PWS - Automatic Doors Maintenance Service - Offutt AFB_.docx

FA4600-20-SS-006

SOURCES SOUGHT SYNOPSIS: Note that this is NOT a request for quotes or proposals; the 55th Contracting Squadron, Offutt Air Force Base, NE, is seeking information for market research purposes only for the following services listed below:

This is a Sources Sought announcement. The 55th Contracting Squadron intends to award a contract to maintain specified automatic doors to comply with ANSI A156.10 standards for the American National Standard for power operated doors. They must also meet the American Association of Automatic Door Manufacturers (AAADM) recommendations for an annual inspection conducted by an AAADM certified inspector. The contractor is required to furnish all labor, tools, parts, materials, and facilities necessary to provide quarterly maintenance on all automatic doors as specified in the Performance Work Statement.

The designated NAICS Code is 811219 and a Size Standard of $16.5 million.

Your response shall include the following information:

· Size of company (i.e., large, small, 8(a), HUBZONE, WOSB, Veteran Owned, Small Disadvantaged Business, Service Disabled Veteran Owned, etc.),

· Relevant past performance on same/similar work dating back to the last three (3) years and your company’s capability to do this type of work.

· Teaming Arrangements to include relevant past performance on same/similar work dating back the last three (3) years.

Documentation of technical expertise and capability must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition (see Performance Work Statement attachment). It is imperative that business concerns responding to this Sources Sought articulate their capabilities clearly and adequately.

The information should be sent to 55 CONS preferably via e-mail to russell.mihely@us.af.mil by 2:30 p.m. Central Standard Time on 20 April 2020.

IF A SOLICITATION IS ISSUED IT WILL BE ANNOUNCED AT A LATER DATE. All interested parties must respond to that solicitation announcement separately from the responses to this announcement. No reimbursement will be made for any costs associated with providing information in response to this announcement.

PERFORMANCE WORK STATEMENT

for MAINTENANCE AUTOMATIC DOORS at Offutt AFB, NE Base Contract 18 March 2020

Reviewed:

APPROVED:

Table of Contents

Section Number and Title Page Number

1. Description of Services 3

2. Service Summary 4

3. Government Furnished Property and Services 6

4. General Information 6

5. Contractor/Employee Base Pass and Identification and Vehicle Passes 8

6. APPENDICES 10

Appendix A, Area Maps and/or Site Plans 11

PERFORMANCE WORK STATEMENT

SERVICE CONTRACT

MAINTAIN AND REPAIR AUTOMATIC DOORS

Offutt Air Force Base, NE

1.0 DESCRIPTION OF SERVICES. The contractor shall inspect and maintain the specified automatic doors to comply with ANSI A156.10 standards for the American National Standard for power operated doors. They must also meet the American Association of Automatic Door Manufacturers (AAADM) recommendations for an annual inspection conducted by an AAADM certified inspector. The contractor is required to furnish all labor, tools, parts, materials, and facilities necessary to provide quarterly maintenance on all automatic doors as specified in Paragraphs 1.1, 1.2, and 1.3.

1.1. Initial Inspection. Initially the contractor and a government representative shall jointly determine the working order and condition of all equipment no later than 14 days after the notice to proceed. This initial inspection will serve as the first quarter of the Base year. The government will direct the contractor to replace the missing items, accomplish the repair and the contractor will be reimbursed therefore. The contractor and the government representative shall certify their agreement as to the working order of the equipment within 10 calendar days after completion of initial inspection.

1.2. Inspections, Testing and Maintenance. The contractor shall perform quarterly inspections and testing on all automatic doors. The contractor shall perform minor maintenance, lubrication, adjustments and preventive maintenance during inspections and repair service calls to ensure reliable and continuous safe operation of the doors. The contractor shall prepare and submit a written report within 10 days of the inspections. The report shall include identification of door system, location, maintenance work performed, repairs needed, and date of inspection, inspector, and overall condition of the door. The maintenance work shall be in accordance with commercial practices or manufacturer’s specifications. The contractor shall notify the COR any time work is starting and when work is complete.

