Vehicle_Maint_PWS__19_Nov_2014.pdf

PERFORMANCE WORK STATEMENT

(PWS)

VEHICLE MAINTENANCE

19 November 2014

UPDATES/CHANGES/DELETIONS.

Added: 1.1.3. Allied Trade/Corrosion Control “The contractor shall repair all vehicles associated with reportable accident and abuse cases to OEM condition.”

Deleted: 1.1.4. Vehicle Abuse/Accident “shall be accomplished under Over and Above procedures and must be approved in writing by the COR prior to the start of work (Accident/Abuse repairs exceeding $3,000.00 must be approved by the CO).”

Updated: Appendix 2 Vehicle Master List “Regis Fleet Vehicle Total = “752” updated to “Regis Fleet Vehicle Total =”795”

Updated: Appendix 2 Vehicle Master List “Total Fleet Vehicle Total = 804” updated to “Total Fleet Vehicle Total = “898”

Deleted: Appendix 6 “Deleted”

1.0. DESCRIPTION OF SERVICES. The contractor shall provide all labor, vehicles, personnel, equipment, tools, materials, supplies, and computer equipment except as listed in Section 3, Government Furnished Property and Services. The contractor shall provide Vehicle Management and Analysis (VM&A) services and scheduled/unscheduled maintenance for approximately 1,100 vehicles assigned to Robins Air Force Base and within a permissible operating distance (POD) of 100 miles. (AFI 24-302, AFI 24-301, AFMAN 24-307, T.O. 36-1-191, RAFBI, Instalation Policies, and Maintenance Operating Instructions (MOIs)

1.1. VEHICLE MAINTENANCE. Vehicle maintenance provides efficient and economical maintenance services to support the mission. Vehicle maintenance services include: Vehicle Management & Analysis, Corrosion Control activities, Fleet Management, Vehicle Control Function, Maintenance Control, Customer Service Center Operations, Tool Control Program, and Material Control.

1.1.1. Vehicle Management & Analysis (VM&A).

1.1.1.1. Mission Capable Rates. The contractor shall maintain a minimum base vehicle fleet Mission Capable (MC) rate of 90% on a monthly basis and update performance metrics. The contractor shall maintain a base fleet 24-hour-turn-around-time of 60% on a monthly basis and provide a monthly status report.

1.1.1.2. Maintenance Program. The contractor shall establish a scheduled maintenance program to maintain an overdue rate of no more 2 deficiencies per month (IAW TO 36-1-91). The contractor shall use OLVIMS to schedule vehicles for maintenance four weeks in advance of due dates, generate monthly overdue reports and produce a weekly no-show listing to the Government Project Manager (GPM) for any missed appointments. Failure of the unit(s) to produce vehicles at the scheduled time for maintenance will not be held against the contractor; however, the contractor is responsible to notify the government of any overdue status. The contractor shall report difficulties in obtaining vehicles to the GPM for resolution on the first business day of each week. Overdues are considered a safety violation. (AFI 24-302, para 1.11, 6.5.2.1, 10.3.2.2, 2.38, 4.1.10, 4.1.13, 4.10.1, T.O. 36-1-191)

1.1.1.2.1. Reports/Data transfer. The contractor shall upload Halverson and Turner OLVIMS data to the VM Community of Practice (VM CoP). VM&A will transfer “Daily” OLVIM files to the VM CoP after completing end of day processing. “Monthly” files must be updated NLT the 15th of the month.

(AFI 24-302, para 4.2.3.3, 4.31)

1.1.1.2.2. On-site Maintenance. The contractor shall provide on-site scheduled maintenance on vehicles and equipment which cannot economically be delivered to maintenance facility because of design or immobility.

1.1.1.2.3. Vehicle Transport. Transportation of vehicles to and from maintenance that are not suited for over-the-road operations shall be coordinated with the Vehicle Dispatch, notify GPM or COR of any difficulties.

1.1.1.2.4. 5th CCG Support. The contractor shall provide scheduled and unscheduled maintenance repairs/service for equipment/vehicles assigned to 5th CCG. The estimated work load is 330 assets. The contractor shall be responsible for satisfactory completion of repairs work assigned to the 5th CCG.

1.1.1.2.5. Vehicle Yard Check. The contractor will accomplish vehicle yard check on the second work day of the week NLT 1000 hours. The report shall be generated from OLVIMS IAW AFI 24-302, para 4.16 and AFCSM 24-1.

1.1.1.2.6. Vehicle Control Officer (VCO) listing. The contractor will develop/maintain a list of Vehicle Control Officers and provide it by the 15th of every month to the GPM. This is a living document and developed in electronic format and includes the following information: name, grade, official mailing address and telephone number(s)/ext of the unit’s primary VCO/alternate VCO. The listing will also include 2 digit organization code, 24 hour contact information, e-mail address and fax number(s). (AFI 24-302 para 2.24.5, 4.1.34, 4.1.34.1, 4.1.34.2, 4.1.34.2.1, 4.1.34.2.2)

1.1.1.3. Vehicle Repair. The contractor maintain, repair, and service vehicles, vehicular equipment and equipment in a safe and serviceable condition IAW T.O. 36-1-191. The contractor shall ensure all scheduled/unscheduled maintenance repairs are accomplished with no more than five deficiencies per month. Contractor shall prepare and submit Deficiency, Warranty and Unsatisfactory Reports utilizing Joint Deficiency Reporting System (JDRS). Schedule, track, accomplish and record all TCTOs, SBs, OTIs, SOUMs, MAMs, TCIs, SIs, and Manufacturer Recalls IAW written instructions with no more than 1 TCTO, OTI or SBs late implementation per month. Notify COR and VEMSO via e-mail, when completed. (AFI 24-302, para 4.11, 4.19, 5.3.1.3, 5.4.8, 5.40, 7.19.2, 7.19.3, 7.20.21, 7.41.19, 8.13, 9.2.15, 12.1.7.5, A8.4.3 and T.O. 36-1-191)

