Elec_Access_PWS_dated_10_May_2016.doc

PERFORMANCE WORK STATEMENT

FOR

MAINTENANCE/REPAIR AND INSTALLATION OF

ELECTRONIC ACCESS CONTROL SYSTEMS

AT

AIR FORCE RESEARCH LABORATORY

ROME RESEARCH SITE

ROME, NEW YORK

ULDF#: 17-0407

DATED: 10 May 2016 11.

OBJECTIVE

11.1.

DESCRIPTION OF SERVICES

22.

GOVERNMENT FURNISHED PROPERTY AND SERVICES

22.1.

No Government Property shall be furnished.

23.

GENERAL INFORMATION

23.1.

DAMAGES TO GOVERNMENT BUILDINGS, EQUIPMENT OR VEGETATION

23.2.

ENVIRONMENTAL REQUIREMENTS

33.3.

PERMITS, LICENSES AND CERTIFICATIONS (RESERVED)

33.4.

HOURS OF OPERATION

33.5.

RECOGNIZED HOLIDAYS

43.6.

SITE CLOSURES

43.7.

SECURITY

63.8.

TRAFFIC LAWS

63.9.

WEAPONS, FIREARMS, AND AMMUNITION

63.10.

PERFORMANCE OF SERVICE DURING CRISIS OR HEIGHTENED SECURITY

63.11.

GOVERNMENT INTERFACE

63.12.

CONTRACTING OFFICER AND CONTRACTING OFFICER REPRESENTATIVE

63.13.

SAFETY

83.14.

EQUIPMENT OPERATORS

83.15.

WORKMANSHIP

83.16.

TOOLS

83.17.

TEST EQUIPMENT

83.18.

SANITARY FACILITIES

83.19.

FOR OFFICIAL USE ONLY (FOUO)

83.20.

CONTRACT MANAGER

83.21.

PERSONNEL

93.22.

KEY CONTROL

9LIST OF APPENDICES: A – Schedule of Equipment/Systems to be maintained

10APPENDIX A

PERFORMANCE WORK STATEMENT

1. OBJECTIVE

The Contractor shall provide all personnel, labor, equipment, tools, materials, instruments, meters, gauges, test equipment, transportation, supervision, and other items and services necessary to perform maintenance, inspections, adjustments, calibration, repair or replacement, and new installation necessary to keep operational all installed Electronic Access Control Systems including additions or changes to these systems. Service is to include repair service call labor, which could be the result of lightning strikes, vandalism, accident or normal malfunction on the equipment.

1.1. DESCRIPTION OF SERVICES

1.1.1. System Modification

The Contractor may be required to install new access readers and associated hardware at various buildings at the Rome Research Site. Associated costs for new access reader installations will be separately priced by contract modification. Labor rates will be pre-priced in accordance with the price schedule. Quote(s) shall be submitted for the new equipment at the pre-priced labor rate and price for new equipment. These quotes will be evaluated and negotiated prior to contract modification.

1.1.2. Maintenance

The contractor shall provide maintenance as scheduled (See Appendix A) to include, but is not limited to: clean all access control readers, magnets, electric strikes, battery terminals, and key pads. Lubricate any of the above components as required, and replace any worn or broken parts.

1.1.3. Inspection

Inspection will be accomplished in conjunction with normal maintenance. It includes but is not limited to: the REX, battery voltage/amp check, and all wiring connections.

1.1.4. Adjustments

The contractor shall make any adjustments as required for proper operation of the system to include but not be limited to: system software, REX units, strikes, springs, strike latch, and lock down delay times.

1.1.5. Repair

The contractor shall provide 24 hour repair service by insuring a means of answering calls for repair (may include calls outside of normal duty hours) emanating as a result of breakdown of any equipment. Service is to include repair service call labor, which could be the result of causes such as lightning strikes, vandalism, accident, or normal malfunction on the equipment. Repair service will be provided not later than four (4) hours after notification for weekdays, weekends and holidays.

1.1.6. Equipment and Parts

The contractor shall repair or replace any equipment and parts, as necessary, to correct each malfunction, deficiency, or other unsatisfactory condition discovered. The Contracting Officers Representative (COR) shall authorize replacement parts in advance of the repairs. Repairs shall be accomplished in accordance with applicable maintenance manuals or, in the absence of such manuals, in accordance with good commercial practices. All parts required to maintain and keep the system in operation are required to be supplied and readily available to prevent any system from being inoperative for over a 24 hour period.

