AFIMSC IT-IM PWS 30 Jul 2025.docx

FA8003-25-Q-0005

AIR FORCE INSTALLATION & MISSION SUPPORT CENTER (AFIMSC)

PERFORMANCE WORK STATEMENT

for

INFORMATION TECHNOLOGY - INFRASTRUCTURE MAINTENANCE (IT-IM)

DAF CABLE, ANTENNA, MICROWAVE, VOICE, LAND MOBILE RADIO, AND GIANT VOICE SYSTEMS

FA8003-25-Q-0005

30 Jul 2025

1. PURPOSE. The purpose of this acquisition is to ensure the sustainment and operational readiness of common core communication systems. The systems covered in this acquisition must adhere to the Department of the Air Force (DAF) Technical Orders (TO) and/or commercial standards. Systems to be maintained include Digital and Internet Protocol (IP)-based Voice Systems, Giant Voice, Cable Infrastructure, Antenna, Microwave systems, and Land Mobile Radio (LMR) base backbone covering all DAF Installations both CONUS and OCONUS.

2. SCOPE. The contractor shall provide comprehensive services for the Information Technology - Infrastructure Maintenance (IT-IM) systems. These services include, but are not limited to:

· Routine maintenance and Preventive Maintenance Inspections (PMI)

· Sustainment activities to extend system lifecycle

· Troubleshooting and repair of system faults

· Replacement of defective or end-of-life components

· Installation of new infrastructure to meet emerging mission requirements or capability refreshes

· Special projects are one-time requirements that fall within the overarching scope of this PWS and contribute to mission effectiveness. The government may negotiate special projects based on an established bonified requirements within the constraints defined

3. Levels of Support All maintenance and sustainment activities shall comply with applicable Information Assurance (IA) and cybersecurity practices (see Appendix 5) to ensure the confidentiality, integrity, and availability of mission-critical systems. Required services are broken down into four (4) categories:

3.1. Routine Maintenance/Sustainment Services. Support consists of routine maintenance and sustainment, including PMIs. PMIs will be conducted on a predetermined interval based on government requirements and mission priority, IAW Original Equipment Manufacturer (OEM) directive. The contractor shall provide a Routine Maintenance Status Report no later than 10 days beyond the end of each month to the Installation Contracting Officer’s Representative (COR), Contracting Officer (CO), or authorized government personnel. The COR will provide feedback on the Status Report to the contractor within 5 days after receiving the report (CDRL A001).

3.2. Repair/Replace Services. Comprises of troubleshooting, repairing, and replacing faulty component(s) with an approved equivalent part to meet or exceed serviceability requirements, as defined by the applicable government or industry standards. Job data documentation must be accomplished in an approve AIS and delivered to the Installation COR. The Installation COR will validate all repair and replacement actions using equipment evaluations performed by QA.

3.3. Modernization Services. Addresses installation and modernization of system hardware, software, and infrastructure. New installations and system upgrades shall align with emerging mission requirements or enhance system capabilities. Job data documentation must be accomplished in an approve AIS and delivered to the Installation COR. The Installation COR will validate all actions using Modernization Services meet evaluations performed by QA. The Installation COR will validate all Modernization Services are in line with the scope of this PWS.

Special Projects. Includes tasks not explicitly outlined in this PWS but essential to maintaining or sustaining systems covered under this contract. Such tasks shall be identified and approved by the installation contracting officer to ensure they align with mission needs and the scope of this agreement. All special projects must be within the scope of the PWS and be essential to the sustainment of the relevant system.

4. System Categories. The contractor shall provide maintenance and sustainment for installation systems listed below. This includes performing PMIs at intervals established by OEM guidelines, government directives, and mission priorities. The contractor shall repair or replace faulty system components caused by system aging, wear and tear, or environmental factors, ensuring compliance with applicable standards. Maintenance and repairs shall ensure the continued operational readiness of installation systems in compliance with applicable DAF standards and technical orders (see Appendix 5). Additionally, the contractor shall support modernization efforts by upgrading or replacing installation system components to meet evolving mission requirements and technological advancements.

