DRAFT PWS_FLS_08 Aug 25.pdf

DRAFT

PERFORMANCE WORK STATEMENT

INSPECTION, TESTING, MAINTENANCE AND REPAIR OF FIRE

ALARM SYSTEMS

FIRE SUPPRESSION SYSTEMS

08 AUGUST 2025

1. DESCRIPTION OF SERVICES

1.1. SCOPE

The Contractor is responsible for all management, supervision, labor, equipment, tools, and other resources necessary to inspect, test, and maintain fire alarm systems and fire suppression systems at RAF Mildenhall. The Contractor must perform these services in a way that ensures overall operational reliability. The Contractor must perform all services according to the requirements outlined in this Performance Work Statement (PWS). The Contracting Officer (CO) and Contracting Officer Representative (COR) will evaluate the Contractor's performance based on the results achieved as defined in the Services Summary (SS), not the frequency or method of performance. Unless specifically stated otherwise in this PWS, the Contractor will determine the appropriate frequencies to achieve the required level of service. The Contractor must comply with all applicable federal, regional, and local laws and regulations, as well as established commercial standards.

1.1.1. Non-Personal Services. This is a non-personal services contract, as defined by the Federal Acquisition Regulation (FAR). Under this type of contract, the government will not supervise or control the Contractor's personnel in the same way it would its own employees.

1.1.2. No Supervision. The Government will not supervise or direct the Contractor's employees.

Similarly, the Contractor will not supervise or direct Government employees, or employees of other contractors outside of approved subcontracting or teaming agreements.

1.2. SPECIFIC SUPPORT SERVICES

1.2.1 Initial Assessment. The Contractor will complete an initial assessment of all maintainable assets within 90 days of the contract start date. This initial assessment will, at a minimum, include evaluating the general condition and functionality of each system. The Contractor will perform these initial assessments during normal duty hours. If the COR adds assets after the contract start date, the Contractor will assess these new assets within 30 days of notification.

1.2.2 Monitoring Systems Maintenance. The Contractor will maintain building fire alarm panels and associated devices to ensure continuous, uninterrupted (24/7) functionality. The Contractor will maintain the D21ER and RFM7000 monitoring systems (or any upgraded panels) to ensure 24/7 operability.

1.2.3 Code Compliance. The Contractor will perform all work in accordance with all applicable laws, regulations, National Fire Protection Agency (NFPA) standards, SFG 20, applicable British Standards, UFC's, OSHA, AFIs, and standard commercial practices as described in this PWS, prioritizing safety and customer service. UFC standards take precedence over NFPA standards unless otherwise stated within this PWS. The Contractor must comply with all future changes to these fire standards. The Contractor is encouraged to use innovative approaches to efficiently and effectively accomplish PWS requirements in a timely manner.

UFC 3-600-01 Fire Protection Engineering for Facilities

UFC 3-600-02 Fire Protection Systems, Inspection, Testing, and Maintenance

UFC 4-021-01 Design and O&M: Mass Notification Systems

NFPA 72 National Fire Alarm and Signaling Code

BS5839-1 Fire Detection and Fire Alarm System for Buildings Part 1 Code of Practice for System Design Installation Commissioning and Maintenance

BS6266 Fire Protection for Electronic Installations

Examples of types of fire alarm devices and fire suppression devices are listed in Appendix X

1.2.4. Equipment. The Contractor will provide all equipment necessary to safely accomplish the work on the fire alarm systems. This includes, but is not limited to, scissor lifts, scaffolding, air compressors, generators, and forklifts. The Government will not pay any additional costs for this equipment.

1.2.5. Fair Market Cost. The Contractor will make a reasonable effort to obtain "Fair Market Cost" for all materials and parts purchased for necessary repairs. The Contractor should actively seek opportunities to save Government funds while fulfilling the mission requirements.

1.2.6. Invoice. The Contractor will submit invoices at the end of each month. The Contractor must submit invoices and all supporting documentation into WAWF (Wide Area Workflow) no later than 14 days after the end of the preceding month. The Contractor will invoice all services completed within a given month at the end of that month.

1.2.7. Warranty. The Contractor is responsible for replacing any items covered by a warranty or guarantee during the warranty period.

1.2.8. Deliverables

Contract Data Requirements List (CDRL)

DATA

Item Number

PWS Paragraph Title Delivery Date/Description

A001 1.01 Inspection Report Due the xx calendar day of each month.

A002 1.03 Monthly Schedule 10 days prior to the beginning of the month

A003 1.1 Work Status Reports 24 hours after work completion

A004 1.1.2 Equipment Hook Up and Frequency Codes

As required

A005 1.1.4

Documented Status Reports of each Emergency Service Callout

After hours: to be provided next day

1.3 GOVERNMENT FURNISHED PROPERTY AND SERVICES

1.3.1 Government-Provided Services

1.3.1.1 Facilities.

The Government will provide space on the installation for the Contractor to place a portable building (maximum size: 20' x 10') for storing parts, etc.

