GolfCart_PWS_25Mar10_Final.docx

PERFORMANCE WORK STATEMENT

GOLF CARTS MAINTENANCE

402 MXW

25 March 2010

1.0 DESCRIPTION OF SERVICES: The contractor shall provide all personnel, equipment, vehicles, tools, materials, supervision, and other items and services necessary to perform maintenance and repair support for approximately four hundred (400) golf carts (See Attachment 1). These golf carts are in support of the 402d Maintenance Support Group Program Management Office (PMO) (402 MXSS/ MXDVBB), Robins AFB, GA. With the exception of standard road calls, all maintenance and repair services shall be conducted at the contractor's off-base facility.

1.1 Standard Preventative Maintenance (PM) and Preventative Maintenance Inspection (PMI) – The Government PMO will provide an initial PM/PMI schedule for all golf carts and monthly updates thereafter. In addition to the Original Equipment Manufacturer (OEM) recommendation/specification for annual PMs, the PM frequency for these golf carts shall be every 180 days due to high usage (number of hours accumulated between PMIs and load capacity demands). The PMI includes inspection of overall operational functionality to identify any potential problem areas. A representive sample of PM/PMI work order service requirements by type and frequency is provided at Attachment 2. There are 4 types of golf carts:

· Electric Powered

· Air Cooled, Gas Powered

· Liquid Cooled, 2 cylinder, Gas Powered

· Diesel Powered

1.1.1 The 180-day PM/PMI shall be in accordance with the OEM specifications in addition to the following requirements:

· Replace spark plugs

· Replace motor oil and filter

· Replace fuel filter

· Rotate Tires

· Clean and pressure wash (including under carriage)

· Next inspection date placed on cart (stenciled or vinyl lettering)

1.1.2 The 360-day PM/PMI shall be in accordance with the OEM specifications in addition to the following:

· All additional requirements for 180-day PM/PMI (paragraph 1.1.1 above)

· Replace all filters

· Replace all fluids

1.1.3 The contractor shall pick up and return all golf carts to the staging area located on the east side of building 149, Monday through Friday from 0700-0830 (See Attachment 3). The contactor shall perform scheduled PM/PMI (180-day or 360-day) and return to the staging area within two (2) working days from pickup. The Government PMO will provide individual work orders for carts being picked up for PM/PMI. The contractor shall return each golf cart with documentation indicating work performed.

1.1.4 The contractor shall identify to the Government PMO any repairs not included in the standard PM that are discovered as a result of the PMI. Work shall not begin on any additional corrective maintenance/repair unless approved by Government PMO/CO.

1.2 Standard Road Calls – The contractor shall provide non-scheduled maintenance to include mobile repair and recovery service should a golf cart become disabled while in use by the operator (typically won’t start, flat tire, dead battery or out of gas). The contractor shall work routine road calls at the site of breakdown or take to the staging area for repair between the hours of 0600 – 1500, Monday through Friday.

1.2.1 The contractor will respond to the aid of the disabled golf cart within 1 working day after notification by the Government PMO during the hours of 0600-1500, Monday through Friday. Golf carts disabled between the hours of 1500-0600 will be reported to the contractor by 0700 on the day following the occurrence.

1.2.2 For each road call response, the contractor shall provide the Government PMO a report of work performed (by dispatch control/work order number) by email.

1.2.3 The contractor shall identify to the Government PMO any repairs deemed necessary that are not included in the standard road call. Work shall not begin on any additional corrective maintenance/repair unless approved by Government PMO/CO.

1.3 Corrective Maintenance/Repair -

1.3.1 Any pre-priced maintenance/repairs deemed necessary by the Government PMO, which do not fall within the standard PM/PMI and road call services, will be identified to the contractor via work order. The contractor shall provide a delivery date that the golf cart will be returned to the staging area. Examples of these type work orders include:

· Modifying the wiring on specified ignition switches to eliminate any drain of battery power while the switch is in the off position.

· “Prepare for Use” for new golf carts (See Attachment 2 for sample work order).

· “Prepare for Turn In” for condemned golf carts (See Attachment 2 for sample work order).

1.3.2 Any maintenance/repairs deemed necessary by the contractor, that do not fall within the standard PM/PMI and road call services, will be identified to the Government PMO and work shall not begin on any of the additional repairs without written/electronic approval from the Government PMO/CO. To obtain the approval, the contractor shall prepare/submit a repair estimate complete with all costs required to repair the golf cart. In addition, the contractor shall provide a delivery date that the golf cart will be returned to the staging area. The original Standard PM/PMI and Road Call work orders will still be turned in to document the work that was accomplished.

