FY12 PWS dated 25 Oct 11.docx

FA5000-12-R-0002

Attachment 1, PWS

PERFORMANCE WORK STATEMENT

MAINTENANCE AND REPAIR

FOR

OIL/WATER SEPARATORS

Joint Base Elmendorf Richardson (JBER), ALASKA

25 Oct 2011

Table of Contents Page

I. Description of Services 4

II. Services Summary 7

III. Government-Furnished Property and Services 10

IV. General Information 11

Appendixes

SECTION 1

DESCRIPTION OF SERVICES

1.1. SCOPE OF WORK. The contractor shall provide all management, tools, supplies, equipment and labor necessary to inspect, test, maintain and repair Oil Water Separators (OWS), located at Joint Base Elmendorf Richardson (JBER), Alaska. Work shall comply with government and commercial standards for maintenance and repair of these units as well as all federal, state, and local requirements that apply. The location, size, frequency of inspection and cleaning for each OWS is listed in Appendix C.

1.2. SPECIFICATIONS AND DESCRIPTION OF WORK. Work must be accomplished in accordance with government and commercial standards, and all applicable regulations. The following list of Federal, State, and local regulations pertaining to liquid wastes are not all-inclusive.

- Resource Conservation and Recovery Act (as amended by the Hazardous and Solid Waste Amendments of 1984), subtitle C, “Hazardous Waste Management.”

- Oil Pollution Act of 1990, Section 1001.

- The Clean Water Act, Title 3, “Standards and Enforcement” and Title 4, “Permits and Licenses”.

- Title 40 CFR 280-281, "Federal UST Regulations"

- Title 40 CFR 260-282, “Hazardous Waste”, “Technical Standards for USTs”.

- Title 40 CFR Parts 104-149 “Water Programs”.

- Title 40 CFR Part 110, “Discharge of Oil”.

- Title 40 CFR Part 112, “Oil Pollution Prevention”.

- Title 40 CFR Part 401-471, “Effluent Guidelines and Standards”.

- Title 40 CFR Subpart F, “Releases from Solid Waste Management Units”.

- Title 40 CFR, Confined Space

- Title 49 CFR 177.816, Department of Transportation Regulation

- 18 AAC 78, State of Alaska UST Regulations.

- AWWU Industrial Pretreatment Permit #11.

- 673 AIR BASE WING OPLAN 19-3 AND 19-1, JBER AK

1.3. OIL WATER SEPARATORS (OWS).

1.3.1. Quarterly Inspections of OWS The contractor shall inspect and test all alarms and monitoring systems on each unit to determine operational status and need for repairs. The contractor shall include the sediment and oil level in each report submitted. The contractor shall submit a used oil water separator inspection report to the COR (Contracting Officer Representative) and to the CO (Contracting Officer) quarterly IAW PWS 1.4.

1.3.2. Seasonal Maintenance of OWS The following three OWS shall be cleaned on a monthly schedule from 1 Oct to 30 Apr: Car Wash bldg 3805, Transportation bldg 6211, and Snow Barn bldg 9361. Cleaning shall be IAW PWS 1.3.3.

1.3.3. Annual Cleaning of OWS Cleaning shall include the coalescing coils, alarm sensors, floats, lift stations, sediment trap/vault, and transition sumps which are in line with the OWS units and associated sand traps. Prior to cleaning, pumping operations or repair, the contractor shall have the facility manager sign a User Knowledge Certification; OPLAN 19-3, acknowledging that hazardous waste has not entered the oil-water separator. If the User Knowledge Certificate is not signed to certify the contents as non-hazardous, then the contractor shall immediately notify the COR and shall not clean the OWS system. Once the signed User Knowledge Certificate is obtained, the contractor shall proceed with the cleaning in accordance with industry standards and applicable regulations. The cleaning process shall as a minimum follow the process listed below:

1.3.4. Service Calls Service calls for the purpose of this contract are defined as all maintenance deficiencies called in by the COR. The contractor shall respond to service calls within one duty day with completion accomplished within three duty days. The contractor shall reference paragraph 1.3.7 for service calls requiring a repair over $3,000. The contractor shall keep a log and records for each call.