1.3.1.2 Utilities.

The Government will provide electricity, water, and sewage for the performance of services under this contract. The Contractor must instruct its employees in utility conservation practices. The Contractor must operate in a way that prevents the waste of utilities, including turning off water faucets or valves after use.

1.3.1.3 Security, Fire, and Medical Services

The Government will provide police and fire protection. In the event of a medical emergency, base ambulance service for transporting an injured employee to a local hospital is available, but the Contractor will reimburse the Government for the cost of this service.

1.3.4. Solid Waste Disposal

The Contractor must dispose of all waste generated during the performance of services under this contract at a location off the installation.

1.3.5. Telephone Service (see note)

2.0 INSPECTION, TESTING & REPAIR. The contractor shall inspect and test automatic fire alarm systems according to the requirements of the National Fire Protection Agency (NFPA) Standards, SFG20, and manufacturers’ instructions. The contractor shall inspect, certify, repair, and maintain all fire alarm equipment, mass notification systems, and wet/dry chemical fire suppressant systems in accordance with NFPA Standards 17, 17A, and 96, SFG20, and the manufacturers’ instructions.

If the contractor discovers discrepancies or impairments to automatic fire alarm systems during a scheduled inspection and test, the contractor shall correct them within five calendar days. If correction requires more than five calendar days, the contractor shall provide written recommendations and solutions, including a projected completion date, to the COR, SME, and Contracting Officer.

The contractor shall date and document the results of each inspection and test. The contractor shall make these reports available to the COR and the Contracting Officer and provide a copy to the 100th Fire Prevention Element.

The contractor shall perform scheduled inspections and tests of automatic fire alarm systems for preventive maintenance (PM). The contractor shall inspect and test all facilities listed in Appendix X.

2.1 CORRECTIVE MAINTENANCE & REPAIR. The contractor shall perform corrective maintenance and repair on installed automatic fire alarm systems and mass notification systems to return existing fire alarm systems or components to full operating condition. The contractor shall comply with NFPA 72, BS5839-1 Fire Detection and Fire Alarm Systems for Buildings Part 1 Code of Practice for system design, installation, commissioning and maintenance, BS6266 Fire Protection for Electronic Installations, UFC 3-600-01, UFC 3-600-02, UFC 4-021-01 standards, and manufacturers’ instructions.

Systems covered are listed in Appendices A & B, excluding discrepancies identified during acceptance tests (as referenced in paragraph 1.2.7).

The contractor shall document discrepancies and actions taken to correct them. The contractor shall make this information available to the COR.

2.2 INSPECTION REPORT. The contractor shall submit a documented report to the SME and COR of all wet/dry chemical fire suppressant system and fire alarm system tests, inspections, and maintenance accomplished at the conclusion of each occurrence. Reports shall include:

• Location

• Maintenance work performed

• Repairs needed

• Date of inspection

• Name of inspector

• A record of conditions

• Completed tests

• Inspection results

• Preventive or corrective maintenance performed on a system

The government SME (Fire Department or appointed Fire Engineer) must inspect, approve, and sign all submitted reports before invoice acceptance.

2.3 SCHEDULE. The contractor shall provide a monthly schedule in advance to 100 CES Customer Service (10 working days before the start of each month). If an alteration to the schedule is required, the contractor shall agree to a new date within 48 hours.

2.4 LABOR: The contractor may provide as many technicians as necessary to accomplish the monthly tasks.

2.4.1. LABOR ON FIRE ALARM & MASS NOTIFICATION SYSTEMS: The monthly fee covers labor for inspection, maintenance, service, repairs, testing, programming, shop support, and guidance, whether initiated from the Monaco report, schedule, or work orders. Parts are reimbursable at cost. Additional charges apply only to upgrades and emergency work exceeding $2,500. The unit of measure for the CLIN structure on upgrades and emergency work is service hours [HR], not man-hours.

For panel upgrades, circuit repairs, device installation, conduit work, etc., the unit of measure for billing is service hours, not man-hours. For example, if two technicians work eight hours each on a panel upgrade, the contractor may only bill for eight hours of service, not sixteen.

2.4.2. LABOR ON FIRE SUPPRESSION SYSTEM: The monthly and semi-annual fees cover labor for inspection, maintenance, service, repairs, testing, programming, shop support, and guidance, whether initiated from the Monaco report, schedule, or work orders. Costs are reimbursable only if work exceeds $2,500. The unit of measure for the CLIN structure on upgrades and emergency work is service hours [HR], not man-hours.

2.5 FIELD VERIFICATION: The contractor shall field verify the information in Appendices A and B during Preventive Maintenance and Inspection (PM&I). The contractor will note any discrepancies so the appendices can be updated.