1.2.1. Consumable Items. The Contractor, at no additional cost to the government, shall supply consumable items such as grease, oil, hydraulic fluid, etc., and shall properly remove waste materials resulting from the Contractor’s operations to legally permitted disposal site(s) off base. Maintenance shall include, but not be limited to; cleaning, oiling, adjusting, and replacement of parts. All maintenance work shall have at least a 90-calendar day material and workmanship warranty and 90-calendar day parts warranty, unless the manufacturer warranty is greater than 90 days, then the greater warranty shall prevail.

1.2.2. Work Schedule. The contractor shall submit a planned work schedule to the COR for approval no later than 10 calendar days after contract award and no later than 10 calendar days after the award of each option year. The contractor shall submit a documented report to the COR on all automatic door inspections, tests or maintenance work performed, noting discrepancies, system impairments, estimated repair cost and recommendations.

1.3. Repair Service Calls. The contractor shall provide repair services within 24 hours of notification, to repair any automatic doors at locations designated in the contract. The contracting officer (CO) or the Contract Officer Representative (COR) will notify the contractor of repairs to make from the customer service call. The contractor shall report to the work location, survey the repair, and make the repairs only if funds are readily available at that time or provide the CO or COR an estimated cost of repair. The estimate must include the part number, unit price, description and supplier and number of labor hours, to include hourly rate(s) based off the Service Contract Labor Standard to the COR within 24 hours of diagnostic, for the particular service call. All repair work shall be in accordance with normal commercial practices. If all work is not completed within three (3) days of notification, the COR must be notified. Damage to doors and related equipment caused by government personnel/equipment thru misuse/neglect will be estimated separately and repair work will not be accomplished until notified by the CO or COR. The contractor shall notify the COR any time work is starting and when work is complete.

1.3.1. Emergency Services. The contractor shall provide emergency services within 6 hours to repair an automatic door as determined by the government. For purposes of this specification, an emergency situation is any condition that requires immediate action to eliminate life or serious injury hazards to personnel, prevent loss or damage to government property, or restore essential services. The contractor shall supply a list of parts necessary for repair consisting of: part number, unit price, description and supplier and number of labor hours, to include hourly rate(s) based off the Service Contract Labor Standard to the COR with 24hours of diagnostic. It is anticipated that this service will be required five (5) times per year. If all work is not completed within two (2) days of notification, the COR must be notified. The contractor shall notify the COR any time work is starting and when work is complete.

2. Service Summary (SS): The contract service requirements are summarized in performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimally acceptable levels of service required for each requirement. The SS and the contractor’s Quality Control Plan provide information on contract requirements, the expected level of contractor performance and the expected method of government surveillance and confirmation of services provided. These thresholds are critical to mission success. Procedures as set forth in the FAR 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance, will be used to remedy all deficiencies.

Perform Quarterly Preventive Maintenance on All Automatic Doors.

-Check with operating or area personnel for deficiencies

- Check for proper operation, binding, or misalignment; adjust as necessary.

- Check and lubricate door glides, pulleys, and hinges.

-Inspect and lubricate motor gearbox, drive chain or belt and motor; adjust and/or replace as necessary -Check electrical operator, wiring, connections and contacts for frays, kinks, wear, etc; adjust and or replace as necessary -Clean area around door and tracks; free from debris, trash -Verify door sensor operation, clean housing; adjust or replace as necessary.

-Fill out maintenance checklist and report deficiencies.

Repair Service Calls -Report within 24 hrs.

-Diagnostic of door and associated hardware -Provide estimate of repairs within 24 hours.

-Report of findings IAW PWS.

Emergency Services.

-Report within 6 hrs. for repairs -Diagnostic of door and associated hardware -Provide estimate of repairs within 24 hours.

-Report of findings IAW PWS.

2.1. Quality Control. The contractor shall develop and maintain a quality control program to ensure services are performed in accordance with commonly accepted commercial practices and services identified in this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-performance and continual repeat of defective service does not occur. A written Quality Control Plan shall be submitted to the government representative for review, feedback and approval. The plan shall be submitted no later than the 30 days after contract award. The plan shall specifically address the contractor’s strategy to provide quality workmanship, continual process improvement and for correcting deficiencies as required.