4.1. Cable. Cable infrastructure is a physical network that connects devices and hardware using cables, connectors, and other components. It can connect devices within a building or between separate locations

4.2. Antenna. An antenna is an electronic device that converts an alternating electric current into radio waves (transmitting), or radio waves into an electric current (receiving).

4.3. Microwave Systems. Microwave antenna is used for radiating microwave signal into space and receiving microwave signal from space. Microwave antenna acts as a transition between free space and guiding structure like a transmission line to communicate between two or more locations

4.4. Giant Voice. A Giant Voice system is a public address system that broadcasts emergency alerts and notifications. It can also be used to play ceremonies like reveille and retreat.

4.5. Voice Systems. A telephony system is a collection of technologies and devices that enable communication between people over a network. Telephony systems include landlines, mobile networks, and Voice over Internet Protocol (VoIP).

4.6. Land Mobile Radio (LMR) Backhaul.

5. General Requirements.

5.1. Maintenance Data Documentation. The contractor shall utilize the designated systems of record, as specified in T.O. 00-20-1, Aerospace Equipment Maintenance Inspection, Documentation, Policies, and Procedures, MPTO 00-33A-1001, General Cyber Defense Operations Activities Management Procedures and Practice Requirements to document all maintenance activities for both recurring and non-recurring maintenance tasks. The established systems of record include but are not limited to:

· Integrated Maintenance Data System (IMDS)

· Cyberspace Infrastructure Planning System (CIPS)

· Cyberspace Infrastructure Planning System Visual Component (CVC)

· Remedy

· Configuration Accounting Information Retrieval System (CAIRS)

· Other approved Automated Information System (AIS)

All maintenance activities, including routine inspections, repairs and replacements, shall be thoroughly documented in the appropriate DAF approved AIS, within a timeframe determined by the Installation COR, ensuring a complete and auditable record of inspection and maintenance history.

5.2. Information Assurance. To ensure optimal systems safeguards are met, all information assurance related activities shall be forwarded to the Wing Information Assurance office for review and assessment.

5.3. Physical Security and Access Control. The contractor shall safeguard all Government property, documents, and controlled forms provided for Contractor use and adhere to the Government property requirements contained in this contract. The contractor shall establish and implement methods of ensuring that no building access instruments issued by the Government are lost, misplaced, or used by unauthorized persons.

5.4. Quality Control Program (QCP). The Contractor shall develop, maintain and deliver an effective quality control program to ensure services are delivered in accordance with this document. The contractor’s plan shall incorporate how the contractor will ensure quality services are in line with this requirement. The QCP shall implement procedures to identify, prevent, and ensure non-recurrence of defective services. The QCP shall describe the actions (measurements, inspections, quality checks or monitoring of process parameters) required to assure services conform to the requirements in this document. The contractor will deliver a copy of the QCP within 30 days of the award to the Installation COR, CO, authorized government personnel. Subsequent updates shall be provided to the COR, CO, authorized government personnel within 30 days of the update or change as necessary. (CDRL A002)

5.5. Contractor Interface and Support for Other Vendors. The contractor shall cooperate, share, and exchange routine or available technical and system equipment interface information with other approved vendors.

5.6. Safety Report. The contractor shall adhere to all safety practices IAW DAFMAN 91-230 Air Force Occupational Safety, Fire, and Health Standards, and DoDI 6055.01, DoD Safety and Occupational Health Program and Report any mishaps. CDRL A002

5.6.1. Hazard Report. The contractor shall identify and report any hazards in writing per applicable DAF directives as outlined by the Installation COR. The site POC shall communicate via email to the Installation COR, CO, or authorized government personnel on all reported hazards within one work week. (CDRL A003)

5.6.2. Accident/Incident Reporting and Investigation. The contractor shall record and report to the COR all available facts relating to each instance of accidental government property damage or contractor personnel injury. The contractor shall secure the scene of the accident and damage until released by the accident investigative authority through the COR. If the Government elects to investigate the incident, the contractor shall cooperate fully with the COR. The contractor shall provide an Accident/Incident Report to the Installation COR, CO, or authorized government personnel within 3 days of the incident or as required by installation policy. (CDRL A004)

5.7. Base Civil Engineering Work Clearance Requests. The contractor shall obtain a Base Civil Engineering Work Clearance Request, AF Form 103, or AF Form 332, prior to performing subterranean repair or maintenance.

