PWS with revisions 13 jul.docx

PERFORMANCE WORK STATEMENT

Intrusion Detection System (IDS) Preventive Maintenance Malmstrom Air Force Base, Montana

SECTION 1

DESCRIPTION OF SERVICE

1. SCOPE OF WORK

1.1. This Performance Work Statement (PWS) defines efforts required of contractor to manage, install, inspect, maintain, test, troubleshoot, repair, and certify all components of Malmstrom Air Force Base (MAFB) facility IDS. Currently MAFB utilizes MONACO D-700® IDS. The security system monitors numerous facilities on the installation. The contractor shall furnish sufficient workers, labor, transportation, specialized tools and equipment necessary to test/service/repair the components. The contractor is required to establish parts pricing and sourcing for all replacement parts or upgrades needed to maintain security system serviceability.

2. GENERAL REQUIREMENTS

2.1. Contractor must be a US-owned company and the contractor personnel must be US citizen(s). Contractors must submit a completed Contractor’s Entry Authorization List (CEAL) installation access at the pre-performance conference. The contractor shall comply with all requirements and procedures IAW AFFARS 5352.242-9000, Contractor Access to Air Force Installations. Personnel not meeting the minimal standards will not be issued an installation pass.

2.2. Contractor vehicles and operators shall comply with all State of Montana and MAFB vehicle operation and traffic requirements.

2.3. If requested by the government, technician shall provide advice and consultation for planning upgrades and/or replacements for the existing security system. Upgrades/replacements shall be addressed in accordance with the Work Request process described in this PWS.

2.4. Any infrastructure installed as part of this contract shall conform to the latest issue of the National Electric Code in effect at the time of contract award. If the National Electric Code changes during the course of the contract the most current version shall be used.

3. CONTRACTOR EMPLOYEES

3.1. The project manager shall coordinate all contract related efforts with the supported organization (341st Security Forces Squadron) and/or Contracting Officer’s Representative (COR).

3.2. Security. The contractor shall not employ persons for work on this contract if such employee is a potential threat to the health, safety, general well being or operational mission of the installation and its population.

3.3. Safety. The contractor shall perform work in a safe manner as required by OSHA Safety and Health Requirements. Provide a verbal report to the CO as soon as possible of each occurrence of damage to Government property or an accident resulting in death, injury, occupational disease, or adverse environmental impact. Provide a completed copy of required Accident Investigation Reports to the CO within five calendar days of each occurrence.

3.4. Appearance. Personnel shall present a neat appearance and be easily recognized as contractor employees. As a minimum, during performance of contract duties, contractor personnel shall maintain posession of proper Government-issued identification.

3. 5. Conflict of Interest. The contractor shall not employ any person who is an employee of the U.S. Government if employing that person would create a conflict of interest. Additionally, the contractor shall not employ any person who is an employee of the Department of the Air Force, either military or civilian, unless such person seeks and receives approval according to DoD 5500-7-R.

3.6. Training. The contractor can expect to attend formal training in Spokane, WA by Monaco Enterprises for the D-700alarm system. All direct costs for courses, including transportation, per diem and course fees shall be reimbursable using the Training CLIN. All training costs will be reimbursed IAW the Joint Travel Regulation, as approved by the CO. All training and travel receipts must accompany the resulting invoice for cost verification. Profit or fee will not apply.

4. EXISTING SYSTEMS MAINTAINED AND ADDITIONS

4.1. Malmstrom AFB utilizes MONACO® D-700 Enhanced Radio Alarm equipment and software to monitor all of its protected facilities containing individual security alarm systems. This requirement will cover 43 alarmed facilities in 26 different buildings. This computer-based monitoring equipment incorporates DOS proprietary software, able to monitor up to 9,999 zones and communicate with up to 1,368 radio transmitter/receiver units (transceivers). See attachment 3 of the solicitation for a listing of buildings and components.