2.6 MAINTENANCE: The contractor shall perform corrective or recurring preventive maintenance on automatic fire alarm systems and mass notification systems to return existing fire alarm systems or components to full operating conditions. The contractor shall comply with BS5839-1 Fire Detection and Fire Alarm Systems for Buildings Part 1 Code of Practice for system design, installation, commissioning and maintenance, BS6266 Fire Protection for Electronic Installations, UFC 3-600-01, UFC 3-600-02, UFC 4-021-01 NFPA 72 standards, and manufacturers’ instructions. The contractor shall provide documentation of maintenance results to the COR and Contracting Officer upon completion. Work order status reports are due the following business day. The contractor shall accomplish preventive maintenance on all systems listed in Appendices A & B of the performance work statement at least once annually.

2.6 NOTIFICATION PROCESS. The contractor shall respond to various methods of communication regarding corrective maintenance, including daily surveillance of the D-21ER, RFM 7000, and Monaco monitoring systems, phone calls, and emails from the designated COR. The contractor shall respond within one (1) to two (2) hours, depending on the nature of the service call (i.e., routine or emergency).

The 100th Civil Engineer Customer Service section may initiate phone calls resulting in work orders.

After normal duty hours, the contractor shall receive phone calls for corrective maintenance from the designated 100th Civil Engineer Customer Service representative and the designated SDO.

2.7 SYSTEM CONNECTIONS AND FREQUENCY CODES. The contractor shall provide equipment hookup and frequency codes to the existing Base (Monaco) R/F central Fire Communication system, startup and/or shut down, service outage for restoration, or other similar work resulting from modifications to a building or system by others. The contractor shall also provide support in deactivation/reactivation of fire alarm systems and/or devices for backflow prevention and fire suppression certifications.

2.8 ROUTINE SERVICES. The COR, 100 CES Customer Service, or authorized alternate will notify the contractor of repairs, tests, activation, or deactivation on fire alarm equipment and mass notification equipment from work orders or Monaco reports. The government shall consider all service calls initiated during normal duty hours routine services. The contractor shall report no later than two (2) hours following notification. The contractor shall complete the services within a total of eight (8) hours after notification. If the contractor cannot complete services within the normal work time period, the contractor shall immediately notify 100 CES Customer Service (XXX-XXX-XXX) or an alternate representative, and additional arrangements shall be made to accomplish the required service after hours or to resume the repairs the next workday. The contractor shall maintain documented status reports of each incident and make the documentation available to the Government upon request.

2.9 EMERGENCY SERVICES. The government shall consider all service calls initiated after normal duty hours emergency services. Normal duty hours are 7:30 am to 4:30 pm, Monday to Friday. The contractor shall report as directed no later than one (1) hour after notification, including holidays and weekends, and continue work on the defective item or system until rendered safe. The contractor shall perform and complete required services within eight (8) hours after notification. If the contractor cannot complete services before the start of the next business day, the contractor shall notify the Contracting Officer or designated representative and 100 CES Customer Service by 10:00 am of the next business day, and additional arrangements shall be made to accomplish the required service as soon as possible.

The contractor shall maintain documented status reports of each incident and make the documentation available to the Government upon request.

2.9.1. REPORTING PROCEDURES: The contractor shall provide a means of answering emergency calls from the government after normal duty hours. The contractor shall report by telephone to the 100 CES Customer Service Section at (xxx-xxx-xxxx) or the requester. During normal duty hours, upon completion of work, the contractor shall have the SME and COR, and, if unavailable, an authorized alternate from the 100 CES Service Contract Section, sign a ticket certifying completion of work and provide a copy to them for contract records.

2.10 INSTALL/UPGRADE SERVICES: The contractor shall install, relocate, and/or upgrade Fire Alarm and mass notification equipment to comply with the latest NFPA 72 standards and/or Government requirements. The contractor shall install complete systems and/or devices to meet new Fire code requirements, only when deemed necessary by the Base AHJ (Authority Having Jurisdiction). Such tasks may include making field wiring, running conduit, and other associated parts due to relocation of devices or system modifications, upgrade of old outdated equipment, and removal of unnecessary features due to over-protection. The contractor work shall comply with manufacturers’ specifications, NFPA 72 standards, UFC 3-600-01, UFC 3-600-02, UFC 4-021-01 BS5839-1 Fire Detection and Fire Alarm Systems for Buildings Part 1 Code of Practice for system design, installation, commissioning and maintenance, BS6266 Fire Protection for Electronic Installations, UFC 3-600-01, 3- 600-02, UFC 4-021- 01 AFCESA, and/or other documents as determined by the Authority Having Jurisdiction (AHJ). Upon request by the COR and before any repair and/or installation of Fire Alarm equipment, the contractor shall submit a proposal of work with a cost estimate to the COR in order for them to seek approval from SME before acceptance. The contractor shall seek competitive price quotations before purchasing replacement systems and/or devices with an estimated value of $2,500 or more. Documentation of evidence to obtain competitive pricing shall support and be submitted with requests for reimbursement.

An example of evidence is price quotations from two, preferably three offers’, and contractor shall submit warranty information of parts installed, to include initial and expiration dates, to the COR. Note: The need for repairs or tie-in caused by Acts of God, other contractors, shops, building occupants, or whoever may have accidentally damaged the system and is a one for one replacement see Section 1.2.1 and 1.2.1.1.

