PWS_DRAFT_16_July_19.pdf

FA558719RA005 Active Vehicle Barriers Maintenance

Attachment 1: Performance Work Statement

FA558719RA005

ACTIVE VEHICLE BARRIER MAINTENANCE

FOR U.S. VISITING FORCES (USVF) AT RAF MILDENHALL, RAF LAKENHEATH

& RAF FELTWELL

PERFORMANCE WORK STATEMENT (PWS)

11 July 2019

Table of Contents

1. PURPOSE, DESCRIPTION OF SERVICES, AND REQUIRED TASKS

1.1. PURPOSE

1.2. DESCRIPTION OF SERVICES

1.3. DESCRIPTION OF REQUIRED TASKS

1.3.1. PREVENTIVE MAINTENANCE

1.3.1.1. TECHNICAL DATA

1.3.1.2. BARRIER PITS

1.3.1.3. CONTRACTOR HOTLINE

1.3.1.4. TELEPHONE SUPPORT

1.3.1.5. ANNUAL TRAINING

1.3.1.6. PAINT/CORROSION CONTROL

1.3.1.7. MINOR REPAIRS

1.3.2. ADDITIONAL IN-SCOPE WORK IDENTIFIED DURING PREVENTIVE

MAINTENANCE

1.3.3. MAINTENANCE AND REPAIR LOG

1.3.4. BARRIER SYSTEM CONTROLS SCHEMATIC OPTIONS

2. GOVERNMENT RESOURCES

2.1. GOVERNMENT PARTS/ITEMS

2.2. BASE SUPPORT SERVICES

2.3. UTILITIES

3. CONTRACTOR PERSONNEL AND QUALIFICATIONS

3.1. CONTRACTOR AND SUBCONTRACTOR QUALIFICATIONS

3.2. LEAD TECHNICIAN

3.3. BARRIER TECHNICIAN

3.4. NON-QUALIFIED BARRIER TECHNICIAN

3.5. WELDING

3.6. ELECTRICAL

4. SAFETY/ENVIRONMENTAL

4.1. GENERAL

4.2. BARRIER OPERATIONS

4.3. SAFETY DATA SHEET

4.4. HAZARDOUS MATERIALS/WASTE SPILLS

4.5. ENVIRONMENTAL COMPLIANCE/HAZARDOUS MATERIALS

5. PLANS AND DATABASES

5.1. OPERATIONS AND MAINTENANCE PLAN

5.2. QUALITY CONTROL PLAN

5.3. MAINTENANCE AND REPAIR LOG

6. DOCUMENTATION OF MAINTENANCE AND REPAIR

6.1. QUARTERLY REPORTS

6.1.1. QUARTERLY REPORTS CONTENT

7. SERVICE CALLS, SERVICE ORDERS, AND ADDITIONAL IN-SCOPE WORK

7.1. SERVICE CALL TYPES

7.1.1. EMERGENCY AND ROUTINE SERVICE CALLS

7.1.2. EMERGENCY

7.1.3. ROUTINE

8.2. SERVICE ORDER

8.3. ADDITIONAL IN-SCOPE WORK

8.3.1. ADDITIONAL IN-SCOPE WORK IDENTIFIED DURING PREVENTIVE

MAINTENANCE AND SERVICE CALLS

8.3.2. ADDITIONAL IN-SCOPE WORK/SERVICE ORDER INFORMATION

8. PERFORMANCE EVALUATION

8.1. SURVEILLANCE

8.2. METHODS

8.3. BARRIER SYSTEM OPERATIONAL RATES

8.4. DELIVERABLES

8.5. PERFORMANCE METRICS

9. GENERAL, ADMINISTRATIVE, AND SECURITY INFORMATION……………………………..21

10.1. PUBLIC DISCLOSURES

10.2. HOURS OF OPERATION

10.3. WORK COORDINATION

10.4. WORK AREA

10.5. REPLACEMENT EQUIPMENT DISPOSITION

10.6. WARRANTY

10.7. PERFORMANCE OF SERVICES DURING CRISIS DECLARED BY THE NATIONAL

COMMAND AUTHORITY

10.8. CONTRACTOR MANPOWER REPORTING

10.9. GOVERNMENT DATA RIGHTS

APPENDIX A: DEFINITIONS AND ACRONYMS

APPENDIX B: SAMPLE SCHEMATIC FORMAT, CONTROL LOGIC SIGNS AND SIGNALS

APPENDIX C: REFERENCES

APPENDIX D: SERVICE ORDER TEMPLATE

APPENDIX E: PM EXAMPLE CHECKLIST ITEMS

APPENDIX F: BARRIER SYSTEM RATING CRITERIA

APPENDIX G: MAINTENANCE & REPAIR LOG TEMPLATE

FA8003-18-R-0001

1. DESCRIPTION OF SERVICES, AND REQUIRED TASKS

1.1. DESCRIPTION OF SERVICES

The Contractor shall provide all personnel, labor, equipment, supplies, tools, materials, supervision, travel, periodic inspection, minor repair, and other items and services necessary to provide maintenance for all RAF Mildenhall, RAF Lakenheath, and RAF Feltwell vehicle barrier systems.

Vehicle barrier systems include, but are not limited to, actuators, control systems (including software), control wiring, circuitry, structural framework, lighting, spring assembly, hydraulic- related equipment, safety loops and other vehicle detection systems, switches, corresponding traffic lights, light duty drop arms, associated computerized systems, and control cabinets.

