7.1.1 Ramp-up/mobilization phase

7.1.2 Full Preventive and Corrective maintenance efforts, including: Tasks, frequency and staffing for Preventive maintenance based on manufactures’ data and system security standard

7.1.3 O&M Checklists

7.1.4 Procedures for responding to preventive and corrective maintenance service requests

7.1.5 Reports to be prepared and submitted, and records to be maintained

7.1.6 Standard test procedures to be performed for corrective and preventive maintenance

7.1.7 Activity Hazard Analysis for all work associated with performing this contract.

7.2 MAINTENANCE DATABASE: The Full Preventative Maintenance (FPM) site visits listed in the

Preventative Maintenance schedule shall include actions to develop an electronic database, maintained by the Contractor, on equipment repair costs (to the system level), deficiencies and problem areas that need corrective work, and to obtain information to update real property records.

The information obtained from recurring maintenance, inspections and tests shall be used to schedule the required maintenance and repair work through Contractor efforts as appropriate.

Maintenance, repair, inspection, and testing findings shall be electronically and manually recorded and maintained in permanent facility files. A scheduled maintenance plan listing equipment and frequency of maintenance shall be kept for each facility. Records in this database shall be maintained for the duration of the task order and turned over to the Government at completion of the task order.

In addition, the Government shall be allowed unlimited/unrestricted access fields related to the PWS in the Contractor developed database. This data base shall be compatible with Microsoft Office 2013 and the sole property of the government for any use the government deems necessary. The contractor shall not use this data base for any other purpose as it shall proprietary to the 19 CES Squadron, LRAFB, AR.

7.3 SERVICE ORDER DATABASE: All service orders shall be maintained by the Contractor in a database program (this may be combined with the maintenance database as long as required service order information can be extracted). The database shall maintain, at a minimum, all minor/emergency repair pending or performed on specified equipment (to include government real property inventory information) at the designated facility per Service Order. Records shall be maintained for the duration of the task order and turned over to the Government at completion of the task order. In addition, the Government shall be allowed unlimited/unrestricted access fields related to the PWS in the Contractor developed database. This data base shall be the sole property of the government for any use the government deems necessary. The contractor shall not use this data base for any other purpose as it shall be proprietary to the 19 CES Squadron, LRAFB, AR.

7.4 WARRANTY INFORMATION DATABASE: Contractor shall maintain a warranty database (this may be combined with the maintenance database as long as required warranty information can be extracted) of all equipment installed under this task order and warranty status. This list shall include vendor, model number, serial number, installation date, warranty start date, Contractor’s warranty expiration date, and equipment manufacturer’s warranty expiration date. Include in the Quarterly Maintenance Report.

7.5 UNSERVICABLE EQUIPMENT DATABASE: The Government shall provide a list of equipment at the facilities covered under this task order that is not serviceable for any number of reasons.

This equipment shall not be counted in performance metrics or covered under Full Preventative Maintenance procedures. The Contractor shall maintain a database (this may be combined with the maintenance database as long as required warranty information can be extracted) of any equipment that is determined to be unserviceable under this task order. Equipment may be added to this list only with the approval of the Contracting Officer. The Contractor must submit any facility requests to remove equipment from the task order or as determined by repair expenses or other factors for consideration.

This list will be provided in the quarterly.

SECTION 8-DOCUMENTATION

8.1 WRITTEN RECORDS: The Contractor shall provide a written record of all significant conferences, meetings (including the weekly project meeting), discussions, verbal directions, telephone conversations, etc., with Government representative(s) relative to this task order in which the Contractor and/or a designated representative(s) participates. These records shall be dated and identify the task order number, the paragraph references, if applicable, participating personnel, subject discussed, and conclusions reached. Meeting minutes and verbal direction shall be e-mailed to all meeting participants.

8.2 SERVICE REPORTS: All parts and materials used for non-routine service calls shall be itemized in the report. Both the contractor and the COR must sign the report before the service call can be officially closed. In addition to the required signature, the report shall include the date and time, location of barrier system, repairs performed, date and times repairs were completed, description of parts/materials replaced, actual cost, contract number, and name of the technician performing the repairs.

8.3 INITIAL BARRIER ASSESSMENT REPORT: The Contractor shall prepare and submit a written report, including the Inspection Checklist, to the COR within 10 days of the first FPMI performed. The report shall include identification of each barrier system, location, maintenance and repair performed if applicable, additional repairs needed, date of inspection, inspector, and overall condition of the barrier system. The Contractor will submit one report, sectioned with tabs according to barrier system location, to the designated COR.

8.4 MINOR WORK PLANS: The Contractor will submit work plans for al l Service Orders classified as medium or high complexity and service order evaluations of complete system rep lacements ( the Government will advise when a Minor Work Plan is required, costs for the p l a n to be include d i n the work Se rvice Orde r). Work plans must be approved prior to work begi nning.

Each work plan submittal will be submitted electronically along with the Service Order and are required for critical or major equipment items that impact traffic and require traffic/safety plans.

SECTION 9-SERVICE ORDERS

9.1 SERVICE ORDER TYPES: Service orders shall be separated into two different priorities when submitted under this task order. The priorities shall be Emergency and Routine.