1.1.1.4. Vehicle Records. The contractor shall load newly assigned general/special vehicle and equipment static data into OLVIMS and when applicable Standard Base Supply System (SBSS) utilizing the Consolidated Request Information System Tool (CRIS) with no more than two deficiencies a month. A historical record will be kept for all assigned vehicles and equipment. (AFI 24-302 para 1.11.5, 3.11.7, 3.15.24, 3.15.35, 3.16.3, 3.17.4, 3.17.4.3, 3.33, 4.1.2, 4.2, 4.4, 4.13.1, 7.6, 8.28, 8.29 and AFSCM 24-1 para 5.3)

1.1.1.5. Essential Repair. The contractor shall provide essential services for repair of emergency/critical/sortie generating vehicles as detailed in AFI 24-302, table 2.1 & 2.2, para 3.25.5.

Examples include flight line assets, air crew, crash rescue and firefighting trucks, tactical, 463L, MHE, sweepers, and base recovery/construction efforts.

1.1.1.6. A weekly overdue Scheduled Maintenance report shall be developed in electronic format and include the following organization the vehicle is assigned, vehicle registration number, vehicle type, scheduled due date and name of the person from the using/assigned organization that was contacted.

1.1.2. Fleet Management. The contractor shall serve as Fleet Manager for vehicles assigned to Robins AFB and Tenant Units, excluding the 116th Aircraft Control Wing. Fleet manager duties include establishing and managing the Base Vehicle Control Program to include GSA leases. The contractor shall provide accountability of the base vehicle fleet, utilization/rotation analysis of vehicle fleet and annual vehicle inspections. Logistics Installation and Mission Support Enterprise View Vehicle View (LIMS-EV) will be used to produce utilization analysis report. The contractor shall manage the DOD Fleet Credit Card System used by personnel to purchase fuel off-base. (AFI 24-302, 4.4, 4.15, 4.38, 4.53, 4.72, and Attachment 10)

1.1.2.1. Recall List. The contractor shall annually prepare a vehicle priority recall list (VPRL) for vehicle replacement, emergency recalls, and shortages submitted NLT the 15th of October. The contractor shall annually prepare a Minimum Essential Level (MEL) vehicle priority recalls vehicle listing for the fleet submitted NLT the 15th of October.

1.1.2.2. Vehicle Control Program. The contractor shall manage the assigned vehicle fleet using Logistics Installation and Mission Support Enterprise View (LIMS-EV Vehicle View), the Consolidated Request Information System (CRIS) Tool and the Vehicle Data Quality Dashboard

(VDQD). The contractor will manage the AF Form 601 coordination to establish/delete vehicle authorizations with no more than two deficiencies per month. The contractor shall establish and maintain a base-wide Vehicle Control Program (VCP). Purpose of the Vehicle Control Program is to ensure units meet Air Force vehicle management goals. Base activities with vehicles assigned and maintained by Vehicle Management on a permanent basis shall have a Vehicle Control Program. Contractor shall provide VCO/VCNCO training for all units with appointed VCOs/VCNCOs. T.O. 36-1-191 and AFI 24-302, Sec 4G, 4E. (AFI 24-302, para, 4.1, 4.26, 4.32, 4.53, 7.5.3, Section 4B, Section 10G, Attachment 8 and T.O. 36-1-191).

1.1.2.3. Vehicle Control Officer Program. The contractor shall establish a Vehicle Control Officer (VCO) program, generate a VCO/VCNCO list with 24-hour contact information and brief VCO/VCNCOs (in mass or individually as mission permits) on official use, accountability, and host nation/local use restrictions, weather/geographic related conditions, preventative maintenance, safety, operator care and any other information deemed necessary by Vehicle Management and vehicle management procedures. The contractor will inspect at least 25 percent of each unit‘s AF owned or leased vehicle fleet every calendar year using AF Form 4431, Vehicle Assessment Inspection and assessment scoring. NLT 1 March each year, VM&A will provide average score, analysis, comments and/or trends to using organization‘s VCO/VCNCO and GPM, commander or equivalent. Copies of AF Form 4431 will be provided to VCO/VCNCO or using organization‘s commander upon request.

There will be no more than one deficiency annually. (AFI 24-302 para. 4.53.8.1, 4.53.8, 4.53.8.3.1, 4.53.8.3.2, 4.53.8.4, 4.53.8.5, 4.53.8.6, 3.53.54, 53.8 4)

1.1.2.4. DLA-DS Turn-In. The contractor shall prepare and process vehicles/equipment for shipment and turn-in Defense Logistics Agency-Disposition Services (formerly Defense Reutilization and Marketing Service (DRMS)) IAW T.O. 36-1-191, Chapter 8. The contractor shall meet the suspense dates established by VEMSO, HQ AFMC/ A4RV or the GPM. The contractor shall be responsible for maintenance costs associated with the repair of vehicles transferred to another base when determined by the GPM that the vehicle did not meet the requirements listed in T.O. 36-1-191, Chap 1.

1.1.2.5. Form 9. The contractor shall provide data for the government resource advisor to initiate an AF Form 9, Request for Purchase, to rent/lease vehicles/equipment to meet peak workloads or special requirements demands.

