Tab 1 AVB PWS 27May2025.docx

VB M&R Services

PERFORMANCE WORK STATEMENT

VEHICLE BARRIERS

MAINTENANCE AND REPAIR (VB M&R) SERVICES

Offutt Air Force Base Bellevue, Nebraska 68113 11 Feb, 2025

Table of Contents

1. PURPOSE, DESCRIPTION OF SERVICES, AND REQUIRED TASKS

1.1. PURPOSE

The purpose of the Vehicle Barriers Maintenance and Repair (VB M&R) Services is to provide preventive maintenance (PM), inspection, and minor repair for operational vehicle barriers at Offutt Air force Base (OAFB). The Contractor shall be required to perform all work under this contract in accordance with (IAW) this PWS.

1.2. DESCRIPTION OF SERVICES

The Contractor shall provide all personnel, labor, equipment, supplies, tools, materials, supervision, travel, periodic inspection, minor repair, and other items and services necessary to provide maintenance for vehicle barrier systems at Offutt Air Force Base. See the appendices below for specific gate/barrier system/equipment information for this location.

Vehicle barrier systems include but are not limited to: support equipment such as 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 all applicable commercial and United States (US) military standards/specifications as well as Federal, State, and local laws and regulations (see PWS Appendix C). It shall be the Contractor’s responsibility to manage the execution of the PWS requirements in such a manner as to maintain equipment operational rates IAW PWS Table 2: Services Summary, minimize equipment downtime, and minimize costs per the performance requirements listed below.

A barrier shall be defined as: A crash rated system that operates as a single unit regardless of the number of lanes that the barrier restricts. Examples of a one (1) barrier unit include a single drop arm/raising bar regardless of the arm/bar length, a net barrier operated by a single actuator system regardless of the length of the net, a single wedge barrier operated by independent actuators, or a bank of bollards not-to-exceed (NTE) four (4) bollards that operate as a unit (see PWS Appendix C).

1.3. DESCRIPTION OF REQUIRED TASKS

1.3.1. PREVENTIVE MAINTENANCE

The Contractor shall conduct the initial barrier PM service within thirty (30) calendar days of contract award. The Contractor shall provide a total of four (4) each quarterly maintenance, inspections, and repair services. PM services include those actions required to preserve and maintain the systems in such a condition to function efficiently. (Deliverable A001) The Contractor shall comply with the recommendations of the manufacturer, but the performance frequency shall be as stated in the appendices below. The Contractor shall be responsible for obtaining the manufacturer specifications. If the manufacturer specifications are not available, the Contractor shall adhere to the following order of precedence (higher to lower): contents of this PWS, Original Equipment Manufacturer (OEM) requirements, and industry standards. The Contractor shall perform PM and shall be responsible for the repair and replacement of all worn or failed components and parts. This includes, but is not limited to, installed additional systems (e.g. over speed and wrong way detection), video processing cards, Programmable Logic Controls (PLCs), relays, and parts that have reached their life expectancy and are prone to fail. Replacement parts shall be commercially available off-the-shelf (COTS) items when available, fully compatible with existing systems, and detailed in the quarterly report (see PWS Section 7.1). All new or replacement PLCs shall be open-source programmable code. The Contractor shall identify any additional in-scope repairs during PM (see PWS Section 8.3). (Deliverable A004 applies)

1.3.1.1. TECHNICAL DATA

The Contractor shall acquire the OEM’s Operations and Maintenance (O&M) information and provide an electronic copy to the installation/base to accompany their O&M Plan (see PWS Section 6.1) at the time of Task Order proposal submission. (Deliverable A002)

1.3.1.2. BARRIER PITS

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

1.3.1.2.1. BARRIER ENCASEMENTS

The Barrier Protective Encasements (Global Grab #500092 and #500096) are frequently damaged during Snow Season. The contractor shall include regular replacement of no more than 30 encasements every contract year. Any additional replacements shall be invoiced as a separate repair quote IAW Section 8.2/8.3. This shall be accomplished during the summer PM or by 1 June, whichever comes first.

