FESPPEPWSCareandMaintSvcsWestRegionDRAFT.docx

Air Force Fire & Emergency Services 6 July 2024

Performance Work Statement (PWS) For Fire & Emergency Services (F&ES) Personal Protective Equipment (PPE) Care and Maintenance Services

Solicitation #FA8051-24-R-XXXX 6 July 2024

TABLE OF CONTENTS

1. DESCRIPTION OF SERVICES.

1.1. Purpose. The purpose of this program is to acquire commercial Fire & Emergency Services (F&ES) Personal Protective Equipment (PPE) Care and Maintenance Services for United States Air Force (USAF) installations within the Contiguous United States (CONUS) and Outside Contiguous United States (OCONUS).

1.2. Scope. The description of services listed below establish the requirement of F&ES PPE Care and Maintenance Services for all USAF, Air National Guard, and Air Force Reserve fire stations across the CONUS and OCONUS. F&ES PPE ensembles for Structural include coats (coats/tails), pants, hoods, helmets, gloves, and boots.

1.3. Acronyms. Table 1 lists the applicable acronyms listed in the Performance Work Statement (PWS).

Table 1 - Acronyms Acronyms

1.4. Definitions. Table 2 lists the applicable definition listed in the PWS.

Table 2 - Definitions Definitions

1.5. Included Services. The Care and Maintenance Services for all F&ES PPE (i.e., both legacy and new) included in this PWS are as follows:

1.5.1. Advanced inspection (includes complete liner inspection)

1.5.2. Advanced cleaning

1.5.3. Specialized cleaning

1.5.4. Repairs

1.5.5. Alterations

1.5.6. Retrofitting

1.5.7. Disposition

2. APPLICABLE REGULATIONS AND SERVICE STANDARDS.

2.1. Applicable Regulations. The Contractor shall perform advanced inspection, complete liner inspection, advanced cleaning, specialized cleaning, repairs, alterations, retrofitting, disposition, as well as maintain and track records that will comply with the requirements of:

2.1.1. Department of Defense Instruction (DoDI) 6055.06, Department of Defense (DoD) Fire and Emergency Services Program.

2.1.2. Air Force Instruction (AFI) 32-2001, Fire & Emergency Services (F&ES) Program.

2.1.3. National Fire Protection Association (NFPA) 1500, current edition, Fire Department Occupational Safety Health and Wellness Program.

2.1.4. NFPA 1851, current edition, Standard on Selection, Care, and Maintenance of Protective Ensembles for Structural Fire Fighting and Proximity Fire Fighting.

2.2. Applicable Service Standards. The Contractor shall be an F&ES PPE authorized third party verified Independent Service Provider (ISP), in accordance with (IAW) NFPA 1851, Ch. 11 – Verification. The Contractor will perform care and maintenance services on all applicable F&ES PPE equipment for the lifetime of this contract.

2.2.1. The Contractor shall provide all certification updates to the CO upon ISP re-verifications.

2.2.2. IAW NFPA 1851 and industry standards the Contractor shall select the appropriate materials and methods for service and repair of FES PPE to ensure all PPE is repaired and serviced in order to maintain the integrity of the FES equipment and its performance characteristics.

2.2.3. The Contractor shall maintain records of all ensemble elements as explained in Section 4, Record of Service.

2.2.4. The Contractor shall maintain worker safety and health programs IAW all applicable laws and statutes (i.e., Occupational Safety and Health Administration (OSHA) and Environmental Protection Agency (EPA) regulations, etc.).

3. SUMMARY OF REQUIRMENTS. The Contractor shall be responsible for the following services on legacy inventory and any inventory purchased during the life of the contract.

3.1. Advance Inspection.

3.1.1. IAW NFPA 1851, Ch. 6 - Inspection, with the exception of NFPA 1851 paragraph 6.3.5.1(5), requiring evaluation of system fit and coat/trouser overlap, the Contractor shall perform advanced inspections

3.1.2. The Contractor shall isolate any developing or existing abnormality with the ensemble or ensemble element(s) and provide a list of required repairs to the Ordering Official.