1.3.5. Testing The contractor shall conduct the appropriate test to meet all federal, state, local laws, OPLAN 19-3 and regulations on all OWS oil and sludge disposal. Each facility shall have an approved accumulation point to temporarily hold the containerized sludge from their facility. This temporary accumulation point shall be designated by JBER CEANQ (Environmental Quality). A copy of the test results shall be given to the COR before any oil or sludge is transported within JBER or off base.

1.3.6. Transportation and disposal The contractor shall remove and transport all excess oil and sludge waste in accordance with industry standards Federal, State, and Local laws and regulations. Oil and sludge waste shall be transferred from the OWS unit in a contractor provided Department of Transportation approved drum with appropriate documentation and labeling. Upon receipt of analytical results, the contractor shall dispose of the oil and sludge waste.

1.3.6.1. Transporting of all waste materials generated under this contract shall be accomplished in a manner preventing materials or particles from becoming air borne or spilled. Training to haul potential hazardous waste is required in accordance with Department of Transportation Regulations (49 CFR 177.816). Contractor shall comply with all applicable Federal, State and local laws and regulations including the Occupational Safety and Health Act (OSHA). The contractor shall not discharge chemicals, oils, or grease into the base sewer lines. Disposal records shall be included in the monthly reports.

1.3.7. Special Maintenance Projects (SMP) and repairs exceeding $3,000 require CO approval. Provide all management, administrative support, supervision, personnel, equipment, tools, material, and other items or services necessary to perform all requirements of SMPs. SMPs are defined as work requirements within the general scope of this contract work but not elsewhere defined or priced. SMPs may also include temporary/permanent closure of an OWS. Upon request of the COR, the Contractor shall prepare and submit a cost proposal within three (3) working days for the work requested utilizing the form provided in Appendix F.

1.3.7.1. All work accomplished under SMPs shall be in accordance with the standards contained herein as well as trade standards, and shall be completed within the negotiated performance period. Upon completion of SMPs, the contractor shall notify COR for 100% inspection and acceptance.

1.3.7.2. The contractor shall invoice for SMPs once it is completed and accepted by the COR. Each SMP invoice shall include work order number, facility number, and price (i.e. labor hours, materials, equipment rental). The contractor shall provide a copy of the original supplier’s invoice, tickets, sales slips, service call number where parts were utilized, or other documents, identifying items purchased under the reimbursable line item of the contract. All supporting documentation shall be submitted through Wide Area Work Flow (WAWF) when invoicing.

1.4. REPORTS. The contractor shall submit an OWS inspection program/schedule to the CO within ten days of contract award. Contractor shall notify COR if changes occur so they can be verified. All reports and schedules shall be submitted to 773d CES/CEOSS and 673d CES/CEANQ in accordance with OPLAN 19-3 no later than the tenth of the following month. See Appendix E

SECTION II

SERVICES SUMMARY

2.1. SERVICES SUMMARY (SS): The contract service requirements are summarized in performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimally acceptable levels of service required for each requirement. The SS and the contractor’s Quality Control Procedures provide information on contract requirements, the expected level of contractor performance and the expected method of government surveillance and confirmation of services provided. These thresholds are critical to mission success. Procedures as set forth in the Federal Acquisition Regulation (FAR) 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance, will be used to remedy all deficiencies.

Threshold

SS-1

Perform quarterly OWS inspections and annual cleaning

customer complaint

SS-2

Testing

within two hours of notification or a mutually acceptable timeframe to the COR, customer and contractor.

Periodic surveillance or customer complaint

SS-3

Service calls

1.3.4.

within two hours of notification or a mutually acceptable timeframe to the COR, customer and contractor.

Periodic surveillance or customer complaint

SS-4

SMPs 1.3.7.

within one day of notification 100% inspections

2.2. QUALITY CONTROL (QC). The contractor shall develop and maintain quality control plan to ensure services are performed IAW commonly accepted commercial practices and services identified in this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-performance and continual repeat of discrepancies does not occur. At a minimum, the contractor shall develop Quality Control Procedures/Plan (QCP) addressing the areas identified in Section 2, Services Summary. A copy of these procedures shall be provided to the government at the pre-performance conference.