1.3.1.3. CONTRACTOR HOTLINE

By time of contract award, the Contractor shall provide a customer service hotline phone number that can be accessed 24 hours a day, 365 days a year and be responsive to Government requests. The Contractor’s customer service function shall be managed to ensure responsiveness. To be responsive, Contractor personnel shall be available during all hours to respond to Government requests. The Contractor shall log all calls received and the response calls made by the Contractor. A Telephone Call Log shall be created for the Task Order which shall include the date, time, caller, brief description of the issue, response time for the Lead Technician, and resolution for each telephone call. The Contractor shall have a process for resolving the OFAB’s concerns and following up on unresolved requests.

1.3.1.4. TELEPHONE SUPPORT

The Contractor shall have an appropriate Lead Technician contact the Government within two (2) hours of notification to discuss and attempt to resolve the situation over the telephone, upon official notification by the CO or Contracting Officer’s Representative (COR) via the Contractor Hotline or other means. If the matter cannot be resolved via telephone support, a service call shall be necessary (see PWS Section 8.1).

1.3.1.5. ANNUAL TRAINING

The Contractor shall provide annual training sessions to facilitate proper use and operation of barrier systems at each barrier site covered in the Task Order (Deliverable A003a). The Contractor shall schedule the training session to occur in conjunction with a scheduled PM visit. Training shall be accomplished by the Lead Technician and/or the PM crew. No certified manufacturer representative is required to perform training. Training shall be scheduled with the installation at least forty-five (45) days in advance. The Contractor shall record the training session and provide one (1) copy of the recorded training to the Government on Digital Video Disc (DVD) within thirty (30) calendar days of the training session. (Deliverable A003b) The Contractor shall provide instruction and instruction materials on the training day to include instruction of all barrier systems operations, troubleshooting, and notification procedures. The Contractor shall summarize operations on laminated placards for placement in guard houses and other appropriate locations not accessible to unauthorized personnel. (Deliverable A003a)

1.3.1.6. PAINT/CORROSION CONTROL

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

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

If the barriers require sandblasting of non-galvanized surfaces in lieu of pressure washing, the Contractor shall submit a Service Order (SO) under the Additional In-Scope Work contract line item (see CLIN X004 of the contact) for CO evaluation and approval (see PWS Section 8.2). If the barriers require sandblasting, the Contractor shall sandblast bare metal and re-paint the entire barrier structure during summer PM including all metal parts below grade and the surface of the barrier and surrounding pavement, apply primer compatible with surface and topcoat, and apply applicable topcoat for the application in compliance with industry and safety standards. Sandblasting and repainting shall be done when there is excessive rust that is unsightly and determined by the CO, CA, or COR.

1.3.1.7. MINOR REPAIRS

The Contractor shall, during PM, immediately service any system that is not operating properly as well as supply and install parts to keep the system functional. All labor and work required to perform minor repair shall be included under the firm-fixed-price (FFP) PM CLIN (see CLIN X001). Minor repairs consist of $50 per barrier per quarter for parts and materials and shall be included in the FFP. The $50 minor repair parts threshold will be based on the unit price of the parts/materials per the invoice/receipt. The total cost of minor repair parts/materials per quarter shall not exceed the aggregate amount of minor repair parts/materials allowance per quarter. For example, maintaining and inspecting Five (5) barriers each quarter would provide an aggregate $250 allowance for minor parts/materials each quarter to be used on any combination of the Five (5) barriers within the Task Order. If the aggregate amount of total repair parts was $750, the Contractor shall be responsible for the first $250 of minor repair parts and materials. The Contractor shall submit a SO to the CO for evaluation and approval for the remaining parts and materials cost under the Additional In-Scope Work CLIN.

Examples of minor repair parts include, but are not limited to, light bulbs, plastic light lenses, hoses, cable/wire, fuses, sump pump, valves, switches, relays, etc. Minor repair parts do not include items identified and required for the quarterly or annual maintenance function identified in the PM O&M Plan (see the contact PWS Appendix E).

If the inoperable system(s) cannot be repaired during PM or requires parts in excess of the aggregate minor repair parts allowance, the Contractor shall notify the CO/COR immediately of the irreparable status of the barrier or barrier system.

