PWS_-_Auto_Doors_10_December_2013.doc

PERFORMANCE WORK STATEMENT

FOR

AUTOMATIC DOOR MAINTENANCE

AND

REPAIR SERVICES

Edwards Air Force Base, California

10 December 2013

TABLE OF CONTENTS

Section Page I. Description of Services 1.1 Scope of Work 1.2 Preventive Maintenance Inspections (PMI) Plan 1.3 Service Calls 1.4 Over and Above Work Requests 1.5 Over and Above Work Procedures 1.6 Site Clean Up 1.7 Contract Manager II. Services Summary 2.1 Services Summary 2.2 Quality Control 2.3 Quality Assurance

III. Government-Furnished Property and Services 3.1 Government Furnished Property (None) 3.2.

Government Furnished Services IV. General Information 4.1 Records and Reports 4.2 Contractor Fulltime Equalivalent Reporting 4.3 Standards 4.4 Government Remedies 4.5 Hours of Operation 4.6 Security Requirements

4.7 Safety Requirements and Reports

4.8 Welding Permits 4.9 Excluded Services V. Appendices

Appendix A – Automatic Door List

Appendix B – Over and Above Work Request Form

SECTION I

DESCRIPTION OF SERVICES

1.1 Scope of Work. The contractor shall provide all management, tools, supplies, equipment, transportation, parts and labor necessary for full maintenance, repair and inspection of the real property automatic doors at Edwards AFB (EAFB) and Air Force Research Lab (AFRL) CA, to ensure continuous and safe operation, full maintenance and repair of the doors including additions and deletions of doors based on necessity of service in accordance with ANSI/BHMA A156.10-1985 American National Standard for Power Operated Pedestrian Doors and ANSI A156.19-1984 American National Standard for Power Assist and Low Energy Power Operated Doors. The Contractor assumes all responsibility for the scope of work in this Perfromance Work Statement (PWS) and will provide inspections quarterly on all Automatic Doors listed in Appendix “A”. Excluded services are listed in paragraph 4.9 below. The quarterly fixed price includes all service calls, inspections, maintenance, repairs and replacement parts. The contractor is responsible for up to $150 per part.

1.2 Preventive Maintenance Inspection (PMI) Plan. The contractor shall provide a PMI plan for review and approval by the Contracting Officer (CO) and government Program Manager (PM) within 30 days of contract award. The PMI program will be based upon Original Equipment Maintenance (OEM) recommendations, contractor expertise and standard industry practices. The purpose of this plan is to prevent and correct equipment deficiencies, minimize breakdowns and service interruptions, extend automatic door service life, maximize efficient operation and warrant services as defined in paragraph 1.1 of this PWS. Under the PMI Plan, the contractor will perform Quarterly Preventive Maintenance Inspections to service all automatic doors at the locations identified in Appendix A. These Quarterly Inspections will be scheduled and closely coordinated with the PM. The contractor shall have PMI checklists for these Quarterly PMI visits to include the following basic information: identification of each automatic door, the physical location, the date and time of the inspection, a list of operational checks, maintenance work performed, description of repairs (if any), parts replaced, name of inspector or repair technician, overall condition of the automatic door, and actual time spent at the work site.

1.2.1 Preventive Maintenance and Repair Work. The contractor will perform required inspections and repairs of automatic doors contained in this contract on each scheduled service visit. Repairs will be in accordance with accepted commercial practices, using parts and tools specified by the automatic door manufacturer. If recommended parts are not available, replacement parts will be equal to or better in quality than the replaced item. Downtime will be kept to a minimum. The contractor will notify the PM of needed repairs determined during inspection reports and service calls. All deficiencies will be corrected during the preventive maintenance service whenever possible, or within a maximum of five business days. The contractor will warrant all services exclusive of any other manufacturer warranties for a period of 90 days following completed preventive maintenance as defined in the PMI Plan.

1.3 Service Calls. The contractor must respond to service calls within five (5) business days. The contractor shall have all equipment and material required to start work and make repairs as necessary upon arrival at the service location. All deficiencies will be corrected during service calls whenever possible, or within a maximum of five business days. The contractor shall fully warrant all service call repairs. The contractor will not be held liable under the warranty due to circumstances outside the control of the contractor. Repairs will be free of charge to the Government if warranties defined in this PWS apply. Trip charge is not applicable for service calls.

1.4 Over and Above Work Requests. Maintanance and repair costs which exceed $150.00 in parts and labor, caused by events outside the contractor’s control, which are within the general scope of the contract and are necessary to effect repairs, will be performed by submitting an Over and Above work request for the complete maintenance repair amount and required man hours. This process permits the Government and the contractor to negotiate fixed-price parts and labor hours. All over and above repairs shall be warranted for a period of 90 days from completion, excluding the manufacturer's warranty.