Work shall comply with all applicable commercial and United States (US) military standards/specifications as well as United Kingdom (UK) laws, regulations, and approvals. It is the Contractor’s responsibility to manage the execution of the Performance Work Statement

(PWS) requirements in such a manner as to maintain equipment operational rates in accordance with (IAW) PWS Table 2: Service Summary, minimize equipment downtime, and minimize costs per performance requirements listed below.

For the purpose of this contract, a barrier shall be defined as a crash rated system that operates as a single unit regardless of the number of lanes that the barrier restricts. Examples of a one

(1) barrier unit include a single drop arm/raising bar regardless of the arm/bar length, a net barrier operated by a single actuator system regardless of the length of the net, or a single wedge barrier operated by independent actuators (see PWS Appendix C).

1.2. DESCRIPTION OF REQUIRED TASKS

1.2.1. PREVENTIVE MAINTENANCE

The Contractor shall conduct the initial barrier PM service within thirty (30) days of contract award. The Contractor shall provide a total of twelve (12) monthly PMs annually and four (4) quarterly PMs annually to include maintenance, inspections, and repair services. The frequency of PM will be identified as either monthly, quarterly, or annually. PM services include those actions required to preserve and maintain the systems in such a condition to function efficiently.

The Contractor shall comply with the recommendations of the manufacturer. The Contractor is responsible for obtaining the manufacturer specifications. If the manufacturer specifications are not available, the Contractor shall adhere to the following order of precedence (higher to lower):

contents of this PWS, Original Equipment Manufacturer (OEM) requirements, and industry standards. The Contractor shall perform PM and will be responsible for the repair and replacement of all worn or failed components and parts. This includes, but is not limited to, installed additional systems (e.g. over speed and wrong way detection), video processing cards, Programmable Logic Controls (PLCs), relays, and parts which have reached their life expectancy and are prone to fail. Replacement parts shall be commercially available off-the-shelf (COTS) items when available, fully compatible with existing systems, and detailed in the quarterly report (see PWS Section 7.1). All new or replacement PLCs shall be open source programmable code. The Contractor shall identify any additional in-scope repairs during PM

(see PWS Section 8.3).

1.2.1.1. TECHNICAL DATA

The Contractor shall acquire the OEM’s Operations and Maintenance (O&M) information and provide an electronic copy to the CO to accompany their O&M Plan (see PWS Section 6.1) at the time of contract quotation submission.

1.2.1.2. BARRIER PITS

The Contractor shall maintain the cleanliness of barrier pits, power units, and shafts, and shall remove all debris such as trash, oil, absorbents, dirt, silt, leaves, snow, ice, and water. Winter weather may cause the barrier systems to become jammed with ice or snow.

The Contractor shall confirm that all scheduled PMs include procedures to ensure barrier heaters (as applicable), drainage systems, in-ground vehicle detection, and Infra-Red detection systems are operating properly.

1.2.1.3. ANNUAL TRAINING

The Contractor shall provide annual training sessions to facilitate proper use and operation of barrier systems at each barrier site. The Contractor shall schedule the training session to occur in conjunction with a scheduled PM visit. Training may be accomplished by the Lead Technician and/or the PM crew. No certified manufacturer representative is required to perform training.

Training shall be scheduled with the installation at least forty-five (45) days in advance.

Instruction and instruction materials shall be provided by the Contractor on the training day to include instruction of all barrier systems operations, troubleshooting, and notification procedures. The Contractor shall summarize operations on laminated placards for placement in guard houses and other appropriate locations not accessible to unauthorized personnel.

1.2.1.4. PAINT/CORROSION CONTROL

The Contractor shall re-paint the entire barrier structure during the summer PM session to include all metal parts below grade and the surface of the barrier and surrounding pavement.

Summer PM will be established IAW the manufacturer’s recommended temperature and environmental recommendations for application. The Contractor shall clean (pressure wash), remove corrosion, and apply primer and topcoat compatible with the barrier surface in compliance with industry and safety standards. Barrier systems, both active and passive, shall be maintained and protected from corrosion with high adhesion paint such as Grip- Tite® paint or an equivalent adhesive paint. Paints used for pavement marking and delineation must conform to all US and UK laws and regulations (see PWS Appendix C).

If the vehicle barriers require sandblasting of barrier surfaces in lieu of pressure washing, the

Contractor shall submit a Service Order (SO) under the Additional In-Scope Work contract line item number (CLIN X004) for CO evaluation and approval (see PWS Section 8.2). If the vehicle barriers require sandblasting, the Contractor shall sandblast bare metal and re-paint the entire barrier structure during summer PM including all metal parts below grade and the surface of the barrier and surrounding pavement, apply primer compatible with surface and topcoat, and apply applicable topcoat for the application in compliance with industry and safety standards.

1.2.1.5. MINOR REPAIRS

The Contractor shall, during PM, immediately service any system that is not operating properly as well as supply and install parts to keep the system functional. All labor and work required to perform minor repair shall be included under the firm-fixed-price (FFP) PM CLIN (see CLIN

X001). Minor repairs consist of £100 per barrier per visit for parts and materials and shall be included in the FFP. The total cost of minor repair parts per visit shall not exceed the aggregate amount of minor repair parts allowance per visit. For example, maintaining and inspecting eight

(8) barriers each visit would provide an aggregate £800 allowance for minor parts each visit to be used on any combination of the eight (8) barriers within the contract. If the aggregate amount of total repair parts was £1,600, the Contractor is responsible for the first £800 of minor repair parts and materials. The Contractor shall submit a SO to the CO for evaluation and approval for the remaining parts and materials cost under the Additional In-Scope Work CLIN.