1.3.2. ADDITIONAL IN-SCOPE WORK IDENTIFIED DURING PREVENTIVE MAINTENANCE

In-scope tasks for maintenance and repair greater than those required by PM and minor repair are defined as Additional In-Scope Work to ensure equipment operation or to ensure that facilities and equipment can perform per manufacturer’s recommendation over their normal lifecycle. Any Additional In-Scope Work shall be documented as a SO (see PWS Sections 8.2 and 8.3).

1.3.3. MAINTENANCE AND REPAIR LOG

The Contractor shall maintain and update a Maintenance and Repair Log and provide the Log quarterly to, and upon request by, the CO (see PWS Section 6.2). The Contractor may use the provided Microsoft Excel spreadsheet in the contracts PWS Appendix G, or their own format if approved by the CO and as long as the requirements in the PWS Appendix G are included at a minimum. The Maintenance and Repair Log shall include a complete history of maintenance tasks and repairs, indicating dates, name of company, and name of technician who performed the work. (Deliverable A005)

2. GOVERNMENT RESOURCES

2.1. GOVERNMENT PARTS/ITEMS

The Government may provide parts/items for repairs to the Contractor. The Government is under no obligation to provide any parts/items for repairs to the Contractor; however, if parts/items are available, the Government may decide to make these available to the Contractor. If parts/items are made available to the Contractor, these parts/items will not be considered Government Furnished Property because the items are incidental to the place of performance, Contractor personnel will perform work related to this contract on a Government installation, and the parts/items used by the Contractor will remain accountable to the Government.

As part of the PM task, the Contractor shall recommend a list of long lead time parts/items (defined as parts/items with a delivery period in excess of two (2) weeks) for the Government’s consideration for storage on-base. (Deliverable A001) The Government is under no obligation to store any long lead time parts/items for repairs on-base. The Government may store long lead time parts/items for repairs on-base only when the CO determines that it is in the best interest of the Government. Any long lead time parts/items shall be initially procured and replenished as required using the SO procedure (see PWS Section 8.2).

2.2. BASE SUPPORT SERVICES

The Government will provide emergency (police, fire, and medical) services at the installation level. Security Police services on Offutt AFB are provided and enforced by the Security Forces Squadron. For emergency services call 911. Non-emergency services can be requested by contacting Security Forces at (402) 294-4302. To report crime in progress, contact (402) 294-5677.The Contractor shall comply with fire prevention rules and regulations as outlined and enforced by the Offutt AFB Fire Prevention Branch. For routine inquiries regarding fire prevention matters, contact the Fire Prevention Branch at (402) 294-3778.

2.3. UTILITIES

The Contractor shall coordinate with the local CO/COR regarding utility availability such as water and electricity to accomplish the requirements of this Task Order. Any temporary connection of electrical lines that may be required shall be installed, maintained, and removed by the Contractor, and shall not be attempted until proper approvals are obtained from the local Base Civil Engineer office through coordination with the CO/COR.

3. CONTRACTOR PERSONNEL AND QUALIFICATIONS

3.1. CONTRACTOR AND SUBCONTRACTOR QUALIFICATIONS

The Contractor shall provide personnel possessing the skills, knowledge, and training to satisfactorily perform the services required, and shall submit documentation to the CO/COR prior to work starting. This includes a listing of employees who will work on the contract and the credentials needed to perform VB M&R as described in the sections below. (Deliverable A009) Personnel performing work under this PWS shall remain employees of the Contractor (or Subcontractor) and shall not be considered employees of the Government. For PM’s only, PM crew shall contain a minimum of one (1) Lead Technician and one (1) Barrier Technician.

3.2. LEAD TECHNICIAN

The Lead Technician performing the work shall be trained on the specific barrier(s) at the military installation and have no less than three (3) years’ experience inspecting and maintaining barriers, barrier control systems, and military safety barrier control systems. The Lead Technician’s experience in barrier control systems and safety control systems shall include documented experience in troubleshooting, modification, maintenance, and repair of barrier and traffic control systems. The Contractor shall be required to submit to the CO/COR qualification documentation (Deliverable A009) for all employees certifying proof of qualifications regarding the employees’ backgrounds and suitability to perform relative to their criteria in the areas of PM work on vehicle barriers, completion of annual training of Government personnel, qualifications of personnel, quality control, emergency service calls, routine service calls, additional in-scope work, a safety plan, etc. within five (5) calendar days prior to Task Order performance. A Lead Technician possessing the required qualifications shall oversee all the work including the work of Barrier Technicians on the site. The Lead Technician shall be present when work is being performed for PM, Routine and Emergency Service Calls, and Additional In-Scope Work.

