Atch 1 PWS Final-25Jan11-Updated25May11 Amd 0002.doc

FA4801-11-R-0001

FA4801-11-R-0001

Amendment 0002

PERFORMANCE BASED WORK STATEMENT (PWS)

FOR

OPERATIONS AND MAINTENANCE (O&M) SERVICES

BASE TELECOMMUNICATIONS SYSTEM (BTS)

AT

HOLLOMAN AIR FORCE BASE, NEW MEXICO

25 January 2010

//SIGNED//

Date: FEB 25 2011

MARTIN T. JENNINGS, Major, USAF

Commander, 49th Communications Squadron

//SIGNED//

Date: 25 Feb 2011

ANTONIO R. JUAREZ, Civ, DAF Quality Assurance Personnel, 49th Communications Squadron

//SIGNED//

Date: 28 Feb 2011

Quality Assurance Program Coordinator

PATTI REN, Civ, DAF Quality Assurance Program Coordinator, 49th Contracting Squadron

//SIGNED//

Date: 28 Feb 2011

SALLY D. ROBERTS, Civ, DAF Contracting Officer, 49th Contracting Squadron

INDEX

11.0. Description of Services.

11.1. Scope of Work.

11.2. General Requirements.

11.2.1. Continuation of Mission Essential Services.

11.2.2. Accident/Incident Reporting and Investigation.

21.2.3. Subcontractor Compliance.

21.2.4. Base Civil Engineering Work Clearance Requests.

21.2.5. Personnel.

21.2.6. Key Personnel Listing.

21.3. Operation and Maintenance (O&M) Requirements.

31.3.1. Telephone Switch System O&M.

31.3.2. Perform Inside Plant (ISP) and Outside Plant (OSP) O&M.

31.3.3. Preventive Maintenance Inspections (PMIs).

41.3.4. System and Service Outages and Trouble Calls/Tickets.

61.3.5. Alarm Notification

61.3.6. Cable Location, Staking, and Marking..

61.3.7. System Cross-Connect and Disconnect Services.

61.3.8. Call Accounting System (CAS)

61.3.9. Voice Mail.

71.3.10. Voice Protection System (VPS).

71.3.11. Traffic Measurement and Analysis.

71.3.12. Contractor Support Services.

1.3.13. Technical Solutions………………………………………………………………………………………7

81.3.14. BTS Work Center Records.

131.4. Work Orders.

131.4.1. Work Order Procedures.

141.4.2. Work Order Classifications.

141.4.3. Required Information on Work Orders.

141.4.4. Work Orders Subject to the Davis Bacon Act.

141.4.5. Submittal of Completed Work Orders.

151.5. Special Project Requirements.

162.0. Service Summary (SS).

172.1. Inspection of Services.

172.2. Contract Discrepancy Report (CDR)

173.0. Government Furnished Property and Services.

173.1. Air Force-Provided Spares/Contactor Logistic Support

173.2. Base Support

193.3. Cyberspace Infrastructure Planning System (CIPS) Visualization ComponentTraining (CVC)

194.0. General Information.

4.1. Contractor’s Quality Control Program.

194.2. Security.

204.3. Safety, Security, and Environmental Meeting.

214.4. Overtime.

5.0. APPENDICES

1Appendix 5.1 - Workload Estimates A5.

-1 Appendix 5.2 – Items to be Maintained by the Contractor A5.2-1 Appendix 5.3 – Glossary and Acronyms A5.3-1 Appendix 5.4 – Voice Switching System (VSS) Sustainment A5.4-1 Appendix 5.5 – Applicable Documents A5.5-1 Appendix 5.6 – Instructions for Keeping CSIR As-Built Records A5.6-1 Appendix 5.7 – Global Positioning System Service Documents A5.7-1 Appendix 5.8 – EQUIPMENT AND INSTALLATION PERFORMANCE SPECIFICATION (EIPS) ………A5.8-1

1.0. DESCRIPTION OF SERVICES

1.1. Scope of Work.

The Contractor shall provide all personnel, equipment, tools, materials, vehicles, supervision and other items and services, unless specified in this contract as Government Furnished Property (GFP)/Government Furnished Equipment (GFE) and Government Furnished Material (GFM). Work under this PWS will support the mission of 49th Communications Squadron at Holloman Air Force Base, New Mexico, by providing highly reliable wired telecommunications and networked voice, video and data services. The Contractor shall perform Operation and Maintenance (O&M) and other services required to ensure the Base Telecommunications System (BTS) is available 24 hours per day, 7 days per week. The BTS consists of the base telephone system switch, the outside plant (OSP) and inside plant (ISP) systems, network, transmission systems, and all associated equipment described in Appendix 5.2, which may include other systems (e.g., Voice over Internet Protocol (VoIP), etc.). The Contractor shall operate and maintain all BTS equipment and systems listed in Appendix 5.2 in accordance with (IAW) the Original Equipment Manufacturer (OEM) technical manuals and specifications, Department of Defense (DoD) and US Air Force (AF) policy and regulations, applicable federal, state, and local laws and regulations.

1.2. General Requirements.

1.2.1. Hours of Operation. The contractor shall perform the services required under this contract from 07:30 am – 4:30 pm, Monday through Friday except Government holidays.