3.2. Advance Cleaning and Specialized Cleaning. IAW NFPA 1851, Ch. 7 - Cleaning and Decontamination, the Contractor shall perform advanced and specialized cleaning.

3.3. Repair.

3.3.1. IAW NFPA 1851, Ch. 8 – Repair, the contractor shall perform all repairs to FES PPE as referenced in Attachment 1 – F&ES PPE Services Pricing Matrix.

3.3.1.1. Trim. As referenced in Attachment 1 – FES PPE Services Pricing Matrix, the Contractor shall offer Scotchlite, Triple Trim, Reflexite, GlofFlex, Trim Trax, Segmented, or equivalent trims.

3.3.1.2. Letter, Numbers, and Name Panel. As referenced in Attachment 1 – FES PPE Services Pricing Matrix, the Contractor shall offer 2” or 3” and colors lime/yellow or orange/red.

3.3.1.3. Hook and Loop. As referenced in Attachment 1 – FES PPE Services Pricing Matrix, the Contractor shall offer fire-rated Hook & Loop (i.e., Velcro, 3M, or equivalent).

3.3.1.4. Knees, Elbows, and Shoulders. As referenced in Attachment 1 – FES PPE Services Pricing Matrix, the Contractor shall offer, but not limited to, material such as Arashield, Dragon Hide, Leather, & Shell Material.

3.3.1.5. Miscellaneous (Coat, Pant, and Helmet). As referenced in Attachment 1 – FES PPE Services Pricing Matrix, the Contractor shall offer, but not limited to, material such as Arashield, Dragon Hide, Leather, & Shell Material as applicable.

3.3.2. Identification of Repair. Repairs shall be identified and submitted to the Ordering Official no later than day five (5) of the advanced inspection, complete liner inspection, advanced or specialized cleaning process.

3.3.2.1. The Contractor shall not proceed with repairs until authorization and funding are obtained from the Ordering Official.

3.3.2.2. The Contractor shall provide the Ordering Official a list of required repairs identified during the advanced inspection process (i.e., any repairs not previously identified by the Ordering Official as part of the initial service request). Photos of the defects and/or damage and an itemized cost estimate shall accompany the list of required repairs. This information can be provided to the Government via an online link or e-mail. If provided via online link, the link shall be accessible by the Government without the need to download software in order to the end user to gain access, view, or print records. If transmitted via e-mail, the e-mail size shall not exceed 10MB to ensure the Ordering Official’s ability to receive the e-mail and its attachments.

3.3.2.3. The Contractor shall confirm that the serviceable life of the item(s) was evaluated using Figure 1 - Calculator for Turnout Gear Limits (below). The Government considers the serviceable life to begin when the products are manufactured, IAW NFPA 1851. All ensemble elements should be marked with a manufactured date; however, if a date is not clearly designated on the products, the Ordering Official will be responsible for providing the date to the Contractor. Under no circumstances shall the Contractor perform repair services that exceed the percentage of original cost allowed based on the garment’s year of service. Per PWS paragraph 3.3.2.5.2, the original cost will be reported by the Ordering Official.

Figure 1: Calculator for PPE Repair Limits

Allowed for Repair

3.3.2.4. If the Contractor determines a repair is within the applicable manufacturer’s warranty the Contractor shall follow the procedures in Section 5.1 Enforcing the Manufacturer’s Warranty to include documentation of warranty work accomplished.

3.3.2.5. If the Contractor determines a repair is not within the applicable manufacturer’s warranty, the Contractor shall determine the following:

3.3.3. Approval to Repair. Upon receipt of funding and written notice to proceed from the Ordering Official, the Contractor shall perform all authorized repairs identified prior to the item(s) being returned to the requiring USAF Fire Department.

3.4. Alterations. IAW NFPA 1851 Chapter 8 – Repair the Contractor shall perform alterations on all applicable ensemble elements.