4.1.1. The Malmstrom security network, described in this document, shall be fully maintained by the contractor. This network consists of two Monaco D-700 receiving stations (base units), Monaco BT2-8S Security Control Panel/Transceiver units and all associated system wiring & components located at each Base Defense Operation Center (BDOC) location and each protected area or facility.

4.1.2. All base security control panels report their status to the active monitoring receiving station through the use of encoded radio signals, with one exception. One protected area contains a standalone panel and its single output is hardwired directly to the D-700 receiving station located in the main BDOC.

4.1.3. The contractor shall be responsible for troubleshooting, repair, and replacement of all defective system components. Specifically, the contractor shall be responsible for performing maintenance and repair of all panels/transceivers, antenna systems, motion/vibration detectors, key pads, door switches, duress transmitters/receivers, associated security system wiring & any other equipment, which are part of a protected area’s security system.

4.2. Specialized equipment installed in Sensitive Compartmentalized Information Facilities (SCIFs) must be UL 2050 compliant and requires review and coordination by resident Special Security Officer (SSO). SCIFs systems will not be assessed or tested without pre-coordination with the 341 OSS/SSO government representative.

4.3. Contractor shall be responsible for programming any new facilities or additions to a current facility on the D-700 System at BDOC and the Alternate BDOC. The contractor shall backup the D-700 database anytime there is a reconfiguration to the system (i.e. adding a facility, adding more coverage on a current location, and restore it on the Alternate D-700 database).

5. SERVICING REQUIREMENTS

5.1. Maintenance records shall be compiled by the contractor in an automated database and be available for review at all times. Contractor shall submit a copy of all maintenance actions, and/or maintenance reports when requested by the Government.

5.2. Contractor shall notify the Government Contracting Officer of any delays or problems impacting task completion including nature of the delay and expected completion date.

5.3. Contractor shall perform additional work as directed by the Contracting Officer and only after contract modification.

5.4. Contractor shall provide technical support for their on-site personnel when necessary to assist in the resolution of maintenance issues including supplying specialty equipment such as man lifts, bucket trucks, pole lifts, etc. with operators within 3 days of identified need.

5.5. Contractor shall maintain an accurate inventory of all spare parts for the security system. This will entail issuing, coordinating ordering, expediting, and receiving of all spare parts. Contractor will also track all Preventive Maintenance Inspections (PMI), corrective maintenance tracking, and configuration management tracking, financial reporting, and on-site maintenance tracking.

5.6. Contractor shall furnish the government with phone numbers for use during routine and emergency situations. The contractor shall reply to all calls from the Government representative within 30 minutes. If a situation cannot be corrected via telephone consult, the following list of priority for maintenance actions will be followed: The Government representative determines when situations are considered “emergency” and “routine,” or “exceptions” based upon mission requirements for the area concerned.

5.6.1. EMERGENCY (Priority 1): Contractor will provide a 1-hour response for emergency (Priority 1) actions 24/7/365 (complete failure of the annunciation and display subsystem). A complete failure of the annunciation and display subsystem includes the alarm console at BDOC and all alarm points going to BDOC. The Contractor shall complete all repairs before site departure. The Contractor shall check with the Government representative to ensure no other emergency actions are pending before departing the site. In these cases, the Government representative will be on-duty security supervisory personnel.

5.6.2. ROUTINE (Priority 2): Contractor shall provide a same day response for routine (Priority 2) actions (i.e. battery faults, single sensor failure, etc.) if reported during normal duty hours (0700-1700). If reported after duty hours, response will be next duty day unless otherwise directed by the Contracting Officer’s Representative. A routine response will be for a failure of an alarm point(s) at one or multiple facilities, whose alarm point originates at BDOC.

5.6.3. Corrective Maintenance is defined as any work requested by users during normal business hours. All corrective maintenance will be entered, tracked and completed in a maintenance-tracking database. The Contractor shall accomplish corrective maintenance within 4 working days after initial submission of work request. Specified time excludes time waiting for the delivery of equipment, materials and Government holidays.