1.2.2. After Hours Notification. This contract does require the contractor to respond to maintenance and work order after normal duty hours. The contract shall provide the government with either an after duty phone number to recall personnel or a monthly standby roster providing name and phone number of the standby personnel.

1.2.3. Continuation of Mission Essential Services.

IAW DFARS 252.237-7023 policy, it is determined that the O&M services in PWS paragraphs 1.3.2 and 1.3.4.3 are essential for Contractor performance during a crisis situation. In the event of a crisis, additional areas may be identified by the Contracting Officer (CO). The Contractor may be required to support base mission changes; major or minor BTS infrastructure modifications; and other support requirements necessary for the BTS to meet mission requirements. Base exercises or actual ongoing base security events frequently interrupt missions. Support requirements may originate from technology changes, hardware and software systems upgrade, reconfigurations, new or additional equipment, local area network (LAN) cable installations and upgrade, and Dial Central Office (DCO) reconfigurations. This includes routing/diversity requirements and any other environmental changes that could impact or alter the BTS.

1.2.4. Accident/Incident Reporting and Investigation.

The Contractor shall record and report all available facts relating to each instance of accidental Government property damage or Contractor personnel injury to the Quality Assurance Personnel (QAP) within two (2) hours of the incident. The Contractor shall secure the scene of any accident and wreckage until released by the accident investigative authority through the CO. If the Government elects to conduct an investigation of the incident, the Contractor shall cooperate fully with the QAP, CO and other Government investigation personnel until the investigation is completed.

1.2.5. Subcontractor Compliance.

The Contractor shall be responsible for ensuring Subcontractors satisfy the requirements set forth in the contract. The Contractor shall include a provision in all subcontracts to require Sub- contractor compliance with terms and conditions of this contract.

1.2.6. Base Civil Engineering Work Clearance Requests.

The Contractor shall prepare and coordinate a Base Civil Engineering Work Clearance Request, AF Form 103, prior to any trenching or digging. The Contractor shall prepare and coordinate an AF Form 332, Base Civil Engineer Work Request, prior to any work requiring facility modification. Trenching, excavation, confined spaces entry, confined spaces atmospheric testing/forced air ventilation and marking and barricading of open trenches are to be performed IAW Occupational Safety and Health Act (OSHA) standards, AFOSH, any local procedures, and other provisions of this contract.

1.2.7. Personnel.

1.2.7.1. Contractor Responsibility. The Contractor is solely responsible for ensuring sufficient personnel are assigned to this contract and all personnel are qualified and certified to perform the requirements listed herein, including those qualifications and certifications required by the OEM requirements to maintain, install, and/or operate equipment listed in Appendix 5.2 and perform all contract support services covered by this contract. Technical support in Appendix 5.2 may require Tier I, II or III levels of troubleshooting support. The Contractor shall ensure personnel also meet the criterion stated in its proposal for this requirement.

1.2.7.2. Contractor Employees. Contractor employees shall present a neat appearance and be easily recognized as contractor employees. The contractor shall provide each employee with an identification badge that shall include the employee’s name, employee’s photograph, and contractor name. Identification shall be available prior to employment and shall be worn or attached to the outer garment above the waist at all times.

1.2.8. Key Personnel Listing.

Contractor shall provide a key personnel listing and contact information to the QAP prior to commencing work and update information on a continual basis as changes occur to ensure it is always current and correct throughout the life of the contract. All personnel shall be proficient in understanding, reading, writing, and speaking the English language. The key personnel list shall list the employees’ names, function they support, and whether they are supporting O&M or work orders, and what percentage of each support function the employee will perform.

1.3. Operation and Maintenance (O&M) Requirements.

Overall responsibility to properly operate and maintain the BTS shall rest with Contractor as described by the maintenance support plan (MSP) (See PWS section 1.3.14, BTS Work Center Records) and the OEM’s recommended procedures. Appendix 5.2, Items to be maintained by Contractor, identifies GFM/GFE requirements. O&M actions include all actions taken by the Contractor to operate and maintain equipment and systems in a serviceable condition or to restore it to a serviceable condition to include purchasing of commercially available parts, inspection, periodic testing, adjustment, and repair. The effort may include the replacement of defective circuit packs and Customer Premise Equipment (CPE), preventive maintenance IAW applicable publications (OEM, Appendix 5.5, and otherwise specifically listed herein), and other routine work to optimize the life expectancy of the equipment and cable systems. Work orders will be accomplished IAW para 1.4. The Contractor shall not postpone or otherwise delay O&M efforts to accomplish work orders. The Contractor is responsible for completing both O&M and work orders simultaneously to ensure contractual timelines are met for both.

1.3.1. Telephone Switch System O&M.

The Contractor shall operate and maintain the system(s) identified in Appendix 5.2. The Government will measure the acceptable standard performance level by a determination of the total systems availability (up time) and reliability rating during any given month. All equipment or services installed by the Contractor shall automatically become part of the O&M services. This includes, but is not limited to: management; administration and maintenance; performing software functions (i.e., number reclamation) and translations for any trunk or circuit of configurations required by on-base systems or users; data administration; trouble assistance; and records administration. Contractor shall also include Voice over Internet Protocol (VoIP) operations as part of the BTS. The O&M contractor shall be responsible for database administration of VoIP phones, software changes to include upgrades/patches, and troubleshooting. Demarcation of VoIP maintenance shall not extend beyond the end instrument and ethernet ports of the switching equipment identified as the host and remote switches in Appendix 5.2.

