PWS_Traffic_Light_MX_CES_Rev_4__5Mar15.pdf

PERFORMANCE WORK STATEMENT

FOR

TRAFFIC SIGNAL

MAINTENANCE AND REPAIR

LANGLEY AFB, VA

Langley AFB, VA 05 March 2015

TABLE OF CONTENTS

SECTION NUMBER AND TITLE PAGE NUMBER

1.0 Description of Services 2

2.0 Services Summary 4

3.0 General Information 4

4.0 Appendices

Appendix 1 9-10 Appendix 2 11 Appendix 3 12

PERFORMANCE WORK STATEMENT

FOR

TRAFFIC SIGNAL MAINTENANCE AND REPAIR

1. DESCRIPTION OF SERVICES. The Contractor shall provide all management, transportation, tools, supplies, equipment, and labor necessary to maintain and repair all traffic signals at Joint Base Langley Eustis, Langley AFB, Virginia in a manner that will ensure continuous and reliable operation. Maintenance and repair services shall be in accordance with the Manual on Uniform Traffic Control Devices (MUTCD), state and local transportation codes, commercial practices, and traffic signal manufacturer’s specifications.

1.1. MAINTENANCE SERVICES. The contractor shall perform annual inspections for all traffic signal systems including controllers, conflict monitors, light heads, crosswalk lights, cross walk controls, sensor loops and emergency vehicle preemption systems (EVP). Additionally, service calls, when required, shall be performed 24 hours per day, seven (7) days per week, 365 days per year. Upon arrival on the installation for maintenance services, the contractor shall follow the sign-in procedures as addressed in paragraph 3.1.1. of this document.

1.1.1. The contractor shall perform preventive maintenance on each traffic signal identified in Exhibit A to ensure reliable and continuous operation. As part of preventive maintenance the contractor shall, but is not limited to, align light heads, replace light head shields, replace light bulbs (cross walk heads) and repair cross walk call buttons. The contractor shall program controls to timing schedules designated by the government representative. The maintenance work shall be in accordance with the Manual on Uniform Traffic Control Devices (MUTCD), state and local transportation codes, commercial practices or manufacturer’s specification.

1.1.1.1. The contractor shall maintain the fire department emergency traffic control system. This includes but is not limited to inspection/programing controllers, conflict monitors, light heads, remote switches and any other system components that are integral to the operation of this system.

1.1.2. The contractor shall prepare and submit a written report within five business days after the annual inspection. The report shall identify each traffic signal, the location, description of maintenance work performed, repairs needed, estimated repair costs, date of inspection, name of inspector, and overall condition of the signal system(s).

1.1.3. The contractor shall perform the first annual preventive maintenance on all traffic signals within the first 90 days of the period of performance.

1.2. SERVICE CALLS. Acknowledgement and response times start at the time of actual receipt of voice message by the Contracting Officer Representative (COR) during duty hours or the Fire Department Emergency Desk after normal duty hours/weekend hours. A traffic light that malfunctions is considered a service call. The contractor shall acknowledge a malfunctioning light call within one (1) hour of notification, whether answered in person and respond on-site within two (2) hours of notification. Any malfunctioning traffic light repair is considered urgent.

The contractor shall diagnose, troubleshoot and repair the malfunction immediately if possible.

If the malfunction can’t be corrected immediately and without parts, the contractor shall provide a quote in accordance with paragraph 1.2.4. Upon arrival on the installation for maintenance services, the contractor shall follow the sign-in procedures as addressed in paragraph 3.1.1. of this document.

1.2.1. Normal Duty Hours. Normal duty hours are from 0730-1630, Monday through Friday.

The contractor shall acknowledge all service calls within one (1) hour of notification, whether answered in person or by answering service On-site response is required within two (2) hours of notification.

1.2.2. After Normal Duty Hours. After hours calls are between the hours of 1630-0730 Monday-Friday. The contractor shall acknowledge all service calls within one (1) hour of notification, whether answered in person, answering service 730-1630 hours. On-site response is required within two (2) hours of notification.

1.2.3. Weekend Hours. Weekend after hours calls are between the hours of 1630 Friday afternoon and 0730 Monday morning. The contractor shall acknowledge all service calls within one (1) hour of notification, whether answered in person, answering service On-site response is required within two (2) hours of notification.