5.8. Transition Plan In/Out. The contractor shall provide a Transition-In/Out Plan at the Kickoff Meeting; the plan shall facilitate a seamless transition from the incumbent contractor (if applicable) to the incoming contractor. (CDRL A005)

The contractor shall identify how it will coordinate with the incumbent Contractor and Government personnel to transfer knowledge regarding the following:

· Points of Contact

· Location of technical and project management documentation

· Status of ongoing technical initiatives

· Transition of key personnel

· Schedules and milestones

· Actions Required of the Government

· Coordination of IT-related programs, issues

· The contractor shall also establish and maintain effective communication with the incumbent Contractor and Government personnel for the transition period via weekly status meetings per the COR’s direction

· Incumbent employees may be interviewed for possible employment by the incoming contractor; however, the employees will have the first right of refusal

· The contractor shall provide Transition Plan for discussion with the Installation COR(s), Contracting Officer, or authorized government personnel.

6. Configuration Control Management.

The Contractor shall develop and maintain a comprehensive Configuration Control Management (CM) Plan (CDRL A012) throughout the performance of this contract. The Contractor shall submit the CM Plan to the Contracting Officer's Representative (COR) for review and approval within 120 days after contract award. The CM Plan shall establish standardized processes and procedures for managing all configuration items (CIs) within the scope of this contract, including but not limited to:

6.1. Identification, Inventory, and Documentation: The Contractor shall identify, document, and maintain a comprehensive inventory of all system equipment within the scope of this contract. This inventory shall include, but is not limited to, hardware, software, firmware, and network components. The Contractor shall document equipment current location, configuration, and any other relevant information as required by the Contracting Officer's Representative (COR). The Contractor shall provide an Inventory Report to the Installation COR, CO, or authorized government personnel on an annual basis(s). The contractor shall submit the Inventory of Active Equipment no later than 30 days prior to the expiration of the current year. (CDRL A010)

6.2. Baseline Configuration: Establishing and documenting the initial authorized configuration of all equipment upon contract award.

6.3. Change Management: Implementing a formal change management process for all proposed additions, moves, changes, upgrades, or removals of equipment, including:

· Request for Change (RFC) submission, review, and approval.

· Impact analysis and risk assessment.

· Documentation of all approved changes and their implementation.

· Verification and validation of implemented changes.

6.4. Notification: Establish clear communication channels and procedures for notifying the Government of all planned and implemented changes to equipment.

6.5. Recordkeeping: Maintaining complete and auditable records of all equipment configurations, changes, and associated documentation.

7. Equipment Evaluations. The Contractor shall schedule, generate and submit reports including initial equipment evaluation; recommendations, reconditioning procedures, maintenance performed, and test results to the government NLT seven (7) days from initial disposition request. (CDRL A012)

8. Records Management. The contractor shall maintain records, files, documentation, and working papers IAW DAFI 90-160, using (AFRIMS http://afrims.amc.af.mil) and/or other pertinent directives as supplemented.

9. Meetings.

9.1. The contractor shall attend meetings as required by the COR.

9.2. Kick-off Meetings. Contractor shall facilitate a kick-off meeting prior to performance of this contract. In addition, prior to installation service, a kick-off meeting shall be conducted at the task order level as directed by the contracting officer and COR.