Note: Contractor will not be responsible for base network equipment (i.e., Internet Transport Node (ITNs), LAN switches, etc.).

1.3.2. Perform ISP and OSP O&M.

The Contractor shall maintain ISP and OSP cable and equipment as identified in Appendix 5.2 and IAW applicable documents listed in Appendix 5.6 of this PWS.

1.3.3. Preventive Maintenance Inspections (PMIs).

The Contractor shall perform PMIs as required on all systems covered by this contract IAW OEM recommended or established schedules and/or manuals. Contractor shall elevate any problems and identify any trends to the QAP in writing within one (1) workday. Contractor shall correct deficiencies IAW the subparagraphs below.

1.3.3.1. Switch Power Test. The Contractor shall perform scheduled PMI tests of the telephone switch backup power system. PMIs shall test and document the power systems identified in Appendix 5.2. Each power system shall be tested IAW OEM specifications. Test results shall be documented IAW PWS para 1.3.14.2.

1.3.3.2. Spare Conductor Test. The Contractor shall perform a scheduled PMI test of all spare conductors. PMIs shall test and document at least two (2) selected, out-of service pair (one low and one high numbered pair) in each 25-pair group of every cable terminating in the DCO, Bldg 878 and Bldg 1081. These PMI tests are to be accomplished quarterly. Test results shall be documented and available for QAP review.

1.3.3.3. Manholes Hand Holes and/or Pull Boxes . The Contractor shall inspect five (5) QAP-accepted manholes, hand holes and/or pull boxes per month under the O&M portion of this contract. Additional inspections (over five (5) each) shall be accomplished as a work order IAW PWS para 1.4. If the Contractor is working in a manhole, hand holes and/or pull boxes not scheduled for a PMI in that month, the Contractor must correct any discrepancies before the job is considered complete. This manhole will not be counted in that month’s PMI schedule. The Contractor shall inspect each manhole/hand hole for the following discrepancies and correct as required:

· All cables will be identified and tagged. At each splice, tags will be placed on each side of the splice identifying each cable. In manholes with pull through cables, each cable will be identified with a tag.

· All cables will be racked to the manhole cable supports.

· All ducts (vacant or occupied) will be sealed.

· All manholes or hand holes will be cleaned of mud, water and any other debris.

· Update the CVC [Cyberspace Infrastructure Planning System (CIPS) Visualization Component (CVC)] database - for the manhole or hand hole and record all descriptive information for splices, cables, ducts and other communication features in the manhole or hand hole to include third party installations (if not already documented).

· All splice closures will bonded and grounded.

1.3.3.4. Cable Analysis. The Contractor shall review Telecommunication Management System (TMS) records quarterly and perform cable analysis. The Contractor shall determine the number of bad pair(s) in each cable and report the percentage in each cable to QAP. The Contractor shall also determine the cable fill rates and report to QAP. The CVC will be updated as necessary to record accurate cable information.

1.3.4. System and Service Outages and Trouble Calls/Tickets.

1.3.4.1. Contractor Availability. The Government shall be able to contact Contractor personnel 100 percent of the time. The Contractor shall respond in case of emergencies, outages, alerts and exercises, 24 hours a day, seven (7) days per week. If contacted, the Contractor shall report for duty and provide services as necessary until the emergency, alert, or exercise is completed.

1.3.4.2. Scheduled Outages. The Contractor shall identify, coordinate, and schedule service outages with the QAP. The Contractor shall schedule such outages to minimize inconvenience to users based upon Government user work schedules. This may require working outside of normal duty hours. The user must release all affected equipment and circuits prior to any service disruption. The Contractor shall follow established local procedures for scheduling and implementing scheduled outages. Notification will be in writing and shall include the reason for the interruption, start and stop times, duration and the equipment, lines, and buildings affected.

1.3.4.3. Restoration/Completion of Outages, Trouble Calls/Tickets. The QAP will assign the category of the outage/trouble and establish the repair priority if an outage occurs. The Contractor shall respond on site and initiate repair actions within the specified time listed in the below sub-paragraphs from the time the QAP advises the Contractor of the problem. However, exceptions to time limits may be allowed, with the written approval of the QAP or CO, with appropriate justification. The Contractor shall restore services in the priority order determined by the QAP. The Restoration Priority List (RPL) shall apply in the absence of the QAP. The Contractor shall continue to work on repair actions until service is restored based on priority. The Contractor shall work closely with the QAP on all service or system outages, trouble calls/tickets and notify the QAP in writing upon restoration of service providing the time service was restored and a description of repair action. The Contractor shall coordinate with base Network Control Center (NCC) to restore any Internet Protocol (IP) phone set outages. The Contractor shall log the outage IAW the guidance in PWS para 1.3.14 (BTS Work Center Records). Outage/trouble call categories are further defined as:

1.3.4.3.1. Emergency. The Contractor shall respond on-site within one (1) hour, provide a fix action in writing within one (1) hour and restore service within six (6) hours of approved written fix action unless otherwise approved by the QAP in writing. Expedition of parts and/or labor is required at no additional charge to the Government. If an outage/trouble significantly affects a mission, the QAP may declare the outage/trouble as an emergency. Emergency outages/troubles are classified as any of the following:

