Attach. 1 - Statement of Work (Amend 01).pdf

FA462024QA213 – FY25 Barrier Maintenance Attach.1 Statement of Work (Amend 01)

STATEMENT OF WORK (SOW)

FOR FAIRCHILD AFB WA

VEHICLE BARRIERS MAINTENANCE, REPAIR (VB M&R)

AND INSPECTION SERVICES

2 April 2024

FA462024QA213 – FY25 Barrier Maintenance Attach.1 Statement of Work (Amend 01)

1. DESCRIPTION OF SERVICES.

1.1. PURPOSE

The purpose of the Vehicle Barriers Maintenance and Repair (VB M&R) and Inspection Contract is to provide preventive maintenance (PM), inspection, and minor repair for operational vehicle barriers identified as Real Property at Fairchild AFB WA.

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 Fairchild Air Force Base.

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. It is the Contractor’s responsibility to manage the execution of the SOW requirements in such a manner as to maintain equipment operational rates, minimize equipment downtime, and minimize costs per the performance requirements listed below.

For the purpose of this contract, 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.

1.3. DESCRIPTION OF REQUIRED TASKS

1.3.1. PREVENTIVE MAINTENANCE

The Contractor shall conduct the initial barrier PM service within thirty (30) days of contract award. The Contractor shall provide a total of twelve (12) (one each month) maintenance, inspections, and repair services. PM services include those actions required to preserve and maintain the systems in such a condition to function efficiently. The Contractor shall comply with the recommendations of the manufacturer, but the performance frequency shall be as stated in this contract. The Contractor is 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 SOW, Original Equipment Manufacturer (OEM) requirements, and industry standards. The Contractor shall perform PM and will be responsible for the repair and replacement of all worn or failed components and parts. This includes, but is not limited to, installed additional systems (e.g. over speed and wrong way detection), video processing cards, Programmable Logic Controls (PLCs), relays, and parts 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 monthly report (see SOW 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 SOW Section 8.3).

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 SOW Section 6.1) at the time of contract proposal submission if the Government does not provide this information for the vehicle barrier and equipment to the Contractor with the contract.

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 PMs include procedures to ensure barrier heaters (as applicable), drainage systems, in-ground vehicle detection, and Infrared detection systems are operating properly.

1.3.1.3. CONTRACTOR HOTLINE

The Contractor shall provide a customer service hotline phone number that can be accessed 24 hours a day, 365 days a year after contract award to be responsive to Government requests. The Contractor’s customer service function shall be managed to ensure responsiveness. To be responsive, Contractor personnel must 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 contract 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 must have a process for resolving the AF installation’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 to discuss and attempt to resolve the situation over the telephone, upon official notification by the CO or Government Point of Contact (POC) via the Contractor Hotline or other means. If the matter cannot be resolved via telephone support, a service call may be necessary (see SOW 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 Fairchild AFB. The Contractor shall schedule the training session to occur in conjunction with a scheduled PM visit. Training may be accomplished by the Lead Technician and/or the PM crew. No certified manufacturer representative is required to 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) days of the training session. Instruction and instruction materials shall be provided by the Contractor 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.

1.3.1.6. PAINT/CORROSION CONTROL

Prepare and touch-up paint for rust control as needed. The contractor shall ensure that there is no exposed metal on painted surfaces. If an exposed surface or rust is identified, the contractor shall prepare the surface by removing identified rust and paint the exposed metal.

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. Minor repairs consist of $50 per barrier per month 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 eight (8) barriers each month would provide an aggregate $400 allowance for minor parts/materials each month to be used on any combination of the eight (8) barriers within the contract. If the aggregate amount of total repair parts was $800, the Contractor is responsible for the first $400 of minor repair parts and materials. The Contractor shall submit a Service Order (SO) to the Contract Officer (CO) and or the Government Point of Contact (POC) 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.

