VB_M&R_PWS.pdf

PERFORMANCE WORK STATEMENT (PWS)

AIR FORCE

MULTIPLE AWARD CONTRACT INDEFINATE DELIVERY INDEFINATE QUANTITY

(MAC IDIQ)

VEHICLE BARRIERS MAINTENANCE AND REPAIR (VB M&R)

Solicitation # FA8003-18-R-0001

26 September 2017

Prepared by

AFICA/771 ESS

AIR FORCE CIVIL ENGENEERING CENTER

WRIGHT PATTERSON AIR FORCE BASE, OHIO 45433

Table of Contents

1. OBJECTIVE, SCOPE AND REQUIRED TASKS

1.1. OBJECTIVE:

1.2. DESCRIPTION OF SERVICES:

1.3. DESCRIPTION OF REQUIRED TASKS:

1.3.1. PM – TASK ORDER LEVEL:

1.3.1.1. TECHNICAL DATA – TASK ORDER LEVEL:

1.3.1.2. Barrier Pits – TASK ORDER LEVEL:

1.3.2. Annual Training – TASK ORDER LEVEL:

1.3.3. Paint/Corrosion Control – TASK ORDER LEVEL:

1.3.4. Minor Repairs – TASK ORDER LEVEL:

1.3.5. Additional In-Scope Work identified during routine maintenance – TASK ORDER LEVEL:

1.3.6. Maintenance Log – TASK ORDER LEVEL:

1.3.7. Barrier System Controls Schematic Option – TASK ORDER LEVEL:

1.3.8. Reporting – MAC IDIQ AND TASK ORDER LEVELS:

1.3.9. Management – TASK ORDER LEVEL:

2. GOVERNMENT FURNISHED EQUIPMENT AND ITEMS

2.1. UTILITIES – TASK ORDER LEVEL:

2.2. POLICE, FIRE AND MEDICAL SERVICES – TASK ORDER LEVEL:

2.3. SPARES (Optional) – TASK ORDER LEVEL:

3. CONTRACTOR PERSONNEL AND QUALIFICATIONS – THIS SECTION IS FOR MAC IDIQ

AND TASK ORDER LEVELS

3.1. CONTRACTOR AND SUBCONTRACTOR QUALIFICATIONS

3.2. AVB LEAD TECHICIAN RESPONSIBILITY

3.3. BARRIER TECHNICIAN

3.4. NON-QUALIFIED BARRIER TECHNITION

3.5. WELDING

3.6. ELECTRICAL

4. SAFETY - THIS SECTION IS FOR TASK ORDER LEVEL

4.1. GENERAL

4.2. BARRIER OPERATIONS

4.3. MSDS

4.4. HAZARDOUS MATERIAL (HAZMAT)/WASTE SPILLS

4.5. ENVIRONMENTAL COMPLIANCE/HAZARDOUS MATERIALS

5. REQUIRED MEETINGS AND BRIEFINGS

5.1. POST AWARD CONFERENCE – MAC IDIQ LEVEL

5.2. MONTHLY PROJECT MEETINGS – TASK ORDER LEVEL

5.3. PM OR SO IN/OUT BRIEFS – TASK ORDER LEVEL

5.3.1. General

5.3.2. In-Briefs

5.3.3. Out-Briefs

5.4. Annual PMR – MAC IDIQ LEVEL

6. PLANS AND DATABASES

6.1. OPERATIONS AND MAINTENANCE PLAN – TASK ORDER LEVEL

6.2. QUALITY CONTROL PLAN (QCP) – MAC IDIQ LEVEL

6.3. MAINTENANCE AND REPAIR LOG – TASK ORDER LEVEL

7. DOCUMENTATION OF MAINTENANCE AND REPAIR

7.1. QUARTERLY REPORTS – TASK ORDER LEVEL

7.1.1. Quarterly reports content

8. SERVICE CALLS AND ADDITIONAL IN-SCOPE WORK – THIS SECTION IS FOR TASK

ORDER LEVEL

8.1. SERVICE CALL TYPES

8.1.1. EMERGENCY AND ROUTINE SERVICE CALLS

8.1.2. EMERGENCY

8.1.3. ROUTINE

8.1.4. SERVICE CALL

8.2. ADDITIONAL IN-SCOPE WORK

8.3. ADDITIONAL IN-SCOPE WORK IDENTIFIED DURING PM AND CALLS

8.3.1. During PM and Service Calls

8.4. ADDITIONAL IN-SCOPE WORK FFPQ INFORMATION

9. PERFORMANCE EVALUATION – MAC IDIQ and TASK ORDER LEVELS

9.1. SURVAILENCE

9.2. METHODS

9.3. BARRIER SYSTEM OPERATIONAL RATES

9.4. PRODUCTION OF DELIVERABLES

9.5. PERFORMANCE METRICS

9.6. SERVICES SUMMARY

10. GENERAL ADMINISTRATIVE, SECURITY AND INFORMATION – MAC IDIQ AND

TASK ORDER LEVELS

10.1. PUBLIC DISCLOSURES

10.2. HOURS OF OPERATION

10.3. WORK COORDINATION

10.4. WORK AREA

10.5. REPLACED EQUIPMENT DISPOSITION

10.6. CONTRACTOR POINT OF CONTACT

10.7. WARRANTY

10.8. PERFORMANCE OF SERVICES DURING CRISIS DECLARED BY THE NATIONAL

COMMAND AUTHORITY

10.9. GOVERNMENT DATA RIGHTS

APPENDIX A: DEFINITIONS AND ACRONYMS

APPENDIX A: DEFINITIONS AND ACRONYMS

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

SHEET E1.04

APPENDIX C: REFERENCES

APPENDIX D: BARRIER EQUIPMENT BY SITE

APPENDIX E: PART AVAILABLE ON SITE/GFE LIST

APPENDIX F: FIRM FIXED PRICE QUOTATION TEMPLATE

APPENDIX G: PM EXAMPLE CHECKLIST ITEMS

APPENDIX H: DELIVERABLES

APPENDIX I: BARRIER SYSTEM RATING CRITERIA

APPENDIX J: MAINTENANCE & REPAIR LOG

1. OBJECTIVE, SCOPE AND REQUIRED TASKS

1.1. OBJECTIVE:

The objective of the Vehicle Barrier (VB) Maintenance and Repair Project is to provide preventive maintenance, inspection and repair for all Contiguous United States (CONUS) (excluding Alaska and Hawaii) active duty Air Force installations (Air National Guard and Reserve installations may use at their discretion).