2.3. QUALITY ASSURANCE (QA). The government shall inspect and evaluate the contractor’s performance to ensure services are received IAW requirements set forth in this contract. The COR shall inspect by watching actual task performance, physically checking an attribute of the completed task, checking a management information report, investigating customer complaints, conferring with facility managers, or otherwise inspecting the task or its results to determine whether or not performance meets the standards contained in this PWS. The COR will use the contractor’s work schedule or modified version thereof, to record surveillance results. Results of the surveillance then become the official Air Force record of the contractor’s performance. When a performance threshold has not been met or contractor performance has not been accomplished, the COR will initiate and provide the CO a Contract Discrepancy Report (CDR) for issuance to the contractor. The contractor shall respond to the CDR IAW instructions provided and return it to the CO within ten calendar days of receipt.

2.4. PERIODIC SURVEILLANCE. This method requires the COR to employ a “spot check” style of evaluation. Surveillance will be conducted on a periodic basis. Any unsatisfactory inspection (discrepancy) result shall be recorded, and the contractor shall re-perform the service within two hours after notification.

Exceeding the performance threshold for any of these performance objectives in any one month period shall result in a warning or letter of concern from the CO.

Exceeding the performance threshold of these performance objectives, in any combination for any two, or more consecutive or non-consecutive months during a contract period shall constitute an immediate Progress Meeting with the Multi-functional Team (MFT). All remedies shall be IAW the FAR 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance.

2.5. CUSTOMER COMPLAINTS. The COR will receive and investigate complaints. The COR shall be responsible for initially validating customer complaints. The CO shall make final determination of the validity of customer complaint(s) in cases of disagreement with the COR and the contractor. Validated customer complaint(s) shall be re-performed within two hours of notification, if performance can be completed without detrimental impact on customer and during normal duty hours.

Exceeding the performance threshold for performance objectives in any one month period shall result in a warning or letter of concern from the CO.

Exceeding the performance threshold for performance objectives for any two, or more consecutive or non-consecutive months during a contract period shall constitute an immediate Progress Meeting with the MFT. All remedies shall be in accordance with the FAR 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance.

2.6. QUARTERLY PROGRESS MEETINGS. The CO, Functional Commander, COR, other government personnel as appropriate, and the contractor shall meet to discuss the contractor’s performance. The following issues shall be discussed: opportunities to improve the contract, any modifications required of the contract, unsatisfactory inspections, valid customer complaints against each performance objective observed, steps taken by the contractor to prevent occurrences in the future, and any other performance feedback. The contractor shall provide a summation of unsatisfactory inspections, customer complaints, and provide insight into any identified trends.

The minutes of these meetings will be reduced to writing, signed by the CO and any other signatures as deemed appropriate, distributed to the functional area and the contractor. Should the contractor not concur with the minutes, the contractor will provide a written notification to the CO identifying areas of non-concurrence for resolution.

SECTION III

GOVERNMENT-FURNISHED PROPERTY AND SERVICES

3.1. GOVERNMENT FURNISHED FACILITIES. There are no government furnished facilities

3.2. GOVERNMENT FURNISHED SERVICES. All reasonable quantities of utilities will be made available during the performance of this contract without cost. The contractor shall ensure that employees practice utility conservation. Any temporary connection to electrical lines that may be required shall be installed, maintained and removed by the contractor at their own expense.

3.3. GOVERNMENT FURNISHED EQUIPMENT. There is no government furnished equipment.

3.4. ENTRY AND OR ESCORT SERVICE. The building facility manager will arrange for entry and escort service, when required, for the performance of inspections and service calls.

3.5. POLICE AND FIRE PROTECTION. The government will provide police and fire protection. The telephone numbers for Security Forces is 552-4444, Fire Protection Services is 911. JBER spill response team 552-SPIL (552-7745).

3.6. MEDICAL. In the event of a severe emergency, the JBER Hospital, 580-5555 or 580-5556, will respond and transport, if necessary, a contractor employee to the local hospital. The contractor shall reimburse the government for these services.