5.7. The Government requires all documentation be in either Microsoft Excel or Microsoft Word.

6. PREVENTIVE MAINTENANCE & INSPECTIONS

6.1. The initial assessment of each facility and a preventive maintenance schedule shall be due within 45 days after award. Thereafter, the Contractor shall provide monthly updates to the preventive maintenance schedule; reports shall be due the 10th of each month.

6.2. Based on initial review, the Contractor shall develop and maintain an approved Preventative Maintenance Inspections (PMI) schedule of preventive maintenance activities IAW manufacturer’s recommended maintenance in Microsoft Excel or an equivalent database.

6.3. The preventative maintenance program shall be designed to identify potential deficiencies prior to becoming system failures. The Contractor along with owner/user personnel shall inspect and perform operational tests on each IDS (e.g., all components to include sensors, keypads, and batteries, BMS, transceivers, integrity of all circuit wiring, etc.).

6.4. Report shall be in building number sequence; and include equipment name, part number, estimated start and completion date, individual or group responsible for the PMI, and remarks (i.e. awaiting parts, access to space). Inspection results shall be provided to the designated COR.

6.5. The Contractor shall use the PMI schedule as a baseline to add other scheduled maintenance events. After the Government accepts the Contractor’s PMI schedule, the Contractor shall provide monthly updates outlining completion, status, and changes to the baseline PMI schedule.

6.6. Preventive Maintenance (PM) for the systems shall include:

6.6.1. Scheduled/Preventative Maintenance: A semi-annual system inspection. Discrepancies shall be documented and presented to the COR. The contractor shall provide the COR with the checklist(s) used for PMIs.

6.6.2. Periodic Maintenance: Check and inspect all batteries ensuring the contacts are clean and load check with an appropriate battery analyzer. Test the electrical current on the terminal/transceivers with a watt meter.

6.6.3. Correction of near failure conditions discovered during inspections shall be brought to the attention of the COR.

6.6.4. Installation of Manufacturer-generated software updates as applicable shall be coordinated with the COR prior to installation of software upgrades.

6.6.5. Contractor shall develop Standard Operating Procedures (SOP) for all preventive maintenance activities. In cases where PM SOPs are not available, the Contractor shall accomplish preventive maintenance based on manufacturer’s technical documentation.

6.6.6. Contractor shall include in the PM&I reports or other monthly status updates a summary of all accomplished system tasks.

7. WORK REQUESTS

7.1. Ordering of Additional Work--Severable. This section establishes procedures for ordering additional work under the Work Request CLIN. The subject of any work request issued shall be within the general, unpriced scope of the contract; work requests will be used to obtain services necessary for the ultimate performance of this contract, which could not be sufficiently defined to be included in the Performance Work Statement (PWS). Limited interim support may be provided under work requests, but permanent changes shall be incorporated into the contract as soon as feasible; work requests shall not substitute for ongoing requirements of the PWS.

7.2. Issuance of Work Requests. Work requests may be issued at the sole discretion of the Contracting Officer during the term of the contract; the Government has no obligation to issue any such work request. The Contractor shall not proceed with the work until directed by the Contracting Officer.

7.3. Format and Administration of Work Requests. Each work request:

(1) Shall be issued on a Standard Form 30.

(2) Shall bear the number of this contract and the work request CLIN.

(3) Shall be dated and signed by the Contracting Officer.

(4) Shall be issued as a Firm-Fixed price.

(5) Shall describe the work to be performed and total price.

(6) Shall state the period of performance and, or, as applicable, any delivery schedule.

(7) Shall obligate the funds necessary for the performance of the work request.

(8) Shall be subject to the Terms and Conditions of the Contract.

(9) May authorize use of Government Furnished Equipment (GFE), Government Furnished Property (GFP), Government supplied services or facilities, or support as deemed appropriate by the Contracting Officer.

(10) May be modified subject to the same conditions as the original work request.