1.1.3. Allied Trade/Corrosion Control. The finish for vehicles and equipment shall be in such condition to afford adequate protection against rust or corrosion, in accordance with T.O. 36-1-191. As part of a corrosion control program, the contractor shall annually paint, mark and stencil a minimum of 3% of vehicle fleet (Appendix 2). The contractor shall repair all vehicles associated with reportable accident and abuse cases to OEM condition.

1.1.4. Vehicle Abuse/Accident. Vehicle Abuse/Accident. Vehicle abuse is normally considered damage caused by willful or neglectful acts of improper operation or care. Vehicle accident is basically a result of a collision. The 78th Logistics Readiness Squadron Commander establishes local reporting procedures and these procedures must be fully supported by all commanders to be totally effective. Using organizations fund repairs resulting from vehicle accidents and abuse and repairs. These types of repairs will be accomplished during normal duty hours. Accidents/abuse damages caused by contractor personnel will be repaired at no cost to the government. (AFI 24-302, para 1.13, 4.1.5, 4.7) The contractor shall initiate, document, follow-up and file accident and abuse reports/ investigations for incidents where government vehicles are involved IAW Local Accident and Abuse Policy. The contractor shall forward accident and abuse reports/investigations to the Flight Chief/GPM within 10 workdays for review. The contractor shall document and file investigation findings. The contractor shall maintain an accident log for all vehicle/equipment accidents/abuse containing vehicle registration number, organizational identification, cause, cost of repair, and data on when the task opened and closed. (AFI 24-302, para 1.13, 3.23.4, 3.35.2, 4.1.5, 4.7, 7.19, 7.19.4, 7.20.14 table 7.2 and AFCSM 24-1)

1.1.5. Maintenance Control

1.1.5.1. Vehicle Add-on/Modifications (Installation/Removal of Vehicles Accessories). Special accessory is an item added to a vehicle to meet an operational requirement. The item may be transferred from one vehicle and installed on another vehicle when authorized by the COR/GPM.

Examples of accessory and special equipment are Automotive Information Module II (AIM2), spotlights, spare tire racks, mirrors, horns, coolant/oil/battery heaters, lights, campers, cargo shells, hydraulic tail gates, and tow hitches. The contractor shall provide labor and miscellaneous supplies to install and transfer vehicle accessories and special equipment needed to meet mission requirements as approved by the GPM. All accessories and special equipment to be installed will be provided by or reimbursed by the owning organization. (AFI 24-302, para 3.34, 4.29.5)

1.1.5.2. Customer Service Center (CSC). The CSC is the point of contact between the vehicle user and vehicle management. The contractor shall ensure the Vehicle Operator’s Inspection Guide and Trouble Report are completed by the vehicle operator before leaving vehicles at Customer Service for maintenance. CSC technicians debrief vehicle operators and perform incoming inspections on vehicles for the purpose of determining maintenance requirements.

1.1.5.3. Tire Repair/Replacement/Disposal. The contractor shall provide tire repair/replacement services for on-base vehicles (excluding golf carts) and respond to roadside tire service for vehicles located within the Permissible Operating Distance (POD) of 100 miles. For on base requests, contractor shall respond within one hour and for all off-base within the POD, the contractor shall respond within 2 hours of request. The contractor is advised that the Georgia Environmental Protection Division (EPD) may assert that the contractor is acting as a generator of scrap tires while performing work under this contract and must obtain a Georgia Scrap Tire Generator Identification Number and comply with additional Georgia laws and regulations regarding the handling or transport of scrap tires. The contractor is responsible for determining which federal, state, and local laws are applicable to performing work under this contract and to comply with all applicable laws and regulations, environmental or otherwise.

1.1.5.4. Mobile Maintenance. The contractor shall establish a process and perform mobile maintenance for disabled government vehicles both on base and off base within the POD. The contractor shall arrive at the disabled vehicles location within 1 hour of call from 0700 to 1600 during the normal duty day (M-F) and within 2 hours for all other times with no more than 2 deficiencies per month. The contractor shall also repair transient vehicles and equipment within the 100 mile POD. The contractor shall maintain a mobile maintenance log that contains the following: Vehicle Registration Number, date and time request was received, vehicle location, deficiency, name and organization of person requesting service and date and time repair was completed.

1.1.6. Materiel Control:

1.1.6.1. Tool Control Program (TCP): The contractor shall establish a tool control program for all tools to include mobile maintenance, tire repair truck, and Individual Tool Kits (ITK), Consolidated Tool Kits (CTK) within 30 days after the start of contract date. The primary focus of the TCP is to prevent Foreign Object Damage (FOD). Contractor shall provide all tools, toolboxes, replacement tools and all costs associated with the tool control program (except those listed on attachment 3). (AFI

24-302, para 1.4.4.5, 5.41 and applicable MOI). There shall be no more than one deficiency per month.

1.1.6.2. Parts. The contractor shall ensure the parts used on government vehicles meets or exceeds the Original Equipment Manufacturers (OEM) standard. Parts exceeding $3,000.00 must be approved by the CO. The request must include 3 estimates or a justification for sole source. Government will provide any military spec parts through Standard Base Supply Systems (SBSS). Otherwise material control will be required to purchase parts commercially. The contractor will be responsible for maintaining the vehicle maintenance bench stock program. Training will be provided by the government. The contractor is responsible to procure, receive, track, invoice and inventory all parts and supplies to include SBSS bench stock. The report shall be developed in electronic format for parts on order, non-mission capable supply (NMCS) and delayed over 30 days. The report will be kept on hand and a copy provided to the CORs the last work day of the week NLT 1200. It will include the following information work order number, vehicle registration number, purchase order number, date ordered, parts description, NMCS date, estimated date delivery, source/vendor name and POC/phone number. There shall be no more than one deficiency per month. The contractor shall make available all commercial parts invoices. These invoices/charges will be validated by COR for deficiencies. There will be no more than one deficiency per month.