2.2. Quality Assurance. The government shall inspect and evaluate the contractor’s performance to ensure services are received in accordance with requirements set forth in this contract. The COR shall inspect by watching actual task performance, physically checking an attribute of the completed task, checking a management information report, investigating customer complaints, conferring with facility managers, or otherwise inspecting the task or its results to determine whether or not performance meets the standards contained in this PWS. The COR will use the contractor’s work schedule or modified version thereof, to record surveillance results. Results of the surveillance then become the official Air Force record of the contractor’s performance. When a performance threshold has not been met or contractor performance has not been accomplished, the COR will initiate and provide the CO a Corrective Action Report (CAR) or Customer Complaint Form (CCF)for issuance to the contractor. The contractor shall respond to the CAR or CCF IAW instructions provided and return it to the CO within 10 calendar days of receipt.

2.3 Surveillance Method.

2.3.1 Periodic Surveillance. This method requires the COR to employ a “spot check” style of evaluation based on the contractor’s schedule. Periodic surveillances will be conducted on a scheduled basis (monthly or annually) and may be adjusted, based on quality trends.

2.3.1.1. Any unsatisfactory inspection (defect) result shall be recorded, and the contractor shall re-perform the service after notification by the COR.

2.3.1.2. Failing to meet the performance threshold as outlined in the SS for any of these performance objectives in any quarterly period shall result in a warning or letter of concern from the CO.

2.3.1.3. Failing to meet the performance threshold as outlined in the SS of these performance objectives in any combination for any two, or more consecutive or non-consecutive quarters during a contract period shall constitute an immediate Progress Meeting with the Multi-functional Team. All remedies shall be in accordance with the FAR 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance.

2.3.2. Periodic Progress Meetings. The CO, COR, and the contractor shall met annually to discuss the contractor’s performance. The following topics may be discussed: opportunities to improve the contract, any modifications required of the contract, unsatisfactory inspections and trends against each performance objective observed, positive performance and steps taken by the contractor to prevent unsatisfactory occurrences in the future. The contractor shall provide a summation of unsatisfactory inspections and customer complaints and provide insight into any identified trends.

2.3.2.1. The minutes of these meetings will be reduced to writing by the contractor, signed by the CO and any other signatures as deemed appropriate, distributed to the functional area and the contractor. Should the contractor not concur with the minutes, the contractor will provide a written notification to the CO identifying areas of non-concurrence for resolution.

3. Government Furnished Property and Services. No Government Facilities or Equipment will be provided.

4. General Information.

4.1. Hours of Operation. The contractor shall perform the services required under this contract during the following hours. The contractor is not required to perform services on Federal Holidays.

4.1.1. Normal Base Hours. Base hours of operation are 0730 hours until 1615 hours, Monday-Friday excluding holidays. The contractor may find it necessary to deviate from the normal base hours of operation, to ensure timely completion of work under this PWS at no additional cost to the government. A contractor representative shall be available to answer questions until 1615 hours on normal duty days.

4.1.2. Federal Holidays.

New Year’s Day - 1 January Martin Luther King Day - 3rd Monday in January Washington’s Birthday - 3rd Monday in February Memorial Day - last Monday in May Independence Day - 4 July Labor Day - 1st Monday in September Columbus Day - 2nd Monday in October Veteran’s Day - 11 November Thanksgiving Day - 4th Thursday in November Christmas Day - 25 December

4.1.2.1. If these holidays fall on Saturday, the preceding Friday will be observed. If these holidays fall on Sunday, the following Monday will be observed. If a holiday falls on a scheduled service day, the contractor will be responsible for rescheduling services for the first day post the holiday observance.

4.1.3. Base Closures. Work scheduled but not accomplished because of base closure due to weather, exercises, or actual alert, will be accomplished as soon as possible after reopening the base.

4.2. Traffic Laws. The contractor and its employees shall comply with base traffic regulations.

4.3. Environmental Management System. Offutt AFB has implemented an Environmental Management System (EMS) and every contract employee that will physically work on the installation is required to take initial EMS awareness training. The contractor shall ensure all employees, prior to their performance of any contract work on the installation will complete the EMS Awareness Level Training at ESOHTN.com. The employee’s printed training certificate is required to be provided to the COR for inclusion in the contract file NLT 10 days following the effective date of the contract. Any new or replacement employee shall receive this training prior to commencing work on Offutt AFB and the proof of acknowledgement shall be forwarded to the COR no later than the end of the week the employee begins work. This training is a 20 minute requirement. Questions regarding the training should be addressed to the COR.