1.4 Catastrophic Maintenance/Repair – For unforeseen maintenance and repair, the contractor shall provide an estimate to the Government PMO within 2 days of notification of the failure. The Government PMO will validate repair and recommend approval or disapproval by the CO. If approved, the contractor shall provide a delivery date that the golf cart will be returned to the staging area.

1.5 Tool Control Program. The contractor’s employees’ tools must have a Government approved marking/identification process. The contractor shall develop and implement procedures to control/account for all tools. All tools shall be accounted for at all times while on Robins AFB. Personal tools are not authorized (e.g., Mini-Mag type flashlights, Leatherman type multi-tools, buck knives). Missing, lost, found or unattended tools must be immediately reported to the Government PMO and the contractor’s responsible supervisor. The contractor shall ensure that tool control and property accountability guidelines are followed to the maximum extent possible. All equipment must be UL approved, meet the required standards, and be in good working condition during the performance of the contract. Government furnished training will be provided.

1.6 Foreign Object Debris/Damage (FOD). The contractor shall ensure all personnel will comply with FOD prevention. The contractor shall ensure all vehicles and trailers with open beds have all FO debris removed from the vehicle bed prior to entering the maintenance industrial areas. Material may be transported in open-bed vehicles and on equipment as long as it is adequately secured to prevent debris from falling out during transportation. General control procedures include placing loose items in containers or boxes and removing all trash and other debris prior to entering the industrial areas. All violators of this policy are subject to a loss of driving privileges and shall be directed to immediately remove their vehicles from these areas until corrected. Government furnished training will be provided.

2.0 Services Summary:

Complete 180-day and 360-day PM/PMI in accordance with Government provided work orders within 2 working days

3.0 Government Furnished Property and Services:

3.1 The Government will provide access to or copies of the OEM manuals (paper or electronic). The Government will provide a staging area located on the east side of building 149 (Attachment 3). The Government will provide forms bags, FOD bags and AFGET Tracking devices for installation on “Prepare for Use” work orders. The Government will issue Environmental Spill Kits as required.

3.2 Government-Furnished Training. Within one week after contract award, the Government will provide the training listed below to all contractor employees that will be accessing Robins Air Force Base (RAFB). The Government may provide other training or briefings, if determined to be in the best interest of the Government and approved by the CO. The Government may provide train-the-trainer courses to the contractor to meet requirements specifically, flightline driving training. The contractor shall ensure that all contractor personnel receive required training and maintain supporting documentation.

· Security

· Safety/Fire Prevention

· Environmental Management System (EMS) Awareness (*See Note)

· Flightline Drivers Training/Driving on RAFB

· Foreign Object Damage (FOD)

· Hazardous Materials Handling

· Tool Control

*Note: Environmental Management System (EMS): All contractors who physically perform work on Robins AFB must receive and document EMS awareness training. All prime contractors must complete the training prior to beginning work on RAFB and must ensure that all subcontractors comply with this requirement. If a company is ISO 14000 certified, the contractor does not have to complete Robins AFB EMS Awareness Training; however, the contractor must submit documentation to the CO stating ISO 14000 Certification.

4.0 General Information. Contractor shall be liable for all golf carts from the time of pick up to the time of delivery back to established staging area on Robins AFB.

4.1 Qualified Base Access. Individuals granted qualified base access may receive installation entry and circulation privileges under limited circumstances or conditions. Note: These persons do not have the authority to sponsor persons onto the installation or vouch for anyone to enter Robins AFB. A valid form of photo ID (driver’s license when driving) must be provided to the 78 SFS installation entry controller each time they enter the base if their pass does not contain a photo. Specific instances are including in the following paragraphs:

4.1.1 Prime contractors awarded a contract/order/modification that requires work/effort to be performed on Robins AFB shall provide the cognizant contracting officer a written request containing a list of all contractor or subcontractor employees requiring access to Robins AFB; the applicable contract/order/ modification number; the period of performance (start and stop dates); the location of the work site; and the days/hours during which the contractor and/or subcontractor personnel will require access to the base, unless unanticipated work schedule, shift changes, or site conditions render this impractical.

4.1.2 Contractors requiring access to Robins AFB to perform work but who do not require LAN access will be entered into MAX by the badging agent. Once the information is input into MAX the contractor will come to 78 SFS/S5P to receive their contractor badge. The contractor must present a state-issued picture ID and their Social Security Card for identity purposes. If the contractor is not a US citizen, appropriate documentation must be presented showing they are allowed to perform work in the United States (Georgia).