1.1.7. Facility Management. The contractor shall function as Facility Manager for facilities furnished (SEE APPENDIX 4) and must obtain training from Civil Engineering within 30 days of contract start.

Documented monthly follow-up action is required for all open work orders exceeding 30 work days until the situation is resolved. The contractor shall provide the Flight Chief/GPM with a monthly report of all open work orders to include work-orders exceeding 30 days.

1.1.8. Technical Order Library Management. The contractor shall maintain electronic/printed Technical Data Files and Technical Orders for all assigned vehicles/equipment. Printed commercial and Technical Data Files/Technical Orders (T.O.) are maintained in Bldg.319, Rm 109. The contractor shall appoint a Technical Order Distribution Account Manager/customer representative to manage the Technical Data Files/Technical Orders (T.O.). Training for the Enhanced Technical Information Management System (ETIMS) will be made available/provided by the government. The T. O. Library has approximately 600 manuals. (IAW TO 00-5-1-WA-1, AF Technical Order System)

2.0. SERVICES SUMMARY

Performance Objective PWS para.

Performance Threshold

SS-1 Establish a scheduled maintenance program

1.1.1.2

No more than 2 deficiencies per month

SS-2 Maintain Base Mission Capable Rate (MC)

1.1.1.1 Maintain a monthly 90% MC rate & 60% 24hr return rate

SS-3 Input all static data for assigned vehicles

1.1.1.4

No more than 2 deficiencies per month

SS-4 Manage TCTO, OTI and SBs Program 1.1.1.3

No more than 1 TCTO, OTI or SBs late implementation per month

SS-5 Provide mobile maintenance

1.1.5.4

No more than 2 deficiencies for On base requests (Within 1 hour) No more than 2 deficiencies for off base requests (Within 2 hours)

SS-6 Maintain a Quality Control Program 4.16

No more than 1 deficiency per Quarter

SS-7 Maintain a Safety and Health Plan 4.8

No more than 1 deficiency per month.

SS-8 Manage Vehicle/Equipment Action Request (Form 601)

1.1.2.2 No more than 2 deficiencies per month.

SS-9 Submission of Required Reports

4.1.1, 4.1.2, 4.1.3

No more than 1 deficiency per report/analysis

SS-10 Annual Wing Assessment Vehicle Inspection

1.1.2.3 No more than 1 deficiency annually.

SS-11 Quality of scheduled/unscheduled maintenance

1.1.1.3 No more than 5 deficiencies per month.

SS-12 Delayed Parts Follow Up 1.1.6.2

No more than 1 deficiency per month.

SS-13 Manage Vehicle Maintenance Commercial Parts

1.1.6.2 No more than 1 deficiency per month.

3.0. Government Furnished Property & Services The Contractor shall maintain, account, track and manage government property in accordance with industry standards and Appendix 3. The contractor shall annually perform, record and disclose physical inventory results to the GPM and when requested, the Property administrator.

3.1. Facility Space/Equipment/Property. The government will furnish facility space/ equipment/property as listed in Appendix 4.

3.2. Shop Equipment. The contractor shall maintain shop equipment IAW manufactors specification listed in Appendix 3. Additionally, the contractor shall establish a maintenance calibration program for GFE tools and equipment requiring calibration. These tools shall be sent to the on-base Precision Measurement Equipment Laboratory (PMEL) when calibration is due. The contractor is responsible for maintenance, repair and updates of diagnostic equipment including Vehicle alignment rack, vehicle engine/computer system testers, and battery testers. The contractor shall establish a maintenance calibration program for contractor owned/lease tools and equipment requiring periodic/scheduled calibration.

3.3. Government Furnished Services. Local Area Network (LAN) and monitored/restricted internet access. The Government will provide LAN, internet access and support as necessary to perform tasks/functions. All assigned contract personnel must be issued a CAC which provides access to DoD computer networks and systems. The contractor shall comply with all security requirements pertaining to LAN/internet usage and shall ensure services are utilized only for official matters. All computers requiring government connections must be scanned/imaged according to the Information Protection/Assurance Office prior to use and wiped clean by said office before leaving the installation. The Government shall provide telephone service consisting of Class 3 (formerly referred to as class C). Telephone service classes are defined in AFI 33-101, Section 54. The Contractor shall ensure that usage of Government provided telephones is limited to only official Government business related to the performance of this contract.

3.4. Equipment/Vehicle Management. Custodian Authorized/Custody Receipt Listing R-14 (CA/CRL). The CA/CRL is property accounted for under the base supply system. The contractor shall manage CA/CRL for Vehicle Management Flights. Training will be provided by government upon appointment of a primary and alternate custodian. Custodians shall complete a physical inventory of the accounts within 30 days after contract start date and annually thereafter.

4.0. GENERAL INFORMATION

4.1. Status Reports. The contractor shall provide a monthly report as requested to include estimated time in-commission, vehicles-undergoing repair and critical vehicle reports request to the GPM, COR and the applicable Vehicle Control Officer. The contractor shall maintain copies of all analysis and inspections for the duration of the contract with no more than one deficiency per report/analysis.