1.2. DESCRIPTION OF SERVICES:

The Contractor shall provide all personnel, labor, equipment, supplies, tools, materials (see Section 3 for information on Government Furnished Equipment), supervision, and other items and services necessary to provide maintenance, periodic inspection, and repair for barrier systems listed in Appendix D (tier 2 task order level). 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 local, state, and federal regulations. It is the Contractor’s responsibility to manage the execution of the PWS requirements in such a manner as to maintain equipment operational rates, 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 operated as a single unit regardless of the number of lanes that the barrier restricts. Examples of barriers that comprise one 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, a single wedge barrier operated by independent actuators or a bank of bollards Not To Exceed (NTE) four (4) bollards that operate as a unit.

1.3. DESCRIPTION OF REQUIRED TASKS:

1.3.1. PM – TASK ORDER LEVEL:

The Contractor shall conduct an initial barrier preventive maintenance service within thirty (30) days of task order award. The Contractor shall provide a total of four (4) quarterly (or as identified in the local task order) maintenance, inspections and repair services. These services include those actions required to preserve and maintain the systems in such a condition to function efficiently. The Contractor shall comply with the maintenance specifications recommended by the manufacturer but the performance frequency shall be quarterly vs. monthly.

The contractor is responsible for obtaining the manufacturer specifications; the manufacturer specifications are not available, the following order of precedence (lower to higher): industry standards, Original Equipment Manufacturer (OEM) requirements and the contents of this PWS.

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 not limited to installed additional systems (i.e. over speed and wrong way detection, video processing cards, Programmable Logic Controllers (PLC’s), relays) and parts which have reached their life expectancy and are prone to fail. Replacement parts shall be Commercial off the Shelf (COTS) when available and fully compatible with existing systems and detailed in the quarterly report. All new or replacement PLC controls shall be open source programmable code. The contractor shall identify any additional in-scope repairs during the PM.

CDRL A004 – QUARTERLY REPORTS

1.3.1.1. TECHNICAL DATA – TASK ORDER LEVEL:

If the Government does not provide the original equipment manufacturer’s operations and maintenance (O&M) information for the VB, the Contractor shall acquire this information.

1.3.1.2. Barrier Pits – TASK ORDER LEVEL:

The Contractor shall maintain the cleanliness of barrier pits, power units, and shafts, which will be free of all debris such as trash, oil, absorbents, dirt, silt, leaves, pine-needles, snow, ice and water. Winter weather may cause the barrier systems to become jammed with ice or snow. The Contractor shall ensure that all scheduled PMs include procedures to ensure barrier heaters, as applicable, drainage systems, in-ground vehicle detection and Infra-Red (IR) detection systems are operating properly.

1.3.2. Annual Training – TASK ORDER LEVEL:

The contractor shall provide annual training sessions to facilitate proper use and operation of barrier systems at each barrier site covered in the task order. 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 the preventive maintenance 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. The contract shall record the training session and provide one copy of the recorded training to the Government on Digital Video Disc (DVD).

Instruction and instruction materials to include on site instruction of all barrier systems operations, trouble shooting, and notification procedures. Summarize operations on laminated placards for placement in guard houses and other appropriate locations not accessible to unauthorized personnel.