1.5 Over and Above Work Procedures. In accordance with DFARS Procedures, Guidance and Instruction (PGI) 217.77, p. 2, Over and Above requirements task the contractor to identify needed repairs and recommend corrective action during contract performance. The contractor submits a work request (Appendix B) to identify the over and above work and, as appropriate, the Government authorizes the contractor to proceed.

1.5.1 Over and Above work requests can be identified by the Government or the Contractor. The contractor shall submit the form (Appendix B), with all applicable fields completed, to the PM within 48 hours.

1.5.2 Over and Above work requests submitted by the Contractor will contain all information pertaining to the work requested: the specific work location, estimated time to complete, estimated parts costs, anticipated work schedule, and detail all necessary equipment and supplies required to complete the Over and Above Work. Information contained within the Over and Above Work Request must satisfy all contractual requirements.

1.5.3 All work requests submitted with a total estimated value of less than $2,500.00 will be sent to, reviewed and approved by the PM. All work requests approved by the PM will be sent to the Contracting Office for records. Work requests exceeding $2,500.00 will be reviewed by the PM, but must be approved by the Contracting Officer (CO) prior to commencement of work.

1.5.4 The PM will:

(a) Promptly review the Over and Above Work Request for technical acceptability and reasonableness of price.

(b) Verify the proposed work is required, appropriate, and is not covered under the basic contract line item(s).

(c)Verify funding is available for the Over and Above Work Request.

(d) Inform and coordinate with other appropriate EAFB activities as necessary, in a timely and professional manner.

1.5.5 The Contractor must obtain approval prior to performing the actual Over and Above work. Approval will be provided in writing. The contractor shall strictly abide by the commencement and completion dates agreed upon with PM. This approval will establish a firm-fixed price for the work request. Failure to agree on the price of the over and above work will be a dispute within the meaning of the Disputes clause of this contract. If the Government and the contractor fail to negotiate a fair and reasonable price, the Government may use other means to obtain the repairs.

1.5.6 Trip Charge. A Fixed Price trip charge may or may not apply to any O&A approved requirement that cannot be accomplished during routine PMI inspections.

1.5.7 Upon completion of all work, the Contractor will promptly submit an invoice for the completed Over and Above work to the PM.

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

1.7 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 PM and CO prior to the contract start date and shall be updated as needed. The contract manager or alternate(s) shall be available by phone within 24 hours. The contract manager or alternate(s) shall read, write, speak, and understand English.

SECTION II

SERVICES SUMMARY

2.1 Services Summary The contractor service requirements are summarized into performance objectives that relate to essential services. The performance thresholds briefly describe the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Services Calls Contractor responds within five business days and repairs completed within contractor’s specified time.

2.2 Quality Control. The contractor shall develop and maintain a quality control program to ensure maintenance and repair services are performed in accordance with ANSI/BHMA A156.10 and other applicable standards and codes. The contractor shall develop and implement procedures to identify and prevent defective services from occurring or reoccurring. At a minimum, the contractor shall develop quality control procedures addressing the areas identified in the Services Summary, Section 2. The contractor shall maintain all quality control records for the duration of the contract and will make them available to the PM within 24 hours of request. The PM must have a specific quality control inspector to notify in case of customer complaints. The contractor will submit an electronic copy (Microsoft Word) of the Quality Control Plan (QCP) to the PM, within 30 days after contract award.

2.3 Quality Assurance. The Government will periodically evaluate the contractor’s performance by appointing a PM to monitor performance to ensure services are received. The PM will evaluate the contractor’s performance through intermittent on-site inspections of the contractor's quality control program and receipt of complaints from EAFB personnel. The PM may inspect each task as completed or increase the number of quality control inspections deemed appropriate due to repeated failures discovered during quality control inspections or based upon customer complaints. Subsequently, the Government may decrease the number of quality control inspections if performance dictates. The Government will receive and investigate all customer complaints. The contractor will be responsible for validating and resolving initial customer complaints, at the direction of the PM. The CO a will make a final determination of the validity of customer complaints in the event of any dispute.

SECTION III

GOVERNMENT-FURNISHED PROPERTY AND SERVICES

3.1 Government-Furnished Property (GFP). There are no GFP or Facilities provided on this contract.

3.2 Government Furnished Services.

3.2.1 Fire Prevention and Protection. Fire department telephone extension is 911 for emergencies and 277-4540 for routine calls.

3.2.2 Security Police. The Government will provide general on-base Security Police service. Security Police telephone extension is 911 for emergencies, and 277-3340 for routine calls.