· Loss of over 75 percent or more of total call handling capability of any communications system

· Loss of any primary or secondary crash system or any portion thereof

· Failure of one or more circuits listed in the base RPL

· Loss of LAN connectivity affecting 100 or more users

· Affects security or emergency type operations, including Emergency Operations Center (EOC) as well as those affecting safety

· Affect specifically identified events and/or exercises

1.3.4.3.2. Priority. The Contractor shall respond on-site within 4 hours, provide fix action in writing within one (1) hour of arrival and restore service soon as possible, but shall not exceed three (3) work days. Expedition of parts or labor may be required at no additional charge to the Government. Priority outages are classified as:

· Loss of over 25 percent or more of total call handling capability of any communications system

· Major alarm of any switching system identified in Appendix 5.2

· Loss of the Commanders Net or Land Mobile Radio (LMR) telephone/radio circuits

· Total loss of telephone service within a building IAW RPL or QAP guidance

· Loss of LAN connectivity affecting 15-99 users

1.3.4.3.3. Routine. The Contractor shall respond on-site within 24 hours and restore service as soon as practicable but not to exceed five (5) work days. Expedition of parts and/or labor is not required. Routine outages/troubles are any other outage(s) not included in the above categories.

1.3.4.3.4. Outage/Trouble Cause Identification. The Contractor shall determine if a recorded problem or system failure is attributable to the BTS or other causes. The Contractor shall immediately notify the QAP if the malfunction is determined to be due to other causes (outside the Contractor-maintained system/equipment). The Contractor may be liable for the cost of any third party service calls or charges necessary to isolate and repair the problem if it is later determined that the cause of failure is related to the BTS or failure of proper O&M of the system.

1.3.5. Alarm Notification.

The Contractor shall comply with the details of its alarm notification method as documented in the Contractor’s MSP and its proposal. Alarm notification shall not interfere with any Government-owned system. Alarm notification of the switch system(s) shall not require assistance from base personnel. Notification of switch outages shall not be through a continuous direct line to the switching system for security reasons. Remote maintenance via modem connection shall be performed in accordance with AFI 33-111, Voice Systems Management, Section G. Contractor is responsible for all materials and equipment necessary to implement alarm notification and shall take all actions to implement the MSP and comply with telephone switching security standards IAW AFI 33-111, Section G.

1.3.6. Cable Location, Staking, and Marking.

The Contractor shall locate, stake, and mark up to 75,000 feet of encased or direct buried conduits/cable per base period and each option period (if exercised) when requested by the QAP. Marking shall be within 3 feet of the actual location at 10-foot intervals and at direction changes. The marking shall begin 2 feet from the point of entry into the work area and shall continue 2 feet past the point of exit from the work area. Contractor shall complete location, staking and marking within the specified time listed below from the time the QAP advises the Contractor of the requirement unless additional time is permitted by the QAP. The Contractor shall document time extensions in writing, which includes the signatures of the QAP and the BTS manager. Communication Feature Data (CFD) collection shall be accomplished via work order. See Appendix 5.8, Equipment and Installation Performance Specification (EIPS) and Appendix 5.7 when directed to collect CFD data by the QAP. The Contractor shall comply with the following timelines for location, staking, and marking:

1.3.6.1. Emergency: Within two (2) hours of notification.

1.3.6.2. Priority: Within six (6) hours of notification.

1.3.6.3. Routine: Within twenty-four (24) hours of notification.

1.3.7. System Cross-Connect and Disconnect Services.

The Contractor shall perform system cross-connect and disconnect services. All cross-connects and disconnects, which are required or incidental to the performance of O&M actions (including those outside of the DCO), shall be included as part of the O&M service.

1.3.8. Call Accounting System (CAS).

The Contractor shall operate and maintain the CAS to ensure data filled from base switch. This includes storage and output of records and formatting of the switching system. The Contractor is not responsible for input, manipulation, or analysis of data. The Contractor’s responsibility for any billing CAS will be limited to the same functions.

1.3.9. Voice Mail.

The Contractor shall provide voice mail O&M. This includes but is not limited to: management and administration of system network table and networking plan for multiple systems; additions; deletions; modifications to user’s mailbox; password resets; distribution list; holiday schedule tables; daylight savings time; synchronization with the phone switch; and proper functioning of the auto attendant feature, Automatic Call Distributor (ACD) and call tree. Functions also include diagnostic, maintenance and minor programming changes on current software applications. System backup includes backup of system configuration, names, and print “list all” of database.

1.3.10. Voice Protection System (VPS).

The routine maintenance of the VPS system is via Major Command (MAJCOM) Communication Control Center (MCCC). The Contractor shall respond to any requests for local maintenance as directed by the QAP. Base personnel and Contractor may also login to the VPS after completing the VPS 5.0 computer based training and sending the certificate to 83 NOS/SCOI (I-NOS East).

1.3.11. Traffic Measurement and Analysis.

The QAP may request up to six (6) traffic measurements and analysis per switch a year. The Contractor shall perform traffic measurement and analysis within system capabilities and limitations and perform analysis and studies on the base switching system when requested by the QAP. The information required by the contract must cover no less than a five-day period, (Monday-Friday, excluding holidays). The Government may also request measurement and analysis reports for a particular line or group of lines.