SECTION IV

GENERAL INFORMATION

4.1. PERSONNEL. The contractor shall be responsible for obtaining all necessary cards, passes, badges, buttons, and decals to perform work requirements. The contractor shall apply for vehicle and individual identification media through the contracting office and the 673rd Security Forces Squadron, Pass and ID Section. This identification shall be surrendered to the Pass and ID Section upon completion or termination of the contract, or upon termination of an individual’s employment.

4.1.1. Contract Manager. The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate(s) who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager and alternate(s) must be able to read, write, speak, and understand the English language.

4.1.2. Employees. The contractor shall not employ any person who has been identified by the contracting officer as a potential threat to the health, safety, security, general well being, or operational mission of the installation and its population. As a minimum a valid state issued identification card shall be required for all personnel. The contractor shall be responsible for all individual and vehicle passes issued to his employees by JBER.

4.1.3. Contractor/Employee Base Pass and Identification, Special Clearances and Vehicle Passes. The contractor shall comply with all requirements and procedures IAW FAR 5353.242-9000, Contractor Access to Air Force Installations. All documentation shall be submitted at the pre-performance conference.

4.2. TRAINING/CERTIFICATION. All work shall be accomplished by personnel skilled in the trade of inspection, maintenance, and repair of oil and water separators, sand and waste interceptors. Personnel entering confined spaces must be trained and equipped in accordance with applicable requirements of 29 CFR. The contractor shall provide to the COR or contracting officer, each employee’s applicable training certificates. The contractor shall obtain a welding and cutting permit issued by the JBER Fire Protection Emergency Services prior to any cutting or welding if necessary. Verification of HAZMART and Hazardous Waste training as specified in paragraph 4.6. shall be provided to the Hazardous Waste Manager in 673d CES/CEANQ.

4.3. SECURITY. Contractor personnel shall be limited to their work area. The facility manager for the individual buildings will support access or escorted entry. The contractor shall safeguard all materials and parts for oil/water separators and sand and waste interceptors. At the end of each work period, facilities shall be secured. The contractor shall immediately notify the COR when damage to government property, such as accidental abuse or misuse is discovered. The contractor shall annotate any damage on the monthly inspection report.

4.4. HOURS OF OPERATION. Work shall be performed in a manner to create minimum disturbance or inconvenience to the use of the facility. Work hours are between 7:30 a.m. and 4:30 p.m., Monday through Friday, excluding recognized Federal holidays.

4.4.1. Preventive Maintenance Inspection Work Hours. All monthly inspections shall be scheduled and accomplished during work hours, 7:30 a.m. to 4:30 p.m., Monday through Friday excluding Federal holidays.

4.5. SAFETY AND HEALTH STANDARDS. The contractor shall initiate and maintain programs to comply with the provisions of OSHA and AFOSH.

4.6. HAZARDOUS MATERIAL/ WASTE MANAGEMENT. The contractor will be briefed on JBER Hazardous Material / Waste Management Plan at the pre-performance conference. Disposal of all waste shall be accomplished under the hazardous waste removal CLIN.

4.6.1. Hazardous Material Handling. The contractor shall supply an inventory of all materials brought on to JBER. The inventory shall include product, the MSDS number, quantity and be updated every 90 days. A copy of the inventory shall be provided to the Contracting Officer, HazMart Pharmacy and 673 CES/CEANV. The purpose of the inventory is to provide information to JBER for Emergency Planning and Community Right-to-Know Act (EPCRA) reporting

4.6.2. Hazardous Waste Manager. The contractor shall provide the names of the primary and alternate hazardous waste manager. This duty shall be in accordance with OPLAN 19-3.

4.7. TRAFFIC LAWS & VEHICLES. The contractor and their employees shall comply with all base traffic regulations. All service vehicles shall be in operable condition and meet all local, state, and federal safety requirements. The contractor shall operate vehicles to comply with JBER traffic regulations and Alaska Department of Transportation. The contractor shall comply with all cell phone (i.e: no texting while driving and no hand held cell phone use) along with all seat belt laws while on JBER. Government provided parking spaces should not be used for overnight parking of privately owned vehicles, trailers, snowmobiles, all terrain vehicles or other conveyances.