3.3. BARRIER TECHNICIAN

The Barrier Technicians performing the work shall be trained on the specific barrier(s) at the military installation and have no less than one (1) year of experience inspecting and maintaining barriers, barrier control systems, and traffic control systems. The Contractor shall be required to submit to the CO/COR qualification documentation for all employees certifying proof (Deliverable A009) of qualifications regarding the employees’ backgrounds and suitability to perform relative to their criteria in the areas of PM work on vehicle barriers, completion of annual training of Government personnel, qualifications of personnel, quality control, emergency service calls, routine service calls, additional in-scope work, a safety plan, etc. within five (5) calendar days prior to Task Order performance.

3.4. NON-QUALIFIED BARRIER TECHNICIAN

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

3.5. WELDING

If a Contractor or Subcontractor employee performs welding, they shall be certified in the Shielded Metallic Arc Welding process utilizing the American Welding Society (AWS) Code of AWS D.1.1 in the 3G and 4G positions for 1” thick A-36 structural steel. The Contractor shall produce a current welding certification to the CO/COR for each employee performing welding prior to the commencement of any work involving welding. (Deliverable A008) The Contractor shall coordinate with and obtain an installation-specific welding and cutting permit issued by the local Base Civil Engineer office via coordination with the CO/COR prior to any cutting or welding.

3.6. ELECTRICAL

Each Contractor or Subcontractor employee performing electrical work on barrier systems shall meet fitness/license requirements per the National Electric Code (NFPA 70) and any local State regulations. The Contractor shall ensure a person who possesses a current Cardio Pulmonary Resuscitation (CPR) certification be present at all times when electrical work is being conducted. (Deliverable A009)

4. SAFETY/ENVIRONMENTAL

4.1. GENERAL

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

4.2. VOLUNTARY PROTECTION PROGRAM (VPP) AND INCORPORATION OF SAFETY AND HEALTH PLAN The Voluntary Protection Program (VPP) requires that Contractors provide their employees safety and health protection equal in quality to that provided to AF employees. Contractors shall be responsible for managing their safety and health program, ensuring that the safety and health rules of the installation are followed, and flowing down VPP requirements to all Subcontractors whose employees work more than 1,000 hours per quarter on a Government installation under their contract. The Contractor shall provide a Total Case Incidence Rate (TCIR) and Days Away, Restricted, or Transferred (DART) Case Rate data and OSHA Form 300A at time of proposal submittal and then annually by the 15th of January to the Ordering CO for inclusion in the installation’s annual VPP Safety and Health Management Report. The Contractor shall ensure its employees and managers have a comprehensive understanding of VPP as well as full compliance with OSHA requirements. Contractors, whether regularly involved in routine site operations or engaged in temporary projects, shall follow the safety and health rules of the installation or VPP site. Detailed information on VPP is available on the OSHA website at http://www.osha.gov/desp/vpp/index.html.

4.3. BARRIER OPERATIONS

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

· A barrier system which does not provide a minimum of four (4) seconds of warning to drivers prior to the engagement of the barrier closing the traffic lane.

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

· An active vehicle barrier (AVB) that engages automatically without human direction to activate.

4.4. GREEN PROCUREMENT PROGRAM (GPP)

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

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

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

4.5. SAFETY DATA SHEET

In order for installations to meet the requirements of Air Force Instruction (AFI) 32-7086, Hazardous Materials Management, and IAW FAR 23.302, if hazardous materials are expected to be used during Task Order performance, the Contractor shall be required to submit hazardous materials data per the requirements of Federal Standard No. 313 and FAR Clause 52.223-3, Hazardous Material Identification and Material Safety Data, so that the materials can be properly authorized, managed, and tracked (Deliverable A007). The Contractor shall identify/list any hazardous material, as defined under the latest version of Federal Standard No. 313, to be delivered under the Task Order as part of their Task Order proposal submission. Each hazardous material item shall be identified on a Safety Data Sheet (SDS, formerly known as a Material Safety Data Sheet or MSDS) per FAR Clause 52.223-3. All Contractor employees shall have ready access to the SDS while they are on the work site, and there shall be no barrier to access the SDS to any Contractor employees or the Government.

