Attachment 1 - UPS PWS.docx

Performance Work Statement UPS Maintenance 10 February 2020

Table of Contents

Introduction This Performance Work Statement (PWS) establishes and defines the requirements the maintenance, replacement, and upkeep of United States (US) Government owned Uninterruptible Power Supply (UPS), Emergency Lighting (EL) and associated systems listed in Appendix A of this document. This requirement spans across infrastructure located on Royal Air Force (RAF) installations Lakenheath, RAF Feltwell, and RAF Mildenhall.

1.0 Scope

This contract will encompass the inspection, maintenance, replacement, and upkeep of Uninterruptable Power Supply (UPS) units, Emergency Lighting (EL) Systems, and associated equipment that are located on RAF Lakenheath, RAF Mildenhall, and RAF Feltwell. A full inventory of equipment items to be maintained and/or replaced have been identified in Appendix A, UPS Asset List.

The Contractor shall provide all labor, tools, equipment, and transportation for conducting inspections, testing, preventative maintenance, replacement, and repair of any UPS, EL, or asset listed in Appendix A in accordance with (IAW) industry standards and manufacturer’s specifications.

1.1 Inspections and Preventive Maintenance (PM)

The Contractor shall conduct initial UPS PM within thirty (30) days of contract award. The contractor shall provide services for Inspection and PM on UPS, EL, and associated systems (to include single-phase battery packs where only the voltage can be checked), IAW IEEE standards, technical updates, and any other applicable documents. The most comprehensive maintenance standards shall take precedence. All calibrations and adjustments shall be within tolerances set by the applicable commercial standard practices.

Inspections and preventive maintenance will be performed during normal duty hours as defined in Section 2.6 of this document. The Contractor shall coordinate date, start time, and any changes in schedule for each PM to the Contracting Officer’s Representative (COR) 30-days in advance. The Contractor shall notify the COR via phone or email within one business day or next business day of any delays or extenuating circumstances that prevent the PM from being completed. Any pre-existing condition found at the time of the PM that requires repair shall be identified and reported to the CO/COR prior to proceeding with repair.

Preventative maintenance is considered complete when COR signed service reports documenting work performed have been returned to the contractor. The Contractor shall submit a service report to the CO/COR no later than two days upon completion of work.

1.2 Service Calls

Service calls will be performed during normal duty hours as defined in Section 2.6. Upon notification of equipment malfunction by the CO/COR, the Contractor shall schedule a service call with the COR within 24 hours or by the next business day. All service call repair work shall be conducted in accordance with standard commercial and industry practices using parts specified by the manufacturer to restore the equipment to operational capacity. If immediate repair is not possible at the time of a service call, advance notice will be provided by the Contractor to the COR of the estimated amount of time that is expected to perform associated repairs, restoration, and/or replacement of the malfunctioning equipment. The notice by the Contractor shall be provided in writing to the COR and contain the extent of repairs and/or restoration required to complete repair. Prior to the Contractor commencing work for any service call, written approval must first be provided by the CO/COR.

Service Calls are considered complete when corrective actions have been accomplished to restore the equipment to an operable condition, the UPS/EL is supporting the load, and a service report has been signed off by the COR. The report shall include, at a minimum: the date and time of the service call, the serial number and location of the equipment, the repairs performed, and the name/ID of the technician performing the repairs. The Contractor shall submit a service report to the CO/COR no later than two days upon completion of work.

1.2.1 Service Call Unit Tiers

Any work accomplished as described in Section 1.2 will be broken out into tiers for the purposes of documenting, invoicing, or otherwise. The units under this contract will fall under one of the following three categories, as determined by kVA rating:

· Small Scale Units (0 – 14.9 kVA)

· Medium Scale Units (15 – 40 kVA)

· Full Scale Units (40+ kVA)

1.3 Emergency Calls

The Contractor shall perform on-site emergency repair outside of normal duty hours as defined in Section 2.6 to restore the equipment to operational capability. The Contractor will assess, isolate, and if possible provide a temporary solution until complete restoration, repair, or replacement is complete. Technician shall be dispatched to the site within 6 hours of notification by the COR. An emergency helpline shall be made available 7 days per week, 365 days a year to include holidays.