9.3. Workload Status Meetings. The contractor shall attend workload status meetings to discuss the status of current and future work orders, trouble tickets, outages, PMIs, or any other work/event that may impact on contractual performance as required or may impact mission operations as determined by the Installation COR. The contractor shall provide meeting minutes which include at a minimum, a list of work orders and trouble tickets and/or recommendations on issues for reconciliation. The contractor shall provide meeting minutes no later than 10 days after the meeting to the installation COR(s), CO, or authorized government personnel. (CDRL A006)

9.4. Workload Status Report. The Workload Status Report shall identify all maintenance activity performed or scheduled to include preventive maintenance and repair/fix actions for all contractor-maintained equipment. Contractor maintained items shall be identified and documented in a quarterly report. Status reporting for all completed or uncompleted and or scheduled maintenance activity are required for the given period. Additional examples include, but are not limited to, future equipment purchases, Installations, removals, or relocations. Additionally, installation or removal of cables/transmission media as required for new installations to include follow-on O&M for all items installed by the contractor. The Government requires electronic maintenance and storage of reports, unless otherwise specified herein. The Contractor shall identify all acronyms, codes, abbreviations, signs and symbols used in each record. The report format shall be approved by the installation COR. The contractor shall deliver the Workload Status Report to the installation COR, CO, or authorized government personnel on a quarterly basis. (CDRL A007)

10. Work Orders. Work Orders submitted by the contractor shall specify the CLIN directly on the form. The Contractors will be responsible for uploading any receipts associated with issued work orders into the DOD-approved database within two (2) business days of completion. The contractor shall provide the Work Order Report to the Installation COR(s), Contracting Officer, or other authorized government personnel within 5 days of work order completion. (CDRL A008)

11. Outages.

AFIMSC requires the quarterly report on all outages with the UNCLASS impact statement on the Installation's mission: Major, Minor, Non-emergency. The Contractor shall provide a maintenance point of contact (POC) 24-hours per day, 7-days per week to receive calls from the Government. The contractor shall provide the Outage Report to Installation COR(s), CO or other authorized government personnel on a quarterly basis. (CDRL A009)

Outage Restoral Priority Levels.

11.1. MAJOR System Outage. Any outage that creates a safety hazard and prevents a service from operating as designed. The contractor shall acknowledge notification within one (1) hour after a monitored detection or notification by the COR. The Contractor shall restore service within the time frame determined by the Installation COR and is applicable to all critical systems or services in this PWS. In cases where extensive repair or replacement of equipment is required, the Contractor shall provide the Government with regular updates on the status of restoral efforts and shall notify the Government as soon as possible when service has been restored. The Contractor shall also provide a detailed report of the outage, including the cause, duration, and restoral efforts, within the time frame determined by the Installation COR. Loss of operational capability of the following:

11.1.1. Cable: cuts/outages that affect 100 users or more.

11.1.2. Antenna: any impairment that affects critical mission systems, as provided/defined by the COR.

11.1.3. Microwave: any impairment that affects critical mission systems, as provided/defined by the COR.

11.1.4. Voice: any outage that affects operations, command and control functions, or 100 or more routine voice users.

11.1.5. Giant Voice: any outage that affects thirty-three percent (33%) or more of Giant Voice poles/towers or any sites that border the flight line.

11.2. MINOR System Outage. Any outage that does not create a safety hazard or prevent a service from operating as designed and does not prevent subsequent work. The contractor shall acknowledge notification within eight (8) hours after a monitored detection or notification by the COR. The Contractor shall restore service within the time frame determined by the Installation COR.

11.2.1. Cable: any outage that does not create a safety hazard or prevent a service from operating as designed and does not prevent subsequent work.

11.2.2. Antenna: any outage that does not create a safety hazard or prevent a service from operating as designed and does not prevent subsequent work.

11.2.3. Microwave: any outage that does not create a safety hazard or prevent a service from operating as designed and does not prevent subsequent work.

11.2.4. Voice: any outage that does not create a safety hazard or prevent a service from operating as designed and does not prevent subsequent work.

11.2.5. Giant Voice: any one site not bordering the flightline becoming inoperable, any intermittent RF interference.

11.3. Non-Emergency Outages. All non-emergency issues are defined as parts questions, intermittent problems, or presently monitored system problems. The contractor shall respond to non-emergency issues within twenty-four (24) hours after notification by the COR. The COR will determine if an on-site response technician is required at the time of trouble call receipt. Non-emergency calls shall be corrected before any other maintenance support within ten (10) days (240 hours) after response unless more time is given by the COR.