Examples of minor repair parts include, but are not limited to, light bulbs, plastic light lenses, hoses, cable/wire, fuses, sump pump, valves, switches, relays, etc. Minor repair parts do not include items identified and required for the monthly, quarterly or annual maintenance function identified in the PM O&M Plan (see PWS Appendix E).

If the inoperable system(s) cannot be repaired during PM or requires parts in excess of the aggregate minor repair parts allowance, the Contractor shall notify the CO/COR immediately of the irreparable status of the barrier or barrier system.

1.2.2. ADDITIONAL IN-SCOPE WORK IDENTIFIED DURING PREVENTIVE

MAINTENANCE

In-scope tasks for maintenance and repair greater than those required by PM and minor repair are defined as Additional In-Scope Work to ensure equipment operation or to ensure that facilities and equipment can perform per manufacturer’s recommendation over their normal lifecycle. Any

Additional In-Scope Work shall be documented as a SO (see PWS Sections 8.2 and 8.3).

1.2.3. MAINTENANCE AND REPAIR LOG

The Contractor shall maintain and update a Maintenance and Repair Log. The Contractor shall provide the Maintenance and Repair Log per visit, and upon request by, the CO (see PWS Section

6.3). The Contractor may use the provided Microsoft Excel spreadsheet in PWS Appendix G, or their own format if approved by the CO and as long as the requirements in PWS Appendix G are included at a minimum. The Maintenance and Repair Log shall include a complete history of maintenance tasks and repairs, indicating dates, name of company, and name of technician who performed the work.

1.2.4. BARRIER SYSTEM CONTROLS SCHEMATIC OPTION

The Contractor shall, if this option is utilized (under CLIN X005), provide Air Force control system schematic and documentation items as follows: 1) Schematics of the PLC for both basic controls and military safety controls; 2) Electrical wiring diagrams for complete control system; 3) Lists of all

PLC inputs and outputs; and 4) Lists of PLC control system parts/specs. The detailed control schematic(s) should use Ladder Logic Format for each separate access control point. The format of the schematic(s) will be in Ladder Logic Format (AUTOCAD or Word) using the example provided in PWS Appendix B. Format of the document(s) will be in Microsoft Word. This option will only be utilized one-time throughout the contract duration, if exercised.

2. GOVERNMENT RESOURCES

2.1. BASE SUPPORT SERVICES

The Government will provide emergency (police, fire, and medical) services contact information to the contractor as appropriate.

2.2. UTILITIES

The Contractor shall coordinate with the CO/COR regarding utility availability such as water and electricity to accomplish the requirements of this contract. Any temporary connection of electrical lines that may be required shall be installed, maintained, and removed by the

Contractor, and shall not be attempted until proper approvals are obtained from the Base Civil

Engineer office through coordination with the CO/COR.

3. CONTRACTOR PERSONNEL AND QUALIFICATIONS

3.1. CONTRACTOR AND SUBCONTRACTOR QUALIFICATIONS

The Contractor shall provide personnel possessing the skills, knowledge, and training to satisfactorily perform the services required. The Contractor will also be required to appoint a

Contract Manager to be the point of contact between the installation and the contracted company. Personnel performing work under this PWS shall remain employees of the

Contractor (or Subcontractor) and shall not be considered employees of the Government. The

PM crew shall contain a minimum of one (1) Lead Technician and one (1) Barrier Technician.

3.2. CONTRACT MANAGER

The Contractor shall provide a contract manager (primary and alternate) who shall be responsible for the performance of work and shall have full authority to act for the Contractor on all contract matters relating to daily operations of this contract. The contract manager shall be available during normal duty hours (07:30-16:30). The Contractor shall be able to meet with the CO or COR to resolve any contract issues. The contract manager and alternate shall be able to understand, read, speak and write basic and technical English. The contract manager and alternate shall be able to speak English with sufficient structural accuracy and vocabulary to participate in most formal and informal conversations on practical, social, and professional topics. Able to comprehend a variety of styles and formats pertinent to professional needs. The

Contractor shall provide to the CO, within five (5) business days after contract award, the names, addresses and phone numbers of the contract manager’s supervisor, contract manager, and an alternate with authority to act for the Contractor if the contract manager cannot be contacted. Any required changes to this listing shall be submitted in writing to the CO within ten (10) business days prior to the change taking effect.

3.3. LEAD TECHNICIAN

The Lead Technician performing the work shall be trained on the specific barrier(s) at the military base and have no less than three (3) years minimum of experience inspecting and maintaining barriers, barrier control systems, and military safety barrier control systems. The

Lead Technician’s experience in barrier control systems and safety control systems must include documented experience in troubleshooting, modification, maintenance, and repair of barrier and traffic control systems. The Contractor is required to submit to the CO/COR a list of employees certifying proof of qualifications within five (5) calendar days prior to contract performance. A Lead Technician possessing the required qualifications shall oversee all the work including the work of Barrier Technicians on the site. The Lead Technician must be present when work is being performed for PM, Routine and Emergency Service Calls, and

Additional In-Scope Work.

3.4. BARRIER TECHNICIAN

The Barrier Technicians performing the work shall be trained on the specific barrier(s) at the military base and have no less than one (1) year minimum of experience inspecting and maintaining barriers, barrier control systems, and traffic control systems. The Contractor is required to submit to the CO/COR a list of employees certifying proof of qualifications within five (5) calendar days prior to contract performance.

3.5. NON-QUALIFIED BARRIER TECHNICIAN

The Lead Technician shall oversee the work of non-qualified barrier technicians. Non-qualified barrier technicians may perform traffic control, cleaning, corrosion control duties, and assist qualified Barrier Technicians with inspecting and maintaining barriers, barrier control systems, and traffic control systems.