4.6. HAZARDOUS MATERIALS/WASTE SPILLS

The Contractor shall take every reasonable precaution to prevent spills of hazardous materials (HAZMAT) in the performance of the Contractor’s tasks under this Task Order. The Contractor shall immediately report any HAZMAT spills to the installation’s fire department (phone number to be provided in each TOPR) IAW the installation’s Spill Prevention, Control, and Countermeasure (SPCC) Plan. The Contractor shall comply with this plan when handling and storing all oils, fuels, and HAZMAT. The SPCC Plan can be provided to the Contractor by the Ordering CO upon the Contractor’s request. The Contractor shall clean and dispose of all HAZMAT spills IAW local, State (of this Task Order’s location), and Federal laws and regulations and the installation’s Environmental Guide. The Contractor shall bear full financial obligation incurred from cleaning and disposing of HAZMAT spills, or release of HAZMAT within the confines of the installation and/or facility caused by Contractor employees.

4.7. ENVIRONMENTAL COMPLIANCE/HAZARDOUS MATERIALS

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

5. REQUIRED MEETINGS AND BRIEFINGS

5.1. QUARTERLY PROJECT MEETINGS

Prior to the Quarterly Maintenance, the Contractor shall conduct a meeting via teleconference with the Government to discuss Task Order status, issues, work schedule, traffic control plans, and coordination plans. The Contractor shall cover the following information in addition to other agenda items:

· Open SOs, numbers, and issues

· PM and SO schedule

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

· Equipment operational rates

· Site/Installation issues requiring program attention

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

· Traffic control and road closings (Deliverable A006)

5.2. PREVENTIVE MAINTENANCE OR SERVICE ORDER IN/OUT BRIEFS

5.2.1. GENERAL

Prior to conducting PM or Additional In-Scope Work, the Contractor shall provide an in-brief to the CO/COR five (5) business days prior to commencement of work. In-briefs shall be conducted on the phone unless Contractor staff needs to meet with installation facility staff on-site. In-briefs may also be combined with the Quarterly Project Meeting (see PWS Section 5.1). Out-briefs shall be conducted on-site with the CO/COR upon completion of work to inform the CO/COR of work completed, any information that is relevant to the facility regarding the completed work, and any outstanding issues remaining from the work.

5.2.2. IN-BRIEFS

At a minimum, minutes from in-briefs shall include the following information: (Deliverable A006)

· Identifying PM or SO

· Scope of work

· Schedule, start, and finish dates

· List of Contractor personnel

· Logistics, including personnel requiring base access

· Traffic control and road closing

5.2.3. OUT-BRIEFS

At a minimum, minutes from out-briefs shall include the following information: (Deliverable A006)

· Status of all completed work

· System operational status

· Review of PM Checklist

· Any SO work that was not completed and reason

· Notification of de-energization of system

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

· Any remarks pertinent to the effort

6. PLANS AND DATABASES

6.1. OPERATIONS AND MAINTENANCE PLAN

The Contractor shall develop an Operations and Maintenance (O&M) Plan for each individual gate that is part of the Task Order. The O&M plan must include the checklist and test procedures developed to maintain and inspect all of the unique barrier and barrier support equipment at each individual gate as a system of systems. This installation has three (3) gates which means three (3) separate and unique checklists and test procedures that combine the unique equipment at each gate are required for this Task Order. The STRATCOM gate also has 6 drop arms. The gate-specific PM checklist and test procedures will combine to form the majority of the O&M Plan for each individual gate. The O&M Plan shall be part of the Contractor’s proposal submission to be evaluated by the Government prior to the award of Contract and include, at a minimum, the following (Deliverable A002)

· PM Checklist based on site-specific equipment and the manufacturer’s service manual. One (1) checklist is required that combines all of the equipment at each gate identified in the Task Order, i.e. separate checklists that holistically represent the equipment at each individual gate as a system of systems. (For an example of items that are expected to be on the PM Checklist, see Appendix E.)