4.2 Display of Identification. Contractor personnel are required to prominently display the contractor badge on their person while visiting or performing work on Robins AFB. The contractor badge authorizes unescorted entry into Robins AFB for the bearer only. Contracting personnel are not authorized sponsorship privileges. Exception: Contractor personnel who are retired military are authorized sponsorship privileges with their retiree ID card. A contractor employee may not use his/her military retiree escort privileges during the performance of their contract work on Robins AFB.

4.2.1 The prime contractor is responsible for retrieving all contractor/subcontractor badges upon completion or termination of the contract/order/modification or when an employee no longer has a need for access to Robins AFB (i.e., employment has been terminated or individual transferred to another project). The prime contractor shall return all retrieved badges to 78 SFS/S5P.

4.2.2 Once all badges have been accounted for, 78 SFS/S5P personnel will authenticate a “clearance” letter with the original given to the badging/trusted agent and a copy forwarded to the warranted contracting officer.

4.3 Security Requirements. The contractor shall comply with all security policies and regulatory requirements. Government furnished training will be provided. Contractor employees must be US Citizens or they must present proof showing they are allowed to work in the United States/Georgia.

4.4 Contractor Personnel. Contractor shall identify a contract manager and alternate who shall be responsible for the performance of the work. Names and contact information shall be designated in writing to the CO within 7 workdays after contract award. The contract manager or alternate shall be available to meet with the Government PMO and CO as required during the hours of 0600-1500. The contractor shall notify the Government PMO and CO immediately whenever changes are made to these positions. Contractor shall not employ persons for work on this contract, which would create a conflict of interest or is a potential threat to the operational mission of the installation and its population.

4.5 Contractor Vehicles. Contractor employees requiring vehicle access to the airfield environment (flightline/industrial area) shall display must display the appropriate company name and logo in at least 3-inch block lettering on the driver and passenger doors and possess a designated area vehicle pass as required. The signs are to be painted on the vehicle or professionally made; magnetic signs may be used (no paper, tape or laminated typed sign taped to vehicle). Signs must remain on the vehicle while in the airfield environment.

4.5.1 Prior to driving on the airfield, the contractor shall ensure that all personnel required to operate vehicles on the Flightline are licensed, trained and certified. Government furnished training will be provided. Upon completion of the training, an AF Form 483 (Certificate of Competency) and an Industrial Area pass will be issued by the Government, which certifies that the individual has been trained on Flightline driving. The AF Form 483 certification must be in the possession of the vehicle operator when driving on the airfield.

4.5.2 General access to the airfield is through Gates 31, 38, and 16. Access to the flightline is thru the approved entry control points depicted on the airfield as FOD checkpoints. Robins Contractor badge and vehicle pass is required for entry into the flightline/industrial area. Industrial Area vehicle passes will be displayed on the windshield (driver’s side) or will be hung from the rear view mirror. Under no circumstances shall contractor employees enter any flightline/industrial area building or other area not covered by the contract.

4.5.3 Lost/Stolen Vehicle Passes. Contractors will notify their program manager/contract monitor/QAE who in turn will notify 402 AMXG Vehicle Control Office. The request for a replacement pass must include the circumstances that led to the pass being lost or stolen, what actions are being taken to prevent this from reoccurring, and a signature of the individual’s unit commander or program manager/contract monitor/QAE.

4.6 Safety Requirements. The contractor shall comply with safety provisions, i.e., technical specifications, technical publications, Federal Occupational Safety and Health Administration (OSHA) standards, and other nationally or locally recognized sources of safety, health, and fire prevention standards and practices. The contractor will be responsible for the safety and accountability of all their personnel and the Government facilities/property and are subject to enforcement authority by federal and state safety and health officials. The AF is not responsible for ensuring that contractors comply with "personal" safety requirements that do not present the potential to damage Government resources (e.g., hearing protection, safety shoes, AF IMT 55, etc.). The contractor shall provide all personal protective equipment (i.e., hearing protection, gloves, steel-toed shoes, safety glasses, etc.) In addition, the Government is not responsible for medical examinations, hearing testing, substance abuse testing, etc., for contractor employees. (AFI 91-301)

4.6.1 Within 20 calendar days after contract award, the contractor shall develop and provide to the CO and Government PMO, a draft mishap prevention program/safety plan that insures a safe working environment for contractor personnel and provides protection for Government facilities and property. This may be included in the Quality Control Plan (CDRL A001). This program should meet the requirements contained in Appendix C of the PWS and all Federal, State, and Local Laws/Orders/Standards. These standards may require that contractor adopt certain practices, means, methods, or processes reasonably necessary and appropriate to protect workers on the job. Contractor must become familiar with the standards in the Appendix C and eliminate risk of hazards. The program shall be reviewed and accepted by the Government’s Safety Office (402 MXW/SEG) and the CO and be finalized within 30 calendar days after contract award. The contractor shall implement and maintain this program to conform to changes in the laws/orders/standards as they may occur. The contractor shall be liable for the safety of all personnel and the Government facilities/property.