7.4. Request for Proposal. For each work request, the Government shall provide a Request for Proposal (RFP) to the Contractor. The RFP shall state the type of contract; period of performance and, or, as applicable, any delivery schedule; a description of the outcomes required; any Government provided resources in support of the work request; and any other terms and conditions applicable to the individual work request. The RFP may require some or the entire proposal to be submitted in electronic format. The Contractor shall provide a proposal within three calendar days for work estimated at less than $5,000, within five calendar days for work estimated at less than $25,000, within fourteen calendar days for work estimated at less than $100,000, and within thirty calendar days for all other work.

7.5. Negotiation. For each work request, the Contracting Officer and the Contractor shall negotiate, as applicable, other necessary terms or conditions. Failure to agree upon a reasonable total price, as well as any other necessary terms or conditions, shall be subject to resolution under FAR 52.212-4(d), Disputes.

8. LOGISTICAL SUPPORT & SUPPLIES

8.1. The contractor shall maintain supply availability for life cycle support, including maintaining existing inventory, ordering non-inventory items, and item disposition. The contractor shall provide, on an as required basis, necessary material, equipment and supplies. Parts purchases and upgrade purchases will be funded by the Government.

IAW the Logistical Support & Supplies CLIN. The contractor shall coordinate and receive approval from 341 SFS for purchases within the funded CLIN amount. Purchases outside the funded CLIN amount requires prior written approval from a contracting officer. At fiscal year end, all spending shall be a coordinated team effort between the contractor, 341 SFS and the contracting office.

9. INVENTORY MANAGEMENT

9.1. Contractor shall assume control of existing spare parts (back stock of commonly used parts). After reviewing existing spares, Contractor is to recommend spare part stock levels for the system based on manufacturer’s or system provider’s guidelines. Procurements of additional or replacement spare parts will be made in coordination with the Government representative.

9.2. The Contractor shall maintain the current database of spare parts equipment. At a minimum, the database shall cite information required in the monthly inventory report.

9.3. The Contractor is responsible for maintaining any equipment warranties. As warranties expire, the Contractor shall cite in the monthly status report the impending expiration. (The only current one is the new computer purchased for alternate BDOC, 1 year from date of purchase).

10. DATA DELIVERABLES

10.1. MONTHLY STATUS: The monthly status reports will contain maintenance actions that occur from the first day of the month to the last day of the month. Reports shall be submitted by the fifth business day of the following month. Monthly Status Reports shall include a summarization of Inventory Status, Configuration Status, Corrective Maintenance and Preventative Maintenance.

10.2. INVENTORY STATUS: This report shall be a comprehensive report containing a baseline of all spare parts. Report will contain allowance quantity, quantity on-hand, quantity on-order, part number, location, manufacturer, nomenclature, serial number, date issued, date received, end item application, and purchase/tracking number. Items will be identified if they are repairable, required for PMI, hazardous, test equipment, or require any special handling.

10.3. CONFIGURATION STATUS: This report shall be a comprehensive report containing a baseline of all known equipment installed by the Contractor. The report shall contain all current amended configuration data as a result of, but not limited to corrective and preventive maintenance and will contain nomenclature, location, date installed, manufacturer, model number, serial number, item cost, warranty information (including expiration and renewal dates for software and licenses) and applicable technical documentation with latest change or revision.

10.4. CORRECTIVE MAINTENANCE: Report shall be in priority sequence. Report shall detail priority, work order number, description of problem, parts required, technician’s name, date and time discovered, date completed, problem resolution, Government/Site Representatives name who requested the maintenance action, and if the corrective action was accomplished during a preventative maintenance, corrective maintenance, or during on-site support. Additionally, the Contractor shall note in a separate column whether the corrective maintenance action is a HARDWARE, SOFTWARE, RADIO FREQUENCIES or USER ERROR situation.

11. INVOICING

At the completion of each contract payment period (usually monthly), the contractor shall submit monthly invoice and all backup documentation to the QAP within three (3) workdays following the month services are provided. Contractor shall provide part numbers, descriptions, pricing, sources, delivery fees and expediting information to the Government representative for all required procurements. Any component/part that is not usable shall remain the property of the Government. Once the invoice is accepted and approved by the QAP, the contractor will be notified to submit payment request and receiving reports using Wide Area Work Flow (WAWF). Proper and timely submission of monthly invoicing is the sole responsibility of the contractor.

