Security Gate PWS revised_16 Feb 2023.pdf

PERFORMANCE WORK STATEMENT (PWS)

Luke Air Force Base, AZ

Vehicle Gates, Service and Preventive Maintenance

1.0. GENERAL INFORMATION

1.1. This is a non-personnel services contract to provide service repairs and preventive maintenance (PM) on the security gates at Luke AFB, Glendale, AZ. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.2. The licensed contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform service and PM as defined in this Performance Work Statement except for those items specified as government furnished property and services.

The contractor shall perform to the standards in this contract.

1.3. Luke AFB currently has 21 gates that require regular service and maintenance. Please refer to Attachment 2 for locations and manufacture information.

1.3.1. Basic objectives of this service contract include:

Ensure all gates, are adequately maintained in order to prevent failures.

Return any damaged or failing devices to service as quickly and efficiently as possible.

Maintain all devices so that they can be relied upon to function when activated.

1.4. PREVENTIVE MAINTENANCE

1.4.1. The contractor shall perform quarterly preventive maintenance inspections and service of all security gates identified in paragraph 1.3. The contractor shall prepare and submit a written report within 10 days of the inspections. The report shall include identification of each security gate, location, work performed (checklist), repairs needed (with written quote), date of inspection, inspector, and overall condition.

1.4.2. The Contractor at no additional cost to the government shall supply consumable items such as grease, oil, minor parts and/or materials under $25.00. Should the amount exceed the $25.00, it will be the Contractor's responsibility to provide a copy of the original receipt from the Vendor, of all exceeded consumable items at the time of Invoice for the item to be Reimburse. Receipts should include a detailed description on how much (or quantity) of each item/ product that was used, and the price the Contractor was charged for that specific item/product used for each specific job. This is non-negotiable.

1.4.3. All troubleshooting and or minor repairs that can be made at the time of the PM shall be conducted at the time the problem was found. Minor repairs and /or adjustments would be defined as something requiring less than 30 minutes of labor and consumable items/parts. If the contractor doesn’t have the consumable items/parts or manpower to make repairs (includes diagnosis), no additional charges (labor, trip, and parts) shall be billed to the government for associated subsequent trips to repair that minor deficiency.

1.4.4. The contractor personnel will check in and out at 56th Civil Engineers Service Contract Office located at building 343 upon arrival and departure from Luke AFB, AZ during inspections and preventive maintenance services. Phone calls are acceptable.

1.4.5. When repairs are required that are found outside the scope of the inspection and preventive maintenance services identified in paragraph 1.4, the Contractor shall prepare a detailed estimate, which shall include labor, trip charges (if applicable), and materials required to complete the repairs, to the Contracting Officer (CO) or the

Contracting Officer Representative (COR). The Contractor shall commence repair work after notification and authorization from the CO or COR. All repair work shall be in accordance with normal commercial practices and invoiced separately on the contract. All parts and repair invoices are to be submitted with the supporting documents

(copies of original receipts from the suppliers and vendors that provided the parts, equipment, and items to the

Contractor) acceptable to the COR prior to submitting for payment.

1.5. REPAIR SERVICE CALLS.

1.5.1. The CO or the COR will notify the contractor of repairs to be made from the inspection reports or routine service call. The contractor shall report to the work location, survey the repair, and provide the COR an estimated cost of repair. The contractor shall commence repair work after notification from the COR. All repair work shall be in accordance with normal commercial practices.

1.5.2. The contractor shall have a point of contact available during Luke AFB normal operations (7:00 am. to 4:00

pm) excluding weekends and federal holidays with an initial call back response time not to exceed 1 hour after

Government notification of a routine service call. Routine service calls shall only be accepted by the Contractor from the COR at Luke AFB.

1.5.2.1. The Contractor shall notify the COR of their arrival and departure and status of repair. The contractor is required to be on site within eight (8) hours during Luke AFB normal operations from initial routine service call.