3.6. WELDING

If a Contractor or Subcontractor employee performs welding, they shall be certified to British

Standards (BS) EN 287-1: 2011 – Fusion Welding of Steels. The Contractor shall produce a current welding certification to the CO/COR for each employee performing welding prior to the commencement of any work involving welding. The Contractor shall coordinate with and obtain an installation-specific welding and cutting permit issued by the local Base Civil Engineer office via coordination with the CO/COR prior to any cutting or welding.

3.7. ELECTRICAL

Each Contractor or Subcontractor employee performing electrical work on barrier systems shall meet accredited/license requirements per the BS 7671:2018 IET Wiring Regulations, and shall possess the skills and ability to proficiently perform the tasks. Prior to any Electrical system work the Contractor will supply the employee’s certifications via the COR to the Authorized

Person (AP) on each Installation. The electrical AP has final authority of all electrical work conducted on the Installation, all regulatory guidance will be adhered to as per JSP375 Safety rules and procedures.

3.8. HYDRAULIC

Each Contractor or Subcontractor employee performing hydraulic repair work on barrier systems will possess the skills, abilities, and accreditation/licenses needed to proficiently perform the tasks required. Prior to any hydraulic system work the Contractor will supply the employee’s certifications via the COR to the AP on each Installation. The hydraulic AP has final authority on all hydraulic work conducted on the Installation. All regulatory guidance will be adhered to as per JSP375 safety rules and procedures.

4. SAFETY/ENVIRONMENTAL

4.1. GENERAL

The Contractor shall comply with all US and UK laws and safety regulations (see PWS

Appendix C). Compliance with all applicable laws and regulations for the protection of

Contractor employees is exclusively the obligation of the Contractor. The Government will assume no liability or responsibility for the Contractor’s compliance or noncompliance with such responsibilities. The Contractor is responsible for furnishing Contractor employees with all necessary personal protective equipment and site-related safety equipment to perform services.

4.2. BARRIER OPERATIONS

The Contractor shall notify the CO/COR immediately via phone when a barrier or barrier system is unsafe and should be de-energized/shutdown until repairs can be made to return the barrier system back to a safe operating condition. Three (3) conditions that require barrier system shutdown until repaired include:

A barrier system which does not provide a minimum of four (4) seconds of warning during routine operations to drivers prior to the engagement of the barrier closing the traffic lane.

The failure of a vehicle presence detection system to properly detect and prevent the activation of the vehicle barriers while a vehicle is located over the barrier.

An active vehicle barrier (AVB) that engages automatically without human direction to activate.

4.3. SAFETY DATA SHEET

In order for installations to meet the requirements of Air Force Instruction (AFI) 32-7086, Hazardous Materials Management, and IAW FAR 23.302, if hazardous materials are expected to be used during contract performance, the Contractor is required to submit hazardous materials data per the requirements of FAR Clause 52.223-3, Hazardous Material Identification and

Material Safety Data, so that the materials can be properly authorized, managed, and tracked.

The Contractor must identify/list any hazardous material to be delivered under the contract as part of their contract quote submission. Each hazardous material item must be identified on a

Safety Data Sheet (SDS, formerly known as a Material Safety Data Sheet or MSDS) per FAR

Clause 52.223-3. All Contractor employees shall have ready access to the SDS while they are on the work site, and there can be no barrier to access to the SDS to any Contractor employees or the Government.

4.4. HAZARDOUS MATERIALS/WASTE SPILLS

The Contractor shall take every reasonable precaution to prevent spills of hazardous materials

(HAZMAT) in the performance of the Contractor’s tasks under this contract. The Contractor shall immediately report any HAZMAT spills to the installation’s fire department (phone number to be provided) IAW the installation’s Spill Prevention, Control, and Countermeasure

(SPCC) Plan. The Contractor shall comply with this plan when handling and storing all oils, fuels, and HAZMAT. The SPCC Plan can be provided to the Contractor upon request. The

Contractor shall clean and dispose of all HAZMAT spills IAW local, UK, and US laws and regulations, as well as the installation’s Environmental Guide. The Contractor shall bear full financial obligation incurred from cleaning and disposing of HAZMAT spills, or release of

HAZMAT within the confines of the installation or facility caused by Contractor employees.

4.5. ENVIRONMENTAL COMPLIANCE/HAZARDOUS MATERIALS

The Contractor shall dispose of oil cans, oil residue, and any oil soaked material (e.g., rags and/or paper towels, granulated materials and sand) off-base. The Contractor shall transport and dispose of all waste IAW US and UK environmental laws and regulations.

5. PLANS AND DATABASES

5.1. OPERATIONS AND MAINTENANCE PLAN

The Contractor shall develop an Operations and Maintenance (O&M) Plan throughout the life of the contract. The O&M Plan shall be part of the Contractor’s quotation submission to the

Government upon solicitation of the contract and include, at a minimum, the following:

PM Checklist based on site-specific equipment and the manufacturer’s service manual.

(For an example of items that are expected to be on the PM Checklist, see Appendix E)

Standard test procedures for barrier operations and safety system. (For an example of items that are expected to be on the testing procedure checklist, see Appendix E)

Reports to be prepared and submitted, and records to be maintained.

Recommend list of long lead time parts that may be needed throughout the term of the contract.