CDRL A003 – ANNUAL TRAINING

1.3.3. Paint/Corrosion Control – TASK ORDER LEVEL:

Re-painted entire barrier structure during summer PM to include all metal parts below grade and the surface of the barrier and surrounding pavement. Clean (pressure wash) and remove corrosion, apply primer compatible with surface and topcoat. Apply applicable top coat for the application in compliance with industry and safety standards. Barrier systems 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 Surface Deployment and Distribution Command Transportation Engineering Agency (SDDCTEA), State Department of Transportation (DOT) and Federal Highway Administration (FHWA) standards for configuration and reflectivity. For hot dipped steel components touch-up use zinc-rich paint applied to a clean, dry steel surface by either a brush or spray. Zinc-rich paints must contain either between 65% to 69% metallic zinc by weight or greater than 92% metallic zinc by weight in dry film. Paints containing zinc dust are classified as organic or inorganic, depending on the binder they contain. Inorganic binders are particularly suitable for paints applied in touch-up applications of undamaged hot-dip galvanized areas. The coating thickness for the paint must be 50% more than the surrounding coating thickness, but not greater than 4.0 mils (100 μm).

In lieu of the annual summer waterblast and repainting, substitute sandblasting (non-galvanized surface) to bare metal and re-paint entire barrier structure during summer PM to include all metal parts below grade and the surface of the barrier and surrounding pavement. Apply primer compatible with surface and topcoat. Apply applicable top coat for the application in compliance with industry and safety standards. The requirement and frequency of this sandblasting option will be established by the installation in the tier 2 procurement. This sandblasting and repainting option will not be part of the tier 1 Not to Exceed pricing.

1.3.4. Minor Repairs – TASK ORDER LEVEL:

Minor repairs parts and labor are a subcategory of PM firm fixed price defined by the total cost of parts not exceeding $50/barrier per quarter. During the PM, the contractor shall immediately service any system that is not operating properly; and supply and install parts to keep the system functional. The total cost of minor repair parts per quarter shall not exceed the aggregate amount of minor parts allowance per quarter. (An example task order to maintain and inspect eight (8) barriers each quarter would provide an aggregate $400 allowance for minor parts each quarter to be used on any combination of the 8 barriers within the task order.) Examples of minor repair parts include but not limited to; light bulbs, plastic light lenses, hoses, cable/wire, fuses, sump pump, valves, switches, relays, etc. Minor repair parts does not include items identified and required for quarterly or annual maintenance function identified in the PM O&M Plan. Examples include but not limited to annual hydraulic oil change, oil filter, grease, consumables, paint and reflective coatings. If the inoperable system(s) cannot be repaired during the PM or require parts in excess of the aggregate minor repair allowance, the contractor shall notify the Contracting Office immediately of the irreparable status of the barrier or barrier system.

1.3.5. Additional In-Scope Work identified during routine maintenance – TASK ORDER LEVEL:

In scope tasks for maintenance and repair greater than minor repair are defined as Additional In- Scope work to ensure equipment operation or to ensure that facilities and equipment can perform as manufacturer’s recommendation over their normal lifecycle, see Section 8.

1.3.6. Maintenance Log – TASK ORDER LEVEL:

Vehicle Barrier Log (VBL) in Appendix J (Contractor format acceptable if approved by the CO.

Requirements in Appendix J is the minimum.) shall be maintained and updated by the Contractor using the provided Microsoft Excel spreadsheet. The VBL shall include a complete history of maintenance tasks and repairs, indicating dates and name of company and technician who performed the work. The contractor shall provide the VBL upon request by the Contracting Officer (CO).

1.3.7. Barrier System Controls Schematic Option – TASK ORDER LEVEL:

If the option is utilized, the contractor must provide Air Force Control System schematic and documentation items: 1) Schematics of the PLC for both basic controls & military safety controls. 2) Electrical wiring diagrams for complete control system, 3) Lists of all PLC inputs and outputs, 4) List of PLC control system parts/specs. The detailed control schematic(s) should use Ladder Logic Format for each separate access control point. Format of the schematic(s) will be in ladder logic format (AUTOCAD or Word) using the example provided in Appendix B. Format of the document(s) will be in Word. The scope and one time frequency of this system control schematic option will be established by the installation in the tier 2 procurement. This system control schematic option will not be part of the tier 1 Not to Exceed pricing.

1.3.8. Reporting – MAC IDIQ AND TASK ORDER LEVELS:

Provide all schedules, submittals and deliverables required within this PWS.

1.3.9. Management – TASK ORDER LEVEL:

Manage the maintenance effort and resources to minimize system downtime and costs.

2. GOVERNMENT FURNISHED EQUIPMENT AND ITEMS

2.1. UTILITIES – TASK ORDER LEVEL:

Contractor shall coordinate with the local CO/contracting Officer Representative (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 at its own expense.

2.2. POLICE, FIRE AND MEDICAL SERVICES – TASK ORDER LEVEL:

The Government will provide emergency services contact information at the task order level.

2.3. SPARES (Optional) – TASK ORDER LEVEL:

Government may provide parts for repairs per the GFE list shown in Appendix E at the tier 2 task order level. As part of the preventive maintenance task, the contractor shall recommend a list of long lead time parts for Government’s consideration for storage on base. When the contractor uses parts from the Government’s spares inventory the contractor shall replace those parts to the government under the requirements of the task order. The Government is under no obligation to provide any spares or parts for repairs to the Contractor. These replacement parts/spares are billable under the

SO.