4.6.2 Mishap/Incident Reporting. The contractor shall report all mishaps/incidents in accordance with Appendix C. The contractor shall immediately secure the mishap scene and damaged property and impound pertinent maintenance and training records until released by the Government’s Safety Office (402 MXW/SEG). Such release shall be accomplished through the CO. The contractor shall cooperate and assist Government personnel in the investigation of the incident and submit an Accident/Incident Report within 24 hours of the accident/incident. The Contractor shall require all subcontractors to comply with required safety, health and fire standards.

4.7 Operating Hours. Normal operating hours, excluding federal holidays, are 0600–1500 hours, Monday through Friday.

4.7.1 Holidays and other Non-Work Periods. Contractor personnel shall observe federal holidays (New Year’s Day, Martin Luther King Day, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day and Christmas Day) and closings, such as energy conservation days (normally the day after Thanksgiving), in accordance with the guidance provided for the WR-ALC general civilian populace.

4.7.2 Special or emergency situations (i.e., weather related situations, base closures, reduced activity around Christmas and New Year’s Day, and energy conservation days) may necessitate operating on a reduced manpower basis. The CO will notify the contractor of any reduced hours.

4.8 Environmental Control. The contractor shall comply with all applicable federal, state of Georgia, and local laws and regulations concerning environmental compliance and pollution prevention in all matters pertaining to environmental management including but not limited to, handling, storage and disposal of hazardous material, hazardous waste, solid waste, air quality, pollution prevention, precious metals recovery, asbestos, and recycling.

4.8.1 Ensure all products produced or generated under contract shall meet all stated performance objectives and shall not violate in any manner the environmental requirements of any applicable local, state, or federal entity including the Department of Defense. Applicable environmental requirements shall include but are not limited to a substance’s toxicity, biodegradability, and volatile organic/inorganic compound content. It shall be the sole responsibility of the contractor and his subcontractors to ensure compliance with all environmental regulations, statues, directives, etc., of any governing body having jurisdiction over the contractor or his subcontractors as may be identified in any specific task assigned under this contract.

4.8.2 In no event shall the Government be held liable for the contractor’s failure and/or the subcontractor’s failure to comply with the applicable environmental regulations in force at the time of contract award or as amended during the life of the contract. Further, the contractor and his subcontractors agree to hold harmless in total the United States for any direct or consequential violation of any environmental regulation, ordinance, or statue. In the case where more than one environmental requirement is present, the most stringent shall be complied with.

4.8.3 Local, state, and federal personnel will conduct no-notice inspections to ensure compliance with all environmental requirements. Written notification of any findings from such an inspection will be forwarded to the CO.

4.9 Notices of Violations, Judgments and Consent Agreements. Provide the CO all information relative to notices of violations, judgments and consent agreements pertaining to environmental violations associated with this PWS.

4.10 Hazardous Material (to include all petroleum products). The contractor shall provide written notification to the Hazardous Material Cell and oversight Unit Environmental Coordinator (UEC) when hazardous materials/chemicals are to be used for work performed on base including a list of hazardous materials/chemicals used including MSDS’ and a list of each work activity/process required to use hazardous materials/chemicals. This will be accomplished by filling out AF form 3952 and forwarding the MSDS and the list of hazardous materials and all chemicals to Hazardous Material Cell and oversight Unit Environmental Coordinator (UEC) prior to work starting. Any changes to hazardous materials will be reported in the same manner prior to use. The UEC and/or CO will train contractor on how to fill out the AF 3952. The points of contact for the Hazardous Material Cell and UEC will be provided by the Government.