3.5. Disposition.

3.5.1. IAW NFPA 1851, Ch. 10 - Retirement, Disposition, and Special Incident Procedure. Retired ensemble elements shall be destroyed or disposed of in a manner ensuring that they will not be used in any firefighting or emergency activities, per NFPA 1851 paragraph 10.2.1. Upon receipt of funding, as applicable, and written notice from the Ordering Official to dispose of the item(s) designated in the individual task order, the Contractor shall perform disposition services. The Contractor shall track and provide documentation to the Ordering Official that affirms disposal and disposal date.

3.5.2. At no time should retired elements be provided to the Defense Reutilization and Marketing Office (DRMO), as the retired ensemble elements are no longer suitable for use.

4. RECORD OF SERVICE.

4.1. IAW NFPA 1851 Chapter 4 Program para. 4.3 Records, the Contractor’s system of records shall reflect all elements specified in either Microsoft Excel or a system that can export data into Microsoft Excel. The Contractor shall maintain the ability to provide a standardized hard copy or digital copy of each file upon request by Contracting Officer or the USAF Fire Station listed in Attachment 2 – F&ES PPE List of USAF Fire Stations.

4.1.1. In addition to the fields required IAW NFPA 1851, the Contractor shall include a field specifying the brand name and model of outer shell, moisture barrier, and thermal liner.

4.1.2. Records shall not require the USAF to download software in order for the end user to gain access, view, or print records.

4.2. The Contractor shall provide records of care and maintenance of all services provided to each Fire Department in its applicable USAF Service Region within ten (10) calendar days of written or e-mail request by an Ordering Official.

4.3. The Contractor shall provide a hard copy receipt and basic description of all Contractor-performed services (i.e., sub-SCNs) to the USAF. The hard copy receipt and basic service description shall be included in the returned F&ES PPE shipping package.

5. MANUFACTURER’S WARRANTY AND WORKMMANSHIP GUARANTEE.

5.1. Enforcing the Manufacturer’s Warranty. Enforcing the Manufacturer’s Warranty. Upon discovery of a defect, the Contractor shall perform research to determine if the defect is covered under the applicable manufacturer’s warranty. If the Contractor determines that a defect may be covered by a manufacturer’s warranty, the Contractor shall contact the manufacturer to verify coverage and follow the manufacturer’s procedure for warranty repair. The repair cost limitations referenced in Figure 1 – Calculator for Turnout Gear Limits, do not apply to repairs covered under warranty. The Contractor will notify the Ordering Official of the estimated completion time (i.e., to include shipment) of the warranty repair. The Contractor shall return the item to the requiring USAF Fire Department when repair is completed, along with documentation of all repairs made.

5.2. Workmanship Guarantee. The Contractor shall provide the Government its commercially available workmanship guarantee for all applicable services provided under this contract.

5.2.1. In the event a workmanship guarantee is exercised, the Contractor shall utilize expedited shipping methods in order to minimize mission impact of the requiring USAF Fire Department. The Contractor shall notify the Ordering Official of the estimated completion (i.e., to include shipment) of the workmanship guarantee repair.

5.2.2. The Contractor shall return the item to the requiring USAF Fire Department when the repair is completed, along with documentation of all repairs made. Corrective actions resulting from contractor’s workmanship shall utilize expedited shipping methods.

5.2.3. The Contractor shall be responsible for all costs, including shipping, of ensembles and ensemble elements repaired under the Contractor’s workmanship guarantee.

6. STORAGE OF PPE. Storage activities. IAW NFPA 1851, Ch. 9 - Storage while in possession of USAF-owned F&ES PPE the Contractor shall provide safe and secure storage.