1.2.4. QUOTES: The contractor shall provide the Contracting Officer (CO) and the COR a quote for repairs within 48 hours of the service call. The quote shall provide a detailed list of parts required to make the repairs as well as all tools, transportation, supplies, labor, materials and supervision necessary to complete the repairs. Repairs under $2,500.00 shall be approved by the COR, all repairs exceeding $2,500.00 shall be approved by the CO. For repairs exceeding $2,500.00, the Contracting Officer or his/her designated representative will inform the contractor to make repairs if quote is approved. The contractor will repair the affected system within the mutually agreed upon time after notification. All repair work shall be in accordance with normal commercial practices using parts specified by the traffic signal manufacturer.

1.2.5. PARTS: The contractor shall be reimbursed for parts. The contractor shall ensure they obtain the best possible prices and discounts from suppliers. The contractor shall not add a mark up to their cost. The contractor shall provide a copy of the vendor invoice to the COor COR. For parts that exceed $250.00 the contractor shall provide three quotes to show the best value was obtained. The COR shall approve parts under $2,500.00 and any parts exceeding $2,500.00 require the CO approval.

1.2.6. REPORTS: The contractor shall prepare and submit a written report within five business days after maintenance and repairs are completed. The report shall include the date and time of the service call, the location of the traffic signal, the repairs performed, and the name of the technician performing the repairs. If additional repairs are required the contractor shall submit a written report with quote within 48 hours of service call. The report shall identify each traffic signal, the location, required repairs and parts list. The contractor shall provide the CO and COR with a blank copy of their inspection report form prior to the start of the contract. The contractor shall explain the contents of the report if the CO or COR have any questions or conerns.

2.0. Services Summary

The contract service requirements are summarized in performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimally acceptable levels of service required for each requirement. The SS and the contractor’s Quality Control Plan provide information on contract requirements, the expected level of contractor performance and the expected method of government surveillance and confirmation of services provided. These thresholds are critical to mission success. Procedures as set forth in the Federal Acquisition Regulation (FAR) 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance, will be used to remedy all deficiencies. The absence of any contract requirements from the SS shall not detract from its enforceability nor limit the rights or remedies of the government under any other provision of the contract, including the clauses entitled ―Inspection of Services‖ and ―Default.

The government has the right to inspect all services required in the contract.

Performance Objective Reference Paragraph Performance Threshold

Method of Surveillance

SS-1 Repair and maintain traffic signals Paragraph 1.1. inclusive

No more than 1 discrepancy per month

100% Inspection

SS-2 Service Calls (Normal Duty Hours, After Normal Duty Hours & Weekend Hours)

Paragraph 1.2. inclusive 100% response in allotted time

100% Inspection

SS-3 Service Calls (After Duty Hours & Weekend Hours) Paragraph 1.2. inclusive 100% response in allotted time 100% Inspection

SS-4 Sign In for Repair/Maintenance and Service Calls

Paragraph 1.1., 1.2. and 3.1.1.

No more than 1 discrepancy per call

100% Inspection

SS-5 Reports Paragraph 1.1.2. and 1.2.3. 100% response in allotted time

100% Inspection

2.1.1 Performance Evaluation. The purpose of the Services Summary is to define performance evaluation and payment procedures. The Performance Objective (column 1) describes what the government will survey. Performance of a service will be evaluated to determine whether or not it meets the Performance Threshold (PT) of the contract. When the PT is exceeded, the COR will document the file with a Corrective Action Report (CAR) or a Performance Assessment Report (PAR) and forward these documents to the Contracting Officer for his determination if further action is necessary.

2.1.2. The government will periodically evaluate the contractor’s performance by appointing a representative(s) to monitor performance to ensure services are received. The government representative will evaluate the contractor’s performance through inspections of reports and contractor services documentation. The government may inspect each task as completed or increase the number of quality assurance inspections if deemed appropriate because of repeated failures or because of repeated customer complaints. Likewise, the government may decrease the number of quality assurance inspections if performance dictates. The government COR will make final determination of the validity of customer complaint(s).