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/POC 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 SOW 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 monthly to, and upon request by, the CO (see SOW Section 6.2). The Contractor may use their own format if approved by the CO and if the requirements in this SOW 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.

1.3.4. BARRIER SYSTEM CONTROLS SCHEMATIC

The Contractor shall provide AF system controls schematic and documentation items as follows:

1) Schematics of the PLC for both basic controls and military safety controls; 2) Electrical wiring diagrams for complete control system; 3) Lists of all PLC inputs and outputs; and 4) Lists of PLC control system parts/specifications. The detailed controls schematic(s) should use Ladder Logic Format for each separate access control point. The format of the schematic(s) will be in Ladder Logic Format (AUTOCAD or Word). Format of the document(s) will be in Microsoft Word.

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. 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 will be initially procured and replenished as required using the SO procedure (see SOW Section 8.2).

2.2. BASE SUPPORT SERVICES

The Government will provide emergency (police, fire, and medical) services at the installation level. The contact information is as follows: Dial 911 and notify dispatcher that you are on Fairchild AFB.

2.3. UTILITIES

The Contractor shall coordinate with the local CO/POC regarding utility availability such as water and electricity to accomplish the requirements of this contract. Any temporary connection of electrical lines that may be required 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/POC.

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/POC prior to work starting that the employees who will work on the contract hold the credentials needed to perform VB M&R as described in the sections below. Personnel performing work under this SOW shall remain employees of the Contractor (or Subcontractor) and shall not be considered employees of the Government. The 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 minimum of 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 must include documented experience in troubleshooting, modification, maintenance, and repair of barrier and traffic control systems. The Contractor is required to submit to the CO/POC qualification documentation for all employees certifying proof of qualifications regarding the employee’s background 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 contract 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 must 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 minimum of experience inspecting and maintaining barriers, barrier control systems, and traffic control systems. The Contractor is required to submit to the CO/POC qualification documentation for all employees certifying proof of qualifications regarding the employee’s background 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 contract 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/POC for each employee performing welding prior to the commencement of any work involving welding. 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/POC 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 Cardiopulmonary Resuscitation (CPR) certification be present at all times when electrical work is being conducted.

4. SAFETY/ENVIRONMENTAL

4.1. GENERAL

The Contractor shall comply with all Federal, State, and local laws and safety regulations.

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

4.2. BARRIER OPERATIONS

The Contractor shall notify the CO/POC 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.

4.3. SAFETY DATA SHEET

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

3. All Contractor employees shall have ready access to the SDS while they are on the work site, and there can be no barrier to access the SDS to any Contractor employees or the Government.

4.4. 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 contract. 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 contract’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 or facility caused by Contractor employees.

4.5. ENVIRONMENTAL COMPLIANCE/HAZARDOUS MATERIALS

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

5. REQUIRED MEETINGS AND BRIEFINGS

5.1. MONTHLY PROJECT MEETINGS

The Contractor shall conduct a monthly project meeting via teleconference with the Government to discuss contract 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 by Access Control Point (ACP) Equipment operational rates Site/Installation issues requiring program attention Any SO delays (either requiring Government or Contractor action) Traffic control and road closings

5.2. 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/POC five (5) 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 Monthly Project Meeting (see SOW Section 5.1). Out-briefs shall be conducted on-site with the CO/POC upon completion of work to inform the CO/POC 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:

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:

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 contract. The O&M plan must include the checklist and test procedures developed to maintain and inspect the unique barrier and barrier support equipment at each individual gate as a system of systems. This installation has two (2) gates which means two (2) separate and unique checklists and test procedures that combine the unique equipment at each gate are required for this contract. 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 a contract and include, at a minimum, the following:

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 contract, i.e. separate checklists that holistically represent the equipment at each individual gate as a system of systems.

Individual, unique, and detailed test procedures for barrier operations and safety system testing for each gate that is part of the contract. 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.

