Appendix_1_sources_sought.pdf

APPENDIX 1: Purpose and Objectives

TABLE OF CONTENTS

I. Description of Services/General Information

1.0. Scope of Work

1.1. Service Calls

1.2. Cleaning and Disposal

1.3. Preventive Maintenance

1.4. Sample Testing

1.5. Over and Above

1.6. Reports and Records

1.7. Safety Requirements and Reports

1.8. Security Requirements

1.9. Quality Control Plan

1.10. Quality Assurance

1.11. Damages to Government Bldgs, Equipment or Vegetation

1.12. Hours of Operation

1.13. Contract Manager

DESCRIPTION OF SERVICES/GENERAL INFORMATION

1.0. Scope of Work. The contractor shall provide all management, personnel, tools, vehicles, supplies, materials, equipment, and labor necessary to maintain and repair oil water separators (OWS) located at Edwards Air Force Base (EAFB), and the Air Force Research Lab (AFRL), in accordance with the manufacturer’s operation and maintenance (O&M) manuals, and federal, state, local environmental laws and regulations. All work shall comply with government and commercial standards, whichever is more stringent. The contractor shall also be responsible for preventive maintenance and repairs to the high-pressure oil water separators (HPOWS) and the sprayer system at Bldg. #9505, Precision Impact Range Area (PIRA). For each oil water separator system, the contractor’s responsibility begins at the clarifier (or initial entry storage) and ends where the effluent enters the sewer system; typically where the above ground piping transitions to the underground.

1.1. Service Calls. The contractor shall provide standard manufacturers’ warranty on all repairs to include parts and labor. The contractor shall have equipment and materials to start work upon arrival at the service location. The contractor shall provide the Civil Engineering (CE) Program Manager (PM) a 24-hour contact number.

1.1.1. Routine Service Calls. Routine service calls apply to maintenance or repairs not classified as an emergency. Response to routine service calls shall be within 24 hours of notification during normal duty days (Monday – Friday) and the next duty day for weekends and holidays.

1.1.2. Emergency Service Calls. The contractor shall respond to emergency repair calls within three hours after notification. Examples of emergency service calls are: broken pipes, afterhours pump failure, broken vessel due to freezing conditions, or an alarm condition that did not exist during normal duty hours.

1.1.3. Warranty Service Calls. Warranty service calls may be in the form of either emergency or non-emergency calls when an OWS is non-operational and the failed component is under warranty.

1.2. Cleaning and Disposing of OWS Waste Materials. The OWS shall be cleaned in accordance with manufacturers’ specifications/instructions, commercial/industry standards and environmental regulations to ensure proper operation. In accordance with (IAW) Air Force Instruction (AFI) 32-7042, Waste Management the contractor shall be responsible for the transportation and disposal of all hazardous/non-hazardous contents or materials from OWS to an approved off-base facility. All waste discharge manifests must be signed by the 412 TW/CEV office, Bldg 2650A prior to any off-site waste disposal. The contractor shall maintain and have available upon request, all documentation associated with the sampling analysis, transportation and destruction of hazardous and non-hazardous materials.

1.2.1. Site Clean Up. The contractor shall ensure each OWS area is clean, orderly and free of debris upon completion of each service.

1.3. Preventive Maintenance. The contractor shall perform all required inspections and maintenance on all OWS. All preventive maintenance shall be in accordance with manufacturers’ specifications/instruction and commercial/industrial standards. If manufacturers’ recommended parts are not available, replacement parts shall be equal to or better than the manufacturer’s recommended part. The contractor shall correct all deficiencies within three duty days unless approved by the Contracting Officer (CO).

1.3.1. Preventive Maintenance Inspection (PMI) Program. The contractor shall submit a PMI plan to the PM for approval within 10 calendar days after award. The purpose of the PMI program is to prevent and correct deficiencies with OWS equipment, by minimize equipment breakdowns, service interruptions, extend component service life, and maximize operating efficiency. The PMI plan shall include equipment components to be inspected and maintained, inspection and maintenance techniques (adjustment, lubrication, repair, replacement, inspection, and testing of the OWS and all associated mechanical devices, and safety equipment), inspection and maintenance frequencies, and reporting methodology. The contractor's PMI plan shall also include a checklist that incorporates the areas mentioned above. The contractor shall update schedules as necessary to reflect any changes in equipment inventory.

1.4. Sample Testing. Contractor shall sample the effluent at least annually or as required by the Wastewater Discharge Permit, whichever is more stringent, to ensure the units are compliant with regulations. Annual testing of the OWS at Building 9505 is not required since it is a closed loop system and does not discharge to the EAFB sewer system.

1.4.1. All analytical work shall be performed in accordance with the methods and procedures, including quality assurance/quality control requirements, detailed in the most current edition of EPA SW-846-Test Methods for Evaluating Solid Waste, Physical/Chemical Methods. The selected laboratory shall be certified by the State of California.

