PWS-VTSS.pdf

PERFORMANCE WORK STATEMENT

FOR

VERTICAL TANK STORAGE SYSTEM

PREVENTATIVE AND EMERGENCY

MAINTENANCE

SERVICES

Mountain Home Air Force Base, Idaho 8 May 2019

Table of Contents

Section Number and Title Page Number

I Description of Services 3

II Services Summary 5

III Government Furnished Property and Services 7

IV General Information 8

V APPENDICES 9

Appendix A, Vertical Tank Storage System Checklist 10

SECTION I

DESCRIPTION OF SERVICES

1. SCOPE. The contractor shall provide all management, tools, supplies, equipment, and labor necessary to maintain and protect the operational capability of the External Aircraft Vertical Fuel Tank Storage System (VTSS) to include emergency maintenance located on Mountain Home Air Force Base, Idaho. All services will be accomplished in accordance with International Automated Systems (IAS) Manuals, Occupational Safety and Health Administration (OSHA) standards, and any other applicable recognized National Consensus Standards in effect during the Period of Performance.

1.1. PREVENTATIVE MAINTENANCE SERVICE. The objective of preventive maintenance (PM) is to protect the operational capability of the system by detecting and correcting minor malfunctions before they become major repair items, disrupt operations, or become a safety hazard. Preventive maintenance will consist of equipment inspection, cleaning, lubricating, and performance of all other scheduled adjustments and repairs in accordance with manufacturer’s specifications to the VTSS. These annual visits will help train selected Air Force personnel in the operation and familiarity of the VTSS. PM will be performed yearly and will consist of a two week visit on-site of no less than 8 hours a day and 5 days per week by maintenance personnel. The contractor shall submit a schedule to the government Point of Contact (POC), either in writing or by email of the proposed work on the VTSS 14-days prior to commencing work.

1.1.1. Inspection/Maintenance. The contractor shall inspect the VTSS in accordance with the IAS Operations Manual. The contractor shall perform recurring, preventative and corrective maintenance on the VTSS in accordance with the IAS manual guidance. PM includes, but is not limited to, a detailed inspection, lubrication, adjustment and/or replacement, of the following system components:

• Trolley wheels

• Chains

• Bearings

• Fasteners

• Welds

• Drive mechanism

• Gear box inspected annually and lubrication changed once yearly

• Adjustment of take-up chain tension

• Mechanical/manual backup drive system

• Hydraulic power unit

• Hydraulic pressure valve to prevent tanks with fuel from entering the system

• Hydraulic heater unit

• Hydraulic oil filter change

• Check and adjust mounting of all sensing devices (limit switches, etc.)

• Pull cord safety switches

• Perform system software updates as required and perform system diagnostics as required

1.1.2. Safety. The contractor shall perform all work in accordance with safety standards and applicable codes in order to eliminate the possibility of damage to installed machinery, equipment and building structures. All walking areas are to be clean at all times during and after work. Precautions shall be taken to ensure that grease is not dispersed to other areas.

1.1.3. Document Submittal. The contractor shall submit a report on all inspection, maintenance, and cleaning that is accomplished on the VTSS. Reports will include a record of conditions, inspections, and preventive or corrective maintenance performed on the system. A copy of this report is due to government POC within 10 calendar days following the completion of the inspection and/or work.

1.1.4. Inspection. Upon completion of work, the contractor shall notify the government POC. Using the established checklist (Appendix A), the POC will make a thorough inspection to assure the system is operational.

1.1.5. Certificates. The contractor shall provide for the premises a certificate from the servicing company indicating the date of inspection, place and display a label within the area indicating the date serviced, and the name of the servicing company.

1.1.6. HAZMAT. The contractor shall provide notification and HAZMAT assessments for any chemicals used before transporting them to the premises. The contractor shall remove all chemicals used in accordance with correct procedures.

1.1.7. Training. During the annual maintenance service, contractor will conduct a one day hands-on training session for all authorized personnel assigned to operate the VTSS, to include all functions.

1.1.8. Other. The contractor shall be responsible to repair or replace any equipment, or portion of a structure that is damaged during services performed under the scope of this contract.