4.1.1. Weekly Status Report. Prepare and submit as required the following weekly status reports. All Reports may be sent by email. (Ref CDRL EXHIBIT A001)

1. Overdue Schedule Maintenance: Paragraph 1.1.1.6 Reports will be electronic or locally generated IAW publications and will include the following:

a. Organization

b. Registration number

c. Vehicle type

d. Scheduled due date

e. Person contracted

2. Vehicle Yard Check: Paragraph 1.1.1.2.5

a. Vehicle registration number

b. Work center

c. Management code

d. Make/type

e. Shop Status

f. Remarks

g. Work order number

h. Date received

i. Time received

3. Parts over 30 days: Paragraph 1.1.6.2

a. Work order number

b. Vehicle registration number

c. Purchase order number

d. Date ordered

e. Parts description

f. NMCS/VDP Date

g. Estimated date delivery

h. Vendor and POC/phone number

4.1.2 Monthly Status Report (Ref CDRL EXHIBIT B001)

1. CE work order status: Paragraph 4.19 Report shall be in electronic format and include the following:

a. Facility number

b. Work order number

c. Date/time opened

d. Description/discrepancy

e. Status

f. Priority

g. Requestor

2. Vehicle Control Officer (VCO) listing: Paragraph 1.1.1.2.6

a. Primary Vehicle Control Officer (VCO)

b. Organization code

c. VCO name (primary)

d. VCNCO name (alternate)

e. Primary/Alt phone/ext

f. VCO fax number

g. 24-hour contact information

4.1.3 Annual Status Report (Ref CDRL EXHIBIT C001)

1. Vehicle Minimum Essential Levels and Priority Recall List: Paragraph 1.1.2.1 Reports will be electronic or locally generated IAW publications and will include the following:

a. Organization

b. Command

c. Organization code

d. Management code

e. Nomenclature

f. Quantity assigned

g. Quantity essential

h. Quantity recallable

2. Utilization/Rotation analysis: Paragraph 1.1.2 Report shall be in electronic format and include the following; reference

a. Nomenclature

b. Miles/Hours

c. AF vehicles

d. Miles/hours

e. Total vehicles

f. Annual goal

g. Base Mean

4.2. Meeting Attendance. The contractor shall attend and participate in meetings related to vehicle maintenance issues as requested by flight chief, GPM or COR. This includes prepairing statics, slides and brifing materials for meetings as requested by the GPM.

4.3. Inspection/Audit/Compliance. The contractor’s program for vehicle management shall include passing any outside audits or inspections. These inspections include but are not limited to Wing Inspection Team (WIT), Consolidated Unit Inspection (CUI), Quality Assurance Inspections (LGLOQ), Hazardous Waste management, Environmental Assessments (internal/external) and higher headquarters on-site visits. Management Internal Control Toolset (MICT) and other self-assessments tools will be used to ensure contractor is compliant with AFIs/TOs. The GPM/COR will provide notice of any given inspection as soon as notification is received. The contractor shall provide vehicle maintenance support, as required, for contingencies, exercises, surge operations, and any inspections/audits.

4.4. Hours of Operations. The normal workday extends from 0700 to 1600 Monday through Friday for the Vehicle Management Flight.

4.4.1. Down Days/Energy Days. Historically, Robins AFB designates 2 down days, 2 Energy days and four Family days per calendar year. The Contractor will be provided actual dates when these events are scheduled and released. The purpose of the Energy days is to cut the costs associated with the operation of facilities. Therefore, the Contractor will not be required to be on duty for the two Energy days. The Contractor will still be required to provide on-call services if necessary during the Energy days as outlined in the following sections of this PWS;

1.1.5.4. Mobile Maintenance.

1.1.5.3 Tire Repair/Replacement/Disposal.

4.6 Emergency or Special Event Services.

4.6. Mission Essential Services/Essential Services during Crisis.

4.10. Emergency Operations.

4.5. Recognized Holidays. New Year’s Day, Martin Luther King Day, Presidents Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day and Christmas Day. If the holiday falls on a Saturday, it will be observed on Friday. If the holiday falls on Sunday, it will be observed on Monday.

4.6. Emergency or Special Event Services. On occasion, services may be required to support an activation or exercise of contingency plans outside the normal duty hours described above.

4.7. Training: The contractor shall obtain Standard Base Supply System (SBSS) training from 78 LRS and be knowledgeable of applicable policies and publications.

4.8. Safety Program. The contractor shall submit a Safety Plan within 30 days of contract start date.

The contractor shall maintain a government approved Safety Plan as part of the Contractor Safety Program. The contractor shall assign, by name and phone number, a point of contact, for safety and health issues for on-site operation. The contractor shall provide all necessary Personal Protection Equipment (PPE) to accomplish the mission. For safety reason no contractor will work alone in government provided facilities (two man concept). The only exception is when the operator of the vehicle/equipment is within direct line of sight of the contractor. The government shall validate enforcement of the contractor safety and health plan with no more one deficiency per month. The contractor is encouraged to consider aspects of the Voluntary Protection Program administered by OSHA when developing its Safety Program.

Compliance with AFI 91-202, AFMC Sup 1 is mandatory. (AFI 91-203) (Ref CDRL EXHIBIT F001)

4.9. Mission Essential Services/Essential Services during Crisis. The Functional Commander/Director has determined, by placing in writing their decision, that the following requirement are Mission Essential (M-E) in accordance with DoDI 1100.22, Policy and Procedures for Determining Workforce Mix and DFARS 237.76, Continuation of Essential Contractor Services: Vehicle Maintenance: Mobile Maintenance, (1.2.5.4), and Essential Repairs, (1.2.1.5).