1.3.12. Contractor Support Services.

The Contractor shall comply with FAR 9.5, Organizational and Consultant Conflicts of Interest, IAW support services.

1.3.12.1. Contractor Support for Government Engineering and Installation. The Contractor shall provide technical support to include an interchange of information on technical parameters and capabilities of the BTS; location and identification of building terminals and communication rooms; and verification of cable record information as directed by the QAP or CO. These efforts include setting of equipment options to determine proper operational conditions; restoration of service to existing equipment; establishment of service to new facilities; establishment of service for existing facilities under renovation; transfer from one system to another system; and support of hardware and software upgrades.

1.3.12.2. Contractor Interface and Support for other Vendors. The Contractor shall cooperate, share and exchange routine or available technical and system equipment interface information with other vendors as directed by the QAP or CO.

1.3.12.3. Workload/Status Meetings. The BTS Manager shall attend up to ten (10) local meetings per month with the QAP(s), Communications Squadron Plans Office, and/or CO to discuss status of current and future work orders, trouble tickets, outages, PMIs, or any other work/event that may impact contractual performance. The Contractor shall provide a list of work orders, trouble tickets, etc., at the meeting for reconciliation and discussion with the QAP(s), CO, or other personnel (approved by the QAPs or CO).

1.3.12.4. Design Review Meetings. The Contractor shall review program or project drawings and provide comments concerning communications requirements within five (5) working days from receipt when requested by the QAP. The Contractor shall participate in designated design review meetings identified by the QAP. The BTS manager (contractor) shall attend up to four design review meetings per month.

1.3.13. Technical Solutions.

The Contractor shall perform detailed technical solutions for work intended to be performed under this contract upon receipt of written request from the QAP. The technical solution includes a listing of those efforts/items required to complete the job using existing Contract Line Item Numbers (CLINS)/product identifications (PIDs) and shall be provided to the QAP using the work order format specified in PWS Section 1.4. The Contractor shall provide the proposed solution to the QAP within five (5) working days for ISP and ten (10) working days for OSP from receipt of requirement unless a longer period is agreed to by the QAP and documented on the requirement.

1.3.14. BTS Work Center Records.

The Contractor shall establish and maintain BTS work center records. The Contractor shall update work center records within two (2) duty days after completion of the associated task(s) unless specified differently within this section. All BTS records and documents established and maintained by the Contractor are Government property and shall remain at the site and be turned over to the QAP for disposition upon contract completion. Failure on the part of the Contractor to provide required records may result in the Government withholding of final payment until all records are recovered or a reduction in final payment for records lost or misplaced. The Government requires electronic maintenance and storage of records unless otherwise specified herein. The Contractor shall identify all acronyms, codes, abbreviations, signs and symbols used in each record. The Contractor shall use the same format for initial and all subsequent submissions of the same record unless otherwise approved by the CO. All records shall be readily available for review by the QAP and CA, and other personnel (authorized in writing by the CO). The Contractor shall update all errors found or identified during review of the work center records. Contractor shall develop, update and/or maintain accurate, complete, and readable work center records as listed below:

1.3.14.1. Maintenance Support Plan (MSP) Record. The MSP shall enable the scheduling and tracking of preventive maintenance actions on Contractor-maintained equipment. This record shall be available within 30 calendar days after period of performance begins. When changes occur that affect the plan, revisions shall be submitted within ten (10) work days after the effective change (e.g., modification adding equipment) unless otherwise requested by the CO (e.g., with the proposal to add new equipment to maintenance). The Government will review and approve the revisions, or provide the Contractor with required corrections. Changes may be implemented only after CO approval. The MSP shall contain as a minimum: a schedule of PMIs due on each piece of equipment being maintained (Appendix 5.2) for the life of the contract IAW equipment manufacturer’s recommendations; alarm notification procedures; and specific maintenance tasks to be performed on each system.

1.3.14.2. PMI Inspection Records and Malfunction Record. PMI records shall, at a minimum, contain: the date and time inspection was performed; a short description of inspection conducted; malfunctions or problems annotated on record with equipment data, serial number, etc.; the corrective action taken by the Contractor and the initials of the technician performing the inspection.

1.3.14.3. Maintenance/Repair Log Record. The Contractor shall establish and maintain an accurate and legible BTS Maintenance/Repair Log (e.g., maintenance actions, trouble tickets) to show all maintenance and inspections (other than PMIs) performed during each 24-hour period as a result of trouble report actions or scheduled/unscheduled outages utilizing the local base trouble ticket monitoring system (i.e., BMC Remedy IT Service Management Suite Software, Work Order Management System (WOMS), TMS etc.). The log shall be initialed by the BTS Manager and shall include, as a minimum, initials of the person reporting a discrepancy; time a discrepancy was reported (start time); short description of the discrepancy; identification of the customer/user by station line affected (telephone number or circuit number); location of equipment (building and room number, etc); time a technician(s) was dispatched; dates/times of coordination and restoration; time discrepancy was corrected (stop time) and annotation of log with the person or office contacted to provide status information; corrective action(s) taken; and restoration priority (emergency, priority, or routine outage(s)). For scheduled outages, also include the Government authorization.