12. SUBCONTRACTING REQUIREMENTS. Subcontracting of maintenance procedures is not permitted.

13. COORDINATION WITH OTHER CONTRACTORS

The Government may undertake or award other contracts for additional work, including but not limited to associated construction, trenching, upgrade to fiber communication lines that may be aligned with this contract. The Contractor shall cooperate with the other Contractors and Government employees and adapt scheduling and performance of work under this contract to accommodate associated projects, heeding any direction that may be provided by the Contracting Officer. The Contractor shall not commit or permit any act that will interfere with the performance of work by any other Contractor and shall notify the 341 SFS representative and Contracting Officer if any conflict is anticipated.

SECTION 2

SERVICE SUMMARY

SERVICE SUMMARY. The Contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success. The government reserves the right to inspect all services identified in this PWS IAW FAR 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance.The COR conducts surveillance on the following items to ensure contract compliance.

& 8.1 8.1 90% operational capability at a single facility unless un-serviceability is due to government funding of contractor ordered parts

2.1. Contracting Officer’s Representative (Quality Assurance Personnel). The Contracting Officer will appoint a primary and alternate representative for management of the day-to-day activities of the contract. The identity, title, and authority of this representative will be provided in writing to the contractor after contact award.

2.2. Surveillance Approach: The intent of this plan is to primarily rely on the contractor’s internal quality control processes, changing the government’s role from “oversight” to “insight”. The original surveillance approach may not stay the same throughout the duration of the contract; therefore, all parties should be prepared to periodically update the surveillance approach when necessary. The goal of our surveillance approach is to gain confidence in the contractor’s way of doing business and then adjust the level of insight to a point that maintains that confidence.

2.3. Periodic Surveillance. This method requires the Quality Assurance Personnel (QAP) to employ a “spot check” style of evaluation based on the contractor’s schedule. Periodic surveillances will be conducted on a scheduled basis no less than monthly and may be adjusted, based on quality trends.

2.4. Customer Complaint. This method requires the customer to notify the QAP of alleged substandard support or service. The QAP will verify the complaint and notify the contractor of the complaint. The contractor shall acknowledge the complaint within 24 hours and inform the QAP of his recommendation. Any deficiency shall be documented and the contractor shall re-perform service immediately, if appropriate, or within 24 hours at no increase in contract amount. Failing to meet the performance threshold as outlined in the SS of these performance objectives in any combination for any two, or more consecutive or non-consecutive months during a contract period shall constitute an immediate Progress Meeting with the Multi-functional Team.

2.5. Standard. Failing to meet the performance threshold as outlined in the SS for any of these performance objectives in any one month period shall result in a letter of concern from the Contracting Officer. Failing to meet the performance threshold as outlined in the SS of these performance objectives in any combination for any two, or more consecutive or non-consecutive months during a contract period shall constitute an immediate Progress Meeting with the Multi-functional Team.

2.6. If the QAP identifies recurring instances of unsatisfactory performance, the Government may request to review the contractor’s internal quality control processes to ensure that they are sufficient.

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

SECTION 3

GOVERNMENT-FURNISHED PROPERTY AND SERVICES

3.1. GOVERNMENT-FURNISHED EQUIPMENT. Government-Furnished Equipment identified in FAR clause 52.245-2 shall be managed IAW the clause.

3.2. GOVERNMENT-FURNISHED FACILITY. There will be no Government furnished facility.

3.3. SECURITY POLICE AND FIRE PROTECTION. The government will provide law enforcement, fire protection, and security.

3.4. EMERGENCY MEDICAL SERVICES. The Government will provide first response emergency medical treatment for contractor personnel through the Malmstrom AFB Fire Department. Emergency medical transportation and treatment beyond the capabilities of the first responders will be provided by off base, non-government, emergency medical providers. Costs associated with those services shall be the responsibility of the contractor or individual employee.

Revision 1 16 July 2012

Revision 1 16 July 2012