2.1.3. If any of the services do not conform to contract requirements, the government may require the contractor to perform the services again in conformity with contract requirements at no increase in contract amount. When the defects in services cannot be corrected by re- performance, the government may:

2.1.3.1. Require the contractor to take necessary action to ensure that future performance conforms to contract requirements; and/or reduce the contract price to reflect the reduced value of the services performed.

2.1.2.2. The government may exercise its rights under FAR clause 52.212-4, Contract Terms and Conditions -- Commercial Items (July 2013), for contractor's failure to correct nonconforming services.

2.1.3. 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 an immediate Progress Meeting with the Multi-functional Team. 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 a warning or Letter of Concern from the Contracting Officer. All remedies shall be in accordance with the FAR 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance.

2.2. Quality Control. The contractor shall develop and maintain a quality control program to ensure services are performed in accordance with this contract and PWS. The contractor shall develop and implement procedures to identify and prevent non-performance and continual repeat of defective service. A written Quality Control Plan (QCP) shall be submitted to the contracting officer for review and feedback. The plan shall be submitted no later than 10 working days after award. Once reviewed and feedback provided, the QCP shall not be changed without prior review by the CO. The contractor shall develop and implement procedures to identify, prevent, and ensure non-performance and continual repeat of defective service does not occur. The plan shall specifically address the contractor’s strategy to provide quality workmanship; continual process improvement; preventing deficiencies and for correcting deficiencies as required. The contractor shall ensure the following issues are addressed in their QCP:

2.2.1. Contractor’s strategy to provide quality workmanship, continual process improvement and for correcting deficiencies as required.

2.2.2. Method to ensure maintenance and repairs are performed IAW the MUTCD and other applicable standards and codes.

2.3. Quality Assurance. The government shall inspect and evaluate the contractor’s performance to ensure services are received in accordance with requirements set forth in this contract. The COR shall inspect by watching actual task performance, physically checking an attribute of the completed task, checking management information reports, investigating customer complaints, conferring with facility managers, or otherwise inspecting the task or its results to determine whether or not performance meets the standards contained in this PWS. The COR will record surveillance results.

Results of the surveillance then become the official Air Force record of the contractor’s performance.

When a performance threshold has not been met or contractor performance has not been accomplished, the COR will initiate a Corrective Action Report (CAR) or Performance Assessment Report (PAR), and provide the Contracting Officer a Contract Discrepancy Report (CDR) for issuance to the contractor. The contractor shall respond to the CDR IAW instructions provided and return it to the Contracting Officer within 10 calendar days of receipt.

2.3.1. Failing to meet the performance threshold as outlined in the Services Summary (SS) for any of these performance objectives in any 1-month period shall result in an immediate progress meeting with the CO and other government personnel.

2.3.2. 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 result in a warning or letter of concern from the CO.

2.3.3. All remedies shall be in accordance with the FAR clause 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance.

2.4. Deliverables. The contractor shall submit all deliverables in electronic form and shall produce reports using the Microsoft Office suite of applications. All deliverables must meet professional standards and the requirements set forth in contractual documentation. The contractor shall be responsible for delivering all end items specified.

2.5. Surveillance Methods.

2.5.1. 100% SURVEILLANCE. This method requires the COR to inspect the service each time it occurs. Results shall be annotated on the inspection schedule. Any deficiency shall be documented and the Contractor shall re-perform service as directed by the COR. Any unsatisfactory inspection identified but re-performed acceptably shall still be counted as an unsatisfactory inspection for trending purposes.

Receiving two or more unsatisfactory surveillances within a 12 month period may result in unsatisfactory past performance documentation. Continued receipt of unsatisfactory surveillances during the contract period of performance shall constitute a negative trend and the CO may take any appropriate action in accordance with FAR 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance.

2.6. Periodic Progress Meetings. The Contracting Officer, Functional Commander, COR, or other government personnel as appropriate, and the contractor shall periodically meet to discuss the contractor’s performance. The following issues shall be discussed: opportunities to improve the contract; any modifications required of the contract; unsatisfactory inspections and trends against each performance objective; observed positive performance and steps taken by the contractor to prevent unsatisfactory occurrences in the future. The contractor shall provide a summation of unsatisfactory inspections and customer complaints and provide insight into any identified trends.