(e.g., since an 8-hour response time is required, and the operating hours are 7:00 a.m. to 4:00 p.m., then a call to the maintenance Contractor at 2:00 p.m. would require a physical response from the maintenance Contractor no later than 1:00 p.m. the following workday). The contractor shall troubleshoot and ensure the security gate is repaired and returned to operational status in a timely manner. When a routine service call requires further repairs, the contractor and the COR shall coordinate and schedule repairs.

1.5.3. The Contractor shall prepare and submit a written report within 2 days of completed initial routine service call. The report shall include identification of each gate system, location of work performed, repairs needed (with written quote), date of service call, and overall condition. The report must include the name(s) of the person(s) that performed the service.

1.5.4. The Contractor shall notify the CO or COR of repairs to be made from the service calls. The Contractor shall report to the work location, survey the repair, and provide the CO or COR an estimated cost of repair within (2) business days which shall include labor, trip charges (if applicable), and materials required to complete the repairs.

The Contractor shall commence repair work after notification and authorization from the CO or COR. All repair work shall be in accordance with normal commercial practices and invoiced separately on the contract. All parts and repair invoices are to be submitted with supporting documents (receipts from suppliers and vendors) acceptable to the COR prior to submitting for payment. Contractor shall provide a report with the name(s) of the person(s) performing the service, repairs made and/or new parts installed to the item serviced or inspected, date and signature and full identification of the specific equipment repaired.

1.6. GOVERNMENT REIMBURSEMENT FOR REPAIRS.

1.6.1. Contractor shall be reimbursed for parts and materials purchased by the Contractor to complete repair work for repair and services at market prices as established by suppliers paid invoices. No mark up of prices by the

Contractor shall be allowed. When equipment rental has been approved in advance by the COR, the Contractor shall be reimbursed for rental of equipment necessary to perform work at market prices as established by supplier paid invoices, with an allowable mark up by the Contractor not to exceed 15%. Only new parts or parts of equal quality that is specified by the door manufacturer will be used in effecting repairs. Parts replaced will become the property of the government. The Contractor will return all replaced defective parts to the COR unless the replaced parts are used for trade in as authorized by the CO/COR. Contractor shall supply normal tools of the trade without cost to the government. The Contractor shall provide the COR with a copy of the Original Receipt of the purchase of all items and parts needing Reimbursement. It will be included at the time of Invoice; failure to comply could result in non-payment of the parts/equipment/items.

1.6.2. Labor charges will be billed for repair and services for routine service calls at an hourly rate agreed to in the contract. Contractor will submit a bid of estimated labor charges to CO/COR for approval. Only approved bids will be reimbursed. Labor hours shall start at the arrival of Luke AFB and end on the departure of the base. Lunch breaks taken while on base will be logged on Work Orders and made known to the CO/COR and will not be billable towards the time charged by the Contractor for Labor Hours at Luke AFB.

1.6.3. A trip charge is defined as the cost of transportation from the Contractor’s place of business to Luke AFB and return. Trip charges shall be for service calls only (this cost is included in PM costs). Contractor shall not charge for additional labor time during travel.

1.6.3.1. A trip charge shall not be charged for items related to scheduled contract Preventive Maintenance, unless a proposal has been or will be submitted for work to be authorized.

1.6.3.2. If the COR calls in a service call while the contractor is on Luke AFB, contractor will charge additional labor and decide whether their current schedule can accommodate completion of the call on that day. If the service call pushes the contractors scheduled work into an additional day, an additional trip charge is authorized. Contractor will make determination at time of call, whether the schedule permits the additional call at no cost.

1.7 General Information:

1.7.1. The government will periodically evaluate the Contractor’s performance by appointing a COR or government representative to monitor performance to ensure services are received in accordance with requirements set forth in this PWS. The government COR will evaluate the Contractor’s performance through intermittent on-site inspections and receipt of complaints from base personnel. The government reserves the right to inspect each task as completed.

1.7.2. Quality control shall be the responsibility of the contractor. The contractor shall meet all federal and Luke AFB safety standards at all times. The contractor shall meet all U.S. Air Force and

Federal quality and workmanship standards. The contractor shall install, repair, and maintain all equipment according to manufacturer specifications.