4.4. Contract Manager. The contractor shall establish and maintain an office through which the contract manager or alternate(s) can be contacted during work hours. The contract manager or alternate shall be available during normal duty hours to meet on the installation within 2 hours with the government personnel designated by the CO to discuss problem areas. The Contractor shall provide the COR telephone number(s) where surveillance results and complaints can be reported. The contractor shall also provide to the CO the names and phone/pager numbers of contractor POCs for after business hours including nights, weekends, and holidays. This information will be kept updated by the contractor whenever personnel changes occur. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to the daily operation of this contract.

4.5. Personnel. Contractor personnel shall present a neat appearance. Contractor personnel shall be easily recognizable while on the installation in conjunction with this contract. This shall be accomplished through the wear of distinctive clothing, overcoats, rain gear, or hats, bearing the company name or logo. The coloring or design of the items selected should be such that identifies personnel easily and quickly for reasons of safety and personal protection.

4.5.1. Personnel Restrictions. The government is authorized to restrict the employment under the contract of any contractor employee or prospective contractor employee, who is identified as a potential threat to the health, safety, security, general well being, or operational mission of the installation and its population.

4.6 Schedules. The contractor shall submit a schedule for all services described in this PWS to the COR for approval within 10 days of contract award. The contractor shall be allowed 20 days to adjust work schedules based on inspections, use, traffic, with facility managers, and if applicable. This second work schedule shall be submitted to the COR for approval within 10 days after the first contract month period. The contractor shall not deviate from the approved schedule without prior approval from the Contracting Officer, Contracting Officer's Representative or COR. Permanent changes to the schedule must be submitted 10 days before implementation and receive Contracting Officer approval before the Government will allow the proposed changes. The schedule may be submitted electronically using a file format compatible with Government software programs such as "Microsoft Office" software.

4.7.1 Schedule Changes: Occurrence based (non-permanent) schedule changes due to customer requests or base exercises shall be submitted to the COR.

5. Contractor/Employee Base Pass and Identification, Special Clearances and Vehicle Passes. The contractor shall comply with all requirements and procedures IAW FAR 5353.242-9000, Contractor Access to Air Force Installations. All documentation shall be submitted at the pre-performance conference.

5.1. Security Requirements. The contractor will be working in a secure area and will abide by all applicable rules and regulations. The contractor will coordinate with the appropriate government representative for government escorts to be present while working on the job site.

5.1.1 Listing of Employees. The contractor shall maintain a current listing of employees. The list shall include the employee's name, driver’s license number and AF 75 number. The list shall be maintained on and provided to the government in log form on the electronic submittal tracking system. The list shall be updated within a week when an employee's status or information changes.

5.1.2 Security Training. The contractor shall ensure all employees receive initial and recurring security education training from the sponsoring agencies security manager if required. Training must be conducted IAW DOD 5200.1-R, Information Security Program Regulation, and AFI 31-401, "Information Security Program Management". Contractor personnel who work in Air Force controlled/restricted areas must be trained IAW AFI 31- 101, The Air Force Installation Security Program.

5.1.3 Pass And Identification and Base Entry. An Air Force Form 75 (AF 75), Visitors Pass is required for all employees and vehicles. The AF 75 will be issued IAW OAFBI 31-101, section 8.5.11. The contractor shall ensure the pass and identification items required for contract performance are obtained and renewed (as required) for employees and non-government owned vehicles. Contractors shall access the base using the contractor gate (south entrance) and are subject to vehicle search. Contractors will be responsible for escorting all material trucks required for the project from the contractor gate to the job site and back off base. Escort privileges must be included in the AF 75 request for an individual to be an escort.

5.1.4 Retrieving Identification Media. The contractor shall retrieve all government identification media, including vehicle passes from employees who depart for any reason before the contract expires; e.g. terminated for cause, retirement, etc. The contractor must turn in badges for all employees under the contract for final payment to be made.

5.1.5 For Official Use Only (FOUO). The contractor shall comply with DoD 5400.7-R, Chapter 4, DoD Freedom of Information Act (FOIA) Program, requirements. This regulation sets policy and procedures for the disclosure of records to the public and for marking, handling, transmitting, and safeguarding FOUO material.