3.0. GENERAL INFORMATION.

3.1. HOURS OF OPERATION. Normal operating hours for Langley AFB are from 0730 hours to 1630 hours, Monday thru Friday. If the contractor wishes to perform Preventative Maintenance Inspections PMI work on weekends or holidays, permission must be obtained at least one week prior to the scheduled event from both the Contracting Officer and the Contracting Officer’s Representative. Normally, PMI work will not be performed on weekends or holidays.

3.1.1. SIGN IN PROCEDURES: During normal work hours, the contractor shall be required to sign in with the 633d Civil Engineer Squadron Maintenance Engineering Section, 37 Sweeney Blvd, prior to beginning work in any area on Langley AFB. After normal duty hours and on weekends and holidays, the contractor is required to report to the 633d Civil Engineer Squadron Base Fire Department, Building 367, 87 Sweeney Blvd, 764-4222 or 764-8497 prior to beginning work in any area on Langley AFB. Failure to sign in could result in non-payment for services rendered.

3.2. SECURITY REQUIREMENTS. The contractor shall ensure that each employee obtains the following pass and identification items: all necessary cards, passes, buttons, decals, or other items required for access to the areas and installation on which the work will be accomplished.

The Contracting Officer’s Representative will provide a pass request to the 633d Security Forces Squadron (633 SFS) obtain these identification items. Upon approval of the pass request by 633 SFS, the contractor will be required to obtain individual and vehicle identifications media at the 633 SFS Pass and Identification Section, 20 Nealy Ave (Bldg5) on Langley AFB, VA. Upon termination or completion of the contract, the contractor will retrieve the identification media issued above and surrender them to the 633d SFS, Pass and ID Section, 20 Nealy Ave (Bldg 5).

3.2.1. The contractor shall maintain a current listing of employees. The list will include employee names, social security numbers, and home addresses. This list shall be validated by the contractor’s security manager or Human Relations Officer and provided to the Contracting Officer and Contracting Officer’s Representative at the contract start date. An updated listing shall be provided promptly upon change of employees.

3.2.2. The contractor shall provide environmental, health, and safety training to ensure compliance with all federal, state, and local laws or regulations.

3.5. PERFORMANCE OF SERVICES DURING CRISIS DECLARED BY THE

NATIONAL COMMAND AUTHORITY OR OVERSEAS COMBATANT

COMMANDER. All tasks and services outlined in paragraph 1 are required during crisis declared by the national command authority. These services shall be required until crisis has been abated.

APPENDIX 1

ESTIMATED WORKLOAD DATA

LOCATION TYPE OF EQUIP QTY UNIT

Elm St and Sweeney Blvd

Eagle Signal Controller, NC108A6, 8- phase 1 EA Traffic Control Technologies Conflict Monitor, LNM Series 1 EA ELTEC Time Clock , TC-12 1 EA EDI Load Switch, Mod 510 1 EA EDI Flasher, Mod 810 1 EA Loop Detector, Microsense 1 EA Loop Detector, Sarasota, 215B./235T. 1 EA Lamps, 69W/120v 3 EA

Sweeney Blvd, Nealy and Hammond Aves

Crouse-Hinds Controller, DM-800, 8-phase 1 EA Traffic Control Technologies Conflict Monitor, LNM Series 1 EA EDI Load Switch, #510 1 EA EDI Flasher, #810 1 EA Loop Detector, Sarasota, 215B.& 235T. 1 EA Loop Detector, Microsense 1 EA Lamps, 69W/20v 3 EA

Nealy Ave & Burrell St

Econolite Traffic Controller, 12-phase, ASC/2 1 EA Eberle Design Inc. Conflict Monitor, NSM-12 1 EA 4-Channel Loop Detector, LM304 1 EA Load Switch, Mod #200 1 EA Lamps, 69W/120v 3 EA

Sweeney Blvd and Holly St

Traffic Control Technologies controller, LMD9200, 8 Phase 1 EA Traffic Control Technologies Conflict Monitor Cat #8311A 1 EA Traffic Control Technologies master controller M3000E 1 EA 3M Opticom Priority Control Sys, 3M model 754 Phase Selector with a 3M model 760 Card Rack 1 EA Peek Technologies model #Sarasota 353T/MS loop monitors 6 EA Cross Walk Indicators 4 Heads Cross Walk Call Buttons 4 EA