4.10. Emergency Operations. Upon notification, the contractor shall provide Vehicle Maintenance support of mobility operations, contingency plans, activations or exercises, natural disasters and real-world deployments. Contractor shall establish and maintain procedures for recalling of personnel. In addition, some special events such as open houses, presidential visits or contingencies may require a mechanic to be on site as determined by the GPM. The contractor shall be knowledgeable of mobility deployment requirements and provide the support outlined in RAFB Installation Deployment Plan (IDP).

4.11. Security Requirements/Identification Badges.

4.11.1. The contractor shall ensure that sufficient personnel on duty have appropriate security clearances to meet and maintain requirements. The contractor shall appoint a security manager for all security requirements and identification badges. The contractor shall complete a “Request for Identification Credential” (AFMC Form 496) for each employee of the contractor requiring access to Robins AFB. The contractor shall submit this request directly to the GPM. The Government will provide a completed “Identification Credential” (AFMC Form 387), which shall be issued, displayed and surrendered IAW RAFBI 31-101, Chapter 8.

4.11.2. Contractor Identification Badges. The Contractor’s PM or alternate shall complete all necessary documents for all Contractor personnel requiring access to Robins AFB. Common Access Cards (CAC) with AF network access will be required for all on-site Contractor personnel. The Contractor’s PM will insure completion of DD Form 1172 for each on-site employee. Each employee must present the DD Form 1172 to 78 MSS (Military Personnel Flight) to receive their CAC. The Government shall provide appropriate identification cards which shall be issued, displayed and surrendered as directed in RAFBI 31- 101, Installation Security Program. The Contractor PM shall ensure that all employees have the proper identification credentials prior to entering Robins AFB.

4.11.3. The Contractor’s PM or alternate shall complete an “Unescorted Entry Authorization Certificate” (AF 2586) for each employee requiring entry into controlled and/or restricted areas. The Contractor shall request restricted area badges for employees according to RAFBI 31-101, Installation Security Program. This request shall be submitted to the 78 LRS Security Manager.

4.11.4. Security Clearances. All Contractor personnel shall, at a minimum, have a completed and favorable NAC in accordance with AFI 33-202, Chapter 5, if necessary. For Contractor personnel requiring unescorted entry to restricted areas, access to sensitive unclassified information, access to Government automated information systems (AIS) and/or sensitive equipment not involving access to classified information, the Contractor's personnel security questionnaire is processed by the sponsoring AF activity per DOD 5200.2-R and AFI 31-501. Each Contractor requiring access to Government automated information systems will require a National Agency Check (NAC), as a minimum, in accordance with Dodd 5200.2-R. Each contractor employee requiring a NAC shall submit to 78 SFS/S5I one copy of a completed SF85P, Questionnaire for Public Trust Positions, accomplished on the Electronic Personnel Security Questionnaire (EPSQ). Security Forces personnel will then fingerprint the employee on a DD Form 258, Fingerprint Card. (Note: To obtain an EPSQ, visit the 78 SFS/S5 Personnel Security Community of Practice (Cop) page at https://wwwd.my.af.mil/afknprod/DocView.asp?DocID=599534 and download the Subject Edition.) Once the contractor has accomplished the necessary steps to obtain a NAC and 78 SFS/S5I has forwarded the necessary information to the Defense Security Service for the background investigation, interim access can be granted to any individual whose company or government organization provides a statement, signed by a member of company management or a government official, certifying the following:

a) The individual has processed the necessary documentation for a background investigation through their company or through government channels.

b) Access to a government automated information system (AIS) and Email account is required for all personnel in the performance of this contract.

c) It is understood that access will be terminated if the investigation results in unfavorable information.

d) The individual granted interim access will complete AIS training required by AFI 33-204 within 5 days of access.

This statement, attached to the form (DD Form 2875 or similar form) requesting access to AIS, will be sufficient for interim access for up to one year. Upon completion of the subsequent investigation suitability of employment review, favorable notifications are posted in JPAS. 78 SFS/S5I will forward any unfavorable packages to the activity commander for determination of access requirements and eligibility. When the Government is in the process of conducting a NAC investigation on an employee and that individual’s employment is terminated before the investigation is completed, 78 SFS/S5I will be notified by the individual’s supervisor.

4.12. Contractor Personnel.

4.12.1. The contractor shall provide a program manager/point of contact and alternate who shall be responsible for the performance of the work. The names, along with off-duty telephone numbers, shall be designated in writing to the COR within 7 workdays after contract award.

Contract manager and alternate shall have full contractual authority to act for the contractor. The contract manager or alternate shall be on-site during normal duty hours and contingencies.

4.12.2. Certifications. The contractor shall ensure employees have the following current and valid professional certifications before starting work:

4.12.2.1. A valid state vehicle operators’ license for the types of vehicles operated (including Commercial Driver’s License, CDL) is required for all contractor personnel who will operate a Government owned or leased/rented vehicle outside of vehicle maintenance compound (Bldg 319/190).

4.12.2.2. Contractor personnel who perform welding duties on nuclear certified equipment shall be certified for the task IAW American Welding Standards.

4.12.2.3. Mechanics who work on air conditioning shall be certified under the Refrigerant, Recovery and Recycling Review and Certification Program.

4.12.2.4. Mechanics who work on Compressed Natural Gas equipped vehicles shall be certified by Alternate Fuel Motorfuelers Inc. for the task.