7. SHIPPING.

7.1. Rates. All shipping rates shall not exceed United States Postal Service (USPS) rates.

7.1.1. The Contractor shall utilize commercial or USPS for all CONUS product shipments.

7.1.2. The Contractor shall use USPS for all OCONUS product shipments.

7.1.3. The contractor shall be responsible for tracking all product shipments to their final destination.

7.2. Turnaround Time. The Contractor shall meet all turnaround times. Date of receipt will be determined by the tracking number on the shipping slip. Please see specifics on turnaround times below:

7.2.1. Inspections and Cleanings. Once the Contractor receives the ensemble or ensemble element(s) the inspection and cleaning shall be completed:

7.2.1.1. In no greater than 15 calendar days for CONUS locations.

7.2.1.2. In no greater than 25 calendar days for OCONUS locations.

7.2.2. Repairs. Once the Contractor receives the ensemble or ensemble element(s) shall be completed:

7.2.2.1. In no greater than 15 calendar days for CONUS locations.

7.2.2.2. In no greater than 25 calendar days for OCONUS locations.

7.2.2.3. For repairs identified during the cleaning and inspection process, the above repair turnaround times will begin once the Contractor receives authorization from the Ordering Official to proceed with the required repair.

7.2.3. Alterations. Once the Contractor receives the ensemble or ensemble element(s) the alterations shall be completed:

7.2.3.1. In no greater than 15 calendar days for CONUS locations.

7.2.3.2. In no greater than 25 calendar days for OCONUS locations.

7.2.4. Combination of Services with Inspections and Cleanings, (i.e., alterations, repairs, etc.). Once the Contractor receives the ensemble or ensemble element(s) the combination of services shall be completed:

7.2.4.1. In no greater than 25 calendar days for CONUS locations.

7.2.4.2. In no greater than 35 calendar days for OCONUS locations.

7.2.4.3. For combined service requirements identified during the cleaning and inspection process, the above combined service turnaround times will begin once the Contractor receives authorization from the Ordering Official to proceed with the required additional service.

7.2.5. Authorized Turnaround Time Deviation. It is incumbent upon the Contractor to notify the Ordering Official of any conditions which restrict the Contractor’s ability to meet the standard turnaround time requirements (i.e., the need to order replacement parts). At such time, the Ordering Official will make a determination on whether the provided conditions are sufficient justification for an extension. Based up that determination, the Ordering Official may then authorize additional time for the Contractor to accomplish the requested services. Ordering Official-authorized turnaround time deviations will not count against the Contractor’s Performance Objectives.

7.3. Expedited Shipping.

7.3.1. Expedited shipping that does not exceed three (3) business days shall be available for CONUS locations.

7.3.2. Expedited shipping that does not exceed three (3) business days shall be available for OCONUS locations.

7.3.3. Military Postal Service acceptance will be considered receipt.

7.3.4. Expedited Shipping Costs. All costs associated with expedited shipping are subject to a fair and reasonable determination by the Ordering Official prior to the shipment of products.

7.4. Claims. The Contractor assumes responsibility of the ensemble or ensemble element(s) until it is returned to the requiring USAF Fire Department. Until the ensemble or ensemble element(s) is accepted by the requiring USAF Fire Department or Military Postal Service, possession rests with the Contractor. Accordingly, the Government recommends the Contractor carry appropriate insurance to cover any loss or damage that may occur during shipment. The Contractor will process all necessary documentation to assure full replacement of any lost or damaged items while in the Contractor’s possession.

8. REPORTING. Reporting Requirements. IAW Exhibit A, the Contractor shall provide a quarterly summary report as directed by Contract Data Requirements Lists (CDRLs): CDRL A001 - F&ES PPE Services Quarterly Data Report (QDR).

9. PERFORMANCE MANAGEMENT.

9.1. Service Summary. Service Summary. The Government will evaluate the Contractor’s performance by appointing a Contracting Officer Representative (COR) to monitor performance. The COR will evaluate the Contractor’s performance through inspection of deliverables and receipt of all complaints from Ordering Officials and/or end-users. See Table 3 – Services Summary.

Table 3 – Service Summary

Para.

10. QUALITY CONTROL AND ASSURANCE.

10.1. Quality Control (QC). The Contractor is responsible for Contract Management and Quality Control, not the Government. The Contractor shall develop, submit for Contracting Officer review, and maintain a Quality Control Plan (QCP) to ensure services are performed IAW NFPA 1851 Section 11.4. The Contractor shall be responsible for quality control of all work accomplished during the performance period of the contract.