2.11 DEMOLITION OF BUILDINGS. The Government may notify the contractor at least 10 business days before the actual demolition. The contractor shall pick up, store, inventory, and maintain items in building 607. The contractor shall use these items exclusively for RAFM facilities as approved by the Government. The contractor shall keep these items separate from items acquired from other sources. The contractor shall use these items as the first option for corrective maintenance. The contractor shall provide an updated list of the items, identifying the location of where it was used and when it was accomplished.

2.12 ACCEPTANCE TESTS AND GUIDANCE : The contractor shall attend the acceptance tests of all facilities to review the fire alarm system and provide input to the Government designated representative upon request. The contractor shall be notified at least two (2) days before the scheduled acceptance test. The contractor will provide guidance when questions are asked about the system, fire code, or possible solutions with adding new equipment to the system.

2.13 ENGINEERING SERVICES: The contractor shall provide engineering/design services for new installations of fire alarm equipment and mass notification systems in renovated or new buildings to assure that the building is up to code. Depending on the complexity of the required work, the contractor can use certified engineers or NICET Level 4 Fire Alarm Technicians. Note: The Tech 4 labor time is already incorporated in the monthly service fee. The Government determines whether the contractor or other sources accomplish the installation.

2.14 DAMAGES. The contractor shall expeditiously repair or replace any damages resulting from the contractor’s operations at no additional cost to the Government. Once notified of the problem, the contractor shall start the process of correcting the damage within an hour, if not sooner.

3.0 SERVICE REQUESTS. Facility managers, building occupants, or their authorized alternates will report service requests to the 100 CES Customer Service Section. The facility manager or their authorized alternate will input the service request into NexGen. Following this, the 100 CES Customer Service Section will provide a work order to the contractor. This work order will contain all information required by standard commercial practices, including a unique identification number and the date the work was issued. Upon completion of services, the contractor will notify the COR, the 100 CES

Customer Service Section, and/or their authorized alternate. In this notification, the contractor will document crew hours worked, work location, equipment serviced, a description of services performed, and a description of reimbursable parts. The contractor will also maintain their own service call records, ensuring all records are accurate, current, and provide sufficient data for accounting purposes.

3.1 PRICE QUOTATIONS FOR REPAIRS. Within ten (10) business days of completing semi-annual inspections, the contractor will submit a documented report to the COR and SME. This report will detail the wet/dry chemical fire suppression system's inspection, testing, or maintenance work, noting any discrepancies, system impairments, and recommendations. Before purchasing replacement parts or services with an estimated value of $2,500 or more, the contractor will obtain a minimum of two, and preferably three, competitive price quotations. The contractor will submit documentation of these price quotations to the COR for review and approval/disapproval. The 100 CES Operations Flight must approve or reject all items with an estimated value of $2,500 or more using the proper workflow process.

No work may begin until all repair quotes receive approval.

3.2 REPLACEMENT ITEMS. The contractor will replace items identified as requiring replacement during routine or corrective maintenance and repair at no additional labor charges. The monthly maintenance fees cover this service. The contractor will receive full reimbursement for parts replaced as stated in paragraph 1.6, reimbursable materials.

4.0 MAINTENANCE OF D-21ER AND RFM7000 MONACO MONITORING SYSTEMS: The Contractor will maintain, operate, and repair the D-21ER (Building 669) and RFM7000 Monaco systems (Building 680). At the start of each business day, the Contractor will update the Monaco systems, clearly documenting all discrepancies in fire alarm systems listed in Appendices A & B of the Performance Work Statement (PWS) that affect their functionality. As part of the daily update, the Contractor will also deprogram buildings that no longer exist (as determined and notified by Government), provide codes and frequencies for renovated and new facilities which the contractor is responsible for maintaining, and ensure continuous communication ("pinging") between the facilities and the Monaco systems. The Contractor will restore fire alarm systems to normal operation by performing necessary maintenance, including clearing alarms, troubleshooting issues, and correcting any other discrepancies that impair the functionality of the base fire alarm systems. Finally, the Contractor will provide a daily Monaco system readout report electronically to all designated personnel (as listed in Appendix X) and a weekly summary of all problems encountered and actions taken.

5.0 SERVICE SUMMARY The Services Summary (SS) is a tool for identifying the major performance objectives of the contract, where they can be found in the PWS, and the performance threshold describing the minimally acceptable levels of service required for each performance objective.

Government inspection is not limited to SS objectives.

Services Summary (SS) Performance Objective

PWS

Para

Performance Threshold Remedy CPARS Category and Ratings

Task 1

a. Subtask 1

b. Subtask 2

c. Subtask 3

1.3.1 1.3.1.1 1.3.1.2 1.3.1.3

All services performed shall meet professional standards and the requirements set forth in contractual documentation. No more than X nonconformances per month (percentage rates are

Re-performance within 1 day of notification or a mutually acceptable timeframe to the COR and Contractor not to exceed 15 days. A 10% price reduction shall apply to CLIN 0001 for

Category: Quality, Management

Ratings:

Exceptional Very Good Satisfactory Marginal acceptable, provided they are measurable).

each remedy exceeding 15 days or when performance threshold is exceeded. E.g., two nonconformances that are not remedied within 15 days shall result in a 20% discount to CLINs X001

Unsatisfactory

Task 2

a. Subtask 1

b. Subtask 2

c. Subtask 3

1.3.2.