4.13. Employee Training

The contractor shall be responsible for training employees to stay proficient and current in areas of responsibility except as specified as Government furnished training (i.e. 60K, LIMS-EV). The government will provide training as directed by the (GPM), on new types of vehicles, equipment and data systems changes associated with the contract. The contractor shall be responsible for employees’ wages, travel and lodging associated with this training. Contractor employees shall attend locally provided Government furnished (job specific) and other recurring training as necessary to fulfill the contract and base requirements. This training includes: Facility Manager, Military Correspondence, Documentation Custodian and Air Force Publication Management, SBSS training, ESS, Base Supply, Security training, OPSEC trains, Environmental and Hazardous Material Management training. Contractor personnel shall attend other government provided training as applicable. The contractor personnel required to operate vehicles on the flight line will be trained and certified by the government (AFI 13-201, chapter 3, AFI 24- 301, chapter 1, Figure 1.2 and RAFBI 13-206). In addition, contractor will report CE work order status to the GPM by the 5th of every month. The report shall be in electronic format and include building number, work order number, date/time opened, discrepancy, status, priority and requestor. The contractor shall ensure personnel that operate either government owned/leased vehicles or equipment in performance of this contract outside of vehicle maintenance compound (Bldg 319/190) shall be certified, by the contractor and at the contractor’s expense, as being fully qualified. This letter shall include; employee name, type of certification and expiration date(s) and will be submitted to the administrative contracting officer. The letter will be updated as necessary and remain on file with OR&L and the administrative contracting officer IAW AFI 24-301. Employees that operate vehicles/equipment for maintenance purposes only, within the vehicle maintenance compounds (Bldg 319/190) must have vehicle/equipment familiarization training. This training will be documented and provided to GPM within 30 days after contract start date and when changes are made.

4.14. Environmental Control.

4.14.1. Focal Point. The contractor shall appoint a single point of contact to serve as the focal point in all matters pertaining to Environmental Management.

4.14.2. Chemical Site Manager. Contractor shall appoint a chemical site manager and alternate for each assigned Chemical Site. The contractor shall provide site specific spill plans for each assigned chemical site. Contractor shall obtain applicable training and maintain certification for all assigned chemical site managers and alternates.

4.14.3. Hazardous Material Pharmacy

4.14.3.1. Compliance. The contractor shall ensure environmental compliance of Vehicle Maintenance functions. Major environmental program areas, which may be affected, include air quality, asbestos, lead-based paint, solid and hazardous wastes and pollution prevention. (Appendix 3) Contractor shall manage and operate Hazardous Material (HAZMAT) Pharmacy Contractor will use residual HAZMAT materials.

As these materials are depleted, the contractor will be responsible to procure all HAZMAT materials (Appendix 3). The contractor shall comply with all applicable federal, State of Georgia, any laws and regulations from other states where disposal might occur and local laws and regulations concerning environmental compliance and pollution prevention. All products produced or generated 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 include 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.

4.14.3.2. Inspections. EM 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 GPM.

4.14.3.3. Notification. The contractor will notify the GPM/COR when new hazardous material/chemicals are required. The notification will include the Nomenclature, MSDS and work activity/process requiring the hazardous materials/chemicals.

4.14.3.4. Safety Data Sheets. SDS sheets are required for each hazardous material/chemical involved.

Compliance with written procedures for disposing of waste is mandatory.

4.15. Handling, Storage and Disposal of Hazardous Material.

4.15.1. Compliance. Contractor shall comply with AFI 32-7042 and Facilities Response Plan (FRP) 19- 2, AFI 32-7080, AFI 32-7086, RAFBI 32-2001 and RAFB Hazardous Material Management Plan for the handling, storage and disposal of hazardous materials. The contractor prior to disposal of any chemicals must obtain EM approval. Contractor shall report the spill or release of any hazardous or petroleum substance in the environment to the Base Fire Department at ext. 911. In addition, the contractor shall provide a complete Oil and Hazardous Substance Spill Report to Environmental Management Directorate (EM) for all spills regardless of size and provide the CO all information relative to notices of violations, judgments and consent agreements pertaining to environmental violations. Contractor will be responsible for all fines and costs associated with improper handling, storage and or disposal of hazardous materials caused by their personnel/employees.

4.15.2. Alternative Fuels. Refuel government owned, leased bi-fuel and flex fuel/alternative fuel vehicles with alternative fuel to the maximum extent practicable.

4.15.3. RAFB Municipal Solid Waste Management Plan. Contractor shall comply with the “Municipal Solid Waste Management Plan” requirements; specifically the recycling and Chapter 4.4, Section II, Part B—Vehicular Products.

4.16. Quality Control Program. The contractor shall submit a Quality Control Plan (QCP) within 30 days of contract start date. The contractor shall maintain the QCP IAW published AFI’s and T.O.’s. The government will conduct quality assurance reviews IAW the Quality Assurance Plan (QASP) and published AFI’s and T.O.’s. The review/inspection will have no more than 1 deficiency per Quarter. (Ref

CDRL EXHIBIT E001)

4.17. Green Procurement Program (GPP). The contractor shall comply with the Green Procurement Program in accordance with Federal (EO 13423), DoD and AF policy. Green Procurement is the purchase of environmentally preferable products and services. (AFI 24-302, para 1.23, 1.30.2, 1.30.2.1, 1.30.2.2, 1.30.2.3, 1.30.2.4, 1.30.2.5, 1.30.2.6, 1.30.2.7, 1.30.2.8, 1.30.2.9, 1.30.2.10, 1.30.2.11, 1.30.2.12, 1.30.2.13, 1.30.3, 1.30.4, 1.30.4.1 and applicable MOI). 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/

Alternative fuel vehicles/alternative fuels http://www.eere.energy.gov/afdc/ Biobased products http://www.biobased.oce.usda.gov/fb4p/ Non-ozone depleting substances http://www.epa.gov/ozone/snap/lists/index.html EPA Priority Chemicals http://www.epa.gov/epaoswer/hazwaste/minimize/chemlist.htm Tires/Petroleum Oil Lubricants 1.16.2.1. EO 13423 and RCRA Section 6002 also require procurement of re-refined oil and retread or post-consumer content tires during acquisition and routine maintenance of vehicles, to include AFVs.

