Industry Day Notes.docx

Industry Day Notes

Attendees:

Government: USAF HBZI Program and Contracting Office, ACC AMIC DET-1 Contractors: Radome Services LLC, Canadian Space Services, Communications & Power Industries, BAE, Sheergard

General / Q&A

· Government provided safety, open briefing, and Q&A session

· Briefing slides provided printed slides to Contractors at the Long-Range site, providing an overview of the scope of work and Q&A session with Contractors

· Description of AEWS mission and fleet of radars with map of general locations provided.

· O&M Contractors are Arctec in Alaska and Nassituq in Canada, they provide maintenance and custodial services on behalf of the US and Canadian governments. (billet, meals, transportation, site sustainment, wildlife monitoring, and some equipment and coordination services. etc.)

· National Guard in Hawaii sustains the Hawaii LRR, however, does not provide services. Most services can be found commercially in Hawaii.

· Must have wildlife/bear monitors while at Alaska/Canadian sites, this can be coordinated with O&M contractors

· Long Range radome design must be emphasized with regard to internal temperatures seen across the fleet, particularly in the Utah, and Alaskan range. Heat within the radome is producing faults on the radar system that need to be considered by radome manufacturers.124 does not have the same issue. LRR Radome Designs will need to address heat dissipation of radomes such as large top or side ventilation; 8-inch vents have not been effective. Ventilation designs must also be accessible remotely or by personnel

· Anticipated removal/installation Working months - June, July, August, September

· Government: When do we decide we need to replace these and how do we fund base ring replacement?

· Contractor: Tower drawing will identify base ring configuration. If not, a site survey or pictures can be taken by the Government. Condition and configuration will drive risk.

· Contractor: Is replacement or work of the base ring within scope of this effort?

· Government: Base rings are part of tower configuration and is not within scope

· Contractor: Adapter designs are feasible

· Contractor: Possibly will need and ECP CLIN during installing to drive design changes

· Government: Concern is Material is often FFP up front. Post discovery after removal is a significant risk given the length of time the old radomes were installed

· Contractor: Work on the base rings can often be done on site

· Contractor: What is the wind rating on the Radomes?

· Government: 200+, Government will release all specifications in solicitation

· Contractor - Rate the radome to the tower wind rating, or do a test to address the wind sheer

· Contractor: Structural analysis may be important for tower. wind load against dome creates lift. FMEA study

· Contractor: Suggested requirements documents rate the radome to what the tower is rated for.

· Contractor: When you order the radome would you order replacement parts with it?

· Government: Yes, but TBD if re-use is feasible

· Contractor Comment : Radome Design. No overlapping radomes… they leak. Sealant on exterior of radome

· Government: What method is suggested to perform site surveys?

· Contractor: One suggested method, contractor creates a site survey questionnaire and use that to determine if they need to visit the site, essentially a few rounds of fact finding.

· Contractor: Suggested to perform site surveys for each unique radome and tower configuration rather than for every site to save both time and money

· Government: We do have most drawings for the towers and that will help reduce technical risk

· Contractors: Need to know the weight limit for shipping and transportation

· Government: Gov will provide in solicitation

· Government: ISO container can be barged to the beach but not to the sites

· The idea is to be able to take it back, don’t leave any radome material at the sites

· Contractor: What level of disposal is required?

· Government: These parts belong to the US Air Force and Radomes in Canada must be shipped back to the US to the nearest DRMO which will be defined in solicitation

· Contractor: Does DRMO require KTR to separate materials? (this could add time and cost to disposal).

· Government: To be determined and outlined in solicitation. DRMO may want material separated. May not

· Contractor: suggested having disposal tied to the install CLIN

· Government: Concern for the government is if a contractor leaves the site due to weather or other circumstances after install/test, what is the recommended approach to ensure contractors come back to remove material for DEMIL?

· Contractor: A Demobilization plan is recommended for demilitarization

· Government: Milestone payments on install Clin to allow government to withhold payment till removed from sites

· Government: Maintenance manuals and training expected for Field technicians. What do training and manuals include?

· Contractor: Include a maintenance manual deliverable within the contract

· Contractor: On the unmanned (Short Range 28ft sites) what is the lodging situation?

· Government: A shared shelter area next to the generator room to keep from the elements. There are some basic commodities, some with cots/beds, but meals and bedding would best be coordinated with the O&M contractors prior to any installation effort. This is not a guarantee for every site and will need to be coordinated with O&M contractors.

· Government: Tour of shelter was included later next day while at SRR site

· Basic CLIN Structure and comments reviewed by both government and contractors slide 9:

Suggested CLIN structure after discussions:

· CLIN 0001 - Data/CDRL (NSP)

· CLIN 0002 - Travel (CRNF)

· CLIN 0003 - Shipping - to site and disposal (CRNF)

· CLIN 0004 - Site survey Report- if gov questionnaire cannot provide enough information (FFP)

· CLIN 0005 - Radome Purchase (accessories TBD) (FFP)

· CLIN 0006 - Install - Teardown, assembly, test, and disposal labor (FFP)

· CLIN 0007 - Training (FFP)

· CLIN 0008 - Over and Above - (CPFF)

· CLIN 0009 - ECP if needed for USAF design changes as necessary (FFP)?