NOTE: Products containing chlorofluorocarbons (CFCs) or ozone depleting substances shall not be allowed or approved for use.

2. GOVERNMENT FURNISHED PROPERTY AND SERVICES

2.1. No Government Property shall be furnished.

3. GENERAL INFORMATION

3.1. DAMAGES TO GOVERNMENT BUILDINGS, EQUIPMENT OR VEGETATION

Damages to Government buildings, equipment, or vegetation are addressed in clause 52.237-2 – Protection of Government Buildings, Equipment, and Vegetation. The Contractor shall use reasonable care to avoid damaging existing buildings, equipment, and vegetation on the Government installation. If the Contractor's failure to use reasonable care causes damage to any of this property, the Contractor shall replace or repair the damage at no expense to the Government as the Contracting Officer directs. If the Contractor fails or refuses to make such repair or replacement, the Contractor shall be liable for the cost, which may be deducted from the contract price.

3.2. ENVIRONMENTAL REQUIREMENTS

In addition to all applicable Federal, State and local environmental codes and regulations, the following specific guidance is provided:

3.2.1. HAZARDOUS MATERIALS

The CO shall approve all hazardous materials brought on-site by the contractor prior to use. The contractor shall obtain approval using the application requirements of the AF Form 3952. Once the process is implemented and contractor is trained, the contractor may submit the AF Form 3952 electronically. The CO has the right to prohibit the use of hazardous materials it deems to be especially hazardous to human health and environment. In the event the CO does not approve a hazardous material for use, the CO may provide the contractor a list of suitable substitutes; however, the contractor shall retain responsibility for finding an acceptable substitute. The contractor shall take appropriate actions to comply with waste minimization and pollution prevention practices and policies.

3.2.2. SPILL RESPONSE

The contractor shall maintain spill control material on hand at all times sufficient to contain a worse case spill, both volume and hazard level. Care will be taken to minimize or avoid fuel spills when refueling equipment. If a fuel spill does occur, it shall be reported immediately to the Environmental Safety and Occupational Health Office (RIOCV) at 330-2098. The fuel spill will be contained and cleaned up immediately upon notification. If the fuel is spilled after regular working hours security police will be called at 330-2961.

3.2.3. PESTICIDES (RESERVED)

3.2.4. HAZARDOUS MATERIALS INVENTORY

The contractor shall maintain an up-to-date hazardous material inventory with copies of SDS(s) for all materials used on the job site. The contractor shall maintain a complete copy of all approved SDS and AF Form 3952s.

3.2.5. HAZARDOUS MATERIALS MANAGEMENT

The contractor shall remove all hazardous materials by the end of each workday.

3.2.6. INTERIM AND FINAL REPORT

The contractor shall submit an interim inventory report, not later than ten working days following each contract year, of all hazardous materials used since the last hazardous usage report to the CO or COR. In addition, the final inventory report will list all hazardous materials used, total amount of each used, and a description of the disposition of any remaining hazardous material over the duration of the contract.

3.3. PERMITS, LICENSES AND CERTIFICATIONS (RESERVED)

3.4. HOURS OF OPERATION

The contractor shall perform services during normal duty hours which are 0800-1600 Monday – Friday, excluding Federal Holidays. The contractor may work weekends and holidays if approved in advance at his convenience. Work required outside of the standard work hours shall be coordinated with RIOC, and RRS Security forces.

3.5. RECOGNIZED HOLIDAYS

The contractor is not required to provide service on federal holidays, except in emergency situations. The holidays are as follows:

New Year’s Day - 1 January

Martin Luther King Day - 3rd Monday in January

Washington’s Birthday - 3rd Monday in February

Memorial Day - last Monday in May

Independence Day - 4 July

Labor Day - 1st Monday in September

Columbus Day - 2nd Monday in October

Veteran’s Day - 11 November

Thanksgiving Day - 4th Thursday in November

Christmas Day - 25 December

If these holidays fall on Saturday, the preceding Friday will be the observed holiday. If these holidays fall on Sunday, the following Monday will be the observed holiday. If a holiday falls on a scheduled service day, the Contractor will be responsible for rescheduling services for the first day post the holiday observance.

3.6. SITE CLOSURES

In addition to the federal holidays identified above, the AFRL Site Director may limit access due to emergency conditions. These conditions may include inclement weather conditions, power outages, and/or other unexpected emergency situations. The Director will announce through public channels, either delayed reporting or closure of RRS facilities due to emergency conditions. This announcement is made solely for safety and security purposes and to inform all personnel (Government and Contractor) of site closure/delayed reporting. The Director is not authorizing time off for contractor employees and is not authorizing payment for work not performed. Contractors shall take all appropriate actions to notify their employees of closure/delayed reporting and make alternate work/schedule arrangements, if necessary.

The above applies to emergency situations only. Facilities will remain open for contractor personnel during unscheduled federal closures (e.g., National Day of Mourning) or other instances where Government employees are granted administrative leave in non-emergency situations. Work scheduled but not accomplished because of site closure will be accomplished as soon as possible after reopening the site.

3.7. SECURITY

3.7.1. ACCESS CONTROL

The work to be done under this contract is located in and around areas that are under the scrutiny of the USAF Civilian Police assigned to Rome Laboratory. To gain access to the area(s) to examine the work to be done for job estimation purposes, arrangements must be made through the Contracting Office. Contractor personnel will be escorted into the area(s) for the purpose of project estimation.

3.7.2. VISIT REQUESTS

The Visit Request can be done via RRS Visit Request Form 31 or a simple Company Letterhead letter identifying all personnel who will be employed during the work will be necessary prior to work commencement. The Visit Request Form 31 or Visit Request letter shall be signed by the Company President or Director of Human Resources. The Contractor will supply the Visit Request to the Security Office (AFRL/RIOF) and Contracting Office (AFRL/RIKO). The request will contain the full name of each individual, to include a middle initial, date of birth, state of driver’s license issuance and city and state of birth. If the individual is not a US citizen they will not be allowed within the complex or facilities. If the individual is not a US citizen but has a Green Card, Form I-551 or has the I-551 stamp on their passport, the Security Office will need to see either one. No foreign national workers are allowed on the Rome Research Site.

3.7.3. CONTRACTOR POINT OF CONTACT (POC)

The Contractors phone number and a Project Leader or Supervisor/Foreman contact number is necessary for use by the Law Enforcement Desk Sergeant. The 24 hour Desk Sergeant can be reached at 330-2961.

3.7.4. BUILDING ACCESS

All facilities are entered using a proximity entry badge. Any personnel such as Supervisor/Foreman or Project Leaders who may need building access for meetings etc., during the contract period, can acquire a Local Contractor Entry Badge from the Security Office located in the lobby of Building 3, West Wing with a valid visit request. This badge will be worn at all times and will be returned to the Contracting Officer’s Technical Representative upon completion of the final inspection and acceptance of work. Any badges lost during the period of work will be reported to the Security Office as soon as possible.

3.7.5. ROME RESEARCH SITE (rRS) COMPLEX ACCESS CONTROL

Access to the RRS Complex is controlled by a main gate on Brooks Rd, located just west of the Otis St. & Brooks Rd. intersection. Identification for the Contractor to enter with a vehicle will be on an access list supported by the magnetic media entry badge issued.

3.7.6. NEWPORT AND STOCKBRIDGE SITES ACCESS CONTROL

Access to either site will follow the same visit request requirements and site access will be coordinated through RIO Facility Managers.

3.7.7. COMMERCIAL VEHICLES

All commercial vehicles are searched prior to entry into the RRS Complex. Vehicle operators will be aware of the vehicle search pull-off area prior to approaching the main gate. A search of the vehicle will be conducted prior to its entry. All vehicles not needed for delivery of equipment or tools will be parked in the visitor parking area unless cleared through the Security Office. No vehicles (other than mowers) are allowed within 25 meters (80 ft.) of the RRS facilities. One-time deliveries can be escorted from the gate to delivery point by project personnel.

3.7.8. POSTED SIGNAGE

All contractor personnel will be aware that the Rome Research Site is property of the United States Air Force and they will follow all posted signage.

3.7.9. EMERGENCIES REQUIRING EVACUATION

Contractor personnel will be notified by RRS Police of any emergencies which would require an evacuation or work stoppage, such as an increase in the Force Protection Condition.

3.7.10. PHOTOGRAPHY AND VIDEOGRAPHY

Photography and videography of RRS facilities and surroundings is strictly prohibited.

3.7.11. CONTRACTOR/EMPLOYEE SITE PASS AND IDENTIFICATION

The contractor shall comply with all requirements and procedures IAW AFFAR 5352.242-9000, Contractor Access to Air Force Installations. All required documentation shall be submitted at the pre-performance conference.

3.8. TRAFFIC LAWS

The Contractor and its employees shall comply with all site traffic regulations.

3.9. WEAPONS, FIREARMS, AND AMMUNITION

Contractor employees are prohibited from possessing weapons, firearms, or ammunition, on themselves or within their Contractor-owned or privately owned vehicle while on the AFRL/Rome Research Site.

3.10. PERFORMANCE OF SERVICE DURING CRISIS OR HEIGHTENED SECURITY

Services requirements under this PWS are not essential to be performed during a declared crisis.

3.11. GOVERNMENT INTERFACE

Do not unduly interfere with regularly scheduled Government operational activities in the performance of contract requirements. In the event a Government supervisor so requests, temporarily cease work in the area and report the instructions, to include name of the Government person involved, to the CO immediately by the most expedient means. Notify the CO verbally of disputes with customers or other base contractors and follow-up in writing.

3.12. CONTRACTING OFFICER AND CONTRACTING OFFICER REPRESENTATIVE

The Contracting Officer will appoint a primary and alternate representative for management of the day to day activities of the contract. The identity, title, and authority of this representative will be provided in writing to the contractor after contact award.

3.13. SAFETY

The contractor shall comply with all applicable Occupational Safety and Health Administration (OSHA) standards, federal, state, and local laws, regulations, and requirements regarding worker safety while performing on the Air Force Research Laboratory, Rome Research Site. Compliance shall also include following industry standards concerning worker safety and personal protective equipment. Comply with all safety and health requirements necessary for the protection of personnel, facilities and equipment including utilizing proper guards on equipment and powering down equipment when pedestrians and vehicles are within range of possible projectiles being thrown from equipment.

3.13.1. SAFETY REPORTS

Provide a verbal report to the CO as soon as possible of each occurrence of damage to Government property or an accident resulting in death, injury, occupational disease, or adverse environmental impact. Provide a completed copy of required Accident Investigation Reports to the CO within five calendar days of each occurrence.

3.13.2. SPECIFIC SITE REQUIREMENTS

3.13.2.1. Occupational Safety and Health Administration (OSHA) Standards Comply with all safety and health requirements necessary for the protection of personnel, facilities and equipment including, but not limited to all applicable Occupational Safety and Health Administration (OSHA) standards, while performing this contract at the AFRL/Rome Research Site.

3.13.2.2. Written Safety Program

Maintain a written Safety Program, as required by OSHA and make said plan available for review by the Government upon request by the contracting officer.

3.13.2.3. Mishaps

In the event of a mishap during the performance of this contract on AFRL/RRS premise, notify the contracting officer in an expeditious manner.

3.13.2.4. Mishap Documentation Requirement

a. Contract, Contract number, Name and Title of Person(s) Reporting

b. Date, Time and exact location of accident/incident

c. Brief Narrative of accident/incident (events leading to accident/incident)

d. Cause of accident/incident (if known)

e. Estimated cost of accident/incident (material and labor to replace/repair)

f. Nomenclature of equipment and personnel involved in accident/incident

g. Corrective Actions (taken or proposed)

h. Other pertinent information

3.13.2.5. Safety and Health Management System

AFRL RRS uses a Safety and Health Management System to implement and manage its safety programs. A SHMS is a systematic approach to managing safety and health activities by integrating occupational safety and health programs, policies, and objectives into organizational policies and procedures. Simply stated, a SHMS is a set of safety and health program components that interact in an organized way. An effective SHMS consists of five critical elements that apply safety and health management practices of employers who have been successful in protecting the safety and health of their employees. All contractors are required to familiarize themselves with the requirements of a SHMS. An example of a SHMS is OSHA’s Voluntary Protection Program (VPP). Detailed information on VPP is available at the OSHA website at http://www.osha.gov/dcsp/vpp/index.html. On-site contractors are required to attend a Local Conditions Course as part of in-processing at AFRL RRS.

3.13.3. OHSA COMPLIANCE

If working more than 1000 cumulative hours per quarter on site, the Contractor must provide an OSHA Form 300, Log of Work-Related Injuries and Illnesses, to the DET 4 Safety Office by the end of the contract work season and for work seasons of any subsequently awarded option years.

3.14. EQUIPMENT OPERATORS

Equipment operators must possess current and appropriate operator license or certificate for the equipment utilized.

3.15. WORKMANSHIP

All work shall be performed by qualified, experienced contractor personnel.

3.16. TOOLS

All tools shall be furnished by the Contractor.

3.17. TEST EQUIPMENT

The Contractor shall furnish his own test equipment.

3.18. SANITARY FACILITIES

The contractor's workmen may use the existing facilities, subject to the regulations governing their use by Government personnel in the buildings in which the work is being accomplished.

3.19. FOR OFFICIAL USE ONLY (FOUO)

The Contractor shall comply with DOD 5400-7-R, Chapter 4, DoD Freedom of Information Act (FOIA) Program requirements. This regulation sets policy and procedures for the disclosure of records to the public and for marking, handling, transmitting, and safeguarding FOUO material.

3.20. CONTRACT MANAGER

The Contractor shall establish and maintain an office through which the contract manager or alternate(s) can be contacted during work hours. The contract manager or alternate shall be available (within 1 hour) during normal duty hours to meet on the site with the government personnel designated by the CO to discuss problem areas. The Contractor shall provide the CO with telephone number(s) where validation results and complaints can be reported. The Contractor shall also provide to the CO the names and phone numbers of Contractor POCs for after business hours including nights, weekends, and holidays. This information will be kept updated by the Contractor whenever personnel changes occur. The contract manager or alternate shall have full authority to act for the Contractor on all contract matters relating to the daily operation of this contract.

3.21. PERSONNEL

Contractor personnel shall present a neat appearance. Contractor personnel shall be easily recognizable while on the installation in conjunction with this contract. This shall be accomplished through the wear of distinctive clothing, overcoats, or hats, bearing the company name or logo. The coloring or design of the items selected should be such that identifies personnel easily and quickly for reasons of safety and personal protection.

The government is authorized to restrict the employment under the contract of any Contractor employee or prospective Contractor employee, who is identified as a potential threat to the health, safety, security, general well-being, or operational mission of the installation and its population.

3.22. KEY CONTROL

The Contractor shall establish and implement methods of making sure all keys/combinations issued to the Contractor by the government are not lost or misplaced and are not used by unauthorized persons. The Contractor shall not duplicate any keys issued by the government. The Contractor shall immediately report to the COR or CO any occurrences of lost or duplicated keys. In the event that keys, other than master keys, are lost or duplicated, the Contractor may be required, upon written direction of the CO, to re-key or replace the affected lock or locks without cost to the government. The Government may, however, at its option, replace the affected lock or locks or perform re-keying and deduct the cost of such from the monthly payment due the Contractor. In the event that a master key is lost or duplicated, the government shall replace all locks and keys for that system, and the total cost will be deducted from the monthly payment due the Contractor.

LIST OF APPENDICES: A – Schedule of Equipment/Systems to be maintained

APPENDIX A

SCHEDULE OF EQUIPMENT/SYSTEMS TO BE MAINTAINED

Manufacturers of currently installed RRS systems include: Edicon, Apollo, and Schlage.

The following equipment, as listed, shall be included in the work to be performed by this Performance Work Statement. In addition, all accessories/components pertaining to the listed equipment, but not specifically itemized, shall be included. The Contractor will assume maintenance responsibility for the equipment at the frequencies indicated on the schedule.

ELECTRONIC ACCESS CONTROL SYSTEM

CONTRACT EQUIPMENT, LOCATION, AND

FREQUENCY OF SERVICE SCHEDULE