1.3.14.4. Manhole, Hand Hole, Pull Boxes and Building Terminal Inspection/Maintenance/ Repair Records. The Contractor shall maintain manhole, hand hole, distribution pedestal terminal, and building terminal inspection records as defined in PWS para 1.3. The Contractor shall update the CVC database with pertinent CFD information gathered during the inspections. The record shall be available for inspection and analysis by the Government. If other electronic documentation is implemented, the Contractor shall grant the Government access to those records.

1.3.14.5. Cable Installation/Repair Test Results Record. The Contractor shall develop and maintain a cable installation/repair test results record after the installation or repair of an OSP cable. Graphics and pictorials may be used to illustrate. The record shall, at a minimum, contain the purpose of test/inspection; complete identification of item tested/inspected and test equipment used; complete description of the physical set-up (e.g., item, facility, and equipment used); complete description of procedures used; copy of results/analysis; actual recorded data (e.g., instrument readings) (if extensive, provide as an Appendix); conclusions and recommendations; and authentication of results and acceptability. The Contractor shall update the CVC database with pertinent CFD information resulting from installation or repair.

1.3.14.6. Communications and Information Systems Installation Record (CSIR).

1.3.14.6.1. New Developments for Maintaining CSIR Drawing Records. The AF is in the process of developing and implementing the Cyberspace Infrastructure Planning System (CIPS) Visualization Component (CVC). It changes the method of developing, maintaining, and editing information historically contained in installation drawings (CSIRs) from a Computer Aided Drawing and Design (CADD) process to a Geographic Information Systems (GIS) process that interfaces with the geobase initiative and provides an AF portal accessible, enterprise-wide database structure suitable for storing, visualizing, editing, and analyzing base-level communications and information systems infrastructure. At this time, CVC is not designed to store ISP information. Until such time as the CVC has standard provisions for recording inside plant information, ISP record drawings shall be maintained in the base’s existing drawing record systems or as directed by the CSIR Manager. The Contractor shall coordinate with the Base CSIR/CVC Manager and develop and maintain the CSIR IAW AFI 33-101, TO 00-33A-1001, and TO 00-33D-3003.

1.3.14.6.2. CVC Database Records. The Contractor shall produce, update, and post changes to drawings, plant records or documents using Government provided forms, software and web browser applications. Contractor shall load, edit, update and maintain CSIR information, for the OSP, in the CVC database IAW AFI 33-101, Commander’s Guidance and Responsibilities, and TO 00-33A-1001. Contractor shall transfer to the CVC database all pertinent OSP CFD information from administrative and maintenance CSIR, Legacy CSIRs, work orders, inspection records, as-built and as-installed marked-up drawings, and GPS services produced as a result of the Contractor’s operations. The Contractor shall update the CVC database with OSP information from as-built drawings or other pertinent documents or electronic data pertaining to work done by third parties (organic or Contractor) when tasked through the work order process. A separate prepriced Contract Line Item Number (CLIN)/Product Identification (PID) (Schedule B – CLIN X007 and GPS-CVC PIDs (8000-8003, 8100, and 8151-8153) on the PIRRM Pricing Schedule shall be used for conversion of third party as-built drawings, document, or electronic data information. Contractor is responsible for verifying Contractor entered information, accuracy and completeness. Contractor will use the CVC Viewer/Editor to update the CVC by opening and utilizing Live Direct Edit Sessions. During the edit session the Contractor will update CVC with as-built information or with information transcribed from shape files created or produced in accordance with Appendix 5.7 (paragraph 5.7.5 and Table A). When the update is completed, the Contractor will close the session and notify the CSIR Manager the session edit is ready to be approved. The CSIR Manager will review the Contractor’s edit session and Quality Control (QC) approve or reject each Contractor’s Live Direct Session Edit by inspecting each feature added or modified during the Live Direct Edit Session. The CSIR Manager will notify the Contractor of each feature that was rejected during the quality control approval process in order for the Contractor to take corrective action.

1.3.14.6.3. ISP Drawing Records. The Contractor shall maintain ISP drawing records in Microstation, AutoCAD, or VISIO format. Contractor shall transfer all pertinent ISP information from administrative and maintenance CSIR, Legacy CSIRs, work orders, inspection records, as-built and as-installed marked-up drawings or other information produced as a result of the Contractor’s operations to ISP drawing records. The Contractor shall also develop and maintain correct, manually annotated paper copies of changes to the ISP in addition to the electronic drawing files. Once the CSIR Manager or QAP has verified that the Contractor has properly updated the electronic drawing with the annotated changes, the paper copy may be destroyed. Color plots of electronic files are acceptable providing they display the same information as a manually marked up drawing. The Contractor shall update Legacy CSIR drawing records with ISP information from as-built drawings or other pertinent documents or electronic data pertaining to work done by third parties (organic or Contractor) when tasked through the work order process. The work order process shall also be used for conversion of third party as-built drawings, document, or electronic data information. The Contractor shall not produce new electronic files unless no file exists. In cases when no electronic file exists, the Contractor shall produce a new drawing for ISP permanent drawing records. The Contractor shall also update any associated drawings to incorporate any changes/additions made to a drawing record; for example, if a floor plan has changes, the changes shall also be posted to the equipment data list/face equipment diagram, as applicable.