Nealy Ave, Rickenbacker Rd and Burrell St

Traffic Control Technologies controller, LMD9200, 8 Phase 1 EA Traffic Control Technologies Conflict Monitor Cat #8311A 1 EA Traffic Control Technologies master controller M3000E 1 EA 3M Opticom Priority Control Sys, 3M model 754 Phase Selector with a 3M model 760 Card Rack 1 EA EDI (Eberle Design Inc.) model #LM301t. loop monitors 8 EA Cross Walk Indicators 4 Heads Cross Walk Call Buttons 4 EA

B367, 87 Sweeney Blvd

Traffic Control Technologies controller, LMD8000 1 EA Conflict Monitor, EDI SSM-3L

Sweeney Blvd and Lee Rd

Traffic Controller: Peek Model 3000D 1 EA Nema TS-2, Type 2 Traffic Cabinet: Peek Model P44 1 EA Traffic Conflict Monitor: Peek Model Double Diamond 1 EA Video Detection Cameras: Traficon Model 2050-102MI 3 EA

Slot Module: Traficon Model 725-113 1 EA Interface Panel: Traficon Model 2285-102C Keypad: Traficon Model 7250-501 Zoom Control Assembly: Traficon Model 2285-150 Monitor: Traficon Model DVP-Monitor

Emergency Preempt Detectors: Opticom Model 711 1 EA Phase Selector: Opticom Model 764 Aux. Panel: Ipticom Model 768 Signal Heads: McCain (Description i.e. 12” Aluminum 6 EAYellow) Led Inserts: Red Ball: Leotek Model TSL-12R-LX-IL6-A1-P2 Yellow Ball: Leotek Model TSL-12Y-LX-IL6-A1-P2 Green Ball: Leotek Model TSL-12G-LX-IL6-A1-P2 Yellow Arrow: Leotek Model TSL-12YA-ILG-A1 Green Arrow: Leotek Model TSL-12GA-ILG-A1 Pedestrian Pushbuttons: Pelco ADA SE-2000-08-P29 2 EA Pedestrian Signal Heads (12”) 2 EA

APPENDIX 2

HISTORICAL DATA

Traffic Light Service Calls (3 year -by month)

YR Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec 12 0 1 0 1 0 0 2 0 2 0 0 1 13 0 1 0 0 1 1 0 1 2 0 0 1 14 1 0 0 1 0 0 0 0 0 0 1 1

Appendix 3

CONTRACT MANPOWER REPORT

1. CONTRACTOR MANPOWER REPORTING. The Contractor shall provide a Contractor manpower report IAW the SAF/AQ, 13 Nov 12 Letter, Implementation of FY11 NDAA Section 8108, Contractor Inventory. Contract Manpower Report should contain the following:

2. AUTHORITATIVE REFERENCE. SAF/AQ Letter 13 Nov 12 (Implementation of FY11 NDAA Section 8108, Contractor Inventory.

3. FORMAT. Format shall be narrative as determined by the Contractor.

4. CONTENT. The report shall include the following:

“The Contractor shall report ALL Contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Traffic Signal Maintenance and Repair via a secure data collection site. The Contractor is required to completely fill in all required data fields at http://www.ecmra.mil.

Reporting inputs will be for the labor executed during the period of performance for each Government fiscal year (FY), which runs 1 October through 30 September. While inputs may be reported any time during the FY, all data shall be reported no later than 31 October* of each calendar year. Contractors may direct questions to the CMRA help desk.”

*Reporting Period: Contractors are required to input data by 31 October of each year.

Uses and Safeguarding of Information: Information from the secure web site is considered to be proprietary in nature when the contract number and Contractor identity are associated with the direct labor hours and direct labor dollars. At no time will any data be released to the public with the Contractor name and contract number associated with the data.

User Manuals: Data for Air Force service requirements must be input at the Air Force CMRA link. However, user manuals for Government personnel and Contractors are available at the

Army CMRA link at http://www.ecmra.mil.