1.7.2.1. Indication of lack of quality workmanship on the part of the contractor shall be sufficient grounds for the government to reject installed work and to require its immediate removal and complete reinstallation at no additional cost to the government.

1.7.3. The contractor is not required to provide service on federal holidays; the holidays are:

New Year’s Day - 1 January

Martin Luther King Day - 3rd Monday in January

Washington’s Birthday - 3rd Monday in February

Memorial Day - last Monday in May

Juneteenth- 19 June

Independence Day - 4 July

Labor Day - 1st Monday in September

Columbus Day - 2nd Monday in October

Veteran’s Day - 11 November

Thanksgiving Day - 4th Thursday in November

Christmas Day - 25 December

1.7.5. The contractor is responsible for conducting business, between the hours of 7:00AM and

4:00PM Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings unless notified of an repair need. For other than firm fixed price contracts, the contractor will not be reimbursed when the government facility is closed for the above reasons. The Contractor must at all times maintain an adequate and licensed workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.8. Security Requirements:

1.8.1. Contractor employees shall comply with Luke AFB security requirements imposed by the Installation

Commander at all times while on Luke AFB premises. The Contractor shall obtain all necessary passes, decals, badges, or other items required for access to perform contract services at Luke AFB. The Contractor is responsible for accountability of all such media, which shall be surrendered to the Security Forces Squadron Pass and

Registration Section upon completion or termination of the contract or upon termination of an individual’s employment for the Contractor. The Contractor shall comply with all Luke AFB policies regarding entry to the installation, rules of the road, contingency operations compliance, and photography prohibitions. Contractor employees are authorized entry to the installation for the purpose of work under this contract only, and are not authorized in other facilities or areas without prior government authorization. Due to safety/security requirements, Contractor personnel shall be required to fluently speak, understand, read, and write English.

1.8.2. The Contractor must be aware that entry requirements are subject to change due to installation and world situations. All employees may be subject to a background check through the FBI for base access.

1.8.3. Current security access restrictions at Luke AFB require all contractor vehicles to enter through the South

Gate only. Contractor vehicles may be subject to search prior to gaining base entry. The Contractor should plan and allow for delays as a result of increased and ever-changing security procedures.

1.8.4. The Contractor shall brief all employees that they shall immediately leave any area upon notification by the

CO, COR, constituted authority, Security Forces, or when directed as occasional operational requirements, real world activities, or emergencies dictate.

1.8.5. Contractor performance within restricted/controlled areas shall require Contractor compliance with various levels of security and established personnel security entry control procedures. The Contractor shall ensure all contractor employees performing services in secured areas are processed for a controlled area, limited access, or visitor badge by the Entry Controller of the restricted/controlled area.

1.8.6. At all times while in restricted/controlled areas, contractor employees shall be under direct surveillance of a government employee who is cleared to wear a controlled area badge and perform escort duties. Visitor badges shall be returned to the Entry Controller each time the employee completes the duties and leaves the area.

1.8.7. The CES Security Manager and or the COR is the source for the necessary forms and will provide instructions for receiving, preparing, and processing these forms. The Contractor shall coordinate with all required facilities to process all necessary paperwork

1.8.8. The Luke AFB Installation Commander reserves the right to deny restricted area entry to any contractor employee who’s NAC is unfavorable, and the right to terminate the entry of any employee upon disclosure of information indicating the individual’s continued entry to a secure area is not in the best interest of national security.

1.8.9. The Contractor shall not employ persons for work on this contract who are identified to the Contractor by the

CO as a potential threat to the health, safety, security, general well-being, or operational mission of the installation and its population. Contractor personnel shall be easily recognized as contractor employees by wearing an identification tag that includes the company’s name/logo and employee’s name.

1.8.10. The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

1.8.11. The Contractor shall prohibit the use of Government issued keys/key cards by any persons other than the

Contractor’s employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the CO or COR.