3. CONTRACTOR PERSONNEL AND QUALIFICATIONS – THIS SECTION IS FOR MAC IDIQ

AND TASK ORDER LEVELS

3.1. CONTRACTOR AND SUBCONTRACTOR QUALIFICATIONS

The Contractor shall provide personnel possessing the skills, knowledge, and training to satisfactorily perform the services required. Personnel performing work under this PWS shall remain employees of the Contractor (or Subcontractor) and shall not be considered employees of the Government. The Contractor and lead technician shall have, at a minimum, three (3) years of experience in maintenance and repair of the equipment and systems associated with active vehicle barrier and barrier systems maintenance. The preventive maintenance crew shall contain a minimum of one (1) lead technician and one (1) barrier technician.

3.2. AVB LEAD TECHICIAN RESPONSIBILITY

The lead barrier technician performing the work shall be trained on the specific barrier(s) at the military base and have no less than three (3) years’ experience inspecting and maintaining barriers, barrier control systems, and military safety barrier control systems. The lead barrier technician’s experience in barrier control systems, and safety control systems must include documented experience in trouble shooting, modification, maintenance and repair of barrier and traffic control systems. The Contractor is required to submit an initial list of employees certifying proof of qualifications within five (5) calendar days of 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 routine and emergency service calls and Additional In-Scope work.

3.3. 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 year experience inspecting and maintaining barriers, barrier control systems, and traffic control systems. The Contractor is required to submit a list of employees certifying proof of qualifications within five (5) calendar days of contract notice to proceed.

3.4. NON-QUALIFIED BARRIER TECHNITION

The lead technician must oversee the work of non-qualified barrier technicians. Non-qualified technicians may perform traffic control, cleaning and corrosion control duties and assist qualified barrier technicians with inspecting and maintaining barriers, barrier control systems, and traffic control systems.

3.5. WELDING

If employee or subcontractor perform welding they shall be certified in the Shielded Metallic Arc Welding (SMAW) process utilizing the American Welding Society Code; AWS D.1.1 in the 3G and 4G positions for 1” thick A-36 structural steel. The Contractor shall produce a current welding certification to the CO and for each employee performing welding prior to the commencement of any work involving welding. The Contractor will coordinate with and obtain a base specific welding and cutting permit issued by the Government. Coordination will be made with the Government prior to any cutting or welding.

3.6. ELECTRICAL

Each employee performing electrical work on the barrier systems shall meet fitness/license requirements per the National Electric Code (NFPA 70) and any local state regulations. A person who possesses a current Cardio Pulmonary Resuscitation (CPR) certification must be present at all times when electrical work is being conducted.

4. SAFETY - THIS SECTION IS FOR TASK ORDER LEVEL

4.1. GENERAL

The contractor shall comply with all local, state and federal laws and safety regulations. Compliance with Occupational Safety and Health Administration (OSHA) and other applicable laws and regulations for the protection of contractor employees is exclusively the obligation of the contractor, and the Government shall 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 to the CO/COR 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;

4.2.1. A barrier system which does not provide a minimum of four (4) seconds of warning to innocent drives prior to the engagement of the barrier closing the traffic lane.

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

4.2.3. AVB that engages automatically without human direction to activate.

4.3. MSDS

This will be done at the task order level. The Contractor shall provide a copy of an MSDS for each of the product(s) used and container size to perform services to the Government ten (10) days prior to use. The Contractor will have MSDS sheets on site for all hazardous materials whenever work is underway. All Contractor employees shall have ready access to MSDS's while they are on the site of the work. There can be no barrier to access to the MSDS sheets to any Contractor employee or the Government on the site-employees.

4.4. HAZARDOUS MATERIAL (HAZMAT)/WASTE SPILLS.

The contractor shall take every reasonable precaution to prevent spills of HAZMAT, in the performance of contractor’s tasks, and immediately report any HAZMAT spills to the Government and base fire department by calling xxx-xxxx, in accordance with BASE NAME HERE Spill Prevention, Control, and Countermeasure (SPCC) Plan. The contractor shall comply with this plan when handling and storing all oils and fuels. The SPCC Plan can be found on the INPUT LINK HERE. The contractor shall clean and dispose of all HAZMAT spills in accordance with local, state, and federal laws and regulations and the Contractor 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

Oil cans, oil residue and any oil soaked material (e.g., rags and/or paper towels, granulated materials and sand) shall be disposed of by the contractor off base. The Contractor shall transport and dispose of all waste in accordance with Federal, State and local laws and regulations.

5. REQUIRED MEETINGS AND BRIEFINGS

5.1. POST AWARD CONFERENCE – MAC IDIQ LEVEL

A post award Kick-Off shall be held via teleconference or face to face if desired within thirty (30) days of Indefinite Delivery Indefinite Quantity (IDIQ) award. The purpose of this meeting is for the Contractor and the Government to discuss contract administration, government expectations and the Contractor's quality control system.