1.3.14.6.4. CIPS Account Records. The Contractor shall have an account in order to use CVC. The Contractor shall apply for a new account by visiting the CIPS website at https://cipsaf.tinker.af.mil/cips, selecting Create New Account and providing the required information.

1.3.14.7. Global Positioning System (GPS) Service Data Records. The Contractor shall collect, update and maintain the CFD and use the data to update the location and attributes of communication features in the CVC database in accordance with para 1.3.14.6 and Appendix 5.7 (for any GPS requirement).

1.3.14.8. Switching System and ISP & OSP Equipment Operational Records. The Contractor shall retain records on site and make available for QAP or CO/CA review at any time.

1.3.14.9. CLIN/SLIN/PID Utilization Record. The Contractor shall produce and maintain an electronic record of the CLINs/SLINs/PIDs, ordered under the contract. The record shall include: the CLIN, SLIN, or PID number; descriptions; and quantities of each item. The record shall exclude price information. Contractor shall update this record within two (2) days of work order completion.

1.3.14.10. AF Logistics Support Spares Records (Inventory). The Contractor shall maintain and update the AF logistics support spares records in the on-site work center. The QAP will provide the initial inventory to the Contractor for maintenance. Records include spares inventory list and spares replacement log. Spares inventory list shall include, as a minimum, Product Engineering Code (PEC), serial number, description, quantity, and vendor. Spares replacement log shall include, as a minimum, name of calling and called personnel, time, requesting description, Material Return Authorization (MRA) number, equipment item’s PEC and serial number, shipping date, and material return date.

1.3.14.11. Contractor-Furnished Hazardous Material Records. The Contractor shall develop this record to document bringing or using hazardous material on Government facilities. Contractor shall develop this record not later than 30 calendar days after contract award and develop and maintain electronic updates to records quarterly thereafter. If no hazardous material is used in performance of the contract during the quarterly period, the Contractor shall indicate “none” on the applicable quarterly record. The record shall consist of the following:

Section 1, General Information. This section shall contain: Contract number; contract performance period; Contractor's name; date of record; name and phone number of on-base Contractor point of contact; emergency phone number; and address or physical location of the Contractor’s on-base field office.

Section 2, Product Information. This section shall contain: product nomenclature; product trade name; product part number; manufacturer’s name and address; physical location(s) of on-base usage and storage; description of how product is used; justification for use.

Section 3, Usage/Storage Amount. This section shall contain: unit of measure (e.g., gallons, quarts, pints, fluid ounces, pounds, other (specify); amount brought on installation; amount used during reporting period; amount stored; amount removed; and signature of responsible Contractor.

1.3.14.12. Equipment Inventory Records (Appendix 5.2). The Contractor shall maintain a working copy (in an MS Excel® document) of Appendix 5.2, which will be provided by the Government at the pre-performance conference. Appendix 5.2 shall identify equipment installed, changed, or removed via contract modification or the work order process identified in para 1.4. The record shall include all assemblies of the equipment configuration, which would be logically disassembled from the total configuration for the purpose of packing and shipping. The Contractor shall update the record when individual work orders are completed annotating changes as necessary (i.e. showing adds or deletions, dates, amounts, etc) using MS Excel® software.

1.3.14.13. Telecommunications Management System (TMS) Record. The Contractor shall perform daily record updates using the TMS employed at the base. Some updates may require the Contractor to manually enter the data upon completion of individual work orders or record changes. Contractor shall also maintain cable pair assignment records using TMS.

1.3.14.14. Work Order Records, Including Warranty Records. The Contractor shall develop and maintain work order records. The Contractor shall update work center records within two (2) business days after completion of the task(s) specified on individual work orders and notify QAP in writing. All physical records of work orders shall be retained and be available locally (on base). Electronic storage of completed (accepted by the QAP) work orders is acceptable and preferred. Paper copies of completed work orders may be destroyed by using a cross cut shredder to prevent unauthorized disclosure after electronic storage is complete.

1.3.14.15. Traffic Measurement Records. The switch-generated record shall be used to satisfy this requirement as needed. The record shall contain an analysis of traffic measurements including a trunk traffic summary and individual analysis of each trunk group. The printed record shall be provided to the QAP on an as-needed basis, not more than quarterly. The Government may also request measurement and analysis records for a particular line or group of lines. This selective record shall be maintained on site and made available to the QAP within two (2) work days from occurrence of the traffic measurement analysis.

1.3.14.16. System Capacity Records. The Contractor shall maintain system capacity records quarterly and be available upon request by the QAP. Semi-annual system capacity records include OSP cables and building records. Records shall include each cable and terminated cable count, type of cable (bad and spare), and number of conductors used. Quarterly system capacity records shall be produced for the host switch and remotes. The records shall include total line ports, line ports in use, line port type (analog/digital/Integrated Service Digital Network (ISDN), etc.) total used, and DS-1 digital trunk ports (total ports used and available).

1.3.14.17. System Security Audit Record. The Contractor shall develop and maintain an electronic weekly user event log that contains, at a minimum: the number of logins (remote and local); number of login attempts (remote and local); password changes; and/or any critical table modifications including new user accounts as allowed by the switch.