5.2. QUALITY CONTROL PLAN

The Contractor shall develop and maintain a Quality Control Plan (QCP) that ensures proper barrier maintenance. The QCP shall illustrate an adequate inspection system and inspection plan to ensure contract compliance at all installations. The Offeror shall maintain inspection records and make them available to the Government. The Government may (but is not required or obligated to) do its own tests and inspections. The plan shall include the Contractor’s plan to ensure that all barrier systems are maintained IAW the manufacturer’s product literature, professional commercial standards, and this PWS. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The

Contractor’s QCP shall address all service requirements to maintain proper barrier functionality, to include a description of the process and the qualifications of any key personnel involved with quality control to ensure all tasks are completed within cost, schedule, and quality. The Contractor’s plan shall be approved by the CO and the COR prior to any work beginning against the contract.

5.3. MAINTENANCE AND REPAIR LOG

The Contractor shall develop and maintain a maintenance and repair log. The Contractor may use the provided Microsoft Excel template/spreadsheet in PWS Appendix G, or the Contractor may use their own format if approved by the CO and as long as the requirements in PWS

Appendix G are included at a minimum. A maintenance and repair log shall be kept for each facility. For the purpose of this contract, a facility shall be defined as the collection of equipment at a given gate or location. The log shall contain a list of equipment at the facility, the frequency of maintenance on the equipment, the warranty information for all equipment having remaining manufacturer’s warranty, all equipment installed under the contract, and warranty status on new equipment. This list shall include vendor, model number, serial number, installation date, warranty start date, the Contractor’s warranty expiration date, and the equipment manufacturer’s warranty expiration date (see PWS Section 10.6). The log shall also contain equipment repair costs (to the system level), deficiencies, and problem areas that need corrective work. Non-serviceable equipment shall also be listed on the maintenance log, but shall not be counted in performance metrics or covered under PM procedures. Equipment may be added to this list only with approval of the CO. The Contractor must submit any requests to remove equipment from the contract or as determined by repair expenses or other factors for consideration. Records in the log shall be maintained for the duration of the contract and turned over to the Government at completion of the contract. The maintenance and repair log as submitted by the Contractor will be electronically recorded and maintained by the Government in the permanent facility files. The information obtained from the maintenance and repair log will be used to schedule the required maintenance and repair work through Contractor efforts as appropriate and update real property records as necessary.

6. DOCUMENTATION OF MAINTENANCE AND REPAIR

6.1. QUARTERLY REPORTS

The Contractor shall provide actual dates of completed PMs and SOs since the previous quarterly report and a list of pending SOs and associated work plans (including work that does not have an assigned SO, i.e. pending subcontractor proposals, warranty, etc.) that have been identified by the CO/COR or the Contractor. The Contractor shall clearly designate if the pending SO was initiated by the Government (CO/COR) or the Contractor.

6.1.1. QUARTERLY REPORTS CONTENT

The Contractor shall include the following in each quarterly report:

Executive overview of the condition and work completed on all barriers

Separate report sections for PM at each gate location

Separate report section for each SO repair effort (if any)

Dates, times, and locations of PM performed/SO repairs and when repairs were completed for barrier systems

Description of parts/materials replaced, actual cost, and names of technicians performing the repairs

Narrative describing deficiencies and problem areas that need corrective work

Narrative of the equipment condition and recommendations for proactive minor and routine repair tasks intended to reduce unscheduled barrier downtime

Maintenance, repair, inspection, and testing findings identified

Maintenance and Repair Log and completed PM Checklist

For equipment under warranty, identify any warranty issues that need to be addressed

7. SERVICE CALLS, SERVICE ORDERS, AND ADDITIONAL

IN- SCOPE WORK

7.1. SERVICE CALL TYPES

Service Calls shall be separated into two (2) different categories: Emergency and Routine. The difference between Emergency and Routine is the on-site response time of two (2) hours for

Emergency Service Calls vs. twenty-four (24) hours or 1000 hours (the ordering installation’s local time) the next business day (whichever is greater) for Routine Service Calls. The

Government reserves the right to take emergency or routine actions necessary utilizing its own resources to correct any situation that can cause injury, death, or property damage, or impede traffic flow or base security.

7.1.1. EMERGENCY

The Service Call shall be designated an emergency if a repair is required to correct a situation that can cause injury, death, or property damage, impedes traffic flow at an ACP (example, an

AVB stuck in the upright position), or due to security threat levels.

Required Response Time: The Lead Technician will be on-site within two (2) hours from approval by the CO. Within two (2) hours from arrival on-site, the Lead Technician shall complete the troubleshooting, make the needed minor repairs (NTE £100 for parts per barrier per call) and/or system adjustments to return the barrier to operational status, or place the barrier into safe mode where traffic can operate over barriers safely until repairs can be completed. This is included in the FFP for Service Calls. If the barriers cannot be returned to operational status within six (6) hours and under the £100 minor parts threshold included in the

FFP Service Call, the Contractor shall provide the CO/COR with a plan to repair before the

Contractor leaves the site. The estimate and schedule for the proposed Service Order are required within 48 hours unless otherwise negotiated.

7.1.2. ROUTINE

All other Service Calls shall be classified as Routine.

Required Response Time: The Lead Technician will be on-site within twenty-four (24) hours or by 1000 hours (the ordering installation’s local time) the next business day (whichever is greater) starting from approval by the CO. Within six (6) hours from arrival on-site, the Lead

Technician shall complete the troubleshooting, make the needed minor repairs (NTE £100 for parts per barrier per call) and/or system adjustments to return the barrier to operational status, or place the barrier into safe mode where traffic can operate over barriers safely until repairs can be completed. This is included in the FFP for Service Calls. If the barriers cannot be returned to operational status within six (6) hours and under the £100 minor parts/call threshold included in the FFP Service Call, the Contractor shall provide the CO/COR with a plan (estimate and schedule) to repair before the Contractor leaves the site. The estimate and schedule for the proposed Service Order are required within 48 hours of the Service Call unless otherwise negotiated.