5.1.6 Reporting Requirements. Contractor personnel shall report to an appropriate authority any information or circumstances of which they are aware may pose a threat to the security of DOD personnel, contractor personnel, resources, and classified or unclassified defense information. Contractor employees shall be briefed by their immediate supervisor upon initial on-base assignment.

5.1.7 Physical Security. The contractor shall be responsible for safeguarding all government property and controlled forms provided for contractor use. At the end of each work period, all government facilities, equipment, and materials shall be secured.

5.1.8. Controlled/Restricted Areas. The contractor shall implement local base procedures for entry to Air Force controlled/restricted areas where contractor personnel will work. An AF Form 2586, Unescorted Entry Authorization Certificate, must be completed and signed by the sponsoring agencies Security Manager before a Restricted Area Badge (RAB) will be issued. Not all workers will require a RAB, only supervisors and/or shift foremen will require restricted access and will have escort authority for other employees. Contractor employees must have submitted a National Agency Check (NAC) and have a favorable local files review before receiving a Restricted Area Badge. Access shall be granted IAW AFI 31-501, Personnel Security Program Management.

5.1.9 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 persons. The contractor shall not duplicate any keys issued by the government.

5.1.9.1 Lost or Duplication of Keys. The contractor shall immediately report to the COR or Program Manager any occurrences of lost or duplicated keys. In the event keys, other than master keys, are lost or duplicated, the contractor may be required, upon written direction of the contracting officer, 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 re-keying and deduct the cost of such from the quarterly payment due the contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the government and the total cost deducted from the quarterly payment due the contractor.

5.1.9.2 Key Usage. The contractor shall prohibit the use of keys, 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.

5.1.10 Explosives or Fire Arms. The contractor shall NOT use or possess explosives or fire arms.

5.1.11 Routes. The contractor shall use only established roadways, entrances, and exits as prescribed by the Government Construction Representative.

5.1.12 Locations. The contractor’s employees shall be restricted to areas within the contract scope plus direct routes to and from the site from off base.

5.1.13 Seat Belts. The use of seat belts by all vehicle and equipment occupants is required at all times while in vehicles and movable equipment.

5.1.14. Parking. The Contractor’s employees shall park only in areas designated by the Chief of Construction Management for this purpose.

5.1.15 Vehicle Emblems. The contractor’s commercial vehicles shall display emblems indicating the company name.

5.2. Airfield Driving. Any person operating a motor vehicle inside the airfield fence on Offutt AFB must have in their possession a current AF IMT 483 Certificate of Competency for airfield driving. Training to obtain the Certificate of Competency is approximately 3 hours per individual and will be conducted by the CE airfield driving program manager. Only individuals with the Certificate of Competency are authorized to have the code to access the flight-line. Giving the gate codes to unauthorized individuals or not following procedures outlined in the training, such as FOD checks when entering the flight-line, will result in immediate revocation of the individual’s Certificate of Competency. Any possible contract delays or costs associated with an individual’s revocation of the Certificate of Competency are the contractor’s responsibility and shall be at no additional cost to the government. The contract performance period will not be extended due to loss of airfield access for failure to follow established procedures and guidance.

6.0. Appendices. The government will make all publications, forms, references and report formats listed available. Publications can be accessed on-line at http://www.e-publishing.af.mil/. Supplements or amendments to listed publication from any organizational level may be issued during the life of the contract. The contractor shall immediately implement those changes in publications, which result in a decrease, or no change in the contract price. Prior to implementing any such revision, supplement, or amendment that will result in an increase in contract price, the contractor shall submit to the CO a price proposal and obtain prior approval. Price proposals shall be submitted within 15 calendar days from the date the contractor receives notice of the revision, supplement, or amendment giving rise to the increase in cost of performance. Changes in the contract price due to supplements and amendments shall be considered under the FAR 52.212-4, Contract Terms and Conditions - Commercial Items clause. Failure of the Contractor to submit a price proposal within 15 calendar days from the date of receipt of any change, shall entitle the government to performance in accordance with such change, at no increase in contract price.

APPENDIX A –Equipment Covered By This Agreement and Its Location Are As Follows:

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