1.3.2.1 1.3.2.3 1.3.2.3

All services performed shall meet professional standards and the requirements set forth in contractual documentation. No more than X nonconformances per month (percentage rates are

Re-performance within 8 hours of notification The contractor shall apply a 30% price reduction the monthly invoice for CLINs X002 if performance threshold exceeded for the month.

Category: Schedule

Ratings:

Exceptional Very Good Satisfactory Marginal Unsatisfactory

Task 3 1.3.3

All services performed shall meet professional standards and the requirements set forth in contractual documentation. No more than X nonconformances per month (percentage rates are

Re-performance within 2 hours of notification

Category: Quality, Regulatory Compliance

Ratings:

Exceptional Very Good Satisfactory Marginal Unsatisfactory

Quality Control Contractor’s Quality Control Plan (incorporated into contract after award).

2.1 No more than three valid

nonconformances per year (percentage rates are

Contractor shall complete a written Corrective Action Report.

Category: Management

Ratings:

Exceptional Very Good Satisfactory Marginal Unsatisfactory

Completion and submission of schedules, reports and other documents

No more than two late submissions per required submission deadline.

6.1. CONTRACTOR KNOWLEDGE, SKILLS, AND ABILITIES (KSA)/CERTIFICATIONS

6.1.1. CONTRACT MANAGER The Contractor shall provide a contract manager who shall direct contract performance and an alternate who shall act for the Contractor when the manager is absent. The contractor shall designate these individuals in writing to the CO. The contract manager and alternate shall have full authority to act for the Contractor on all matters relating to daily operation of this contract. The contract manager and alternate shall be available during business hours, Monday thru Friday except Federal holidays or when the Government facility is closed for administrative reasons.

6.1.2. KEY PERSONNEL [If applicable] The following personnel are considered key personnel by the Government: [Insert the titles of the key personnel i.e., contract manager/Alternate contract manager, Systems Engineer, etc.] Qualifications for all key personnel are listed below: [Insert the qualifications for all key personnel, i.e., The Contract Manager and Alternate shall possess 24 semester hours in mathematical, engineering, and/or quantitative analysis courses; 15 or more years cost analysis experience; and familiarity with Defense Department Data Sources (e.g. cost and software data reporting, EVM). The Systems Administrator shall possess expertise with the following systems/protocols:

Microsoft Server 2000 and XP operation and administration, and network administration.]

6.1.3. PHASE-IN/PHASE-OUT (TRANSITION) PERIOD To minimize decreases in productivity and to prevent negative impacts on other services, the Contractor shall on-board personnel during the [Insert the time period, i.e., sixty (60) day, thirty (30) day, etc.] phase-in/phase-out periods. During the phase-in period, the Contractor shall familiarize themselves with performance requirements in order to commence full performance of services on the period of performance start date.

6.2. PERIOD OF PERFORMANCE [State the period of performance. If applicable, include information on option periods.]

6.3. PLACE OF PERFORMANCE RAF Mildenhall base wide facilities.

6.4. HOURS OF OPERATION

6.4.1. NORMAL BASE HOURS Base hours of operation are 07:30 – 16:30. 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.

6.4.2. HOLIDAYS

6.4.2.1. U.K. BANK HOLIDAYS The Contractor is not required to work the following U.K. bank holidays: New Year’s Day, Good Friday, Easter Monday, Early May Bank Holiday, Spring Bank Holiday, Summer Bank Holiday, Christmas Day, Boxing Day. Any work scheduled on a US Holiday (that is not also a UK Holiday) will require prior co-ordination for access etc.

6.5. MISSION ESSENTIAL No elements of this PWS are Mission Essential.

6.6. QUALITY CONTROL The Contractor shall develop and implement procedures to identify and prevent recurrences of defective services. The Contractor shall ensure quality service is maintained throughout the life of the contract, and shall prepare and implement a written quality control plan (QCP), which includes identification of the practices and procedures used, such as those of the [insert applicable association/guide/standard here or edit as necessary. Include the inspection system requirements of FAR 52.246-4 in this document if applicable. (Discuss with 48CONs)]. The QCP shall reflect the Contractor’s overall approach to quality and internal controls, and procedures for evaluating each of the major service areas (who, method, how often), reporting to the government, resolving deficiencies, identifying potential improvements, documenting quality control inspections, corrective actions taken, and maintaining quality control documentation. The written QCP shall be submitted to the Contracting Officer for review, feedback, and approval no later than the pre-performance conference.

6.7. QUALITY ASSURANCE The Government may inspect and evaluate to ensure that the Contractor’s performance is in accordance with requirements set forth in this contract. When Contractor performance does not meet the performance threshold, the CO or COR may initiate a Performance Assessment Report (PAR) or Corrective Action Report (CAR) to the Contractor. The Contractor shall respond IAW the instructions provided and return it to the CO on or before the due date.