9.1.1 EMERGENCY: A service order shall be designated an emergency if the repair is required to correct a situation that can cause injury or death, property damage, impedes traffic flow at an Active Control Point (ACP) (example, AVB stuck in the up position), or due to security threat levels.

Required Response Time: Six (6) hours from approval by the COR to be on site.

9.1.2 Routine: A service order may be designated a routine when expedited review is required to coordinate schedules or meet critical dates (crews on site for other work, materials with long lead times, critical to maintain operational rates, etc). A Routine designation will also be used for work that has facility interest due to security concerns or is designated as a priority by the Government.

Required Response Time: Twenty-four (24) hours from approval by the COR to be on site.

9.2 EMERGENCY SERVICE ORDERS: Upon official notification by the Installation to the Contractor, the Contractor shall have an appropriate technician contact the installation POC to determine the scope of the problem and to attempt to resolve the emergency over the telephone

9.2.1 Once the technician arrives on site and determines the extent of the repair required, the Contractor will provide the Government with an official service order document providing the relevant facts and proposed costs for the situation. It is expected that the Contractor be proactive in pursuance of emergency service order work.

9.2.2 For example, if the Contractor knows a GRAB barrier was deployed and the shear pins need replacement and twelve (12) net encasements were damaged in the emergency event; the technician should travel to the service call prepared to make the requisite repairs with known spare parts already in hand or in transit.

9.2.3 When travel to an Installation is required for emergency service order work, the technician will be on site within six (6) hours of the approved emergency service order NTP.

9.3 CORRECTIVE MAINTENANCE SERVICE ORDERS

9.3.1 During Full Preventative Maintenance: During performance of normal, scheduled full preventive and routine maintenance, unexpected equipment failures may be encountered.

Normal practice will be to schedule and conduct non-critical repairs during the normal Preventative Maintenance (PM) cycles in order to reduce costs. 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 spare parts become available.

Service Orders may be used to increase the length of time crews are at the Installation if the effort will result in a fully working barrier system or allow scoping a new service order for future required repairs.

9.3.2 Between Preventative Maintenance Visits: The Contractor may submit service orders for repairs that are required due to mission requirements, customer request, life-safety issues or to maintain equipment operational rates.

9.3.3 If the repair parts are readily available, the Contractor will submit a Service Order request which the Contracting Officer can approve immediately, in order to maintain continuity of the repair efforts and the schedule. Should the repairs require long lead procurement of parts, the barrier system will be placed in a safe and secure status mode until the repairs can be completed via service order or on the next scheduled preventive maintenance cycle.

Normal practice will be to make non-critical repairs during the normal PM cycles in order to reduce costs. In the case of critical repairs, it may be necessary for the Contractor to return to the installation outside the scheduled PM cycle to make repairs once the spare parts become available.

9.3.4 It is the Contractor’s responsibility to manage the service order process in such a manner as to maintain equipment operational rates, minimize equipment downtime and minimize costs.

9.4 SERVICE ORDER COST AND PRICING DATA: The Contractor shall submit a work scope and an itemized breakdown of the cost and pricing data which has sufficient enough detail to substantiate all costs proposed for the service order. The price breakdown shall describe all involved in the service order, whether the work was deleted, added, or changed.

9.5 REQUIRED SERVICE ORDER INFORMATION:

The following information shall be included on all service order forms.

9.5.1 The longest lead time for parts (or services, if applicable) on the service order form. The first page of the service order form must indicate if long lead items are present in the service order. A Notice to Proceed (NTP) will be requested for long lead items which have delivery period in excess of two weeks.

9.5.2 A scope of work that is sufficiently detailed such that the work in the estimates provided can be tied back to the scope. Detailed scope must be provided on the first page of the Service Order form.

9.5.3 The service order form will identify the Gate, Lane (inbound or outbound), and Priority of the Service Order.

9.5.4 The separate facilities tracking number for Service Order initiation, if provided.

9.5.5 Submit the facility request for maintenance with the Service Order, if applicable.

9.5.6 Provide the totals, with mark-ups, on the Service Order form.

9.5.7 Service Orders shall have the following five digit format for the first option year. The first two digits will designate the fiscal year (17) and a three digit service order number. The service order number will be separated from the first two numbers when they are presented together. Example: 17-001.

9.5.8 Service Order Revisions: Service orders submitted with revisions shall be annotated as a revision and contain a numeric value that represents the revision number. Example:

Revision 1. Added or deleted scope will be listed in the scope section and additional costs or credits will be clearly indicated

9.5.9 Material Pricing: Sufficient information shall be provided for each Service Order material item that will substantiate item pricing. Manufactures part numbers, key specifications, published catalog pricing, or product descriptions can be submitted to fulfill this requirement. In the case of proprietary equipment, the vendor will provide documentation that the prices provided have been charged on other task orders or on GSA price lists.

Pricing will be considered valid for one year after the initial approval unless documentation from the vendor is provided to verify a price increase has been implemented.

9.5.10 Material Deviations: Contractor shall provide documentation that parts substituted from the original device are acceptable to the manufacturer for use and do not void the warranty (if applicable).

9.5.11 Labor: Work hours, type of personnel performing the work and a description of the work to be performed shall be provided. Labor hours shall be broken down to multiple tasks and/or multiple tasks/multiple technicians in a manner such that labor reasonableness can be determined.