CDRL A001 – REQUIRED MEETING

5.2. MONTHLY PROJECT MEETINGS – TASK ORDER LEVEL

The Government shall conduct a monthly project meeting teleconference with the Contractor to discuss task order status, task order scope and issues, work schedule, traffic control plans and coordination issues. The Contractor shall cover the following information in addition to other agenda items, in the monthly teleconference meeting:

Open Service Order (SO), numbers and issues PM and SO Schedule SO List for Red/Yellow Equipment by Access Control Point (ACP) Equipment Operational Rates Site/Installation issues requirement program attention Any SO delays (either requiring Government or Contractor Action) Traffic control and road closings

CDRL A001 – REQUIRED MEETING

5.3. PM OR SO IN/OUT BRIEFS – TASK ORDER LEVEL

5.3.1. General

Prior to conducting any work the Contractor shall provide an in-brief to the COR five (5) days prior to commencement of work. An out-brief shall be conducted with the COR upon the completion of work to inform the COR of work completed, any information that is relevant to the facility regarding the completed work and any outstanding issues remaining from the work. In-briefs shall be conducted on the phone unless contractor staff needs to meet with base facility staff onsite. In-briefs may also be combined with the monthly project meeting. Out-briefs must be completed onsite.

5.3.2. In-Briefs

At a minimum, in-briefs shall include the following information:

Identifying PM or FFPQ Scope of work Schedule, start and finish dates List of Contractor personnel Logistics, including personnel requiring base access Traffic control and road closing

5.3.3. Out-Briefs

Out-brief shall be performed upon completion of the work and at a minimum provide the following information:

Status of all work was completed Provide system operational status Review of the PM checklist Any SO work that was not completed and reason Notification of de-energization of system Any follow-on work required (After Service Summary and Any Needed Repair Summary) Any remarks pertinent to the effort

5.4. Annual PMR – MAC IDIQ LEVEL

The contractor shall participate in an annual PMR with the AFICA 771 ESS VB Program Team and other stakeholders. This meeting may be accomplished in person, virtually, via teleconference or by other electronic means with the agenda provided by the government. The purpose of the PMR will be to discuss contractor performance, quality, competitiveness, and/or any other topic the Government or contractor deem necessary to reducing costs, increasing quality, or resolving issues.

6. PLANS AND DATABASES

6.1. OPERATIONS AND MAINTENANCE PLAN – TASK ORDER LEVEL

Contractor shall develop an O&M Plan for each individual task order. The O&M Plan shall be submitted with the proposal prior to the award of a task order and include, as a minimum, the following:

O&M quarterly checklist based site specific equipment and the manufacturer’s service manual (Appendix H). For an example of items that are expected to be on the PM checklist see Appendix G.

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 G.

Reports to be prepared and submitted, and records to be maintained Recommend list of long lead time parts for consideration for storage on base

6.2. QUALITY CONTROL PLAN (QCP) – MAC IDIQ LEVEL

The contractor shall develop and maintain a QCP that ensures proper barrier maintenance. The plan shall include the contractor’s plan to ensure that all barrier systems are maintained in accordance with the manufacturer’s product literature, professional commercial standards, and the contract. 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. The contractor shall submit the QCP to the CO, for acceptance, before the contract start date.

CDRL A002 – QUALITY CONTROL PLAN

6.3. MAINTENANCE AND REPAIR LOG – TASK ORDER LEVEL

The contractor shall use a Government provided spreadsheet (Appendix J) to maintain a log of all PM and Additional In-Scope work or any CO approved format. The log shall contain equipment repair costs (to the system level), deficiencies and problem areas that need corrective work, and information necessary to update real property records. The information obtained from recurring maintenance, inspections and tests shall be used to schedule the required maintenance and repair work through Contractor efforts as appropriate. Maintenance, repair, inspection, and testing findings shall be electronically recorded and maintained in permanent facility files. A scheduled maintenance plan listing equipment and frequency of maintenance shall be kept for each facility. For the purpose of this contract a facility shall be considered as the collection of equipment at a given gate or location.

Contractor shall maintain warranty information within the maintenance log of all equipment having remaining manufacturer’s warranty and all equipment installed under this contract number and the warranty status. This list shall include vendor, model number, serial number, installation date, warranty start date, Contractor’s warranty expiration date, and equipment manufacturer’s warranty expiration date. The maintenance log shall include a list of equipment covered under this contract number that is non-serviceable for any number of reasons. Non-serviceable equipment shall not be counted in performance metrics or covered under Preventive Maintenance procedures. Equipment may be added to this list only with the approval of the CO. The Contractor must submit any requests to remove equipment from the contract number or as determined by repair expenses or other factors for consideration. Records in this maintenance log shall be maintained for the duration of the contract number and turned over to the Government at completion of the contract number.