6.8. PERFORMANCE ASSESSMENT

6.8.1. SURVEILLANCE The government representatives may 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.

Results of the surveillance inspection become the official Air Force record of the Contractor’s performance. shall be recorded, and the Contractor shall re-perform any unsatisfactory inspection result (defect) IAW the SS remedy timelines. Failing to meet the performance threshold as outlined in the SS for any performance objectives in any 1-month period may result in a warning or letter of concern from the CO or a reduction in the applicable CLIN price. Failing to meet the performance threshold as outlined in the SS of these performance objectives, in any combination for any two or more consecutive or non-consecutive months during a contract period, may result in an immediate Progress Meeting with the Multi-functional Team.

6.8.2. PERIODIC PROGRESS MEETINGS The CO, COR, COR Supervisor, other Government personnel as appropriate, and the Contractor shall periodically meet to discuss the Contractor’s performance. Discussion may include the following issues: opportunities to improve the contract, proposed contract modifications, unsatisfactory inspections, trends in relation to performance objectives, positive performance, and steps taken by the Contractor to prevent unsatisfactory occurrences in the future. The Contractor shall provide a summation of unsatisfactory inspections and customer complaints and provide insight into identified trends. The Contracting Office may draft the meeting minutes, acquire signatures as deemed appropriate, and distribute to the functional area and the Contractor. Should the Contractor not concur with the minutes, the Contractor shall provide a written notification to the Contracting Office identifying areas of non-concurrence for resolution.

6.9. SECURITY REQUIREMENT The content and details of security documentation developed and maintained under this contract is and shall remain the property of the U.S. Government.

6.9.1 FACILITY SECURITY CLEARANCE The Contractor shall possess a valid Facility Security Clearance granted by the Defense Security Service (http://www.dss.mil). The Contractor shall comply with DoDD 5220.22R, DoD Industrial Security Program to determine eligibility for access to classified information for work performed under this PWS. The Contractor shall possess the appropriate Facility Clearance in accordance with DOD National Industrial Security Program (NISPOM) 5220.22R at the time of contract award and prior to performing work on any classified Government systems or products.

DD Form 254 Department of Defense Contract Security Classification Specification provides security classification guidance to the Contractor. The Contractor shall comply with applicable DOD/Air Force security regulations when handling classified material.

6.10. BASE ACCESS The Contractor must be aware that entry requirements are subject to change due to installation and real-world situations. Current security access requires all contractor vehicles to enter through RAF Mildenhall Main Gate only. Contractor vehicles will be subject to search prior to gaining base entry. The Contractor should plan and allow for delays to accommodate security procedures. The driver and any passengers must present a valid (base issued) contractor’s ID card. The Security Forces

Pass and Registration Office hours are: 0800-1600 Mon thru Fri, and location is building 438, RAF Mildenhall. All offices are closed on US Federal Holidays, Wing and Family Down days.

6.10.1. BASE PASS REQUIREMENTS The Contractor shall submit a roster of all employees requiring access to the installation within 5 days of issuance of an agreement/award. The roster shall include the full name, current address, and date of birth of all contract personnel that will require access. Additionally, Contractor employees shall submit their United States Social Security Number (SSN) and passport number, or two other documents (i.e. driver’s license and national insurance number) with corresponding issue and expiration dates. Please note that unescorted base passes take an estimated 90 calendar days to process (see para 3.3.3.). Escorts for entering the main base will only be provided with prior coordination between the contractor and the appropriate points of contacts Government CORs. Requests for escorts must be coordinated and approved a minimum of 14 calendar days prior to the date needed.

6.10.2. HOST AGENCY CHECK (HAC) VETTING All local national Contractor employees must undergo Host Agency Check (HAC) vetting prior to accessing RAF installations. The Contractor shall relay all employee information to the requiring activity’s HAC manager for processing. The Contractor shall complete the required documents and return them to the HAC Manager/COR within five (5) days.

Documents include but are not limited to the following: NAC Cover Sheet; AF Form 2583, Request for Personnel Security Action; USAFE IMT 19, Residency Check for Employment with the United States Air Forces in Europe; Basic Check Verification Record (BCVR); and Ministry of Defense Liaison Office (MODLO) Proforma Packet for Security Clearance. If MODLO Proforma Packet is required (for foreign nationals), Contractor personnel will receive an online application link via the personal email address provided. Contractor employees shall complete the online application for background check within five

(5) calendar days of receipt. If Contractor employees do not receive the email within seven (7) days, they shall notify the HAC manager. This process may take up to eight (8) weeks. During processing of the background check, the Defense Vetting Agency (DVA) may contact the employee via email, phone or post to request further information. Contractor employees are responsible to stay abreast of DVA email communications, (to include monitoring of personal inboxes and junk mail folders) in order to respond to the DVA in a timely manner. Approved security clearance is valid for five (5) years. The Government will not accept any employee with a federal conviction (or host nation equivalent) in their background check. Contractor employees who are U.S. citizens shall complete all required documents except MODLO Proforma Packet. Security clearance will be processed with requiring activity’s Security Manager.