1.9. Post Award Conference/Periodic Progress Meetings:

1.9.1. The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The CO, COR and other

Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced.

Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.9.2. Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are

Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed. All contractor personnel shall be required to always display their Luke AFB identification badge while on Luke AFB premises.

1.9.3. Data Rights: The Government has unlimited rights to all documents/material produced under this contract.

All documents and materials, to include the source codes of any software, produced under this contract shall be

Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other

Government rights.

2.1. DEFINITIONS:

2.1.1. CONTRACTOR. A licensed supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.2. CONTRACTING OFFICER. (CO) A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.3. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.5. DELIVERABLE. Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

2.1.6. KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.7. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.8. QUALITY ASSURANCE. The government procedures to verify that services being performed by the

Contractor is performed according to acceptable standards.

2.1.9. QUALITY ASSURANCE Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.10. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.11. SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.1.12. WORKDAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.12. WORK WEEK. Monday through Friday, unless specified otherwise.

1.10. ATTACHMENT/TECHNICAL EXHIBIT LISTING

Attachment 1/Technical Exhibit 1 – PM Checklist Example

Attachment 2/Technical Exhibit 2 – Gate Location and Manufacture Information

Attachment 1/Technical Exhibit 1 – PM Checklist Example

Check List:

1. Drive Chain

2. Chains inside of the operator panel

3. Truck assemblies inside of a track gate

4. Limit switches

5. Gearboxes

6. Truck assembly studs

7. Lower and upper rollers

8. Chain tension (refer to operator’s manual)

9. Operator panel bolts

10. Gate fabric (Chain Link &/or metal)

11. Pickets

12. Pulleys

13. Brake assembly

14. Photo eye units

15. Plated mounted devise (photo eyes, gate operators)

16. Operator

17. Keypads

18. Safety devices (photo eye, safety edge)

19. Drive chain

20. Gate rollers

21. Gate truck assembly if a track

22. Swing arms and unit

23. Clutch pads

24. Batteries

*If any of the situations listed below occur, batteries will be replaced:

- Gate remains locked in the open position

- Gate remains locked in the closed position

- Gate opens five seconds after AC power loss and locks open.

Attachment 2/Technical Exhibit 2 – Gate Location and Manufacture Information

Quantity Gate Location Manufacturer Model

2 Lightning Gate Entrance and Exit (slide) Max Rhino 4000 FS

2 North Gate Entrance and Exit (slide) All-o-matiC SL 150DC

1 Building 289- Vehicle Maintenance West Entrance (slide) TRI-COR MEHS - 121

1 Building 299- Vehicle Maintenance South Entrance (slide) Lift Master CSL24UL

1 Building 310 (Luke Detachment 9) (slide HySecurity N/A

2 Building 312- Fuels Entrance and Exit (slide) Lift Master CSL24UL

1 Controlled Area (South of Building 422) Entrance and Exit

(slide)

HySecurity/Slidesmart DC 10F

1 Controlled Area (South of Building 453) Entrance and Exit

(slide)

HySecurity/Slidesmart DC 10F

1 Controlled Area (South of Building 918, Combat Arms

Training) Entrance and Exit (slide)

Nice/Slidesmart CMX

2 Controlled Area (Building 934 and 922) Entrance and Exit

(swing)

HySecurity/Swingsmart DC 20

1 Controlled Area (Building 915) Entrance and Exit (slide) HySecurity/Swingsmart DC 20

1 Controlled Area (Building 1029) Entrance and Exit (slide) HySecurity/Slidesmart DC 10F

1 Controlled Area (Building 1032) Entrance and Exit (swing) HySecurity UL STD 325

1 Controlled Area (Building 1219) Entrance and Exit (slide) HySecurity/Swingsmart DC 20

1 South Gate (Building 70899) Entrance (slide) Max Rhino DC 15F

1 South Gate (Building 70897) Exit (slide) Max Rhino 4000 FS

1 South Gate (Building 894) Inspection Station (slide) Max Rhino 4000 FS