11.4. Authorized Service Interruption (ASI). The contractor shall identify, coordinate, and schedule service outages with the COR. The notification shall include the reason for the interruption, start and stop times, duration, and the equipment, lines, circuits, and buildings affected. The contractor shall schedule such outages to minimize the impact on the mission; scheduled outages outside regular duty hours are allowed. The user must release all affected equipment and circuits before any service disruption. The contractor shall follow established local procedures for scheduling and implementing scheduled outages.

11.5. Outage Restoration. The contractor shall acknowledge notification within the times specified by the COR. The contractor shall restore services in the priority order determined by the COR. The contractor shall work on repair actions until service is corrected based on priority. The contractor shall work closely with the COR on all service or system outages, including trouble calls/tickets. The contractor shall provide the repair action and time of service restoral to the COR in writing.

11.6. Outage Cause Identification. The contractor shall determine if a recorded problem or system failure is attributable to IT-IM or other causes (other vendors provide services). The contractor shall immediately notify the COR if the outage is due to other causes (outside the Contractor-maintained system/equipment). The contractor shall be liable for restoral cost if the contractor's poor maintenance practices caused the system failure.

12. Initial Assessment: The contractor shall conduct an Initial Assessment and provide an Initial Assessment Report to the Installation COR(s), Contracting Officer, or other authorized government personnel within 90 days of the transition. (CDRL A011)

13. Weapons, Firearms, and Ammunition. Contractors shall not transport weapons, firearms, or ammunition on themselves or within any vehicle while on any military facility.

APPENDIX 1 - DELIVERABLES

APPENDIX 2 - ANNUAL INVENTORY REPORT (will add after RFI) (CDRL A006)

INTENTIONALLY LEFT BLANK

APPENDIX 3 - SERVICE SUMMARY

The Government has the right to inspect and test all services called for by the contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance, to the extent practicable at all times and places during the term of the contract.

The Contractor services requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service for each requirement. These thresholds are critical to mission success.

Performance objectives will vary by the Installations. At a minimum, these are required at the Installation level:

Technical/Quality of Product or Service

Documentation: Document 85% of completed PMIs in the approved AIS (Automated Information System). For the remaining 15% of PMIs where on-time completion is not achieved, provide documentation in the AIS outlining the reasons for delay and planned corrective action.

Outstanding: Achieves a 95% or higher on-time PMI completion rate with 100% accurate and timely documentation in the AIS.

Satisfactory: Meets all performance threshold requirements at 85%.

Unsatisfactory: Fails to meet one or more performance threshold requirements.

The government will conduct a monthly validation of a randomly selected 30% sample of completed work PMIs to verify documentation accuracy and completeness in the AIS.

Complete all equipment replacements in accordance with government-approved timelines.

Outstanding: Achieves a 95% or higher first-time repair success rate and completes 100% of equipment replacements within approved timelines.

Satisfactory: Meets all performance threshold requirements at 85%.

Unsatisfactory: Fails to meet one or more performance threshold requirements.

The government will conduct monthly validations, randomly sampling 30% of documented repairs and replacements, to verify compliance with standards and timelines.

Achieve an 85% or higher initial acceptance rate for installed/upgraded equipment.

For installations/upgrades not achieving initial acceptance, provide documentation in the AIS within 5 business days outlining deficiencies, corrective actions, and planned completion dates.

Outstanding: Achieves a 95% or higher initial acceptance rate for all installations and upgrades, with 100% completed within agreed-upon timelines.

Satisfactory: Meets all performance threshold requirements at 85%.

Unsatisfactory: Fails to meet one or more performance threshold requirements. The government will conduct monthly validations, randomly selecting 30% of documented installations and upgrades, to verify compliance with standards and timelines.

Schedule/Timeliness

Achieve a minimum 95% accuracy rate for all documented information, as verified by the government.

Outstanding: Achieves 100% on-time and accurate documentation of all maintenance actions in the AIS.

Satisfactory: Meets all performance threshold requirements.

Unsatisfactory: Fails to meet one or more performance threshold requirements. The government will conduct monthly validations, randomly sampling 30% of documented maintenance actions in the AIS to assess completeness and accuracy

Update the CVC within 5 business days of any modification to supported infrastructure, including new installations, upgrades, removals, or relocations.