· Individual, unique, and detailed test procedures for barrier operations and safety system testing for each gate that is part of the Task Order. The test procedures shall be uniquely tailored for each gate’s equipment and combine the unique equipment at each gate as a system of systems. At a minimum, these test procedures shall be accomplished after the Contractor’s work is complete and before the system is turned back over to the Government. (For an example of items that are expected to be on the test procedure checklist, see the PWS Appendix E.)

· Reports to be prepared and submitted, and records to be maintained.

· Recommend list of long lead time parts for consideration for storage on-base.

6.2. MAINTENANCE AND REPAIR LOG

The Contractor shall develop and maintain a maintenance and repair log. (Deliverable A005) The Contractor may use the provided Microsoft Excel template/spreadsheet in the MAC IDIQ’s PWS Appendix G, or the Contractor may use their own format if approved by the CO and as long as the requirements in the PWS Appendix G are included at a minimum. A maintenance and repair log shall be kept for each facility. For the purpose of this contract, a facility shall be defined as the collection of equipment at a given gate or location. The log shall contain a list of equipment at the facility, the frequency of maintenance on the equipment, the warranty information for all equipment having remaining manufacturer’s warranty, all equipment installed under the Task Order, and warranty status on new equipment. This list shall include vendor, model number, serial number, installation date, warranty start date, the Contractor’s warranty expiration date, and the equipment manufacturer’s warranty expiration date (see PWS Section 10.6). The log shall also contain equipment repair costs (to the system level), deficiencies, and problem areas that need corrective work. Non-serviceable equipment shall also be listed on the maintenance log but shall not be counted in performance metrics or covered under PM procedures. Equipment may be added to this list only with approval of the CO. The Contractor shall submit any requests to remove equipment from the Task Order or as determined by repair expenses or other factors for consideration. Records in the log shall be maintained for the duration of the Task Order and turned over to the Government at completion of the Task Order. The maintenance and repair log as submitted by the Contractor will be electronically recorded and maintained by the Government in the permanent facility files. The information obtained from the maintenance and repair log shall be used to schedule the required maintenance and repair work through Contractor efforts as appropriate and update real property records as necessary.

7. DOCUMENTATION OF MAINTENANCE AND REPAIR

7.1. QUARTERLY REPORTS

The Contractor shall provide actual dates of completed PM and SOs since the previous quarterly report and a list of pending SOs and associated work plans (including work that does not have an assigned SO, e.g. pending subcontractor proposals, warranty, etc.) that have been identified by the CO/COR or the Contractor. The Contractor shall clearly designate if the pending SO was initiated by the Government (CO/COR) or the Contractor. (Deliverable A001)

7.1.1. QUARTERLY REPORTS CONTENT

The Contractor shall include the following in each quarterly report:

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

· Separate report sections for PM at each gate location

· Separate report section for each SO repair effort (if any)

· Dates, times, and locations of PM performed/SO repairs and when repairs were completed for barrier systems

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

· Narrative describing deficiencies and problem areas that need corrective work

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

· Maintenance, repair, inspection, and testing findings identified

· Maintenance and Repair Log and completed PM Checklist

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

· Minutes from In-briefs

· Minutes from Out-briefs

· Minutes of Quarterly Project Meetings

· Telephone Call Log

· Operational Rate

· Supporting photographs, if requested by the Government (Deliverable A001)

8. SERVICE CALLS, SERVICE ORDERS, AND ADDITIONAL IN-SCOPE WORK

8.1. SERVICE CALL TYPES

Service Calls shall be separated into two (2) different categories: Emergency and Routine. The difference between Emergency and Routine is the on-site response time of six (6) hours for Emergency Service Calls versus twenty-four (24) hours or 1000 hours (the ordering installation’s local time) the next business day (whichever is greater) for Routine Service Calls. The Government reserves the right to take emergency or routine actions necessary utilizing its own resources to correct any situation that can cause injury, death, or property damage, or impede traffic flow or installation security.