Green Procurement training (Continuous Learning course (CLC 046)) is required for supervisors, personnel assigned to Material Control and any other personnel assigned to Vehicle Management with the authority to order or purchase parts and supplies. This course is available at Defense Acquisition University (DAU) web site.

4.17.1. Green Procurement Program Log. The contractor will maintain the Green Procurement Program Log and document data concerning the use/procurement of all items identified in the designated categories: new/virgin products, exempted items/products. The GPP Log template is available on the VM CoP must be used.

4.18. Environmental Training. All contractors who physically perform work on Robins AFB must receive EMS awareness training within 30 days of contract award. The prime contractor is responsible for ensuring all sub-contractors comply with this requirement. Computer based training is provided by the 78 Civil Engineering Group Environmental Management Division (78 CEG/CEV). Training can be obtained through: 1) Logon with Common Access Card (CAC) to 78 CEG/CEV website and click on EMS

Awareness Training chose option 1; or 2) Without a CAC, request a copy of EMS training from 78 CEG/CEV Workflow mailbox 78ceg.cev.FrontOfc@robins.af.mil

4.19. Orientation Period. To ensure a smooth transition in the change of work effort from the current contract, the contractor shall begin the orientation period at time of award for a period of 20 days.

4.19.1. During the orientation period, the Contractor awarded this contract will be allowed access to the facilities to familiarize supervisors, key personnel and staff with equipment reporting work scheduling, etc. Such access will not interfere with the production efforts of the incumbent contract. To preclude such interference, arrangements for access to Government facilities will be made with the cognizant Contracting Officer.

4.19.2. Contractor personnel will be permitted access to observe operations (workflow, priorities, scheduling, equipment handling, storage, parts, safety, security, etc.)

4.19.3. Orientation period shall be used to obtain security clearances, background checks, National Agency Checks (NAC), as necessary.

4.19.4. Complete some training requirements and accomplish necessary training of contractor employees.

4.19.5. Complete the development of the Contingency Plan and Procedures.

4.19.6. Contractor can verify that required inventories are being conducted (government property to include equipment and materials, as well as on-hand chemicals).

4.20. Phase-out Familiarization Period. The incumbent shall provide familiarization to the follow-on contractor or Government. During the phase-out familiarization period, the incumbent will be fully responsible for operation of the contract as specified in this PWS. The successor contractor may place recruitment notices in facilities designated for Vehicle Maintenance support.

4.2.1. Invoicing. Prior to submitting invoice for final payment, the contractor shall obtain a clearance certification from Pass and Registration stating that all Base identification credentials have been returned or accounted for. The certifications shall be attached to the final invoice at the time of submittal for payment. Failure to comply with these requirements shall result in the Government withholding final payment until full compliance is validated.

4.22. Privacy Act. The contractor shall ensure that all employees both understand and adhere to the Privacy Act of 1974 and its amendments.

4.23. Definitions.

Advisory Publication. An advisory publication provides information and advice to the contractor in performing a particular job or carrying out an operation in a manner compatible with government procedures. An advisory publication is not directive upon the contractor. However, the contractor shall comply with the intent of an advisory publication.

Consolidated Request Information System Tool (CRIS). Web based system used to input request to transfer, ship, rotate salvage vehicles

Custodial Authorization/Custody Receipt Listing (CA/CRL). A form used to account for and list all equipment or vehicles owned by an organization.

Defense Logistics Agency-Disposition Services (DLA-DS). Regional site for the disposition of excess government material. (PWS 1.2.7.2)

Government Project Manager (GPM). The government person with overall responsibility for the services being provided and ensuring quality assurance occurs on contract.

Logistics Installation and Mission Support Enterprise (LIMS-EV) View Data Service that serves as the overarching gateway to enterprise reporting and analysis. The goal of LIMS-EV Vehicle View is to provide One version of the truth. Data comes from SBSS and OLVIMS daily. Data is merged with supplemental tables in order to place information into useable format. The system is designed to arrive at requested data within three mouse clicks or three levels of drill.

Hazardous Material. Under environmental requirements, any material, that once defined as a waste would meet the criteria for a hazardous waste (i.e. reactive, corrosive, ignitable, toxic characteristic waste, acute hazardous waste and toxic waste and cannot be recycled or reused for its original intended purpose).

Similarly, the Transportation Safety Act of 11074 defines a hazardous material as "any substance or material in a quantity or form which may pose an unreasonable risk to health and safety or property when transported in commerce".

Major Maintenance. Maintenance that is generally done in fixed workshops. It includes, but not limited to, the following type of work. (1) repairing and replacing parts, assemblies, subassemblies and components, (2) fabrication of parts, when required (weld, lathe work, etc.), (3) body and structural repairs, (4) painting, (5) upholstery repairs, (6) scheduled inspections, (7) technical order modification and (8) corrosion control.

Minimum Essential Levels. The minimum number of operational vehicles by type an organization must have to perform its mission as approved by the Mission Support Group Commander.

Minor Maintenance. Minor maintenance repair is the changing of parts such as mirrors, radiator and gas caps,…