7.2. SERVICE ORDER

Once the qualified Lead Technician arrives on-site and determines the extent of the repair required, the Contractor shall notify the CO/COR of the scope and cost of the repairs. If the repairs cannot be made within the time (two (2) hours or twenty-four (24) hours) or cost (NTE

£100 for parts per barrier per call) limits of the Service Call per PWS Sections 8.1.2 and 8.1.3, the Contractor shall submit a SO for CO evaluation and approval. The official repair SO document shall include the relevant facts and proposed costs for the situation (see PWS

Appendix D).

The Contractor shall be proactive in resolving repairs for the SO. For example, if the Contractor knows a GRAB barrier was deployed and the shear pins need replacement, the Lead Technician should travel to the SO prepared to make the requisite repairs with known spare parts already in-hand or in-transit.

7.3. ADDITIONAL IN-SCOPE WORK

Contracts for the performance of maintenance, modification, and repair of various items generally contain Additional In-Scope Work requirements. Additional In-Scope Work requirements task the

Contractor to identify needed repairs and recommend corrective action during regular PM or during the performance of a Service Call. If identified, the Contractor shall submit a SO identifying the

Additional In-Scope Work and, if appropriate, the CO may authorize the Contractor to proceed with the work. Additional in-scope work exceeding $3,500.00 will be IAW FAR 16.505(b)(2)(ii)(A).

When Additional In-Scope Work is required, the CO may issue a modification (Standard Form

30) to the contract using the appropriate ordering period’s Additional In-Scope Work CLIN

(X004). The CO will evaluate and approve a SO to execute the Additional In-Scope Work identified by the Contractor during scheduled PM or during the performance of a Service Call.

Additional In-Scope Work requests must be determined by the CO to be within the scope of the basic contract. All Additional In-Scope Work shall be authorized prior to performance of the work, and the price of such work must be determined to be fair and reasonable by the ordering

CO.

7.3.1 ADDITIONAL IN-SCOPE WORK IDENTIFIED DURING PREVENTIVE

MAINTENANCE AND SERVICE CALLS

During performance of PM, or as a result of an Emergency/Routine Service Call, unexpected equipment failures in excess of the minor repair parts allowance may be encountered. In this scenario, the Contractor shall notify the CO/COR immediately. The notification will include a written statement to identify recommended repairs and recommend corrective action along with a

SO indicating the date of completion to make the repair to include labor, material, travel, and incidental costs to accomplish the work. When work is required that is not covered by PM/Service

Calls, the Contractor shall not continue with any of the additional work discovered unless the CO authorizes it. The additional work authorization may be in the form of a modification to the contract on a Standard Form 30 issued by the CO, using the appropriate ordering period’s Additional In-

Scope Work CLIN (X004) and establishing a separate subcontract line item (SubCLIN) for each instance of additional work. All additional work requirements must be determined by the CO within the scope of the contract, and the price of the additional work must be determined to be fair and reasonable by the CO.

Standard practice shall be to schedule and conduct non-critical Additional In-Scope Work during the normal PM cycles in order to reduce the amount of travel costs. Contractors are highly encouraged to prevent, mitigate, and eliminate unnecessary expense. In the case of critical repairs, it may be necessary for the Contractor to return to the installation outside the scheduled PM cycle to complete repairs once the materials become available.

7.3.2 ADDITIONAL IN-SCOPE WORK/SERVICE ORDER INFORMATION

The Contractor shall submit a Statement of Work (SOW) and an itemized breakdown of the cost or pricing data which has sufficient enough detail to substantiate all costs proposed for the SO.

The breakdown shall describe all repairs involved for the Additional In-Scope Work. The following information shall be included in all SOs (see PWS Appendix D):

The longest lead time for parts (or services, if applicable) must be indicated on the first page. Authorization shall be requested for long lead items which have a delivery period in excess of two (2) weeks.

A SOW that is sufficiently detailed such that the work in the estimates provided can be tied back to the scope of the contract. The detailed scope must be provided on the first page.

Supporting photographs of deficiency being repaired (if applicable).

Identify the gate, lane (inbound or outbound), and priority of the work.

Separate facilities tracking number for Additional In-Scope Work, if provided.

Submit the facility request for maintenance on Air Force Form 332 (http://static.e-publishing.af.mil/production/1/af_a4/form/af332/af332.pdf), if applicable.

Provide the total cost for labor and material for the Additional In-Scope Work.

http://static.e-publishing.af.mil/production/1/af_a4/form/af332/af332.pdf http://static.e-publishing.af.mil/production/1/af_a4/form/af332/af332.pdf http://static.e-publishing.af.mil/production/1/af_a4/form/af332/af332.pdf

Material Pricing: Sufficient information must be provided for each SO material item to substantiate the item’s price. Manufacturer part numbers, key specifications, published catalog pricing, or product descriptions can be submitted to fulfill this requirement. In the case of proprietary equipment, the Contractor shall provide documentation that the prices provided have been charged on other contract numbers or on the General Services Administration’s (GSA) price lists. Pricing shall be considered valid for ninety (90) calendar days after the initial approval unless documentation from the Contractor is provided to verify a price increase has been implemented.