Achieve and maintain a minimum 95% accuracy rate for all CVC data, as verified by the government.

Outstanding: Maintains 100% accurate CVC data with all updates completed within required timeframes.

Satisfactory: Meets all performance threshold requirements.

Unsatisfactory: Fails to meet one or more performance threshold requirements. The government will conduct quarterly audits of CVC data to verify accuracy and timeliness of updates.

Complete the annual inventory and submit a comprehensive inventory report to the COR within 30 days of the government-designated inventory date.

Achieve a minimum 95% inventory accuracy rate, as verified by the government.

Outstanding: Achieves 100% on-time inventory completion with an accuracy rate of 98% or higher.

Satisfactory: Meets all performance threshold requirements.

Unsatisfactory: Fails to meet one or more performance threshold requirements. The government will validate the accuracy of the annual inventory report by physically verifying a randomly selected sample of 30% of inventoried items.

Initiate on-site or remote troubleshooting actions within the response times defined in paragraph 9 of this PWS for 98% or more of all reported outages within a 12-month period.

Outstanding: Achieves a 100% compliance rate for outage response times within a 12-month period.

Satisfactory: Meets all performance threshold requirements.

Unsatisfactory: Fails to meet one or more performance threshold requirements. The government will monitor outage response performance continuously and conduct quarterly reviews of a random sample of 30% of outage reports to verify compliance.

*Satisfactory: Meets the performance threshold requirement. * Unsatisfactory: Fails to meet the performance threshold requirement. The government will monitor outage response performance continuously and conduct quarterly reviews of a random sample of 30% of outage reports to verify compliance.

For outages exceeding the target resolution times, provide the COR with a written explanation of the cause of the delay and a plan of action for preventing similar delays in the future.

Outstanding: Achieves a 98% or higher outage resolution rate within the target resolution times specified in paragraph 9.

* Satisfactory: Meets all performance threshold requirements.

* Unsatisfactory: Fails to meet one or more performance threshold requirements. The government will monitor outage resolution performance continuously and conduct monthly reviews of a random sample of 30% of outage reports to verify compliance.

APPENDIX 4 - ACRONYMS

AFIMSC - Air Force Installation and Mission Support Center

AFRIMS - Air Force Records Information System

AIS - Automated Information System

ASI - Authorized Service Interruption

BAN - Base Area Network

CAIRS - Configuration Accounting Information Retrieval System

CDRL - Contract Data Requirements List

CLIN - Contract Line-Item Number

CIPS - Cyberspace Infrastructure Planning System

CVC - CIPS Visualization Component

CO - Contracting Officer

CONUS - Continental United States

COR - Contracting Officer Representative

DAF - Department of the Air Force

DAFI - Department of the Air Force Instruction

DAFMAN - Department of the Air Force Manual

DoD - Department of Defense

DoDI - Department of Defense Instruction

ELMR - Enterprise Land Mobile Radio

IA - Information Assurance

IAW - In Accordance With

IMDS - Integrated Maintenance Data System

IT-IM - Information Technology - Infrastructure Maintenance

IP - Internet Protocol

LMR - Land Mobile Radio

MPTO - Methods and Procedures Technical Order

OEM - Original Equipment Manufacturer

OCONUS - Outside the Continental United States

OEM - Original Equipment Manufacturer

PMI - Preventive Maintenance Inspection

POC - Point of Contact

PWS - Performance Work Statement

QASP - Quality Assurance Surveillance Program

QCP - Quality Control Program

RF - Radio Frequency

T.O. - Technical Order

UNCLASS - Unclassified

APPENDIX 5 – PUBLICATIONS

ALL

A10.5.3.

ALL

ALL

ALL

ALL

ALL

T.O. 00-33A-1001-WA-1,

T.O. 00-33D-2002-WA-1,

Methods And Procedures --Cyberspace Engineering, Installation Activities Management

ALL

ALL

T.O. 00-33D-3005-WA-1,

Methods Procedures -- Managing the Cyberspace Infrastructure with the Cyberspace Infrastructure Planning System (CIPS)

ALL