1.5. Over and Above. This permits the government and the contractor to negotiate a fixed price for parts and labor for repairs that are not listed as maintenance in the O&M Manuals. Over and above guidelines are provided in DFARS clause 252.217-7028.

1.5.1. Over and Above Repair Procedures. The contractor shall submit a written work request form (Appendix D), with a detailed cost estimate and warranty terms, to the PM and Contracting Officer’s Representative (COR) within three business days of discovery. If the Government and the Contractor cannot agree upon a firm-fixed price for the Over and Above Work request, the Government has the right to openly compete the Over and Above Work. The contractor shall commence and complete work by the negotiated dates. The contractor shall schedule repairs with the PM, COR and the customer at least 48 hours in advance.

1.6. Reports and Records.

1.6.1. Reports. Reports at a minimum shall identify the specific OWS, specific location, date of the inspection, date and time of service, name of the inspector, name of repair technician, overall condition of the OWS, work performed, and any other pertinent or useful information. The contractor shall submit the following reports.

1.6.1.1. Monthly Operations Report. Submit an operations report, with the monthly invoice, summarizing routine monitoring, sampling results, if any, and documentation on all maintenance and over and above repair activities by the 5th business day of the next month.

1.6.1.2. Warranty Repair Report. Submit, after each warranty repair, a report of all completed work within five business days.

1.6.1.3. Sample Test Results. Provide a copy of the sample test results to the PM within five days of the test and maintain a copy of the test results with the corresponding maintenance records.

1.6.2. Records. The contractor shall maintain the following records.

1.6.2.1. Maintenance Records. Maintain records for each OWS and HPOWS. Each record shall include a checklist of all PMI, repairs and maintenance, scheduled versus actual completion dates, the person(s) who performed the work, and any other recommended work. The contractor shall ensure that these maintenance records are accurate, updated, legible, and kept IAW commercial standards and practices. A copy of the maintenance record shall be kept at each OWS and HPOWS.

1.6.2.2. Hazardous Waste Records. Maintain records of hazardous waste generated and disposed of monthly, as well as the analytical testing required to properly characterize it for disposal. In addition, OWS for buildings 1615, 1435, and 3510 require tiered permits in order to satisfy the permit conditions set forth in the California State Health and Safety Code (HSC) Sections 25200.3 and 25201.5. The contractor shall coordinate with the base Environmental Management (412 TW/CEV) to obtain tiered permits.

1.7. Safety Requirements and Reports.

1.7.1. The contractor shall perform work in a safe manner as required by the Occupational Safety and Health Administration (OSHA) Safety and Health Requirements. Provide a verbal report to the PM and COR 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 PM and COR within five calendar days of each occurrence.

1.7.2. Welding Permits.

The contractor shall obtain a welding permit from the Edwards Fire Department (Building 3760,

(661) 277-3643) before welding equipment or a cutting torch is used.

1.7.3. Safety and Health Standards.

The contractor shall comply with all Edwards Air Force Base safety standards and all OSHA standards. The contractor shall initiate and maintain programs to comply with the provisions of OSHA concerning entry requirements in confined spaces and handling potential hazardous substances. Resolution of citations for violations of OSHA Safety, and Health Standards is the contractor’s responsibility.

1.7.4. Voluntary Protection Program (VPP).

EAFB is in the process of pursuing VPP recognition or has already been recognized under OSHA VPP. VPP impacts all “applicable contractors” operating on Air Force installations. It is the Contractor’s responsibility to ensure its employees and managers have a comprehensive understanding of VPP as well as full compliance with OSHA requirements. Contractor (to include applicable subcontractors), whether regularly involved in routine site operations or engaged in temporary projects such as construction or repair, must follow the safety and health rules of the installation or VPP site. Detailed information is available on OSHA website at http://www.osha.gov/dcsp/vpp/index.html.

1.7.5. Reporting.

Contractor is required to submit their Total Case Incidence Rate (TCIR) and Days Away, Restricted, and or Transfer Case Incident Rate (DART) rates OSHA Form 300A annually to the contracting office for consolidation and submission as part of the installation’s annual VPP Safety and Health Management report. TCIR and DART rates are due by the 15th of January of each year.

1.7.6. Compliance.

It is the contractor’s sole responsibility for compliance with the OSHA (Public Law 91-596).