4.8. WEAPONS, FIREARMS, AMMUNITION AND ILLEGAL SUBSTANCES. Contractor employees are prohibited from possessing weapons, firearms, ammunition, or illegal substances on themselves or within their contractor-owned or privately owned vehicle while on JBER.

4.9. FOR OFFICIAL USE ONLY (FOUO). The contractor shall comply with DoD 5400-7-R, Chapter 4, DoD Freedom of Information Act (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.

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

4.11. PHYSICAL SECURITY. The contractor shall be responsible for safeguarding all government property and controlled forms provided for contractor use. At the end of each work period, all government facilities, equipment, and materials shall be secured.

4.12. CHANGES. During the period of this contract, the government may alter OWS inventory. When removed from the inventory, the contractor shall not be responsible for maintenance and inspections. Any changes to this contract shall be under a modification.

4.13. PERFORMANCE OF SERVICES DURING CRISIS DECLARED BY THE NATIONAL COMMAND AUTHORITY OR OVERSEAS COMBATANT COMMANDER. According to Defense Federal Acquisition Regulation Supplement (DFARS) Subpart 237.76, Continuation of Essential Contractor Services, and the Air Force implementation thereof, unless otherwise directed by an authorized government representative, it is determined that OWS service requirements under this PWS are essential to be performed during a crisis.

APPENDIX A

DEFINITIONS

Customer Complaint Form. Air Force personnel or facility managers notifying the COR of service discrepancies shall use AF Form 714.

Defective Service. A service output that does not meet the standard of performance associated with the Services Summary (SS).

Performance Requirement. The point that divides acceptable and unacceptable performance. The performance requirement is the number of allowable discrepancies or maximum percent discrepancies in the lot before the government shall affect the price computation system in accordance with the SS.

Preventive Maintenance. The care and servicing by personnel for the purpose of maintaining equipment by providing for systematic inspection, detection, and correction of incipient failures either before they occur or before they develop into major discrepancies.

Parts. Emergency and routine service call parts to be replaced on all equipment listed in the PWS will be reimbursed by the government with applicable receipts.

Quality Assurance (QA). A planned and systematic pattern of actions necessary to provide confidence that adequate technical requirements are established; products or services conform to established technical requirements; and acceptable performance is achieved.

Quality Control (QC). A program of action to effectively and efficiently manage the quality of performance objectives relating to standards of performance and inspections necessary to assure that the service satisfy the requirements from concept through validation.

Container. In an DOT approved drum with appropriate documentation and labeling.

Contracting Officers Representative (COR). A functionally qualified person who performs quality assurance functions for a contracted service. Includes quality assurance evaluators and quality assurance specialists.

Services Summary (SS). Identifies the key service outputs of the contract that shall be evaluated by the government to assure contract performance and standards.

APPENDIX B

ACRONYMS

ADEC Alaska Department of Environmental Conservation

AFOSH Air Force Occupational Safety and Health

AFI Air Force Instruction

CLIN Contract Line Item Number

CES Civil Engineering Squadron

CDR Contract Discrepancy Report

CO Contracting Officer

DOT Department of Transportation

FAR Federal Acquisition Regulation

IAW In Accordance With

MSDS Manufacturer’s Safety and Data Sheet

MFT Multi-Function Team

OPLAN Operations Plan

OSHA Occupational Safety and Health Administration

OWS Oil-Water Separator

COR Contracting Officer Representative

QA Quality Assurance

QC Quality Control

QCP Quality Control Plan

SMP Special Maintenance Project

SS Service Summary

APPENDIX C

OIL WATER SEPARATOR INVENTORY

See Attachment 2

APPENDIX D

WORKLOAD ESTIMATES

1. Service

2. Routine Service Calls Estimated

APPENDIX E

REQUIRED REPORTS

1. Monthly Required Reports. Each report shall contain as a minimum the following data:

APPENDIX F

SPECIAL MAINTENANCE PROJECT

See Attachment 7