Emergency calls are considered complete when corrective actions have been accomplished to restore the equipment to an operable condition, the UPS/EL is supporting the load, and a service report has been signed off by the COR. The report shall include, at a minimum: the date and time of the service call, the serial number and location of the equipment, the repairs performed, and the name/ID of the technician performing the repairs. The Contractor shall submit a service report to the CO/COR no later than two days upon completion of work.

1.3.1 Emergency Call Unit Tiers

Any work accomplished as described in Section 1.3 will be broken out into tiers for the purposes of documenting, invoicing, or otherwise. The units under this contract will fall under one of the following three categories, as determined by kVA rating:

· Small Scale Units (0 – 14.9 kVA)

· Medium Scale Units (15 – 40 kVA)

· Full Scale Units (40+ kVA)

1.4 Unit Replacement Guidelines

Appendix A of this document contains the make, model and serial number for all units that have been labeled for replacement. The Contractor shall provide the exact model or equal replacement unit in accordance with the minimum technical specifications outlined in Appendix A. The replacement of units is to be carried out as scheduled by the Contractor for this requirement and as agreed upon by the CO/COR. All units being installed shall be in accordance with all manufacturer, customer, local, US and UK guidelines.

IAW Federal Acquisition Regulation (FAR) 12.404(b), the Contractor shall provide at least the same warranty terms 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 performance. A warranty shall commence upon either: the repair of any component(s) or equipment, the replacement of any listed system and associated equipment, or any other work completed as a result of a service and/or emergency call under this contract as a certification of the quality of work completed. A report of the repair and warranty will be provided to the CO/COR within two business days after completion of repair. Service 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.

1.5 Repair Expectations

All parts and equipment purchased by the Contractor for repairs subject to maintenance and call-out service must match existing components. Any costs associated with replacing components under preventive maintenance, service or emergency calls will be inclusive to the cost of the callout. Any costs that may exceed an expected cost of repair (e.g. unit replacement or high value components) may be submitted to the COR as a repair estimate. The CO must approve and fund a repair estimate before the contractor orders any new parts. A repair estimate shall consist of the listed parts and respective cost needed to maintain, repair, or replace the UPS, EL, or otherwise listed systems. The estimate shall be valid for up to 90 calendar days from its submission to the COR.

1.6 Contractor Capabilities

The Contractor must possess the critical qualifications, skills and abilities to perform the tasks, operations, and functions required to maintain, repair, and replace UPS and EL systems. This includes, but is not limited to EIC, NAPIT, or equivalent. Prior to performing work, the contractor must also contact the installations Authorized Person at the commercial phone number: 0787064161 to confirm that worker is a registered skilled person for RAF Lakenheath, RAF Feltwell, and RAF Mildenhall per JSP375 Safety rules and procedures.

The Contractor must understand HAZMAT/HAZCOM conditions associated with working with the equipment and know how to perform emergency action procedures should an incident occur while conducting maintenance. The Contractor must be certified to handle any hazardous materials, as required.

The Contractor shall provide storage/disposal of all equipment and materials needed to maintain the UPS/EL, to include any hazardous material in accordance with Section 3.6. The Contractor shall leave the work sites in a clean and orderly manner upon completing maintenance. Equipment, materials, and supplies shall be stored/disposed of to maintain a secure and safe work site. The Contractor shall dispose of all unusable batteries taken out of UPS/EL units. Disposal procedures shall be consistent with all laws and environmental regulations pertaining to battery disposal in the UK. The Contractor may not store or dispose of any hazardous materials on any U.S. Visiting Forces (USVF) installation.