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. The Contractor may use their own format, if approved by the CO. 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 contract 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 SOW 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 must submit any requests to remove equipment from the contract or as determined by repair expenses or other factors for consideration. Records in the log shall be maintained for the duration of the contract and turned over to the Government at completion of the contract. The maintenance and repair log as submitted by the Contractor will be electronically recorded and maintained by the Government in the permanent facility files. The information obtained from the maintenance and repair log will be used to schedule the required maintenance and repair work through Contractor efforts as appropriate and update real property records as necessary.

7. DOCUMENTATION OF MAINTENANCE AND REPAIR

7.1. MONTHLY REPORTS

The Contractor shall provide actual dates of completed PM and SOs since the previous months 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/POC or the Contractor. The Contractor shall clearly designate if the pending SO was initiated by the Government (CO/POC) or the Contractor.

7.1.1. MONTHLY 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, contract 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 Monthly Project Meetings Telephone Call Log Operational Rate Supporting photographs, if requested by the Government

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/POC 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/POC 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.

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/POC 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 SOW Section 8.2) within forty-eight (48) hours of the Lead Technician’s visit unless otherwise negotiated.

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/POC 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 SOW Section 8.2) within 48 hours of the Lead Technician’s visit unless otherwise negotiated.

8.2. SERVICE ORDER (SO)

Once the qualified Lead Technician arrives on-site and determines the extent of the repair required, the Contractor shall notify the CO/POC 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 SOW 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.

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 will be IAW

FAR 13.106-2.

When Additional In-Scope Work is required, the CO may issue a modification (Standard Form

30) to the Contract/Task Order using the appropriate ordering period’s Additional In-Scope Work CLIN. 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 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 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/POC immediately. The notification will 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, and incidental costs to accomplish the work. When the contract 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. 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. Contractors are highly encouraged to prevent, mitigate, and eliminate unnecessary expense. In the case of critical repairs, it may be necessary for the Contractor to return to the installation outside the scheduled PM cycle to complete repairs once the materials become available.

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 which has 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:

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.

Provide the total cost for labor, material, travel, and other costs for the Additional In-

Scope Work.

Material Pricing: Sufficient information must 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 must 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 SOW 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:

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

9. PERFORMANCE EVALUATION

9.1. METHODS

Surveillance methods include review of quarterly reports, periodic surveillance, periodic surveys, and customer complaints.

9.2. BARRIER SYSTEM OPERATIONAL RATES

Each AVB shall be operational at least ninety-six (96) percent of the time. Operational is defined as all barrier systems or crash beams being fully functional (Green or Yellow Rating) at the ACP.

The operational rate is an annual measure beginning after the first instance of PM. Operational downtime shall begin once the Contactor is notified of the non-operational barrier.

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

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

9.3. DELIVERABLES

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

TABLE 1:

DATA ITEM REQUIRING OFFICE TITLE

A001 FAIRCHILD AFB STATUS REPORTS – CONTRACT

A002 FAIRCHILD AFB TRAINING MATERIALS – TASK ORDER

A003

FAIRCHILD AFB BARRIER SYSTEM CONTROLS SCHEMATIC –

CONTRACT

10. GENERAL, ADMINISTRATIVE, AND SECURITY

INFORMATION

10.1. PUBLIC DISCLOSURES

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

10.2. HOURS OF OPERATION

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

Main Gate: 24/7 (Peak Hours 0600-0900 and 1530-1730) Rambo Gate: 0600-1700 Mon-Fri

January 1 New Year's Day 3rd Monday in January Martin Luther King, Jr. Day 3rd Monday in February President's Day Last Monday in May Memorial Day June 19th Juneteenth July 4th Independence Day 1st Monday in September Labor Day 2nd Monday in October Columbus Day November 11th Veterans Day 4th Thursday in November Thanksgiving Day December 25th Christmas

10.3. WORK COORDINATION

The Contractor shall coordinate all work with the CO/POC at least ten (10) days in advance with the exception of Service Calls. Coordination for Service Calls follows the procedure in SOW Section 8.1. The Government is not responsible for any costs incurred by the Contractor resulting from failing to coordinate work with the CO/POC. If the Contractor plans to use radio/CB transmissions in the performance of work, radio transmission frequency must be approved by the

CO/POC.