· Bid on radome purchase, install, training, site survey, and CDRLs CLINs

· Industry suggested separating the radome purchase and install CLIN into two separate CLINs

· Recommended physical disposal transportation to be included in shipping CLIN

· Recommended to include in the PWS a Radar protection plan

· Must have the radar outline drawing listed in PWS for contractors to understand the size

· Gov should include shipping and travel to the LSS sites in bids and proposals and evaluations

· Government is undecided on if these cost will be used in evaluation of proposals

· Price per radome should not include shipping

· It was suggested to keep the contract as “services”, and do not use construction Davis Bacon

· Scaffolding and forklifts would fall under the installation CLIN

· Contractor: Expectation of how to protect the radar system during install?

· Contractor: A radar protection plan would be expected by contractor, to protect radar and flooring from electrical current, debris during replacement.

· Contractor: Can the government provide height of the towers?

· Government: The Short Range will be made available during solicitation. The Long-Range sites are under review.

· Contractor: Is there some means of medical assistance in case of emergency at the short-range sites?

· Government: Not on site, recommended to arrange prior to and/or with the O&M contractors. Remote sites have Medevac Coast Guard are resources. Local Communities may have nursing stations / clinics

· Government: Long Range Sites would best be coordinated with O&M contractors

· Contractor: Spares, recommended to procure one or more of each component then distribute near sites for when needed

· Contractor: Will the point of contact for Nasittuq, etc be provided?

· Government: Yes during solicitation, coordination with the O&M in Alaska, Canada, as well as the Hawaiian National Guard is critical throughout the contract period. Canada should be specifically requested via TSP form

· Contractor: Do the old systems need to be in working order when they are torn down?

· Government/Contractor: Not feasible if there is scaffolding

· Government: SRR (28ft Packaging weight limit is 2000 lbs, constrained by helicopter sling. Long Range sites are limited to barge, airlift, over the road particular to each site

· Government: For Short Range sites, lift by Helicopter Sling required, packaging will be required to have sling points and loops. Preferred to have sling hooks up top. Cargo nets impede this method.

· Government: Design constraints for each radar system limit one unified design configuration across all Hawaii, Canada, and Alaska sites. There are 2 radar designs, the FPS-117 (LRR) and FPS-124 (SRR) therefore each radar will only have 1 associated radome design across their respective fleet

· Downtime is the biggest hurdle including tear down and install

· Contractor: Its possible each radome effort will need two crews, teardown and install to limit the downtime and positioning of the radomes

· Government: The Short-Range sites have a basket lift to use. The Long-Range site 4-legged tower does as well. The rest TBD

· Contractor: Would like to know of any available equipment/tools at sites for install. Can industry use the array service lift to help with installation of dome?

· Government: There may be some limited equipment but suggested to coordinate with the respective O&M contractors for each site.

· Contractor: Can the contractor work on top of the actual array surface platform?

· Government: undetermined and will be investigated further

· Contractor: One Contractor stated that very little testing is done at manufacturing facility, they build IAW the appropriate MIL-STDs. Domes are commercial items and should have data to show domes meet Government specs. If not, Industry should be able to show this through modeling and testing

· Manlifts are at each of the Canadian sites – array survey

· Government: What is the recommended method to perform Acceptance testing/ water test of radomes given the logistical constraints?

· Contractor: 500-gallon water bowser or big water tank to spray, leak test, then certify its condition

· Government: The type of bowser will need to be investigated by contractor whether fuel can be transported by helicopter. Additionally for electrical power outlets pending the model selected by the contractor.

· Contractor: Consideration to be made regarding adding a warranty for a water / leak test

· Government: Consideration for a test phase after the radome is installed if contractors can’t perform leak test at final acceptance (however, we believe we resolved this, and contractor should be able to conduct the leak test on site with a water bowser or like item).

· Discussions were had on withholding some level of payment pending testing and acceptance if the contractor is required to leave prior to testing

· Contractor: How do clauses or labor laws flow to Canadian companies or how do they apply to USA companies us foreign countries?

· Government: Canadian labor laws are applicable to this effort. For example restrict Maintenance personnel from climbing on the radome. A roof plan or outline drawing is necessary to be submitted for it to be allowed

· Government: What is the combined 28 foot radome de-installation and installation lead time given the anticipated method?

· Contractor: 10-21 days, 5 installers

· Government: Possible approach to install 28 foot radomes using helicopter sling. More discussion needed by the Government, possible risk assessment.

· Government: What is the 55 foot radome lead time?

· Contractor: 1 month possibly longer pending weather. Scaffolding takes 3 days to install, protection, then de-installation methods dictate how long to remove radome, then manpower to install and position radome. All of this is pending whether. Generally, no more than 10-12 knots is allowable for safety purposes.

· Contractor: Best case scenario would be one month, due to the quantity of crew and weather

· Contractor: 6-8 installers, utilizing swing guys, cannot fork at night due to safety

· Contractor: Have accessories been replaced?

· Government: investigation is ongoing of all necessary accessories applicable to each configuration on each site. Determination of tradeoffs between re-using equipment versus full replacement. Requirements need to address lighting or lightning protection system

· Government: Lightning rod, must be single to not collect snow

· Contractor: said they could price spares. Idea would be to add a spares pricing sheet as an attachment or create a CLIN if there are not too many individual part numbers

· Government: Are repair kits include in the price of the radome

· Contractor: mentions they would or could be