8.1.1. EMERGENCY AND ROUTINE SERVICE CALLS

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

8.1.2. EMERGENCY

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

Required Response Time: The Lead Technician shall be on-site within six (6) hours from approval by the CO. Within six (6) hours from arrival on-site, the Lead Technician shall complete the troubleshooting, make the needed minor repairs (NTE $100 for parts per call based on the unit price of the parts/materials per the invoice/receipt) and/or system adjustments to return the barrier to operational status, or place the barrier into safe mode where traffic can operate over barriers safely until repairs can be completed. This is included in the FFP for Service Calls. If the barriers cannot be returned to operational status within six (6) hours and under the $100 minor parts threshold included in the FFP Service Call, the Contractor (Lead Technician) shall provide the CO/COR with a repair plan before the Contractor leaves the site. After leaving the site, the Contractor shall provide the repair plan’s estimate and schedule for the proposed SO (per PWS Section 8.2) within forty-eight (48) hours of the Lead Technician’s visit unless otherwise negotiated. (Deliverable A004)

8.1.3. ROUTINE

All other Service Calls shall be classified as Routine.

Required Response Time: The Lead Technician shall be on-site within twenty-four (24) hours or by 1000 hours (the ordering installation’s local time) the next business day (whichever is greater) starting from approval by the CO. Within six (6) hours from arrival on-site, the Lead Technician shall complete the troubleshooting, make the needed minor repairs (NTE $100 for parts per call based on the unit price of the parts/materials per the invoice/receipt) and/or system adjustments to return the barrier to operational status, or place the barrier into safe mode where traffic can operate over barriers safely until repairs can be completed. This is included in the FFP for Service Calls. If the barriers cannot be returned to operational status within six (6) hours and under the $100 minor parts/call threshold included in the FFP Service Call, the Contractor (Lead Technician) shall provide the CO/COR with a repair plan before the Contractor leaves the site. After leaving the site, the Contractor shall provide the repair plan’s estimate and schedule for the proposed SO (per PWS Section 8.2) within 48 hours of the Lead Technician’s visit unless otherwise negotiated. (Deliverable A004)

8.2. SERVICE ORDER

Once the qualified Lead Technician arrives on-site and determines the extent of the repair required, the Contractor shall notify the CO/COR of the scope and cost of the repairs. If the repairs cannot be made within the time (six (6) hours or twenty-four (24) hours) or cost (NTE $100 for parts per call) limits of the Service Call per PWS Sections 8.1.2 and 8.1.3, the Contractor shall submit a SO for CO evaluation and approval. The official repair SO document shall include the relevant facts and proposed costs for the situation (see the PWS Appendix D).

The Contractor shall be proactive in resolving repairs for the SO. For example, if the Contractor knows a GRAB barrier was deployed and the shear pins need replacement, the Lead Technician should travel to the SO prepared to make the requisite repairs with known spare parts already in-hand or in-transit.

8.3. ADDITIONAL IN-SCOPE WORK

Contracts for the performance of maintenance, modification, and repair of various items generally contain Additional In-Scope Work requirements. Additional In-Scope Work requirements task the Contractor to identify needed repairs and recommend corrective action during regular PM or during the performance of a Service Call. If identified, the Contractor shall submit a SO identifying the Additional In-Scope Work and, if appropriate, the CO may authorize the Contractor to proceed with the work. Additional in-scope work exceeding $2,500 shall be IAW FAR 16.505(b)(1).

When Additional In-Scope Work is required, the CO may issue a modification (Standard Form 30) to the Task Order using the appropriate ordering period’s Additional In-Scope Work CLIN (X004). The CO will evaluate and approve a SO to execute the Additional In-Scope Work identified by the Contractor during scheduled PM or during the performance of a Service Call.

Additional In-Scope Work requests must be determined by the CO to be within the scope of the basic contract. All Additional In-Scope Work shall be authorized prior to performance of the work, and the price of such work must be determined to be fair and reasonable and must be priced on a FFP basis by the Ordering CO.