7. DOCUMENTATION OF MAINTENANCE AND REPAIR

7.1. QUARTERLY REPORTS – TASK ORDER LEVEL

The Contractor shall provide actual dates of completed PM and SOs since the previous quarterly report and a list of pending SOs and associated work plan (including work that does not have an assigned SO, i.e. pending sub proposals, warrantee) that have been identified by CO/COR Point of Contact (POC’s) or the Contractor. Provide designator for the pending SOs to identify if initiated by a site POC or the Contractor.

7.1.1. Quarterly reports content

Executive overview of the condition and work completed on all barriers on the installation.

Separate report sections for PM at each gate location. Separate report section for each SO repair effort (if any). Include all dates and times, location of barrier system, SO repairs and PM performed, date and times repairs were completed, supporting photographs, description of parts/materials replaced, actual cost, contract number, and name of the technicians performing the repairs. List and narrative describing deficiencies and problem areas that need corrective work.

Provide a 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 log and completed checklist. For equipment under warranty, identify any warranty issues that need to be addressed.

Minutes from in-brief Minutes from out- brief Minutes of monthly meetings

8. SERVICE CALLS AND ADDITIONAL IN-SCOPE WORK – THIS SECTION IS FOR TASK

ORDER LEVEL

8.1. SERVICE CALL TYPES

Service calls shall be separated into two (2) different categories Emergency and Routine. The difference between the two (2) is the response time of six (6) hours vs. twenty-four (24) hours. The Government reserves the right to take emergency or routine actions necessary utilizing its’ own resources to correct a situations that can cause injury or death, property damage, or impede traffic flow or base security.

8.1.1. EMERGENCY AND ROUTINE SERVICE CALLS

Upon official notification by the CO, the Contractor shall have an appropriate qualified lead technician contact the Government within two (2) hours to determine the scope of the problem and to attempt to resolve the emergency over the telephone. If it is determined that the situation cannot be resolved over the telephone, the Contractor shall contact the CO, and request a Service Call approval to dispatch an AVB lead technician to the site. The Contractor can request the notice to proceed by telephone, text or email.

8.1.2. EMERGENCY

An Additional In-Scope Work shall be designated an emergency if the repair is required to correct a situation that can cause injury or death, property damage, impedes traffic flow at an ACP (example, AVB stuck in the up position), or due to security threat levels.

Required Response Time: Six (6) hours from approval by the CO the contractor will be on site.

Within six (6) hours from arrival on site, Contractor shall complete the trouble shooting, make the needed minor repairs (NTE $100 parts/call), 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 include in the FFP for Service calls. If the barriers cannot be returned to operational status within 6 hours or under the $100 minor parts threshold include in the FFP service call, the contractor shall provide the CO with estimated cost and plan to repair before the contractor leaves the site.

8.1.3. ROUTINE

All other Additional In-Scope shall be classified as routine.

Required Response Time: Twenty-four (24) hours from approval by the CO will be on site.

Within six (6) hours from arrival on site, Contractor shall complete the trouble shooting, make the needed minor repairs (NTE $100 parts/call), 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 include in the FFP for Service calls. If the barriers cannot be returned to operational status within six (6) hours or under the $100 minor parts threshold include in the FFP service call, the contractor shall provide the CO with estimated cost and plan to repair before the contractor leaves the site.

8.1.4. SERVICE CALL

Once the qualified AVB lead technician arrives on site and determines the extent of the repair required, the Contractor shall notify the COR of the scope and cost of the repairs and if the repairs cannot be made within the time or cost limits of the service call, the contractor shall submit a service order for CO approval. The official repair service order document providing the relevant facts and proposed costs for the situation. It is expected that the Contractor be proactive in pursuance of immediate repairs during the service call. For example, if the Contractor knows a GRAB barrier was deployed and the shear pins need replacement the AVB lead technician should travel to the service call prepared to make the requisite repairs with known spare parts already in hand or in transit.

8.2. ADDITIONAL IN-SCOPE WORK

Contracts for the performance of maintenance, overhaul, modification, and repair of various items generally contain additional in-scope work requirements. When they do, the contracting officer shall establish a separate contract line item for the additional in-scope work.

Additional in-scope requirements task the contractor to identify needed repairs and recommend corrective action during regular preventive maintenance. If identified, the contractor shall submit a FFPQ identifying the additional in-scope work and, if appropriate, the contracting officer may authorize the contractor to proceed.

The additional in-scope work authorization shall be in the form of a contract modification (Standard Form 30).

Additional in-scope work requests must be determined by the contracting officer to be within the scope of the contract. Therefore, procedures in DFARS Subpart 217.74, Undefinitized Contractual Actions (UCA), do not apply.

All additional in-scope work shall be authorized prior to performance of the work.

8.3. ADDITIONAL IN-SCOPE WORK IDENTIFIED DURING PM AND CALLS

8.3.1. During PM and Service Calls

During performance of preventive maintenance, or as a result of a routine/emergency service call, unexpected equipment failures in excess of the minor repair parts quarterly allowance may be encountered. In this scenario, the contractor shall notify the contracting officer immediately. The notification will include a written statement to identify recommended repairs and recommend corrective action along with a FFPQ indicating the date of completion to make the repair to include labor, material, travel, and incidental costs to accomplish the work. When a task order requires work not covered by the line item(s) for the basic work under the task order, the contracting officer may establish a separate contract line item for the additional work. The contractor shall not continue with any of the additional work discovered unless the contracting officer authorizes it. Typically, the additional work authorization shall be in the form of a contract modification (Standard Form 30). All additional work requirements must be determined by the contracting officer to be fair and reasonable and within the scope of the task order and IDIQ.