3.2.3 Emergency Medical Service. The Government will provide emergency medical treatment and emergency patient transportation service for contractor personnel who are injured or become critically ill during the performance of this contract. The contractor shall reimburse the Government for the cost of medical treatment and patient transportation service at the current in-patient or outpatient treatment rate, as appropriate.

SECTION IV

GENERAL INFORMATION

4.1 Records and Reports.

4.1.1 Maintenance Records. The contractor shall maintain maintenance and service records for each automatic door listed in Appendix A. These records will include a PMI checklist of preventive maintenance and repairs as described in paragraph 1.2, repairs, and record scheduled versus actual completion dates. The contractor will ensure these records are accurate, current, and always available for periodic inspection by the PM or.

4.1.2 Reports. Following each PMI, the contractor will prepare and submit a checklist, to include any repairs made to any door during the quarterly inspection. The report may be an annotation on the checklist. An electronic written report is acceptable, and must be submitted to the PM within five business days. These reports shall include the checklist specified in paragraph 1.2.

4.2 Contractor Full-Time Equivalent Reporting. This requirement incorporates Air Force Implementation of FY11 NDAA Section 8108 of Public Law 112-10 of the Department of Defense and full-year Continuing Appropriations Act, 2011. As such, the Contractor shall adhere to the following:

4.2.1 The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Air Force Test Center via a secure data collection site. The contractor is required to completely fill in all required data fields at http://www.ecmra.mil.

4.2.2 Reporting inputs will be for the labor executed during the period of performance for each government fiscal year (FY), which runs 1 October through 30 September. While inputs may be reported any time during the FY, all data shall be reported no later than 31 October* of each calendar year. Contractors may direct questions to the CMRA help desk.

4.3 Standards. Automatic doors maintenance and repair services must conform to all applicable standards and codes included in ANSI/BHMA A156.10-1985 American National Standard for Power Operated Pedestrian Doors and ANSI A156.19-1984 American National Standard for Power Assist and Low Energy Power Operated Doors.

4.4 Government Remedies. The CO will follow the requirements of FAR 52.212-4, Contract Terms and Conditions for Commercial Items, for contractor’s failure to correct non-conforming services. A reduction in contract price may be made for non-conforming services.

4.5 Hours of Operation. The hours of operation are 7:30 - 4:30, Monday – Friday, except federal holidays, but may be adjusted upon request. When a service falls on a Federal holiday, the work will be accomplished on the day before the Federal holiday.

4.6 Security Requirements. Contractor personnel will 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 employees of the contractor will abide by all installation security regulations.

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

4.8 Welding Permits. The contractor shall obtain a welding permit from the Edwards Fire Department, Building 2860, (661) 277-3643 before welding equipment or a cutting torch is used.

4.9 Excluded Services. The following services are not covered in the full maintenance service arrangement and may be pursued by other means upon approval by the Government. In the event that the Contractor encounters an item of work included in paragraphs 4.9.1 - 4.9.3, the Contractor may report the situation to the PM for further evaluation.

4.9.1 Alterations and/or modernizations on existing Automatic Door Systems are not covered in the full maintenance service arrangement.

4.9.2 Acts by parties other than the Contractor including vandalism, abuse, negligence, damage resulting from rescue and recovery operations, acts of God, including damage resulting from emergency power generator power spikes and low quality power are not included in the contract.

4.9.3 Additional items excluded in the full maintenance coverage of the Automatic Door systems including the floor covering, main line power switches, main power breaker(s), smoke and fire sensors, that are not solely dedicated to the Automatic Door Systems are excluded services.

SECTION V

APPENDICES

A. Automatic Door List B. Over and Above Work Request Form

APPENDIX A

AUTOMATIC DOOR LIST

Door Type, Manufacturer, Quantities and Locations

Qty

Location

APPENDIX B

OVER AND ABOVE WORK REQUEST FORM

Control Number__________

Description of work to be performed:

Costs:

Labor: The total labor price shall include all labor costs to include General and Administrative costs and Profit.

Labor Number Price Total

Classification of Hours Per Hour Labor price Total of Labor Costs

Materials, Supplies, Equipment. Contractor shall identify all materials, supplies, and equipment required regardless of cost. For any single item less than $2,500, contractor shall provide the quote from vendor. For any single item in excess of $2,500, the contractor shall provide at least 3 competing vendor quotes.

Vendor Name & Contact Info

Item

Cost

Total of Materials, Supplies, Equipment Costs

Total of all work request costs

Warranty period: Parts___________ Labor____________

Schedule of Work: Start_______ Complete_________ Days and Hours ____________

Other Conditions:

Contractor

CE Program Manager

Contracting Officer

Signature & Date