2.0 General Requirements

Communication between the Contractor, CO, and COR will be imperative for successful operations of this contract. Some systems requiring service may possess additional security requirements that will require coordination that must be scheduled to ensure proper access can be granted. The Contractor, CO and COR will ensure required authorizations and access to required escorts is in place prior to the start of inspections, maintenance, and repair. This management work required of the Contractor will be critical to the timely completion of service requirements.

2.1 Non-Personal Services

The Government shall neither supervise Contractor employees nor control the method by which the Contractor performs the required tasks. Under no circumstances shall the Government assign tasks or prepare work schedules for individual Contractor employees. It shall be the responsibility of the Contractor to manage its employees and to guard against any actions that are of the nature of personal services or give the perception of personal services. If the Contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the Contractor's responsibility to notify the CO immediately.

2.2 Business Relations and Contractor Responsibility

The Contractor shall successfully integrate and coordinate all activity needed to execute the requirement. The Contractor shall manage the timeliness, completeness, and quality of problem identification. The Contractor shall provide corrective action plans, proposal submittals, timely identification of issues, and effective management of subcontractors. The Contractor shall seek to ensure customer satisfaction and professional and ethical behavior of all Contractor personnel.

The Contractor shall establish processes and assign appropriate resources for effective administration of the requirement. The Contractor shall respond to Government requests for contractual actions in a timely fashion. The Contractor shall have a single point of contact between the Government and Contractor personnel assigned to support the contract. The Contractor shall assign work effort and maintaining proper and accurate time keeping records of personnel assigned to work on the requirement.

The Contractor will be responsible for the transportation of inspectors to the assigned facilities. All management, licensing, testing, tools, supplies, equipment, and labor necessary to execute the required work will be provided by the Contractor. All work material and services, not expressly called for in this specification, which may be necessary to carry out performance of this contract, shall be furnished and provided by the Contractor at no increase of cost to the U.S. Government.

2.3 Contract Manager

To ensure that required tasks are managed smoothly and efficiently, the Contractor will be requested to designate a Contract Manager and an alternate. The Contract Manager will be responsible for coordinating and administrating all Contractor required tasks for this requirement. This includes, but is not limited to scheduling inspection tasks and work visits with the CO/COR, ensuring inspectors possess and maintain required certification as required by all US, UK, and local regulations, and overseeing that work is being carried out within required timeline and that inspection documentation is accurately provided. Additionally, the Contract manager shall have full authority to act for the contractor on all matters relating to daily operations of this contract.

The Contract Manager shall be available during normal duty as defined in Section 3.6. They must be available to meet with the CO/COR to resolve any contract issues that may arise throughout the course of the requirement.

2.4 Subcontract Management

The Contractor shall be responsible for any subcontract management necessary to integrate work performed on this requirement and shall be responsible and accountable for subcontractor performance on this requirement. The prime Contractor will manage work distribution to ensure there are no Organizational Conflict of Interest (OCI) considerations. Contractors may add subcontractors to their team after notification to the CO/COR. Cross teaming may be permitted with the approval of the CO/COR.

2.5 Contractor Personnel, Disciplines, and Specialties

The Contractor shall accomplish the assigned work by employing and utilizing qualified personnel with appropriate combinations of education, training, and experience. The Contractor shall match personnel skills to the work or task with a minimum of under/over employment of resources. The Contractor shall provide the necessary resources and infrastructure to manage, perform, and administer the contract. The Contractor is required to ensure employees always identify themselves as such.

2.6 Location and Hours of Work

All service requirement actions conducted will take place on RAF Lakenheath, RAF Feltwell, and RAF Mildenhall as applicable. The systems requiring service are listed by model number (and/or serial number), location, and associated squadron in Appendix A which is attached to this document.

The duty hours on the bases are Monday through Friday, 0730 – 1630. The Contractor will be required to coordinate with the COR to ensure escorts are available for work within restricted areas. The Contractor will be expected to work the US federal holidays listed below. The Contractor shall schedule work outside of these days, excepting emergency callouts.