Therefore, procedures in DFARS Subpart 217.74, UCAs, do not apply.

Standard practice shall be to schedule and conduct non-critical additional in-scope repair work during the normal quarterly 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.

8.4. ADDITIONAL IN-SCOPE WORK FFPQ 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 FFPQ. The breakdown shall describe all repairs involved for the additional in-scope work. The following information shall be included on all FFPQ Attachment F sample.

The longest lead time for parts (or services, if applicable) on the FFPQ. The first page of the FFPQ must indicate if long lead items are present in the service order. Authorization shall be requested for long lead items which have 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 Task Order and IDIQ. Detailed scope must be provided on the first page of the FFPQ. Supporting photographs of deficiency being repaired when applicable.

The FFPQ form shall identify the gate, lane (inbound or outbound), and priority of the work.

The separate facilities tracking number for Additional in-scope work, if provided.

Submit the facility request for maintenance with the additional in-scope work, if applicable.

Provide the total cost for labor and material for the additional in-scope work.

Material Pricing: Sufficient information must be provided for each FFPQ material item that shall substantiate item pricing. 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 vendor shall provide documentation that the prices provided have been charged on other contract numbers or on GSA price lists. Pricing shall be considered valid for ninety (90) calendar days after the initial approval unless documentation from the vendor is provided to verify a price increase has been implemented.

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

Work hours, type of personnel performing the work, and a description of the work to be performed shall be provided. Labor hours will include the fully burdened rate for the entire crew to include travel tools equipment and reporting. Labor hour price breakdown shall include sufficient detail to permit and analysis of all costs associated with labor hours. Task shall be separated at the request of the Government if it is unclear as to where labor is allocated relative to the scope.

CALLBACKS: Defective repairs shall be redone within five (5) duty days at no additional cost to the Government.

DISTRIBUTION: FFPQ shall be emailed to:

XXXXX@us.af.mil Subject line shall be formatted as follows:

Contract Number--FFPQ Number-Priority-Site USAF

9. PERFORMANCE EVALUATION – MAC IDIQ and TASK ORDER LEVELS

9.1. SURVAILENCE

Surveillance methods include equipment operation rates, emergency response time, customer complaints, gate guard phone calls or e-mails and periodic inspections by the Government.

9.2. METHODS

Surveillance methods can change after contract award based on, but not limited to: Acceptance of a contractor quality control (QC) plan (para. 7.1.1) or contractor performance.

9.3. BARRIER SYSTEM OPERATIONAL RATES

Each active VB shall be operational at least 96 percent of the time. Operational is defined as all Barrier Systems or Crash Beams being fully functional (Green or Yellow Rating, see ratings definitions for barrier systems and Attachment J for details on barrier ratings which shall be used in the facility assessment) at the ACP. 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, 96 percent of the time, to meet this requirement. Goal: ACP operational rate of Ninety-Six (96) percent.

9.4. PRODUCTION OF DELIVERABLES

Contractors shall submit reports within timeline established. Goal: One hundred (100) percent on time delivery to the Government. Measurement: Tracking of required deliverables per delivery schedules in this PWS.

CDRLs

DATA

ITEM

REQUIRING

OFFICE

AUTHORITY/TITLE/SUBTITLE

A001 AFLCMC/WKC DI-MGMT-80004

REQUIRED MEETING

A002 AFLCMC/WKC DI-MGMT-TBD

QUALITY CONTROL PLAN

A003 AFLCMC/WKC DI-MGMT- TBD

ANNUAL TRAINING

A004 AFLCMC/WKC DI-MGMT-81809

QUARTERLY REPORTS

9.5. PERFORMANCE METRICS

Performance of a service shall be evaluated to determine whether or not it meets the performance threshold. The performance of the contractor will also be measured using annual customer satisfaction surveys. Re-performance is the preferred method of correcting any unacceptable performance.

9.6. SERVICES SUMMARY

The services Summary is located prior to APPENDIX A.

10. GENERAL ADMINISTRATIVE, SECURITY AND INFORMATION – MAC IDIQ AND TASK

ORDER LEVELS

10.1. PUBLIC DISCLOSURES

The Contractor shall sign a Non-Disclosure Agreement and make no public announcement or disclosure relative to information contained or developed under this contract, except as authorized by the CO or the COR.

10.2. HOURS OF OPERATION

Maintenance, periodic inspection and repair services is normally provided during non-peak hours and working days, excluding legal Federal and National Holidays. Contractor shall coordinate the work schedule with the CO/COR identified in the Task Order.

10.3. 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 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 to be approved by the CO/COR.