The Contractor must submit a Safety and Health Plan and corresponding site safety checklist to the CO 10 days after contract award. The Contractor’s plan shall include appropriate measures to ensure the Contractor reacts promptly to investigate, correct and track alleged safety and health violations and/or uncontrolled hazards in contractor work areas. Additional, installation specific references and policies may be included or attached to this section. The plan shall:

a. Demonstrate a management commitment to employee safety and health;

b. Identify the application of the safety and health plan to subcontractors;

c. Identify the roles and responsibilities of the following individuals:

management; supervisors; employees; safety coordinator

d. Identify applicable safety rules and regulations’

e. Include a worksite hazard analysis to include base-line hazard identification and required control measures;

f. Include a job site analysis to include hazards of tasks required to control measures

g. Identify employee safety and health training requirements and the documentation process;

h. Include a workplace inspection frequency, to include identifying the individual conducting the inspections;

i. Include employee hazard reporting procedures;

j. Identify individual(s) responsible for corrective action hazards;

k. Identify first aid/injury procedures;

l. Identify procedures for accident investigation and reporting;

m. Identify emergency response procedures; and

n. Identify the process for tracking controlled hazards in contractor work areas Subcontractors Contractor is responsible for establishing these requirements for all subcontractors who qualify as subcontractors under the resulting contract.

1.8. Security Requirements. The contractor shall comply with all base security regulations.

These regulations are available for review from the CO. Security and base access requirements are contained in clause AFFARS 5352.242-9000 “Contractor Access to Air Force Installations.” Contractor employees will be required to obtain and display identification badges at all times. Anticipate delays in getting commercial vehicles on base and allow time for commercial vehicles to reach their destination by driving designated routes at posted speed limits throughout the base. Procedures for commercial vehicle access to the base are subject to change without prior notice. The contractor manager shall ensure each employee obtains all applicable pass and identification items for contractor personnel and non-government owned vehicles.

These forms are issued by the Security Forces’ Pass and Identification office located in Building 3000, Yeager Boulevard. Failure to obtain necessary items could result in denial of employee entry to the base. All contractor employees that are required to operate vehicles in the flight line area shall successfully complete the Edwards AFB Flight Line Vehicle Training requirements, and maintain certification, before operating any vehicle on the flight line.

1.8.1. Contractor personnel shall use the AF Form 1199, USAF Restricted Area Card, for unescorted entry into USAF Restricted/Controlled areas on Edwards AFB according to AFI 31- 101, as supplemented. The contractor must, within five days after contract award or the hiring of new employees, comply with the requirements in paragraph (d) of the Contractor Access to Air Force Installations clause, AFFARS 5352.242-9000. All contractor employees shall abide by all installation security regulations.

1.8.2. The contractor shall maintain a current listing of all employees. The list will include the following information as a minimum: employee names, social security numbers, and security clearance levels. The government reserves the right to request additional information if necessary. The contractor’s security manager shall validate this list and provide it to the PM and CO before contract start date. An updated listing shall be provided upon change of any employees.

1.8.3. Upon employment termination or contract end, the contractor shall retrieve all government issued identification badges and passes and turn them in to PM.

1.9. Quality Control Plan. Submit a quality control plan (QCP) to the PM and CO for approval within 10 calendar days of award and changes to the plan. The QCP shall ensure that all OWS maintenance and repair services are performed IAW applicable commercial standards, regulations, laws and codes and contractor’s PMI plan. The QCP must describe the overall quality approach and quality control inspection system tasks to identify and prevent defective services from occurring or recurring. As a minimum, the contractor shall develop quality control procedures and an internal inspection/surveillance system that address the areas identified in the Services Summary. The contractor shall maintain all quality control records for the duration of the contract and will make them available to the government COR, PM or CO within 24 hours upon request. Provide quality control inspector(s) contact information to the CO, PM, and COR for notification of customer complaints, government concerns, or emergency situations. This listing should contain current names and phone numbers, and be updated when changes occur.

The plan shall be maintained and updated as necessary throughout the life of this contract.

1.10. Quality Assurance. The government will evaluate the contractor’s performance in accordance with the Quality Assurance Surveillance Plan (QASP). In addition, the government will periodically evaluate the contractor’s performance by appointing a representative(s) to monitor performance to ensure services are received. The government may increase or decrease the number of quality control inspections as performance dictates. The COR will evaluate the contractor’s performance through intermittent on-site inspections of the contractor's QCP and receipt of valid customer complaints. The PM or COR will receive and investigate customer complaints and the CO will make the final determination of the validity of the complaint.

1.11. 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.”

1.12. Hours of Operation. Normal duty hours for both EAFB and AFRL are 7:00 a.m. to 5:00 p.m. Monday through Friday, except federal holidays. The contractor may establish work hours, as deemed necessary for the performance of work under this PWS.

1.13. Contract Manager. The contractor shall identify a contract manager who is authorized to represent the contractor and make binding contractual agreements with the government. Provide the contact information for the contract manager and alternate(s), to the CO prior to the contract start date and shall be updated as needed. The contract manager or alternate(s) shall be available by phone or radio within 30 minutes; and in person within two hours during normal duty hours, and within four hours after normal duty hours to discuss any problem areas, issues, or concerns.

The contract manager or alternate(s) shall read, write, speak, and understand English.