1.2. EMERGENCY MAINTENANCE SERVICE. Upon request by the Contracting Officer (CO) or the government POC, the contractor shall travel to the job site for emergency maintenance and/or repairs in accordance with applicable local directives and manufacturer’s procedures.

1.2.1 Notification/Response. The contractor shall be in-place within 48 hours of receipt of call. All work shall be completed within five (5) calendar days after commencement of work, not to exceed a total system down-time of seven (7) calendar day regardless of number of calls received.

1.2.2. Inspection/Maintenance. Emergency maintenance service includes, but is not limited to, the items listed in paragraph 1.1.1. Upon completion of work, the contractor shall notify the government POC. The POC will then inspect the system to ensure it is operational.

1.2.3 Document Submittal. The contractor shall submit a report on all inspection, maintenance, and cleaning that is accomplished on the VTSS. Reports will include a record of conditions, inspection, and preventive or corrective maintenance performed on the system. A copy of this report is due to government POC within 10 calendar days after the completion of the inspection and/or work.

SECTION II SERVICES

SUMMARY (SS)

2. The contractor service requirements are summarized in performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service for each requirement. The Services Summary (SS) provides information on contract requirements and the expected level of contractor performance. These thresholds are critical to mission success.

Procedures as set forth in FAR 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance, will be used to remedy all deficiencies.

Performance Objective PWS Para Performance Threshold

Perform Preventive Maintenance and Inspection on the External Aircraft Fuel Tank Storage System (EAFTSS) Systems are inspected as specified. The EAFTSS perform properly and efficiently.

1.1 Systems cleaned and inspected

to applicable standards and satisfaction of the government inspector. 99% of the equipment serviced correctly and on time as scheduled.

Document Submittal Required reports, statements, certificates and other documents are accurate and are submitted on schedule.

1.1, 1.2, Appendix A

Reports are on time 100% of the time.

Perform Emergency Maintenance and Repair on the External Aircraft Fuel Tank Storage System (EAFTSS) Systems are repair properly within the specified timelines.

1.2, Appendix A

Contractor response time within the specified range 90% of the time.

2.1. QUALITY ASSURANCE. The Government will evaluate the contractor's performance under this contract. For those tasks listed throughout this PWS and SS, the government POC will follow the methods of surveillance specified in this contract. Government personnel will record all surveillance observations.

The POC will evaluate the contractor's performance through intermittent on-site inspections and receipt of complaints from base personnel. The POC will inform the contractor of validated complaints. In case of disagreement, the POC and CO will make final determination of the validity of the complaint.

2.1.1. Deficiencies. When an observation indicates defective performance, the government POC will require the contract manager or representative at the site to initial the observation. The initialing of the observation does not necessarily constitute concurrence with the observations, only acknowledgment that he or she has been made aware of the defective performance. In the event a contractor’s representative is unavailable, the POC will fax or email a copy of the observation findings of defective performance to the contractor’s head office, annotating the time contact was attempted, and retains the transmission verification to validate contractor notification.

2.1.2. Re-performance. If required to re-perform work due to a missed or incomplete service, the contractor shall immediately notify the government POC upon completion of the work re-performance.

2.1.3. Other. Government surveillance of tasks not listed in the PWS or by methods other than those listed in the PWS (such as provided for by the Inspection of Services clause) may occur during the performance period of this contract. Such surveillance will be done according to standard inspection procedures or other contract provisions. Any action taken by the CO as a result of surveillance will be according to the terms of this contract. The SS indicates the services required and the satisfactory performance level required of the contractor. The government expects the contractor to perform at the satisfactory level throughout the life of the contract. The contractor’s performance will be a significant consideration when exercising contract option years and evaluating recommendations for award of future government contracts.

2.2. PERIODIC PERFORMANCE MEETINGS. Performance Evaluation Meetings. The Contracting Officer may require the contract manager to meet with the CO and government POC as deemed necessary. The contractor may request a meeting with the Contracting Officer when he or she believes such a meeting is necessary. Written minutes of any meetings shall be recorded in the contract and signed by the contract manager and the CO or Government personnel designated by the CO. If the contractor does not concur with any portion of the minutes, such non-concurrence shall be provided in writing to the contracting officer within ten calendar days following receipt of the minutes.