6.10.3. PROCESSING The HAC manager is the initial approval authority who forwards the paperwork to the 48th Security Forces Squadron (SFS) for processing. The HAC manager will receive an email confirmation when 48 SFS submits the documents to MODLO. At that time, the employee may receive a “Red Top” escorted temporary installation pass. Upon completion of MODLO checks, the employee may receive a “Green Top” unescorted installation pass .

6.10.4. BASE PASS RETURN The Contractor shall return all employee base passes to the CO, COR, or HAC manager if employees are terminated or no longer employed for this contract. If the base pass cannot be returned, the Contractor must report the First and Last Name, Date of Birth, and the reason they are no longer employed to the CO, COR, or HAC manager within three (3) calendar days of termination or leave of absence.

6.11. ACCESS REVOCATION Each UK/US RAF Base Installation Commander reserves the right to deny the restricted area entry to any Contractor employee whose HAC is unfavorable, and the right to terminate entry on any employee upon disclosure of information indicating the individual continued entry to a secure area is not in the best interest of national security.

6.12. BADGE VALIDITY Controlled area badges will be valid only for the actual period of employment or the term of the Contract, whichever occurs first. Contract employees must display the badge on their outer garment above waist level, and must, upon request, surrender the badge to any DOD member for identification verification. Violation or deviations from the established security procedure by the contractor employee may result in confiscation of control area badges and deny future entry to restricted areas.

6.12.1. RESTRICTED/CONTROLLED AREAS The Contractor shall comply with various levels of security and entry control procedures within any and all restricted and/ or controlled areas. The Contractor shall ensure all contractor employees performing services in secured areas are processed for a controlled area, limited access, or visitor badge by the Entry Controller of the restricted/controlled area. Outside contents to include but not limited to bags, containers, vehicles, etc. are subject to inspection prior to entering and leaving a restricted/controlled area and prohibited and/or misappropriated items will be confiscated

6.12.2. ACCESS COORDINATION The facility manager/user/occupant/requester for each building will be responsible for providing access, escorts, or temporary visitor access badges for contractor personnel while performing their duties. The Contractor shall schedule access/escorts/badges by contacting the facility manager/requester no less than 14 calendar days prior to the date requiring access to the Entry Control Point of the restricted/controlled area.

6.12.3. ESCORTS At all times while on any restricted/controlled areas, contractor employees will be under direct surveillance of a person from that facility who is cleared to wear a controlled area badge and perform escort duties. The Contractor shall return Visitor badges to the Entry Controller each time the Contractor employee completes the duties and leaves the area. This requirement is waived for Contractor personnel who have unescorted access privileges and display a controlled area badge for the restricted/controlled areas.

6.12.4. SECRET CLEARANCE [Include only if SECRET clearances are required] All Contractor personnel assigned to this contract shall be citizens of the United States of America, and shall possess a minimum SECRET Security Clearance granted by DOD and their parent Contractor facility shall also possess the appropriate Facility Clearance in accordance with DOD National Industrial Security Program (NISPOM) 5220.22R at the time of contract award and prior to performing work on any classified Government systems or products. DD Form 254 Department of Defense Contract Security Classification Specification provides security classification guidance to the Contractor. The Contractor shall comply with DOD/Air Force security regulations when handling classified material.

6.12.5. SUBCONTRACTOR CREDENTIALS Contractor employees and subcontractor employees shall possess the proper credentials to work in the United Kingdom. Persons later found to be undocumented or illegal aliens will be remanded to the proper authorities. The Contractor shall not receive compensation for delays or expenses incurred in order to comply with the provisions of this clause.

Furthermore, nothing in this clause shall excuse the Contractor from proceeding with the contract as required.

6.12.6. BADGES The Contractor shall provide identification badges for their employees. All Contractor personnel shall wear these badges while on duty on the Government site. Badges shall identify the individual’s name, company name, and the clear, distinct marking “Contractor.” Size, color, style, etc.

are to be mutually agreed to by Contractor and Government. The Contractor’s identification badge shall not be used as a requirement for installation entry, or for entry into Government-designated controlled or restricted areas.

6.12.7.SAFEGUARDING CLASSIFIED OR UNCLASSIFIED INFORMATION The Contractor shall meet Air Force standards for storing, processing, and handling classified information and systems.

Additionally, the Contractor shall surrender all resources (e.g. maps, publications, instructions, photos) provided by the Government to assist the Contractor in the performance of this contract upon termination of employment, termination of the contract, or the end of the contract performance period.

6.12.8. NON-DISCLOSURE AGREEMENTS To safeguard information, non-disclosure agreements may be required for all Contractor personnel performing on this contract.

6.12.9. PRIVACY ACT Performance on this contract may require access to Privacy Information.

Contractor personnel shall adhere to the Privacy Act, Title 5 of the U.S. Code, Section 552a and applicable agency rules and regulations.