1.3.14.18. Quality Control Plan (QCP) Record. The Contractor shall develop and maintain a highly effective QCP for all services provided under this PWS within 30 calendar days of contract award for CO acceptance. Once accepted, the QCP shall remain in effect during the term of the contract (including any option periods if exercised). The Contractor shall maintain the QCP; retain a copy on site; and ensure availability at all times to all members of their on-site staff, as well as the QAP and CA. The Contractor’s QCP shall reflect depot-level Contractor logistic support, centralized maintenance and remote monitoring from the I-Network Operations Center (OSC) and refrain from relying on Government QAPs as a means to ensure their own quality control. The Contractor shall notify the parties specified in this paragraph of any changes to the QCP at least ten (10) work days prior to implementation of those changes.

1.4. Work Orders.

The Contractor shall comply with the following work order requirements. Examples of work orders include, but are not limited to, equipment purchases, installations, removals, or relocations. Additionally, work orders may include installation or removal of cables/transmission media, as required for new requirements, and follow-on O&M of these equipment items/media. The QAP will be notified of any installation found to be incomplete or not installed according to industry standards. The Contractor shall maintain the installed infrastructure and will not be held responsible for completing third party installations or bringing third party installations up to industry standard unless directed by issuance of a work order or contract modification. The EIPS provides detailed descriptions of the material and labor effort (e.g., material, labor, and incidentals for installation, removal, and/or relocation) required by the Purchase, Installation, Relocation, Removal and Miscellaneous (PIRRM) pricing schedule (Attachment 2 to the solicitation) and identified by PIDs. When an item is required to complete a work order which is not prepriced within the PIRRM Schedule, the Government shall require at least two (2), preferably (3) three, quotes of the non-prepriced items for review. The Government may negotiate the addition of these items, negotiate a special project (para 1.5), or opt to use another vehicle to accomplish the task. NOTE: Only the CO can negotiate pricing.

1.4.1. Work Order Procedures.

1.4.1.1. Work orders for pre-priced items may be prepared by the QAP or by the Contractor. Work orders prepared by the Contractor shall be submitted to the QAP for approval before work starts. All work orders shall be prepared via TMS (i.e., WOMS, Remedy), on DD Form 1367, Commercial Communications Work Order or equivalent (QAP approved) form. Work order numbers shall be established by the QAP. If necessary, the Contractor shall walk-through the proposed work site to ensure understanding of the work to be performed, which is not the same as a technical solution, (See FAR 52.236-2, Site Investigation). The Contractor may be accompanied by Government personnel.

1.4.1.2. All work orders issued hereunder are subject to the terms and conditions of the contract. In the event of conflict with any work order, the contract will take precedence. The Contractor shall refer any questions, concerns, or disputes concerning work orders to the QAP in writing within 24 hours (two hours for emergencies) of receipt of the work order. In the case of misunderstanding or concern, the Contractor does not have the right to reject work orders. Should questions, concerns, or disputes occur, the Contractor shall continue work while elevating to the CO in writing for direction/resolution.

1.4.1.3. Work orders will be accomplished during normal duty hours; however, occasions may arise that require work to be accomplished outside of these hours. The Contractor shall be responsible for covering such situations with adequate personnel and completing the work within the stipulated time. The contractor has the ability to manage the work load so overtime hours do not occur. (Reference para 4.4).

1.4.2. Work Orders Classifications.

The QAP will classify work orders as routine, priority, or emergency. The QAP is authorized to reclassify/reprioritize work orders without cost before work commences. The Contractor shall comply with the time limits listed below from the time of receipt of the work order. However, exceptions to time limits may be allowed, with the written approval of the QAP or CO and appropriate justification. Failure to obtain materials due to supplier delay is not typically considered an adequate reason for an extension. All cable cut repairs shall be classified as emergency unless determined otherwise by the QAP.

1.4.2.1 Emergency. Respond within two (2) hours and complete work as soon as possible upon approval. The QAP may provide initial notification to the Contractor verbally, with a written follow-up within two hours. The Contractor will keep the QAP apprised of emergency work order status.

1.4.2.2. Priority. Complete within three (3) duty days

1.4.2.3. Routine. Complete within ten (10) duty days

1.4.3. Required Information on Work Orders.

Work orders placed under the contract will contain the following information as a minimum:

· Date of preparation.

· Contract number, and work order number.

· CLIN/SLIN/PID, description, quantity ordered, building number, room number, and contract unit and extended prices and total Not To Exceed (NTE) price.

· The work order priority and established completion time.

· Statement “Davis Bacon Act Applies…___Y or ___N ____(Contractor Initials)”

· Changes to work orders, as permitted by the terms within this PWS, shall reflect mutual agreement by attaching supporting documentation; signatures of the QAP and Contractor; and dates of signatures.

· When complete, a stamp or other text block indicating customer acceptance, Contractor initials and dates of completion for work and applicable work center records.

· Any other pertinent information required to properly document work performed.

· Include the statement “Invoice Work Order Against Funding SLIN _____” prior to work order approval (do not use “x” placeholders, e.g. x011AA on work orders)

1.4.4. Work Orders Subject to the Davis Bacon Act.

The QAP is authorized to place work orders directly with the Contractor for all CLINs/PIDs.