SECTION III

GOVERNMENT FURNISHED PROPERTY AND SERVICES

3. The Government will provide the following:

• Ample electricity and water.

SECTION IV

GENERAL INFORMATION

4. GENERAL INFORMATION.

4.1. HOURS OF OPERATION. Work will begin within thirty (30) calendar days after contract award and/or option renewal. All work shall be performed between the hours of 0700-1600 in accordance with the customer approved schedule. Requests to work outside these hours shall be submitted in writing to the government POC/Contracting Officer (CO) 14-days in advance of the requested time.

4.1.2. Work Scheduling. The Contractor shall submit a work schedule to the CO and government POC 14 calendar days before commencing work. The Contractor shall coordinate all work with the designated government POC. The POC shall be notified of any schedule changes. For emergency maintenance, the contractor shall have a maximum of 48-hours to respond to the request and five (5) calendar days to complete the work.

Normal operating hours are 0730 to 1630 Monday through Friday, except for Federal holidays or when the installation is officially closed by the 366th FW Commander.

Recognized Federal Holidays. A minimum of ten paid holidays per year:

New Year's Day Martin Luther King Jr.'s Birthday Washington's Birthday Memorial Day Independence Day Labor Day Columbus Day Veterans' Day Thanksgiving Day Christmas Day.

A contractor may substitute for any of the named holidays another day off with pay in accordance with a plan communicated to the employees involved.) The contractor is not required to provide service during 366 FW Family and/or Down Days:

Contractor Manpower Reporting. The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract via a secure data collection site. The contractor is required to completely fill in all required data fields using the following internet address: http://www.ecmra.mil/. Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year, beginning with 2016. Contractors may direct questions to the help desk at help desk at: http://www.ecmra.mil.

IAW Department of Defense Instruction (DoDI) 3020.37. Continuation of Essential Contractor Services During Crisis, and the Air Force implementation thereof, unless otherwise directed by an authorized government represenative, it is determined WWTP services under this PWS are essential and must be performed during a crisis. The Contractor shall continue providing service to the requesting organization 24 hours a day until the crisis is over. The contractor shall submit a contingency plan for operating under said conditions. This plan is due to the CO and government POC within 30 days after contract award and shall include how the contractor will ensure continuation of services, contain the employee’s name, address, home phone number, cell phone number, social security number, security clearance, and duty title. Contractor employees, with approved background checks will be allowed unescorted access to the installation for performance of work in a FPCONs except “Delta”. The CO, PM, or government POC shall notify the contractor of a “Delta” condition as soon as possible after security conditions have been implemented. .

4.1.3. Contract Manager and Alternate. Contractor shall appoint in writing to the CO within 10 business days following contract award a contract manager and alternate(s). Any changes to this letter of appointment shall be provided to the CO within three (3) business days. These individual(s) will be responsible for contract performance IAW the PWS. The contract manager or alternate will have full authority to act for the contractor on all contract matters. The name of this person, and an alternate or alternates, will act for the contractor when the primary is absent.

4.1.3. Base Closures. Work scheduled but not accomplished because of base closure due to weather, exercises, or actual alert, will be accomplished as soon as possible after reopening of the base.

4.2. SECURITY REQUIREMENTS.

4.2.1. Qualifications. All contractor personnel must present a neat appearance and be easily recognized as contractor employees. This may be accomplished by wearing contractor-furnished clothing bearing the company name and/or logo. Dress of office workers will be in good taste and conducive to working with the general public. The contractor will identify himself as a contractor in meetings, telephone conversations, and e-mails and in any correspondence with the Government.

All employees shall fluently read, write, speak, and understand the English language.

4.2.2. Contractor Requirements. Prior to accessing the base computer network, all contractor personnel requiring AF Portal access shall have, at a minimum, a favorably completed National Agency Check (NAC, INTNAC, or equivalent) IAW Air Force System Security Instruction (AFSSI) 5027, paragraph 5.3.1. Contractor personnel shall complete Information Assurance Awareness program training prior to gaining access to base network, approval from base level 366th Communication Squadron (CS) or higher authority is mandatory. Training will be provided by the 366th Contracting Squadron in coordination with the network administrator and the 366th CS.