The Contractor must provide parts that are from the OEM or equal and fully compatible for use and do not void any applicable warranties. Replacement parts shall be COTS items when available and fully compatible with existing OEM systems and detailed in the quarterly report.

Used or refurbished parts are acceptable if the Contractor’s proposal identified it as providing benefit to the Government.

Work hours, types of personnel performing the work (see PWS Section 3), and a description of the work to be performed shall be provided. The price breakdown shall include sufficient detail to permit an analysis of all costs associated with labor hours. Tasks shall be separated at the request of the Government if it is unclear as to where labor is allocated relative to the scope.

The SO shall be emailed to the CO with the following subject line: Contract

Number, Service Order Number, Priority Level, and Site/Location

8. PERFORMANCE EVALUATION

8.1. SURVEILLANCE

CORs will perform inspections and surveillance IAW the Quality Assurance Surveillance Plan

(QASP), which shall contain the information within PWS Table 2: Services Summary. The

COR will evaluate Contractor performance of the services listed in Table 2: Services Summary to determine if the performance thresholds are met, and all surveillance shall be documented with the QASP Checklist. All actions taken by the Contractor to correct deficiencies found by the Government as a result of quality assurance surveillance, and by the Contractor as a result of quality control, shall be at the Contractor’s own expense, and without additional reimbursement by the Government. Defective repairs shall be accomplished (referred to as a “callback”) within five (5) business days. Re-performance is the preferred method of correcting any unacceptable performance. If performance is still unacceptable after a callback, the Contractor may be issued a Contract Discrepancy Report (CDR), which is a report citing unsatisfactory services or performance for which the Contractor is responsible under the PWS.

8.2. METHODS

Surveillance methods include review of quarterly reports, periodic surveillance, periodic surveys, and customer complaints. Surveillance methods can change after contract award based on, but not limited to, acceptance of the Contractor’s QCP (see PWS Section 6.2) or Contractor performance.

8.3. BARRIER SYSTEM OPERATIONAL RATES

Each AVB shall be operational at least ninety-six (96) percent of the time. Operational is defined as all barrier systems or crash beams being fully functional (Green or Yellow Rating) at the ACP. See Appendix F for ratings definitions for barrier systems and details on barrier ratings, which shall be used in the facility assessment. The operational rate is an annual measure beginning after the first instance of PM. Operational downtime shall begin once the Contactor is notified of the non-operational barrier.

Performance Standard and Acceptable Quality Level: ACP operational rate of ninety-six

(96) percent.

Example: An ACP that has a barrier system for the inbound and outbound lanes must have the barrier systems rated Green or Yellow at the same time, ninety-six (96) percent of the time, to meet this requirement.

8.4. PERFORMANCE METRICS

Performance of a service shall be evaluated to determine whether it meets the established performance threshold (see PWS Table 2). The performance of the Contractor will also be measured using periodic customer satisfaction surveys. Re-performance is the preferred method of correcting any unacceptable performance.

TABLE 2: SERVICES SUMMARY

SERVICE

PWS

REFERENCE

PERFORMANCE

STANDARD AND

ACCEPTABLE QUALITY

LEVEL

SURVEILLANCE

METHOD

Barrier System

Operational Rates

1.2, 1.3, 4.3, 9.3 96% operational rate as described in PWS Section 9.3

Review of Quarterly

Reports and Periodic

Surveillance

Full Preventive

Maintenance (PM)

1.3.1 100% performance of PM requirements

Review of Quarterly

Reports and Periodic

Surveillance

Emergency/ Routine

Service Call Repairs

8.1 100% of Service Call repairs made within specified timeframe without a callback

Review of Quarterly

Reports and Periodic

Surveillance

Emergency/Routine

Service Call Response

8.1.2, 8.1.3

100% of Service Calls responded to within specified timeframe by qualified Lead

Technician

Review of Quarterly

Reports and Periodic

Surveillance

Customer Satisfaction 9.5 Satisfactory rating from all sites

Periodic Surveys, Customer Complaints

9. GENERAL, ADMINISTRATIVE, AND

SECURITY INFORMATION

9.1. PUBLIC DISCLOSURES

The Contractor shall not make a public announcement or disclosure relative to information contained or developed under this contract, except as authorized by the

CO/COR.

9.2. HOURS OF OPERATION

Maintenance, periodic inspection, and repair services are normally provided during non-peak hours and working days. If required, the Contractor may be expected to work on US Federal holidays. The Contractor will not be expected to work on UK National or bank holidays, unless determined an emergency or deemed mission essential.

9.2.1. INSTALLATION HOURS

Base hours of operation are 0730 – 1630. The Contractor may find it necessary to deviate from the normal base hours of operation, to ensure timely completion of work under this PWS at no additional cost to the Government. However, due to operational requirements there may be occasions when the Contractor will be required to work any hours of the day. Visits during normal working hours will incur no additional charges.

9.3. WORK COORDINATION

The Contractor shall coordinate all work with the CO/COR at least five (5) days in advance with the exception of Service Calls. Coordination for Service Calls follows the procedure in PWS

Section 8.1. The Government is not responsible for any costs incurred by the Contractor resulting from failing to coordinate work with the CO/COR. If the Contractor plans to use radio/CB transmissions in the performance of work, radio transmission frequency must be approved by the CO/COR.

9.4. WORK AREA

The Contractor shall at all times keep work areas free from any accumulation of debris, waste material, rubbish, tools, scaffolding, equipment, and materials. Upon completion of the job or when away from the work area, the Contractor shall leave the work area and its premises in a clean, neat, safe, and workmanlike condition. The Contractor is responsible for removal and proper disposal of all job-related waste material from the worksite. The Contractor shall be responsible for all work area, traffic barricades, and traffic flagging operations when required.