US Federal Holidays New Year’s Day – 1 January Martin Luther King Day – 3rd Monday in January President’s Day – 3rd Monday in February Memorial Day – Last Monday in May Independence Day – 4 July Labor Day – 1st Monday in September Columbus Day – 2nd Monday in October Veteran’s Day – 11 November Thanksgiving Day – 4th Thursday in November Christmas Day – 25 December

The Contractor will be exempt from working UK Bank holidays, including but not limited to the following:

UK Bank Holidays New Year’s Day Good Friday Easter Monday May Bank Holiday Spring Bank Holiday Summer Bank Holiday Christmas Day and Boxing Day

3.0 Government and Site Specific Requirements

This section describes special requirements related to Contractor operations on US and UK military installations. This includes security, safety, base access, Government responsibilities, and environmental requirements. These requirements may change due to the nature of both military objectives and real world events. Please contact the CO/COR if there are any questions or issues that arise because of Government action.

3.1 Security

The Contractor shall be familiar with the organizational critical information and indicators list (CIIL) and Operational Security (OPSEC) policy of any installation where services are being performed. The required CIIL(s) and OPSEC policy(s) will be provided by the COR prior to the beginning of performance for a specific installation.

Some assets covered in this PWS may be located within restricted areas of installation. These areas may require flight line driving license and restricted area access badges. An escort program will be developed between the Contractor and the COR to ensure escort personnel are available during scheduled work.

Before photographs are taken for inspection purposes, prior approval will be required within restricted areas. Coordination between the Contractor, CO and/or COR, and the installation’s public affairs office will be required to gain necessary approval. The Contractor will provide any requested paperwork or information for this process.

Additionally, specific facilities may require further access or coordination between the Contractor, CO/COR, and facility managers for access. Coordination will ensure required escort personnel are available and proper access is granted prior to inspections, maintenance and repairs being performed. Generation, storage, or access to United States classified material will not be required.

3.2 Safety

The Contractor shall carry out all work in accordance with the statutory duties and requirements of JSP 482, the Health and Safety at Work Act, and JSP 375 Management of Health and Safety in Defence. The Contractor will be well versed in these regulations and provide the appropriate training documentation and experience over the course of the requirement.

The Contractor shall notify the CO/COR, or other applicable members within 4 hours of all mishaps or incidents. The Government person notified by the Contractor would in-turn notify the Wing Safety Office and Defence Infrastructure Organisation (DIO). Contractor notifications made after duty hours shall be reported to the appropriate installation Command Post.

The Contractor shall provide a written or typed mishap report form to the COR within 48 hours from the time of mishap If requested by the CO, the COR, and/or the program manager, the Contractor shall immediately secure the mishap scene/damaged property and impound pertinent maintenance and training records until released by the investigating safety office. If the Government investigates the mishap, the Contractor and the subcontractors shall cooperate fully and assist the Government personnel until the investigation is completed.

3.3 Contractor Access to Installation

Access to DoD installations is limited to personnel with a valid installation access pass. Failure to submit required information to obtain required documentation will result in the exclusion of such employees from the installation until such documentation is obtained. Contractor employees who do not possess a valid installation access pass will be restricted from the workplace until the pass is (re)activated. The Contractor employees may be subject to personal and vehicle searches when entering or leaving a DoD installation. The Government will provide the Contractor with the required information and documents for installation access passes. Subsequently, the Contractor shall provide a list of all employees working under this contract, along with the required documentation upon receipt of contract award, and no later than 75 days prior to the projected need for any new installation access pass requirements. The Contractor is responsible for maintaining an adequate number of personnel with active installation access passes, and adhering to the timeframes stated in this section. The COR is responsible for the coordination of installation access passes. Upon termination of employment, termination or cancellation of the contract, or expiration of the contract, the Contractor is responsible for collecting employee installation access passes and turning them in to the CO or the COR within 48 hours of the employee’s departure.

3.4 Government Furnished Materials

No Government furnished property or equipment will be provided for this contract. Any replacement parts, tools, and materials used in the course of maintenance and repairs are to be furnished by the Contractor under the cost of this contract per this PWS.