4.11 Hazardous Waste. It is not expected that the work from this contract will create any hazardous waste on Robins AFB. If any hazardous waste is created on Robins AFB, please consult with the CO for further guidance. (CDRL A001)

4.11.1 All hazardous waste must be controlled to prevent unauthorized access.

4.11.2 Notification of Environmental Spills while on Robins AFB. In the event of an emergency, the contractor shall report the spill or release of any hazardous material in excess of 1 quart or petroleum substance in excess of 2 gallons in the environment or any size spill that reaches the ground or waterway to the Base Fire Department at extension 222-2900 or 911 from a Robins AFB telephone. The Base Fire Department will notify other Base agencies. For a non-emergency spill contact the oversight organization Government PMO or UEC.

4.11.3 In the event of a spill on Robins AFB, if safe to do so, immediate measures shall be taken by the contractor to contain the spill and prevent it from entering any Base drainage system. Adequate spill kit material will be provided by the oversight organization. The contractor may be required to complete an Oil and Hazardous Substance Spill Report as directed by 78 CEG/CEV, Environmental Management. The oversight organization will assist in filling out any such report. Notify the CO of the spill immediately following initial reporting. If it is determined that the contractor caused the spill, the contractor shall be liable to pay clean up costs.

4.12 Scrap Tire Management. Scrap tires must be managed in accordance with Georgia Law 391-3-4.19 as applicable.

4.13 Quality Control.

4.13.1 Within 20 calendar days after contract award, the contractor shall develop and provide to the CO and Government PMO, a draft Quality Control Plan that includes the contractor’s Safety Plan (CDRL A001). The program shall be reviewed and accepted by the Government’s Safety Office (402 MXW/SEG) and the CO and be finalized within 30 calendar days after contract award.

4.13.2 Government personnel will inspect contractor operations in accordance with the Performance Plan and other regulations listed in Section 5 of this PWS.

4.14 Green Procurement Program (GPP): The contractor shall comply with the Green Procurement Program in accordance with Federal (EO 13423) and DoD and AF (GPP) policy. Green Procurement is the purchase of environmentally preferable products and services. These products are preferred because they conserve resources, create less pollution and waste, or eliminate health and safety risks. The Green Procurement Program (GPP) includes these mandatory components:

· Recycled content products, also known as Comprehensive Procurement Guideline (CPG) Items http://www.epa.gov/cpg/products.htm

· Energy Star® and energy-efficient products; energy efficient standby power devices http://www.eere.energy.gov/

· Bio-based products http://www.biobased.oce.usda.gov/fb4p/

· Non-ozone depleting substances http://www.epa.gov/ozone/snap/lists/index.html

4.15 Continuation of Essential DoD Contractor Services During Crisis (DoD 3020.37). The FC/FD has determined that this requirement is not Mission Essential in accordance with DoDI 3020.37.

4.16 Deliverable:

CDRL A001, DI-QCIC-81722/T, Quality Program Plan. The contractor shall submit a draft Quality Program Plan to include the following Safety Plan requirements within 20 calendar days of contract award. The program shall be reviewed and accepted by the Government’s Safety Office (402 MXW/SEG) and the CO and be finalized within 30 calendar days after contract award.

5.0 References:

Executive Order 13423—Strengthening Federal Environmental, Energy, and Transportation Management

26 Jan 07

Section 3, paragraph (e)

Change 1, 26 Jan 96

Paragraph 6.1

AFI 21-101, Aircraft and Equipment Maintenance Management

29 Jun 06

Paragraphs 10.10.15, 10.11, 10.12, 10.15, and 14.41.2.14

AFI 21-101_AFMC Sup_402MXW Sup Management

24 Jul 09 Paragraphs 10.9.1.5.2, 10.12.4.1.2.3, and 14.41.4.2.1

AFI 91-301, Air Force Occupational and Environmental Safety, Fire Protection, and Health (AFOSH) Program

RAFBI 32-2001, The Fire Protection Operations and Fire Prevention Program

24 Sep 04

Paragraph 2.5

PWS Attachments:

1. Golf Cart Inventory

2. Work Order Service Requirements

2.1 Electric Powered, 180-day PM/PMI

2.2 Electric Powered, 360-day PM/PMI

2.3 Air Cooled, Gas Powered, 180-day PM/PMI

2.4 Air Cooled, Gas Powered, 360-day PM/PMI

2.5 Liquid Cooled, 2 Cylinder, Gas Powered, 180-day PM/PMI

2.6 Liquid Cooled, 2 Cylinder, Gas Powered, 360-day PM/PMI

2.7 Diesel Powered, 180-day PM/PMI

2.8 Diesel Powered, 360-day PM/PMI

2.9 Prepare for Use

2.10 Prepare for Turn In

3. Staging Area Map