9.5. REPLACEMENT EQUIPMENT DISPOSITION

The disposition of all replaced equipment including batteries shall be coordinated with the

CO/COR. Unless the CO/COR states in writing that the replaced equipment shall be turned in to the CO/COR, the Contractor shall properly dispose of the equipment or materials off-base.

9.6. WARRANTY

IAW FAR 12.404(b), the Contractor shall provide at least the same warranty terms, including offers of extended warranties, offered to the general public in customary commercial practice.

At a minimum, the Contractor shall provide a one-year parts and labor warranty for all components installed during the performance of the contract. The warranty shall commence upon replacement of parts or system completion and acceptance. System acceptance is defined as approval by the CO/COR. After being notified of a problem with a component under warranty, the Contractor shall investigate the issue and respond to the CO/COR within twenty-four (24) hours, to include weekends. For warranty documentation, refer to PWS Sections 6.3 and 7.1.1.

9.7. PERFORMANCE OF SERVICES DURING CRISIS DECLARED BY THE

NATIONAL COMMAND AUTHORITY

Contractors providing services designated as essential by a Department of Defense Component are expected to use all means at their disposal to continue to provide such services, IAW the terms and conditions of the contract, during periods of crisis until appropriately released or evacuated by military authority. The services provided for by this contract are deemed mission- essential during crisis and emergencies and shall continue normal operation. See Department of Defense Federal

Acquisition Regulation Supplement (DFARS) Clause 252.237-7023, Continuation of Essential

Contractor Services.

9.8. CONTRACTOR MANPOWER REPORTING

The Contractor shall report ALL Contractor labor hours (including Subcontractor labor hours) required for performance of services provided under this contract for the Air Force via a secure data collection site. The Contractor is required to complete fill in all required data fields using the

Enterprise Contractor Manpower Reporting Application (eCMRA) found at the following web 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 of the contract. At no time will any data be released to the public with the Contractor name and contract number associated with the data. Contractors can visit https://afcmra.hqda.pentagon.mil/Help/Full_User_Guide.pdf to review user manuals and gain an understanding about the data fields that will be included in the reporting structure. Contractors may direct questions to the eCMRA help desk.

9.9. GOVERNMENT DATA RIGHTS

The Government will retain rights to all documents, materials, electronic files, and configuration data produced under any resulting contract. All documents and materials produced over the course of the 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 CO.

All materials supplied to the Government will 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.

9.10 SECURITY CLEARANCES

The Contractor shall comply with all requirements and procedures IAW AFFARS 5352.242-9000, Contractor Access to Air Force Installations. All personnel employed on a US military base require a National Agency Check (NAC) equivalent investigation before they are authorized access to the base, facilities, and if necessary computer networks. For the purpose of this contract, these positions are deemed non-sensitive, which by US Government definition means do not require access to US classified information.

A NAC consists of:

A Local File Check (LFC) conducted by the installation Security Forces (SF) (this can take several days or weeks to complete), A Defense Clearance and Investigation Index (DCII) conducted by the installation SF, A Host Agency Check (HAC) conducted by the Ministry of Defense (MOD) Defense

Vetting Agency (DVA), and

A Federal Bureau of Investigation (FBI) check if the potential employee has ever resided in the United States for twelve (12) or more consecutive months.

http://www.ecmra.mil/ https://afcmra.hqda.pentagon.mil/Help/Full_User_Guide.pdf

Once completed, a NAC is valid for five years. Before any employee is authorized to perform work on this contract, the Contractor shall provide new employee information required by the LFC and

DCII to the QA/ COR(s) for the base/option period. The Contractor shall then coordinate with the

QA/ COR(s) for the new employee to complete all requested documentation for the HAC and, if required, FBI checks within three days of the first day of employment. After the LFC and DCII are completed with no issues discovered and the investigation is submitted to DVA and the FBI then a temporary Installation Pass (IP) granting unescorted base access may be granted when (a) DVA opens the case, (b) a favorable fingerprint report is returned from the FBI, and (c) the unit commander or director favorably reviews the submitted investigation package. The temporary IP is limited to ninety (90) days and does not grant escort privileges. Holders of temporary IPs are subject to additional search procedures at installation entrance gates. When a NAC has been favorably completed and documented the QA/ COR(s) will inform the Contractor. The COR(s) may request SF issue a non-temporary IP to the employee. The end date will be no later than the end of the contract or one year from issue, whichever is sooner. The Contractor shall be responsible for tracking expiration dates of IPs and either applying for renewals, or returning the expired IPs to the COR(s) for the base/option period. The Contractor shall return IPs for employees who are no longer employed by the Contractor or assigned to this contract to the QA/ COR(s) for the base/option period within 48 hours of the employee’s departure.

9.11 LEVEL I ANTI-TERRORISM TRAINING

All employees under this contract must complete Level 1 Anti-terrorism training located at http://jko.jten.mil/courses/atl1/launch.html and have certificates available upon request from the

COR. All new employees hired by the Contractor to perform under this contract after the commencement of the period of performance, must complete Level 1 Anti-terrorism training.

9.12 STANDARDS OF CONDUCT

Contractor shall not employ persons for work on this contract if such employees are identified to

Contractor by CO/ COR as a potential threat to health, safety, security, general wellbeing, or operational mission of the installation and its population in accordance with DoDD 5500.07, Standards of Conduct.

9.13 CONTRACTOR APPEARANCE

Contractor personnel who enter UK/US RAF Installations shall present a neat…