3.5 Environmental Requirements

All service requirements within this contract are intended for the listed equipment in Appendix A only. If further intrusive work is required that affects the environment, Contractor will coordinate through the CO or COR and base’s environmental flight for approval before any actions are undertaken.

3.6 Disposal of Hazardous Material

The Contractor shall be responsible for disposing of material and batteries, IAW Waste Electrical and Electronic Equipment (WEEE) Regulations 2013. Any material removed by the Contractor as a result of the PM or Emergency services shall comply with all applicable UK Government and environmental regulations for each RAF Base listed in this PWS.

The Contractor shall supply copies of any correspondence with the UK Environment Agency relating to the PM or Emergency Service material and batteries removed under this contract to the respective RAF Base’s Environmental Office. A copy of this Disposal License must be provided to the COR and each RAF Base Environmental Office in accordance with the UK laws and regulations.

The Contractor shall provide waste transfer notes stating the nature and quantity of the material being removed, the relevant establishment Premise Code, and HW Consignment Code in respect to each load or part thereof before removal from each RAF Base. The CO, COR, and/or respective RAF Base’s Environmental Office must sign each transfer note. The Contractor shall also provide abstracted summaries of waste types disposed of on a Waste Material Notification Schedule and reports on a monthly basis to the CO, COR, each respective RAF Base’s Environmental Office no later than 10 business days from the end of the reporting month.

3.7 Applicable Directives

The Contractor shall ensure all work carried out as part of the contract is compliant with all regulations as required by US, UK, and local laws and regulations. At a minimum, the following apply: Tri-Service Electrical Working Group (TSEWG) TP-19 Static Uninterruptible Power Supply (UPS), TSEWG TP-4: Stationary Battery and Charger Sizing, BS 5266 Emergency Lighting, JSP 375 Management of Health and Safety in Defence, The Health and Safety at Work Act 1974, The management of Health and Safety Work Regulations 1999, The Provision and Use of Work Equipment Regulations 1998, The Electricity at Work Regulations 1989, British Standard BS7671:2018 IET Wiring Regulations 18th Edition, Control of Asbestos Regulations 2012, Approved Code of Practice L143 Managing and Working with Asbestos, Work at Height Regulations 2005, Controlling Noise at Work Regulations – Approved Code of Practice L108.

3.8 Quality Control and the Quality Assurance Surveillance Plan (QASP) The Contractor shall develop a Quality Control Plan (QCP) and maintain an effective quality control program to ensure services are performed in accordance with the contract and this PWS. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor's QCP is the means that assures work complies with the requirement of the contract. The finalized QCP will be accepted by the Government at the time of the award. The Contracting Officer may notify the Contractor of required modifications to the plan during the subsequent period of performance. The Contractor shall then coordinate suggested modifications and obtain acceptance of the plan by the CO. The QCP shall be subject to the Government's review and approval. Any modifications to the program during the period of performance shall be provided to the CO for review and approval. The Government may find the QCP "unacceptable" whenever the Contractor's procedures do not accomplish quality control objective(s). The Contractor shall revise the QCP within 10 working days from receipt of notice that QCP is found "unacceptable."

Additionally, the Government shall monitor the Contractor’s performance in accordance with a Quality Assurance Surveillance Plan (QASP). This plan allows the Government to track certain metrics and performance points to ensure Contractor compliance in conjunction with their QCP.

3.9 Continuation of Essential Department of Defense (DoD) Contractor Services During Crisis The performance of these services is not mission essential.

4.0 Service Summary

5.0 Acronyms

AQL – Acceptable Quality Limit CO – Contracting Officer COR – Contracting Officer Representative DoD – Department of Defense IAW – In accordance with JSP – Joint Service Publication MoD – Ministry of Defense PWS – Performance Work Statement QASP – Quality Assurance Surveillance Plan QCP – Quality Control Plan RAF – Royal Air Force UPS – Uninterruptable Power Supply

6.0 Appendix

A. Asset List