6.13. PHYSICAL SECURITY The Contractor shall safeguard all Government-owned facilities, equipment, and materials in the Contractor’s possession or used in the day-to-day performance of the contract.

6.14. ENVIRONMENTAL, HEALTH, AND SAFETY The Contractor shall provide their employees with the necessary environmental, health, and safety training to ensure compliance with all Occupational Safety and Health Acts (OSHA), and local UK laws. The Contractor shall protect the health and safety of employees and the community, minimizing the risk of environmental pollution.

6.15. ENERGY CONSERVATION The Contractor shall comply with energy saving conservation practices as deemed necessary by the facility manager.

6.16. BIOENVIRONMENTAL ENGINEERING/HAZMAT REQUIREMENTS

6.16.1. POLLUTION PREVENTION Pollution Prevention. "Pollution Prevention" and "Source Reduction" are defined in the Pollution Prevention Act of 1990, 42 U.S.C. §§ 13101-13109. Contractor’s obligation under this section is limited to identifying pollution prevention opportunities and shall not be construed to require the Contractor to conduct activities not otherwise required by the program.

6.16.2. IONIZING AND NON-IONIZING RADIATION Contractors shall obtain authorization from Bioenvironmental Engineering (BE) prior to bringing on site ionizing or non-ionizing sources/equipment onto the installation. Contractors must provide list of items and description of how they will be used to BE at 01638528047 or 48amds.sgpb@us.af.mil at least 10 days prior to the date required to bring them on base.

6.16.2.1.NON-IONIZING RADIATION Electromagnetic Frequency (EMF) Radiation and LASERS: The Contractor shall contact BE/Installation Laser Safety Officer (48amds.sgpb@us.af.mil) at least 10 days prior to bringing on site. (Example: LASER Classes: 1M, 2M, 3R, 3B, or 4; Transmitting antennas, radars etc.) Reference: AFI 48-139, LASER and Optical Radiation Protection Program, Paragraph 2.21)

6.16.2.2.IONIZING SOURCES The Contractor shall contact BE (48amds.sgpb@us.af.mil) at least 10 days prior to bringing on site ionizing sources/equipment. For regulated sources, the Contractor shall provide copies of permits or sealed source certifications. (Example: Troxler density gauges, sealed sources in various gauges/devices). Reference: AFI 48 -148, Ionizing Radiation Protection.

6.17. HAZARDOUS MATERIALS/CHEMICAL MANAGEMENT Hazardous Materials/Chemical Management: The Contractor shall obtain authorization for hazardous material use prior to bringing the hazardous material on site. "Hazardous material" includes any material for which there is a manufacturer

Safety Data Sheet (SDS), such as cleaning supplies, paints, solvents, sealants, lead acid batteries, fuels, herbicides, etc.

6.17.1. INVENTORY The Contractor shall submit an inventory list of ALL chemical products to be used, along with copies of the SDS and COSHH Risk Assessment for each chemical product before bringing any potentially hazardous material onto RAF Mildenhall using the attached “HazMat Authorization Request Template” [attach if using]. The Contractor shall submit completed inventories, SDS’s, and COSHH Risk Assessment’s to:

• The Contracting Officer;

• CE Environmental for RAF Mildenhall -- jamie.griffin.6@us.af.mil (01638 545831)];

and

• Bioenvironmental Engineering -- usaf.lakenheath.48-mdg.mbx.sgpb@mail.mil (01638

528047), at least 10 days prior to the date required to bring them on base.

6.17.2. USAGE REPORT Once approved, the Contractor shall maintain an inventory of all hazardous materials along with corresponding Safety Data Sheets (SDSs). The Contractor shall track and report actual hazardous material usage during the performance of the contract. Hazardous material usage for any contract that is less than one month in duration shall be reported at the end of the contract period.

Hazardous material usage for any contract over a month in duration shall be reported no less than monthly. Hazardous material usage shall be reported using the attached “HazMat Monthly Usage Log Template” [attach if using].

6.17.3. HAZARDOUS MATERIAL DISPOSAL The Contractor shall not leave excess hazardous materials or empty containers on site following completion of the project. The Contractor shall remove of all unused hazardous materials and properly dispose of all hazardous waste generated. Reference:

AFMAN 32-7002, Env Compliance and P2.

6.17.4. CONTROL OF OTHER HAZARD Controls of other hazards. Contractors shall coordinate with Bioenvironmental Engineering (BE) at 01638528047 or usaf.lakenheath.48-mdg.mbx.sgpb@mail.mil at least 10 days prior to start of project, regarding all contracts with potential health impact to personnel (Example: Noise above 85 dBA, activities with potential airborne contaminants or particulates).

Hazardous work areas/perimeters shall be established to control exposures and limit access to nearby facilities and personnel. Work shall be performed IAW all applicable occupational health and safety regulations.

6.17.5. SAFETY BRIEF Contractors shall coordinate with facility managers and receive a safety brief of hazards present within work areas prior to the start of performance.