10.4. 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 area, 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 from the worksite. The Contractor shall be responsible for all work area, traffic barricades, and traffic flagging operations when required.

10.5. REPLACEMENT EQUIPMENT DISPOSITION

The disposition of all replaced equipment including batteries shall be coordinated with the CO/POC as identified in the contract. Unless the CO/POC states in writing that the replaced equipment shall be turned in to the CO/POC, the Contractor shall properly dispose of the equipment or materials off-base.

10.6. WARRANTY

IAW FAR 12.404(b), the Contractor shall provide at least the same warranty terms, including offers of extended warranties, offered to the general public in customary commercial practice.

At a minimum, the Contractor shall provide a one-year parts and labor warranty for all components installed during the performance of the contract. The warranty shall commence upon replacement of parts or system completion and acceptance. System acceptance is defined as approval by the CO/POC. After being notified of a problem with a component under warranty, the Contractor shall investigate the issue and respond to the CO/POC within twenty-four (24) hours, to include weekends. For warranty documentation, refer to SOW Sections 6.2 and 7.1.1.

10.7. PERFORMANCE OF SERVICES DURING CRISIS DECLARED BY THE

NATIONAL COMMAND AUTHORITY

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, IAW the terms and conditions of the contract, during periods of crisis until appropriately released or evacuated by military authority. The services provided for by this contract are deemed mission-essential during crisis and emergencies and shall continue normal operation. See Department of Defense Federal Acquisition Regulation Supplement (DFARS) Clause 252.237-7023, Continuation of Essential Contractor Services.

10.8. GOVERNMENT DATA RIGHTS

The Government will retain rights to all documents, materials, electronic files, and configuration data produced under the contract . All documents and materials under the contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the Contractor without written permission from the CO. All materials supplied to the Government will be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

10.9. OPERATIONS SECURITY (OPSEC) PROVISIONS

10.10.1 Operations Security (OPSEC) Requirements. Contract personnel will apply OPSEC to protect sensitive and/or critical information and operational indicators from disclosure. Contractor personnel will:

10.10.1.1 OPSEC Awareness Training. Within 30 days of commencing contract employment, and annually thereafter, study the provided OPSEC awareness training materials provided. Contractor OPSEC training must be documented. Initial and annual OPSEC training credit may be satisfied through organizational training. Additionally, contractor personnel will:

10.10.1.2. Become familiar with the types of sensitive (critical) information and operational indicators which must be protected from disclosure.

10.10.1.2.1. Comply with OPSEC measures listed in Paragraph 4 of the directed FAFB OPSEC Measures letter.

10.10.1.2.2. Avoid publishing critical information, operational indicators or other sensitive information via social media and other Internet-based capabilities.

10.10.3. OPSEC Measures. DoD Contractors must ensure their employees’ professional and personal conduct do not compromise the organization’s sensitive missions and related information.

Contract personnel will comply with provisions listed in the directed level of Fairchild AFB Contractor OPSEC Measures.

Appendix A: AVBS Equipment/Map

FA462024QA213 – FY25 Barrier Maintenance

APPENDIX A: AVBS EQUIPMENT/MAP

1. AVBS Equipment

See below for the make and model of Active Vehicle Barrier System (AVBS) currently in use at Fairchild Air Force Base. Note that they are situated at two different gate locations.

a. Main Gate

i. 2x M50/P2 Defender Barriers

b. Commercial Gate (Rambo Road Gate)

i. 3x DSC TT212 EC Drop Arms

ii. 1x GRAB300 Net

2. AVBS Locations/Map

See page two below for a map of Fairchild Air Force Base, annotated with the gate locations and which barrier systems are present at each.

Appendix A: AVBS Equipment/Map