8.3.1. ADDITIONAL IN-SCOPE WORK IDENTIFIED DURING PREVENTIVE MAINTENANCE AND SERVICE CALLS During performance of PM, or as a result of an Emergency/Routine Service Call, unexpected equipment failures in excess of the minor repair parts allowance may be encountered. In this scenario, the Contractor shall notify the CO/COR immediately. The notification shall include a written statement to identify recommended repairs and recommend corrective action along with a SO indicating the date of completion to make the repair to include labor, material, travel, and incidental costs to accomplish the work. When a Task Order requires work not covered by PM/Service Calls, the Contractor shall not continue with any of the additional work discovered unless the CO authorizes it. The additional work authorization may be in the form of a modification to the Task Order on a Standard Form 30 issued by the CO, using the appropriate ordering period’s Additional In-Scope Work CLIN (X004) and establishing a separate subline (referred to as SubCLIN) for each instance of additional work. All additional work requirements must be determined by the CO to be within the scope of the Contract, and the price of the additional work must be determined to be fair and reasonable by the CO.

Standard practice shall be to schedule and conduct non-critical Additional In-Scope Work during the normal PM cycles in order to reduce the amount of travel costs. Contractor shall prevent, mitigate, and eliminate unnecessary expense. In the case of critical repairs, it may be necessary for the Contractor to return to the installation outside the scheduled PM cycle to complete repairs once the materials become available.

8.3.2. ADDITIONAL IN-SCOPE WORK/SERVICE ORDER INFORMATION

The Contractor shall submit a Statement of Work (SOW) and an itemized breakdown of the cost or pricing data with sufficient detail to substantiate all costs proposed for the SO. The breakdown shall describe all repairs involved for the Additional In-Scope Work. The following information shall be included in all SOs (see the PWS Appendix D):

· The longest lead time for parts/items (or services, if applicable) must be indicated on the first page. Authorization shall be requested for long lead parts/items which have a delivery period in excess of two (2) weeks.

· A SOW that is sufficiently detailed such that the work in the estimates provided can be tied back to the scope of the Contract. The detailed scope must be provided on the first page.

· Supporting photographs of deficiency being repaired (if applicable).

· Identify the gate, lane (inbound or outbound), and priority of the work.

· Separate facilities tracking number for Additional In-Scope Work, if provided.

· Submit the facility request for maintenance on Air Force Form 332 (http://static.e-publishing.af.mil/production/1/af_a4/form/af332/af332.pdf), if applicable.

· Provide the total cost for labor, material, travel, and other costs for the Additional In-Scope Work.

Material Pricing: Sufficient information shall be provided for each SO material item to substantiate the item’s price. Manufacturer part numbers, key specifications, published catalog pricing, or product descriptions can be submitted to fulfill this requirement. In the case of proprietary equipment, the Contractor shall provide documentation that the prices provided have been charged on other contract numbers or on the General Services Administration’s (GSA) price lists. Pricing shall be considered valid for ninety (90) calendar days after the initial approval unless documentation from the Contractor is provided to verify a price increase has been implemented.

The Contractor shall provide parts that are from the OEM or equal and fully compatible for use and do not void any applicable warranties. Replacement parts shall be COTS items when available and fully compatible with existing OEM systems and detailed in the quarterly report. Used or refurbished parts are acceptable if the Contractor’s proposal identifies it as providing benefit to the Government.

Work hours, types of personnel performing the work (see PWS Section 3), and a description of the work to be performed shall be provided. The price breakdown shall include sufficient detail to permit an analysis of all costs associated with labor hours. Tasks shall be separated at the request of the Government if it is unclear as to where labor is allocated relative to the scope.

The SO shall be emailed to the Ordering CO with the following subject line:

Task Order Number, Service Order Number, Priority Level, and Site/Location

9. PERFORMANCE EVALUATION

9.1. SURVEILLANCE

Verification of performance objectives and surveillance for actual VB M&R services will be accomplished through the COR at the installation/base level. CORs will perform inspections and surveillance IAW the base-specific Quality Assurance Surveillance Plan (QASP), which contains the information within PWS Table 2: Services Summary. The COR will evaluate Contractor performance of the services listed in Table 2: Services Summary to determine if the performance thresholds are met, and all surveillance will be documented with the QASP Checklist. All actions taken by the Contractor to correct deficiencies found by the Government as a result of quality assurance surveillance, and by the Contractor as a result of quality control, shall be at the Contractor’s own expense and without additional reimbursement by the Government. Defective repairs shall be accomplished (referred to as a “callback”) within five (5) business days. Re-performance shall be the preferred method of correcting any unacceptable performance.