10.4. 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 site, 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 at a work site. The Contractor shall be responsible for all work area / traffic barricades and the traffic flagging operations when required.

10.5. REPLACED EQUIPMENT DISPOSITION

The disposition of all replaced equipment including batteries shall be coordinated with the COR as identified in the Task Order. Unless the COR states in writing that the replaced equipment shall be turned in to the COR, the Contractor shall properly disposed of the equipment or materials off site.

10.6. CONTRACTOR POINT OF CONTACT

The Contractor shall provide a single customer service hotline phone number that can be accessed 24-hours a day (365 days a year) by all bases in the contiguous United States to be responsive to Government requests. The Contractor customer service function shall be managed to ensure responsiveness. To be responsive, Contractor personnel must be available during all hours to respond to Government requests. The Contractor must also log all calls received from AF installations. The Contractor must have a process for resolving AF installation concerns, and following up on unresolved requests.

10.7. WARRANTY

The Contractor shall provide one-year parts and labor warranty for all components installed during the performance of this contract. The warranty shall commence upon new equipment or system completion and acceptance. System acceptance is defined as approval of the COR. The Contractor shall respond to all warranty requests in accordance with the major repair service and repair in accordance with Section 8.3 ADDITIONAL IN-SCOPE WORK and 8.4 CALLBACKS.

10.8. 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, in accordance with the terms and conditions of the contract, during periods of crisis, until appropriately released or evacuated by military authority. This contract is deemed essential during crisis and emergencies and shall continue normal operation.

10.9. GOVERNMENT DATA RIGHTS

The Government shall retain rights to all documents, materials, electronic files, and configuration data produced under any resulting contract. All documents and materials under any resulting 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 for the CO. All materials supplied to the Government shall 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.

SERVICES SUMMARY

DESCRIPTION

PWS

Performance Standard and

Acceptable Quality Level (AQL)

Surveillance

Method/Measure

Barrier System Operational Rates

1.2, 1.3 96% Operational rate as described in the PWS

Reporting from Sites

Perform Full Preventive Maintenance.

Maintenance performed according to submitted timeline.

1.3 100% of full preventive maintenance completed

Reports and Onsite Surveillance

Perform Routine/Emergency, Service Call Repairs.

Respond to and repair system within specified time frame.

8.1 100% of service calls responded to and repaired within specified time frame

Response and Completion Time

Customer Satisfaction Satisfactory Rating from all Sites

Periodic Surveys, Customer Complaints

Deliverables 9.4 100% On-time delivery to the Government

CDRL Submission

APPENDIX A: DEFINITIONS AND ACRONYMS

Authorized Personnel: Individuals authorized to place "calls" to the contractor for response to a service call or any other maintenance action or service covered in the Statement of Work.

Contract Discrepancy Report (CDR): A report issued to the contractor, citing unsatisfactory services or performance for which the contractor is responsible under the SOW.

Damage to Government Property: Damage or abnormal deterioration caused by physical abuse or negligence.

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

Escort: One or more persons accompanying the contractor in high security areas on a military base.

Inspection: Detailed visual examination of all barriers and components. Safety and operational testing to insure proper and safe operations before turning the system back over to the Government

Proposal: To submit in writing an offer listing discrepancies identified during inspection of barriers.

Quality Assurance Surveillance Plan (QASP): An organized written document used for quality assurance surveillance. The document contains specific methods to perform surveillance of the contractor.

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

Service Call: Service calls are defined as additional visits and service requested at any time other than scheduled maintenance.

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

Special Maintenance Projects (SMP’s): Work requirements within the general scope of this contract work but not elsewhere defined or priced

APPENDIX A: DEFINITIONS AND ACRONYMS

AQL Acceptance Quality Level ACP Access Control Point AFB Air Force Base CDR Contract Discrepancy Report CDRL Contract Data Requirement List CES Civil Engineering Squadron CLIN Contract Line Item Number CO Contracting Officer CONUS Contiguous United States COR Contracting Officer’s Representative COTS Commercial off the Shelf CPR Cardio Pulmonary Resuscitation DOT State Department of Transportation DVD Digital Video Disc EPA Environmental Protection Agency FAR Federal Acquisition Regulation FFPQ Firm-Fixed Price Quotation FHWA Federal Highway Administration GFE Government Furnished Equipment HEAP Hydraulic-Electrical Access Panel HPU Hydraulic Power Unit IAW In Accordance With IDIQ Indefinite Delivery Indefinite Quantity MSDS Manufacturer’s Safety and Data Sheet MUTCD Manual On Uniform Traffic Control Devices NTE Not-To-Exceed NTP Notice To Proceed ODDS Over Speed Detection System O&M Operations and Maintenance OEM Original Equipment Manufacturer OSHA Occupational Safety and Health Administration PLC Programmable Logic Controller POC Point of Contact PM Preventive Maintenance PMR Program Management Review POC Point of Contact PWS Performance Work Statement QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Plan SDDCTEA Surface Deployment and Distribution Command Transportation Engineering Agency SMAW Shielded Metallic Arc Welding SMP…