10.2. Quality Control Plan (QCP). The contractor shall submit a QCP no later than ten (10) business days after contract award as per CDRL-0002. Plan shall be IAW NFPA 1851, Section 11.4.4, if/or when the QCP is updated, the Contractor shall submit the revised QCP to the Contracting Officer as soon as practicable.

10.3. Quality Assurance. The Government shall evaluate the quality of performance under this contract. Essential characteristics of performance shall be subject to surveillance as described in Table 3 – Services Summary. The on-site Ordering Official shall provide written notification to the COR of any performance deficiencies.

10.3.1. Only the CO or COR may accept or reject deficiencies reported by the Ordering Official.

10.3.2. If the CO or COR confirms the validity of the Ordering Official-reported deficiency, the Contractor shall be notified in writing regarding performance that fails to meet the standards specified in the QASP, as referenced.

10.3.3. The Contractor shall be required to re-perform the work or to provide a corrective action plan to the CO or COR, as appropriate to the circumstance.

11. ORDERING PROCEDURES.

11.1. Ordering Procedures. The Ordering Official will initiate new service requests/orders with the applicable USAF Service Region Contractor directly. Service Category Numbers (SCN) and sub-SCNs, as specified in Attachment 1 – F&ES PPE Services Pricing Matrix, will be the basis for the service request/order. Shipment of ensemble elements requiring service will be done upon acknowledgement and guidance, as applicable, from the Contractor.

11.2. The Contractor shall honor the corresponding sub-SCN prices incorporated into the contract. Payment will be made via GPC for orders $25K or less. For orders above the GPC limit, will be a Purchase Request, as deemed necessary by the Ordering Official.

11.3. Ordering Guide. The Government will create and issue an Ordering Guide to the Ordering Officials. The Contractor will receive a copy for reference purposes.

12. GENERAL INFORMATION.

12.1. Non-Personal Services. The government will neither supervise contractor employees nor control the method by which the contractor performs the required tasks. Under no circumstances shall the government assign tasks to, or prepare work schedules for, individual contractor employees. It shall be the responsibility of the contractor to manage its employees and to guard against any actions that are of the nature of personal services, or give the perception of personal services. If the contractor feels that any actions constitute, or are perceived to constitute personal services, it shall be the contractor’s responsibility to notify the CO immediately. These services shall not be used to perform work of a policy/decision making or management nature, i.e., inherently governmental functions. All decisions relative to programs supported by the contractor shall be the sole responsibility of the government.

12.2. Safety, Health and Environmental Standards. The Contractor shall comply with all applicable federal, state and local safety, health and environmental regulations. Compliance with Occupational Safety and Health Administration (OSHA) and other applicable laws and regulations for the protection of employees is exclusively the obligation of the Contractor, and the Government will assume no liability or responsibility for the Contractor’s compliance or non-compliance with such responsibilities.

12.3. Site Conditions and Base Access. In the event the Contractor has to access a USAF installation, present site conditions shall be considered. Such conditions include but are not limited to Force Protection Condition (FPCON) Alpha or Bravo. Under such conditions, Contractor personnel will be required to obtain official base access IAW the specific military installation’s instructions. The Contractor shall note that, depending on the location and process, base access can take several days to obtain. Thus, unless authorized by the Contracting Officer or Ordering Official, turnaround time extensions will not be granted as a result of Contractor failure to account for time associated with obtaining base access.

12.4. Security Requirements. The Contractor will not require access to classified information in performance of the contract.

12.5. Hours of Operation. A contractor will be available during routine business hours, Monday–Friday, 0800–1700 hrs, local time.

12.6. Order of Precedence. In the event of conflict between the requirements contained in this PWS and NFPA 1851, the requirements in NFPA 1851 take precedence.

PWS for F&ES PPE Care & Maintenance Services Page 4 image1.png image2.png