The contractor shall provide a completed 366th SFS Form 30 for each employee requiring installation access to the CS within five (5) business days following contract award. After approval, the CS will notify the contractor that the employees may get their installation access ID at the Visitor’s Center.

The contractor shall retrieve all identification media, including vehicle passes from employees who depart for any reason before the contract expires i.e. terminated for cause, retirement, etc.

4.2.3. Traffic Laws. The contractor and its employees shall comply with base traffic regulations.

4.2.4. Weapons, Firearms, and Ammunition. Contractor employees are prohibited from possessing weapons, firearms, or ammunition, on themselves or within their contractor owned vehicle or privately

Page 10 of owned vehicle while on MHAFB.

4.2.5. For Official Use Only (FOUO). The contractor shall comply with DoD 5400.7-R, Chapter 4, DoD Freedom of Information Action (FOIA) Program, requirements. This regulation sets policy and procedures for the disclosure of records to the public and for marking, handling, transmitting and safeguarding FOUO material.

4.2.6. Reporting Requirements. Contractor personnel shall report to an appropriate authority any information or circumstances of which they are aware that may pose a threat to the security of DoD personnel, contractor personnel, resources, and classified or unclassified defense information.

Contractor employees shall be briefed by their immediate supervisor upon initial on-base assignment.

4.2.7. Physical Security. The contractor shall be responsible for safeguarding all government property.

At the end of each work period, all government facilities, equipment, and materials shall be secured.

4.3. INCIDENTAL GOVERNMENT FURNISHED SERVICES

4.3.1. Telephones. Government telephone facilities shall be made available for local calls to the contractor for official business use only.

4.3.2. Security Police and Fire Protection. The Government will provide general on-base security and fire protection services. Security Police telephone extension is 8-2256 (on-base) and 208-828- 2256 (from all other phones) for both emergency and routine calls. Fire protection emergency phone is 8-0911(from on-base phone) and 208- 828-0911(from all other phones).

4.3.3. Utilities. All reasonable quantities of electricity will be made available to the Contractor without charge.

4.3.4. Toilet facilities. Use of existing toilet facilities in the immediate work area will be permitted.

The Contractor will ensure facility cleanliness is maintained at all times to the extent of cleaning up after Contractor personnel only.

4.4. RECORDS MANAGEMENT

4.4.1. Contractor Responsibility. All records, files, and documents, regardless of media (e.g., paper, electronic, etc), as described in this PWS, which are the responsibility of the Contractor are the property of the Government and shall remain so upon termination or completion of the contract.

The contractor shall keep these item(s) current and maintain and dispose of them in accordance with the requirements established in AFI 33-322, Records Management Program, paragraph 10, AFMAN 33- 363, paragraph 6.4, AFMAN 33-364, paragraph 2.10 and the Air Force Records Disposition Schedule which may be accessed from the following web address:

https://www.my/af.mil/afrims/afrims/afrims/rims.cfm.4

Records shall be turned over to the government upon completion of the contract unless otherwise stated.

Page 11 of

All records are subject to the Freedom of Information and Privacy Act.

Page 12 of

SECTION V

APPENDICES

5. APPENDICES.

A. EAFTSS Checklist

APPENDIX A

EAFTSS PREVENTATIVE MAINTENANCE CHECKLIST

Bldg. Number Date

No. Inspection Items Sat Unsat N/A

1. Has the gear box lubrication been changed and inspected?

2. Are mountings secure on the sensing devices?

3. Is the hydraulic pressure valve set correctly to prevent tanks with fuel from entering the system?

4. Has the hydraulic oil filter been changed?

5. Do all safety cord switches work properly?

6. Is the hydraulic power unit within working order?

7. Are all trolley wheels, chains, and bearings properly lubricated?

8. Does the take-up chain have the proper tension for operation?

9. Are all welds free of cracks and damages or excessive rust?

10. Has the area been cleared of rags and greasy residue from maintenance?

11. Is the EAFTSS operational?

12. Assure a label within the area is displayed indicating the date serviced, and name of servicing company.

REMARKS:

Overall condition of the maintenance operation: SAT. UNSAT.

Inspector’s Signature/Date: