Attachment 2 - PWS Whiteman AFB 28 Sept 2010.pdf

PWS-10-001 – 28 September 2010

WHITEMAN AFB MO

PERFORMANCE BASED WORK STATEMENT (PWS)

FOR

OPERATIONS AND MAINTENANCE SERVICES

BASE TELECOMMUNICATIONS SYSTEM (BTS)

AT

1.0. DESCRIPTION OF SERVICES

1.1. SCOPE OF WORK

1.2. GENERAL REQUIREMENTS

1.2.1. Continuation of Mission Essential Services

1.2.2. Accident/Incident Reporting and Investigation

1.2.3. Sub-Contractor Compliance

1.2.4. Base Civil Engineering Work Clearance Requests

1.2.5. Personnel

1.2.6. Key Personnel Listing

1.3. OPERATE AND MAINTAIN (O&M) REQUIREMENTS

1.3.1. Telephone Switch System O&M

1.3.2. Preventive Maintenance Inspections (PMIs)

1.3.3. System and Service Outages and Trouble Calls/Tickets

1.3.4. Alarm Notification

1.3.5. Cable Location, Staking, and Marking

1.3.6. System Cross-Connect and Disconnect Services

1.3.7. Call Accounting System (CAS)

1.3.8. Voice Mail

1.3.9. Automatic Call Distribution (ACD) System

1.3.10. Voice Protection System (VPS)

1.3.11. Traffic Measurement and Analysis

1.3.12. Contractor Support Services

1.3.13. Technical Solutions

1.3.14. BTS Work Center Records

1.4.1. Work Order Procedures

1.4.2. Work Order Classifications

1.4.3. Required Information on Work Orders

1.4.4. Work Orders Subject to the Davis Bacon Act

1.4.5. Submittal of Completed Work Orders

1.5 SPECIAL PROJECT REQUIREMENTS

2.0. SERVICE DELIVERY SUMMARY (SDS)

2.1. INSPECTION OF SERVICES

2.2. CONTRACT DISCREPANCY REPORT (CDR)

3.0. GOVERNMENT-FURNISHED PROPERTY AND SERVICES

3.1. AIR FORCE-PROVIDED SPARES\CONTACTOR LOGISTIC SUPPORT

3.2. BASE SUPPORT

3.3. CVC TRAINING

4.0. GENERAL INFORMATION

4.1. CONTRACTOR’S QUALITY CONTROL PROGRAM

4.3. SAFETY, SECURITY, AND ENVIRONMENTAL MEETING

4.4. OVERTIME

APPENDIX 5.1 - WORKLOAD ESTIMATES

APPENDIX 5.2 - ITEMS TO BE MAINTAINED BY THE CONTRACTOR

APPENDIX 5.3 - GLOSSARY AND ACRONYMS

APPENDIX 5.4 - VOICE SWITCHING SYSTEM (VSS) SUSTAINMENT

APPENDIX 5.5 - RESERVED

APPENDIX 5.6 - APPLICABLE DOCUMENTS

APPENDIX 5.7 - INSTRUCTIONS FOR KEEPING CSIR AS-BUILT RECORDS

APPENDIX 5.8 – GLOBAL POSITIONING SYSTEM SERVICE DOCUMENTS

APPENDIX 5.9 - SWITCHBOARD OPERATIONS

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1.0. DESCRIPTION OF SERVICES

1.1. Scope of Work.

The Contractor shall provide all personnel, equipment, tools, materials, vehicles, supervision and other items and services, unless specified in this contract as Government Furnished Property

(GFP). Work under this PWS will support the mission of 509 Communications Squadron at

Whiteman Air Force Base by providing highly reliable wired telecommunications and networked voice, video and data services. The Contractor shall perform Operation and Maintenance

(O&M) and other services required to ensure the Base Telecommunications System (BTS) is available 24 hours per day, 7 days per week. The BTS consists of the base telephone system switch, the outside plant (OSP) and inside plant (ISP) systems, network, transmission systems, and all associated equipment described in Appendix 5.2, which may include other systems (e.g.

radio, etc…). The Contractor shall operate and maintain all BTS equipment and systems in accordance with (IAW) the Original Equipment Manufacturer’s (OEM) technical manuals, specifications, Department of Defense (DoD) and US Air Force (AF) policy and regulations; and applicable federal, state, and local laws and regulations.

1.2. General Requirements.

1.2.1. Continuation of Mission Essential Services.

IAW DFARS 252.237.7602 policy, it is determined that the O&M services in PWS paragraph

1.3.1 and PWS Appendix 5.9 Switchboard Operations are essential for Contractor performance during a crisis situation. In the event of a crisis, additional areas may be identified by the CO.

The Contractor may be required to support base mission changes; major or minor BTS infrastructure modifications; and other support requirements necessary for the BTS to meet mission requirements. Base exercises or actual ongoing base security events frequently interrupt missions. Support requirements may originate from technology changes, hardware and software systems upgrade, reconfigurations, new or additional equipment, local area network (LAN) cable installations and upgrade, and Dial Central Office (DCO) reconfigurations. This includes routing/diversity requirements and any other environmental changes that could impact or alter the base BTS.

1.2.2. Accident/Incident Reporting and Investigation

The Contractor shall record and report all available facts relating to each instance of accidental

Government property damage or Contractor personnel injury to the QAP within two hours of the incident. The Contractor shall secure the scene of any accident and wreckage until released by the accident investigative authority through the Contracting Officer (CO). If the Government elects to conduct an investigation of the incident, the Contractor shall cooperate fully with the

QAP, CO, and other Government investigation personnel until the investigation is completed.

1.2.3. Sub-Contractor Compliance.

The Contractor shall be responsible for ensuring Sub-Contractors satisfy the requirements set forth in the contract. The Contractor shall include a provision in all subcontracts to require Sub-

Contractor compliance with terms and conditions of this contract.

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1.2.4. Base Civil Engineering Work Clearance Requests.

The Contractor shall prepare and coordinate a Base Civil Engineering Work Clearance Request, AF Form 103, prior to any trenching and digging. The Contractor shall prepare and coordinate an AF Form 332 prior to any work requiring facility modification. The Contractor shall prepare and coordinate an AF IMT 1024, Confined Space Entry Permit, prior to manhole/handole entry.

Trenching, excavation, confined spaces entry, confined spaces atmospheric testing/forced air ventilation, and marking and barricading of open trenches are to be performed IAW

Occupational Safety and Health Act (OSHA) and Air Force Occupational Safety and Health

(AFOSH) standards, any local procedures, and other provisions of this contract.

1.2.5. Personnel.

The Contractor is solely responsible for ensuring sufficient personnel are assigned to this contract and all personnel are qualified and certified to perform the requirements listed herein, including those qualifications and certifications required by the OEM requirements, to maintain, install, or operate the equipment covered by this contract. The Contractor shall ensure personnel also meet the criteria stated in its proposal for this requirement, incorporated by reference (as revised during the discussion process).

1.2.6. Key Personnel Listing.

The Contractor shall provide a key personnel listing and contact information to the QAP prior to commencing work and update information on a continual basis as changes occur to ensure it is always current and correct throughout the life of the contract. All personnel shall be proficient in understanding, reading, writing, and speaking the English language. The key personnel list shall list the employees’ names, function they support, and whether they are supporting O&M or work orders, and what percentage of each.

1.3. Operate and Maintain (O&M) Requirements.

Overall responsibility to properly operate and maintain the BTS shall rest with Contractor as described by the maintenance support plan (MSP) (See PWS section 1.3.14, BTS Work Center

Records) and the OEM’s recommended procedures. Appendix 5.2 identifies GFM requirements. O&M actions include all actions taken by the Contractor to operate and maintain equipment and systems in a serviceable condition or to restore it to a serviceable condition to include purchasing of commercially available parts, inspection, periodic testing, adjustment, and repair. The effort may include the replacement of defective circuit packs and Customer Premise

Equipment (CPE), preventive maintenance IAW applicable publications (OEM, Appendix 5.6, and otherwise specifically listed herein) and other routine work to optimize the life expectancy of the equipment and cable systems. Work orders will be accomplished IAW Section 1.4. The

Contractor shall not postpone or otherwise delay O&M efforts to accomplish work orders. The

Contractor is responsible for completing both O&M and work orders simultaneously to ensure contractual timelines are met for both.

1.3.1. Telephone Switch System O&M.

The Contractor shall operate and maintain the system(s) identified in Appendix 5.2. The

Government will measure the acceptable standard performance level by a determination of the total systems availability (up time) and reliability rating during any given month. All equipment or services installed by the Contractor shall automatically become part of the O&M services.

This includes, but is not limited to: management; administration and maintenance; performing

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software functions (i.e. number reclamation) and translations for any trunk or circuit of configurations required by on-base systems or users; data administration; trouble assistance; and, records administration. O&M shall also include Voice over Internet Protocol (VoIP) operations as part of the BTS. VoIP equipment is identified in Appendix 5.2. Demarcation of VoIP maintenance shall not extend past the Ethernet Port on the Gateway (O&M includes Gateway) going to the LAN and shall not extend past the Ethernet Port on the Call Manager(s) VoIP

Servers. See Paragraph 4.2 for security requirements.

1.3.1.1. Perform ISP and OSP O&M.

Contractor shall maintain ISP and OSP cable and equipment as identified in Appendix 5.2 and

IAW applicable documents listed in Appendix 5.6 of this PWS.

1.3.2. Preventive Maintenance Inspections (PMIs).

Contractor shall perform PMIs as required on all systems covered by this contract IAW OEM recommended or established schedules and/or manuals. Contractor shall elevate any problems and identify any trends to the QAP in writing within one workday. Contractor shall correct deficiencies IAW the paragraphs below.

1.3.2.1. Switch Power Test.

The Contractor shall perform scheduled PMI tests of the telephone switch backup power system.

PMIs shall test and document the power systems identified in Appendix 5.2. Each power system shall be tested IAW OEM specifications. Test results shall be documented IAW PWS section

1.3.14.

1.3.2.2. Spare Conductor Test.

Contractor shall perform a scheduled PMI test of all spare conductors. PMIs shall test and document at least two selected out-of-service pair (one low and one high numbered pair) in each

25-pair group of every cable terminating in the DCO. These PMI tests are to be accomplished quarterly. Test results shall be documented IAW PWS section 1.3.14.

1.3.2.3. Manholes and/or Handholes.

The Contractor shall inspect five QAP-accepted manholes per month under the O&M portion of this contract. Additional inspections (over five each) shall be accomplished as a work order

IAW EIPS 3.16.3. If the Contractor is working in a manhole not scheduled for a PMI in that month, the Contractor must correct any discrepancies before the job is considered complete.

Then, the manhole will be counted in that month’s PMI schedule. The Contractor shall inspect each manhole/handhole for the following discrepancies and correct as required:

All cables will be identified and tagged. At each splice, tags will be placed on each side of the splice identifying each cable. In manholes with pull through cables, each cable will be identified with a tag.

All cables will be racked to the manhole cable supports.

All ducts (vacant or occupied) will be sealed.

All manholes or handholes will be cleaned of mud, water and any other debris.

Update the CVC database for the manhole or handhole and record all descriptive information for splices, cables, ducts and other communication features in the manhole or handhole.

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1.3.2.4. Terminals.

The Contractor shall inspect six QAP-accepted terminals per month under the O&M portion of this contract. Additional inspections (over six each) shall be accomplished as a work order IAW

EIPS 3.16.1. The Contractor shall inspect each terminal for the following discrepancies and correct as required:

Verify the correct location, number and cable count.

Ensure cable is properly clamped to the wall and entrance conduits are sealed.

Ensure cable is tagged correctly.

Verify all working numbers in the facility and remove any unused numbers.

Remove all unused cross-connects, including those outside the DCO.

Ensure terminal is properly secured to the wall and is clean.

Update Cable Database Management System (CDMS).

Update the CVC database with descriptive information.

1.3.2.5. Distribution Pedestal Terminals.

The Contractor shall inspect six QAP-accepted Distribution Pedestal terminals per month under the O&M portion of this contract. Additional inspections (over six each) shall be accomplished as a work order IAW EIPS 3.16.2. The Contractor shall inspect each terminal for the following discrepancies and correct as required:

Identify and tag each cable in the terminal if not already tagged.

Ensure cable is grounded to a ground rod; notify QAP immediately if ground rod is not available to complete maintenance action.

Inspect condition of cable and cable pairs for dry rot, exposed conductors and any damage by rodents.

Ensure terminal is correctly installed.

Verify all working numbers and remove any unused.

Remove all unused cross-connects.

Update the CVC database with descriptive information.

1.3.2.6. Cable Analysis.

The Contractor shall review CDMS records quarterly and perform cable analysis. The

Contractor shall determine the number of bad pair(s) in each cable and report the percentage in each cable to the QAP. The Contractor shall also determine the cable fill rates and report to the

QAP. Update CVC as necessary to record accurate cable information.

1.3.3. System and Service Outages and Trouble Calls/Tickets.

1.3.3.1. Contractor Availability.

The Government shall be able to contact Contractor personnel 100% of the time. The Contractor shall respond in case of emergencies, outages, alerts and exercises, 24 hours a day, seven days per week. If contacted, the Contractor shall report for duty and provide services as necessary until the emergency, alert, or exercise is completed.

1.3.3.2. Scheduled Outages.

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Contractor shall identify, coordinate, and schedule service outages with the QAP. The

Contractor shall schedule such outages to minimize inconvenience to users based upon

Government user work schedules. This may require working outside of normal duty hours. The user must release all affected equipment and circuits prior to any service disruption. The

Contractor shall follow established local procedures for scheduling and implementing scheduled outages. Notification shall include the reason for the interruption, start and stop times, duration and the equipment, lines, and buildings affected. The Contractor shall log the outage IAW the guidance in PWS section 1.3.14 (work center records).

1.3.3.3. Restoration/Completion of Outages, Trouble Calls/Tickets.

The QAP will assign the category of the outage/trouble and establish the repair priority if an outage occurs. The Contractor shall respond on site and initiate repair actions within the specified time listed below from the time the QAP advises the Contractor of the problem.

However, exceptions to time limits may be allowed, with the written approval of the QAP or CO, with appropriate justification. The Contractor shall restore services in the priority order determined by the QAP. The Restoration Priority List (RPL) shall apply in the absence of the

QAP. The Contractor shall continue to work on repair actions until service is restored based on priority. The Contractor shall work closely with the QAP on all service or system outages, trouble calls/tickets, and notify the QAP in writing upon restoration of service providing the time service was restored and a description of repair action. The Contractor shall co-ordinate with base Network Control Center (NCC) to restore any Internet Protocol (IP) phone set outages. The

Contractor shall log the outage IAW the guidance in PWS section 1.3.14 (work center records).

Outage/trouble call categories are further defined as:

1.3.3.3.1. Emergency. Contractor shall respond onsite within two hours and restore service within eight hours unless otherwise approved by the QAP in writing. Expedition of parts and/or labor is required at no additional charge. If an outage/trouble significantly affects a mission, the

QAP may declare the outage/trouble as an Emergency. Emergency outages/troubles are classified as any of the following:

Loss of over 75% or more of total call handling capability of any communications system

Loss of any Primary or Secondary Crash System or any portion thereof

Failure of one or more circuits listed in the Base RPL

Loss of LAN connectivity affecting 100 or more users

Affects security or emergency type operations, including Emergency Operations Center

(EOC); as well as those affecting safety

Affect specifically identified events and/or exercises

1.3.3.3.2. Priority. Contractor shall respond on site within six hours and restore service as soon as possible, but shall not exceed three work days. Expedition of parts or labor may be required at no additional charge. Priority outages are classified as any of the following:

Loss of over 25% or more of total call handling capability of any communications system

Major alarm of any switching system identified in Appendix 5.2

Loss of the Commanders Net or Land Mobile Radio (LMR) telephone/radio circuits

Total loss of telephone service within a building IAW RPL or QAP guidance

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Loss of LAN connectivity affecting 15-99 users

1.3.3.3.3. Routine. Contractor shall respond on site within 24 hours and restore service as soon as practicable but not to exceed five work days. Expedition of parts and/or labor is not required.

Routine outages/troubles are any other outage(s) not included in the above categories.

1.3.3.3.4. Outage/Trouble Cause Identification.

The Contractor shall determine if a recorded problem or system failure is attributable to the BTS or other causes. The Contractor shall immediately notify the QAP if the malfunction is determined to be due to other causes (outside the Contractor-maintained system/equipment).

The Contractor may be liable for the cost of any third party service calls or charges necessary to isolate and repair the problem if it is later determined that the cause of failure is related to the

BTS or failure of proper O&M of the system.

1.3.4. Alarm Notification.

The Contractor shall comply with the details of its alarm monitoring method as documented in the Contractor’s MSP. Alarm notificaiton shall not interfere with any Government-owned system. Alarm notification of the switch system(s) shall not require assistance from base personnel. Notification of switch outages shall not be through a continuous direct line to the switching system for security reasons. Remote diagnostics modems are authorized, but must be disconnected when not in use. Contractor is responsible for all materials and equipment necessary to implement alarm notification and shall take all actions to implement the MSP and comply with telephone switching security standards IAW Air Force Instruction (AFI) 33-111, Section G.

1.3.5. Cable Location, Staking, and Marking.

The Contractor shall locate, stake, and mark up to 60,000 feet of encased or direct buried conduits/cable per base period and each option period (if exercised) when requested by the QAP.

Marking shall be within three feet of the actual location at ten-foot intervals and at direction changes. The marking shall begin two feet from the point of entry into the work area and shall continue two feet past the point of exit from the work area. Contractor shall complete location, staking and marking within the specified time listed below from the time the QAP advises the

Contractor of the requirement unless additional time is permitted by the QAP. The Contractor shall document time extensions in writing, which includes the signatures of the QAP and the

BTS manager. Communication Feature Data (CFD) collection for shall be accomplished via work order. See EIPS 3.14 and Contract Line Item Number (CLIN) X008 when directed to collect CFD data by the QAP. The Contractor shall comply with the following timelines for location, staking, and marking:

Emergency: Within two hours of notification.

Priority: Within seventy-two hours of notification.

Routine: Within five business days of notification.

1.3.6. System Cross-Connect and Disconnect Services.

Contractor shall perform system cross-connect and disconnect services. All cross-connects and disconnects, which are required or incidental to the performance of O&M actions (including those outside of the DCO), shall be included as part of the O&M service.

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1.3.7. Call Accounting System (CAS).

The Contractor shall operate and maintain the CAS. This includes storage and output of records and formatting of the switching system. The Contractor is not responsible for input, manipulation, or analysis of data. The Contractor’s responsibility for any billeting CAS will be limited to the same functions; the demarcation point will be at the switch port.

1.3.8. Voice Mail and Unified Messaging.

The Contractor shall provide voice mail and unified messaging O&M. This includes but is not limited to: management and administration of system network table and networking plan for multiple systems; additions; deletions; modifications to user’s mailbox; password resets;

distribution list; holiday schedule tables; daylight savings time; synchronization with the phone switch; and proper functioning of the auto attendant feature. Functions also include diagnostic, maintenance and minor programming changes on current software applications. System backup includes backup of system configuration, names, and print ―list all‖ of database.

1.3.9. Automatic Call Distribution (ACD) System.

The Contractor shall provide O&M for the ACD system installed under the TelMod program

(See Appendix 5.2). O&M shall begin in Option Year 2 of this contract, if exercised, and includes (but is not limited to) adds, moves, changes, and deletions; reconfiguration;

blocking/busying out trunks; configuring and modifying call routing; monitoring system operations; updating firmware; initiating least cost routing; and updating the dial plan.

1.3.10. Voice Protection System (VPS).

RESERVED.

1.3.11. Traffic Measurement and Analysis.

The QAP may request up to six traffic measurements and analysis per switch per year. The

Contractor shall perform traffic measurement and analysis within system capabilities and limitations and perform analysis and studies on the base switching system when requested by the

QAP. The information required by the contract must cover no less than a five-day period, (Monday-Friday, excluding holidays). The Government may also request measurement and analysis for a particular line or group of lines.

1.3.12. Contractor Support Services.

The Contractor shall comply with FAR 9.505 – Organizational Conflicts of Interest, IAW support services.

1.3.12.1. Contractor Support for Government Engineering and Installation.

The Contractor shall provide technical support to include an interchange of information on technical parameters and capabilities of the BTS; location and identification of building terminals and communication rooms; and verification of cable record information as directed by the QAP or CO. These efforts include setting of equipment options to determine proper operational conditions; restoration of service to existing equipment; establishment of service to new facilities; establishment of service for existing facilities under renovation; transfer from one system to another system; and support of hardware and software upgrades.

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1.3.12.2. Contractor Interface and Support for other Vendors.

The Contractor shall cooperate, share and exchange routine or available technical and system equipment interface information with other vendors as directed by the QAP or CO.

1.3.12.3. Workload/Status Meetings.

The BTS Manager shall attend up to six local meetings per month with the QAP(s), Communications Squadron Plans Office, and/or CO to discuss status of current and future work orders, trouble tickets, outages, PMIs, or any other work/event that may impact contractual performance. The Contractor shall provide a list of work orders, trouble tickets, etc at the meeting for reconciliation and discussion with the QAP(s), Contracting Officer, or other personnel (approved by the QAPs or CO).

1.3.12.4. Design Review Meetings.

The Contractor shall review program or project drawings and provide comments concerning communications requirements within ten working days from receipt when requested by the QAP.

The Contractor shall participate in designated design review meetings identified by the QAP.

The BTS manager shall attend up to four local area design review meetings per month.

1.3.13. Technical Solutions.

Contractor shall perform detailed technical solutions for work intended to be performed under this contract upon receipt of written request from the QAP. The technical solution includes a listing of those efforts/items required to complete the job using existing Contract Line Item

Numbers (CLINS)/product identifications (PIDS) and shall be provided to the QAP using the work order format specified in PWS Section 1.4. The Contractor shall provide the proposed solution to the QAP within five working days from receipt of requirement unless a longer period is agreed to by the QAP and documented on the requirement.

1.3.14. BTS Work Center Records.

The Contractor shall develop and maintain BTS work center records. The Contractor shall update work center records within two duty days after completion of the associated task(s) unless specified differently within this section. All BTS records and documents established and maintained by the Contractor are Government property and shall remain at the site and be turned over to the QAP for disposition upon contract completion. Failure to do so may result in withholding of final payment until all records are recovered or in a reduction in final payment for records lost or misplaced. The Government requires electronic maintenance and storage of records, unless otherwise specified herein. The Contractor shall identify all acronyms, codes, abbreviations, signs and symbols used in each record. The Contractor shall use the same format for initial and all subsequent submissions of the same record unless otherwise approved by the

CO. All records shall be readily available for review by the QAP and CA, and other personnel

(authorized in writing by the CO). The Contractor shall update all errors found or identified during review of the work center records. Contractor shall develop, update and/or maintain accurate, complete, and readable work center records as listed below:

1.3.14.1. Maintenance Support Plan (MSP).

The MSP shall enable the scheduling and tracking of preventive maintenance actions on

Contractor-maintained equipment. This record shall be available within 30 calendar days after period of performance begins. When changes occur that affect the MSP, revisions shall be

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submitted within 10 work days after the effective change (e.g. modification adding equipment) unless otherwise requested by the CO (e.g. with the proposal to add new equipment to maintenance). The Government will review and approve the revisions, or provide the Contractor with required corrections. Changes may be implemented only after CO approval. The MSP shall contain as a minimum: a schedule of PMIs due on each piece of equipment being maintained (Appendix 5.2) for the life of the contract IAW equipment manufacturer’s recommendations; alarm notification procedures; and specific maintenance tasks to be performed on each system.

1.3.14.2. PMI Inspection Records and Malfunction Record.

PMI Inspection records shall, at a minimum, contain: the date and time inspection was performed; a short description of inspection conducted; malfunctions or problems annotated on record with equipment data, serial number, etc.; the corrective action taken by the Contractor;

and the initials of the technician performing the inspection.

1.3.14.3. Maintenance/Repair Logs (e.g. maintenance actions, trouble tickets).

Contractor shall develop and maintain an accurate and legible BTS Maintenance/Repair Log to show all maintenance and inspections (other than PMIs) performed during each 24-hour period as a result of trouble report actions or scheduled/unscheduled outages. The log shall be initialed by the BTS Manager and shall include, as a minimum, initials of the person reporting a discrepancy; time a discrepancy was reported (start time); short description of the discrepancy;

identification of the customer/user by station line affected (telephone number or circuit number);

location of equipment (building and room number, etc); time a technician(s) was dispatched;

dates/times of coordination and restoration; time discrepancy was corrected (stop time) and annotation of log with the person or office contacted to provide status information; corrective action(s) taken; and restoration priority (emergency, priority, or routine outage(s)). For scheduled outages, also include the Government authorization.

1.3.14.4. Manhole, Handhole, and Building Terminal Inspection/Maintenance/Repair.

The Contractor shall maintain manhole, handhole, distribution pedestal terminal, and building terminal inspection records as defined in PWS Section 1.3. The Contractor shall update the CVC database with pertinent CFD information gathered during the inspections. The record shall be available for inspection and analysis by the Government. If other electronic documentation is implemented, the Contractor shall grant the Government access to those records.

1.3.14.5. Cable Installation/Repair Test Results.

Contractor shall develop and maintain a cable installation/repair test results record after the installation or repair of an outside plant cable. Graphics and pictorials may be used to illustrate.

The record shall, at a minimum, contain the purpose of test/inspection; complete identification of item tested/inspected and test equipment used; complete description of the physical set-up (e.g., item, facility, and equipment used); complete description of procedures used; copy of results/analysis; actual recorded data (e.g., instrument readings) (if extensive, provide as an appendix); conclusions and recommendations; and authentication of results and acceptability.

The Contractor shall update the CVC database with pertinent CFD information resulting from installation or repair.

1.3.14.6. Communications and Information Systems Installation Record (CSIR).

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1.3.14.6.1. New Developments for Maintaining CSIR Drawing Records: The Air Force is in the process of developing and implementing the Cyberspace Infrastructure Planning System

(CIPS) Visualization Component (CVC). It changes the method of developing, maintaining, and editing information historically contained in installation drawings (CSIRs) from a Computer

Aided Drawing and Design (CADD) process to a Geographic Information Systems (GIS) process that interfaces with the Geobase initiative and provides an Air Force portal accessible, enterprise-wide database structure suitable for storing, visualizing, editing, and analyzing base-level communications and information systems infrastructure. At this time, CVC is not designed to store inside plant information. Until such time as the CVC has standard provisions for recording inside plant information, inside plant record drawings shall be maintained in the Base’s existing drawing record systems. The Contractor shall coordinate with the Base CSIR Manager, and develop and maintain CSIR IAW AFI 33-101, TO 00-33A-1001, and TO 00-33D-3003.

1.3.14.6.2. Contractor shall produce, update, and post changes to drawings, plant records or documents using Government-provided forms, software and web browser applications.

Contractor shall load, edit, update and maintain CSIR information, for the outside plant, in the

CVC database IAW AFI 33-101 and TO 00-33A-1001. Contractor shall transfer to the CVC database all pertinent outside plant CFD information from administrative and maintenance CSIR, Legacy CSIRs, work orders, inspection records, as-built and as-installed marked-up drawings, and GPS services produced as a result of the Contractor’s operations. The Contractor shall update the CVC database with outside plant information from as-built drawings or other pertinent documents or electronic data pertaining to work done by third parties (organic or

Contractor) when tasked through the work order process. A separate pre-priced Sub-contract

Line Item Number (SLIN)/Product Identifications (PID) shall be used for conversion of third party as-built drawings, document, or electronic data information. Contractor is responsible for verifying Contractor-entered information for accuracy and completeness. Contractor will use the

CVC Viewer/Editor to update the CVC by opening and utilizing Live Direct Edit Sessions.

During the edit session the Contractor will update CVC with as-built information or with information transcribed from shape files created or produced in accordance with Appendix 5.8.

When the update is completed, the Contractor will close the session and notify the CISR

Manager the session edit is ready to be approved. The CSIR Manager will review the

Contractor’s edit session and Quality Control (QC) approve or reject each Contractor’s Live

Direct Session Edit by inspecting each feature added or modified during the Live Direct Edit

Session. The CSIR Manager will notify the Contractor of each feature that was rejected during the quality control approval process in order for the Contractor to take corrective action.

1.3.14.6.3. Inside Plant Drawing Records: The Contractor shall maintain Inside Plant Drawing records in Visio format as directed by the CSIR Manager. Contractor shall transfer to inside plant drawing records all pertinent inside plant information from administrative and maintenance

CSIR, Legacy CSIRs, work orders, inspection records, as-built and as-installed marked-up drawings or other information produced as a result of the Contractor’s operations. The

Contractor shall also develop and maintain correct, manually annotated paper copies of changes to the inside plant in addition to the electronic drawing files. Once the CSIR Manager or QAP has verified that the Contractor has properly updated the electronic drawing with the annotated changes, the paper copy may be discarded. Color plots of electronic files are acceptable providing they display the same information as a manually marked-up drawing. The Contractor

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shall update Legacy CSIR drawing records with inside plant information from as-built drawings or other pertinent documents or electronic data pertaining to work done by third parties (organic or Contractor) when tasked through the work order process. The work order process shall also be used for conversion of third party as-built drawings, document, or electronic data information.

The Contractor shall not produce new electronic files unless no file exists. In cases when no electronic file exists, the Contractor shall produce a new drawing for ISP permanent drawing records. The Contractor shall also update any associated drawings to incorporate any changes/additions made to a drawing record; for example, if a floor plan has changes, the changes shall also be posted to the equipment data list/face equipment diagram, as applicable.

1.3.14.6.4. The Contractor shall have a CIPS account in order to use CVC. The Contractor shall apply for a new account by visiting the website at https://cipsaf.tinker.af.mil/cips, selecting

Create New Account, and providing the required information.

1.3.14.7. Global Positioning System (GPS) Service Data.

Contractor shall collect, update and maintain the CFD and use the data to update the location and attributes of communication features in the CVC database in accordance with 1.3.14.6 and

Appendix 5.8 (for any GPS requirement).

1.3.14.8. Switching System and ISP & OSP Equipment Operational Records.

Contractor shall retain records on site and make available for QAP or CO/CA review at any time.

1.3.14.9. CLIN/SLIN/PID Utilization Record.

The Contractor shall produce and maintain an electronic record of the CLINs/SLINs/PIDs, ordered under the contract. The record shall include: the CLIN, SLIN, or PID number;

descriptions; and quantities of each item. The record shall exclude price information. Contractor shall update this record within two days of work order completion.

1.3.14.10. AF Logistics Support Spares Records (Inventory).

Contractor shall maintain the AF Logistics Spares records in the on-site work center. The QAP will provide the initial inventory to the Contractor for maintenance. Records include spares inventory list and spares replacement log. Spares inventory list shall include, as a minimum, Product Engineering Code (PEC), serial number, description, quantity, and vendor. Spares replacement log shall include, as a minimum, name of calling and called personnel, time, requesting description, Material Return Authorization (MRA) number, equipment item’s PEC and serial number, shipping date, and material return date.

1.3.14.10. Contractor-Furnished Hazardous Material Record.

Contractor shall develop this record to document bringing or using hazardous material on

Government facilities. Contractor shall develop this record not later than 30 calendar days after contract award and develop and maintain electronic updates to records quarterly thereafter. If no hazardous material is used in performance of the contract during the quarterly period, the

Contractor shall indictate ―none‖ on the applicable quarterly record. The record shall consist of the following:

Section 1, General Information.

https://cipsaf.tinker.af.mil/cips/mycips.aspx

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This section shall contain: Contract number; contract performance period; Contractor's name; date of record; name and phone number of on-base Contractor point of contact;

emergency phone number; and address or physical location of the Contractor’s on-base field office.

Section 2, Product Information.

This section shall contain: product nomenclature; product trade name; product part number; manufacturer’s name and address; physical location(s) of on-base usage and storage; description of how product is used; justification for use.

Section 3, Usage/Storage Amount.

This section shall contain: unit of measure (e.g., gallons, quarts, pints, fluid ounces, pounds, other (specify); amount brought on installation; amount used during reporting period; amount stored; amount removed; and signature of responsible Contractor.

1.3.14.11. Equipment Inventory Records (PWS Appendix 5.2).

The Contractor shall maintain a working copy of Appendix 5.2. Appendix 5.2 shall identify equipment installed, changed, or removed via contract modification or the work order process identified in PWS section 1.4. The record shall include all assemblies of the equipment configuration, which would be logically disassembled from the total configuration for the purpose of packing and shipping. The Contractor shall update the record when individual work orders are completed using the ―track changes‖ feature in MS Word software.

1.3.14.12. Cable Database Management System (CDMS) The Contractor shall perform daily record updates using the CDMS system used at the base. The base currently uses CAIRS and

TMS. Some updates may require the Contractor to manually enter the data upon completion of individual work orders or record changes. Contractor shall also maintain cable pair assignment records using TMS.

1.3.14.13. Work Order Records, Including Warranty Records.

The Contractor shall develop and maintain work orders. The Contractor shall update work center records within two business days after completion of the task(s) specified on individual work orders and notify QAP in writing. Physical records of work orders in process shall be retained and available locally (on-base). Electronic storage of completed (accepted by the QAP) is acceptable and preferred. Paper copies of completed work orders may be destroyed by using a cross cut shredder to prevent unauthorized disclosure after electronic storage is complete.

1.3.14.14. Traffic Measurement Records.

The switch-generated record shall be used to satisfy this requirement as needed. The record shall contain an analysis of the traffic measurements including a trunk traffic summary and individual analysis of each trunk group. Printed records shall be provided to the QAP on an as-needed basis, not more often than quarterly. The Government may also request measurement and analysis records for a particular line or group of lines. This selective record shall be maintained on site and made available to the QAP within three work days from occurrence of Traffic

Measurement analysis.

1.3.14.15. System Capacity Records.

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Contractor shall produce system capacity records quarterly and upon request by the QAP. Semi-annual system capacity records include outside plant cables and building records. Records shall include each cable and terminated cable count, type of cable (bad and spare), and number of conductors used. Quarterly system capacity records shall be produced for the host switch and remotes. The records shall include total line ports, line ports in use, line port type

(analog/digital/ISDN/etc.) total used, and DS-1 digital trunk ports (total ports used and available).

1.3.14.16. System Security Audit Record.

Contractor shall develop and maintain an electronic weekly user event log that contains, at a minimum: the number of logins (remote and local); number of login attempts (remote and local); password changes; and/or any critical table modifications including new user accounts as allowed by the switch.

1.3.14.17. Quality Control Plan (QCP).

Contractor shall develop a highly effective QCP for all services provided under this PWS within

30 calendar days of contract award. The QCP shall remain in effect during the term of the contract (including any option periods if exercised). The Contractor shall maintain the QCP;

retain a copy on site; and ensure availability at all times to all members of their on-site staff, as well as the QAP and CA/CO. The Contractor’s QCP shall reflect depot-level Contractor logistic support, centralized maintenance and remote monitoring from the I-NOSC and refrain from relying on Government QAPs as a means to ensure their own quality control. The Contractor shall notify the parties specified in this paragraph of any changes to the QCP at least ten work days prior to implementation of those changes.

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1.4. Work Orders Requirements.

The Contractor shall comply with the following requirements. Examples of work orders include, but are not limited to, future equipment purchases; installations; removals; or relocations.

Additionally, work order(s) may include installation or removal of cables/transmission media as required for new requirements, and follow-on O&M of these equipment items/media. The QAP will be notified of any installation found to be incomplete or not installed according to industry standards. The Contractor shall maintain the installed infrastructure and will not be held responsible for completing third party installations or bringing third party installations up to industry standard unless so directed by issuance of a work order or contract modification. The

Equipment and Installation Performance Specification (EIPS) provides detailed descriptions of the material and labor effort (e.g. material, labor, and incidentals for installation, removal, and/or relocation) required by the attached Pricing Table and identified by PIDs. When an item required to complete a work order is not pre-priced within the Pricing Table (Attachment 1), the

Government may negotiate the addition of these items, negotiate a special project (PWS Section

1.5), or opt to use another contract vehicle to accomplish the task.

1.4.1. Work Order Procedures.

1.4.1.1. Work orders shall be primarily prepared by the Contractor; however, QAPs shall have the option to prepare work orders. All work orders shall be approved by the QAP before work starts. All work orders shall be prepared via Remedy (or equivalent system), on DD Form 1367, Commercial Communications Work Order, or equivalent form. Work order numbers shall be established by the QAP. If necessary, the Contractor shall walk through the proposed work site to ensure understanding of the work to be performed, which is not the same as a technical solution (see FAR 52.236-2, Site Investigation). The Contractor may be accompanied by

Government personnel. See also item descriptions within the schedule of the basic contract.

1.4.1.2. All work orders issued hereunder are subject to the terms and conditions of the contract.

In the event of conflict with any work order, the contract will take precedence. The Contractor shall refer any questions, concerns, or disputes concerning work orders to the QAP in writing within 24 hours (two hours for emergencies) of receipt of the work order. In the case of misunderstanding or concern, the Contractor does not have the right to reject work orders.

Should questions, concerns, or disputes occur, the Contractor shall continue work while elevating to the CO in writing for direction/resolution.

1.4.1.3. Work orders will be accomplished during normal duty hours; however, occasions may arise that require work to be accomplished outside of these hours. The Contractor shall be responsible for covering such situations with adequate personnel and completing the work within the stipulated time. Premium pay per appropriate labor law is included within the pre-priced items for work orders (See also PWS paragraph 4.4).

1.4.2. Work Order Classifications.

The QAP will classify work orders as routine, priority, or emergency. The QAP is authorized to reclassify/reprioritize work orders without cost before work commences. The Contractor shall comply with the time limits listed below from the time of receipt of the work order. However, exceptions to time limits may be allowed, with the written approval of the QAP or CO, with appropriate justification. Failure to obtain materials due to supplier delay is not typically

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considered an adequate reason for an extension. All cable cut repairs shall be classified as emergency unless determined otherwise by the QAP.

Routine. Complete within ten duty days

Priority. Complete within three duty days

Emergency. Respond on work site within two hours and complete work as soon as possible upon approval. The QAP may provide initial notification to the Contractor verbally, with a written follow-up within two hours. The Contractor will keep the QAP apprised of emergency work order status.

1.4.3. Required Information on Work Orders.

Work orders placed under the contract will contain the following information as a minimum:

Date of preparation.

Contract number, Task Order number, and work order number.

CLIN/SLIN/PID, description, quantity ordered, building number, room number, and contract unit and extended prices and total Not To Exceed (NTE) price.

The work order priority and established completion time.

Statement ―Davis Bacon Act Applies…___Y or ___N ____(Contractor Initials)‖

Changes to work orders, as permitted by the terms within this PWS, shall reflect mutual agreement by attaching supporting documentation; signatures of the QAP and Contractor;

and dates of signatures.

When complete, a stamp or other text block indicating customer acceptance, Contractor initials and dates of completion for work and applicable work center records.

Any other pertinent information required to properly document work performed.

Include the statement ―Invoice Work Order Against Funding SLIN(s) _____‖ prior to work order approval (do not use ―x‖ placeholders, e.g. x011AA on work orders)

1.4.4. Work Orders Subject to the Davis Bacon Act.

The QAP is authorized to place work orders directly with the Contractor for all CLINs/PIDs. The

Contractor shall identify work orders where the DBA applies on the face of the work order.

Work orders using CLINs X005-X009 may be subject to DBA dependent upon work effort to be performed. A copy of all DBA work orders shall be forwarded to the CA when approved, changed, and also when completed.

1.4.5. Submittal of Completed Work Orders.

The Contractor shall provide copies of all completed work orders issued under this contract to the QAP by dropping them into a designated location within two duty days of completion.

Completed work orders shall have the date of completion of the work, the completion date of applicable deliverables, and customer and Contractor initials.

1.5 Special Project Requirements.

Special projects are Firm Fixed Price (FFP) negotiated requirements. The CO will request a proposal from the Contractor for special projects. The Government may negotiate a special project into the contract when an effort is needed that is not covered by current line items on the

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contract. These are one-time efforts that are within the scope of the contract. Special projects will not cumulatively total more than 25% of the total price of CLINs X004-X008 for the Base

Period and all Option Periods. Proposals shall be submitted on DD Form 1367, Commercial

Communications Work Order or equivalent format and include the information below, as a minimum.

1.5.1. Contractor shall submit detailed proposals for work intended to be performed under special projects as requested by the CO at no additional price. Contractor shall provide its proposal to the CA/CO within five work days. The Contractor’s proposal shall provide adequate detail of efforts/items required to complete the job, including but not limited to item description, quantity, unit of issue and extended prices.

1.5.2. Contractor’s proposal shall include all direct and indirect expenses and profit within the price of the items specified. Contractor’s proposal shall be priced for inspection/acceptance at final destination.

1.5.3.