Hangar and Roll-up door PWS (15 May 2020).pdf

PERFORMANCE WORK STATEMENT

FOR

INSPECTION, MAINTNENANCE, AND REPAIRS

OF

AIRCRAFT HANGER DOORS

AND

OVERHEAD/SECTIONAL ROLLUP DOORS

Luke Air Force Base, Arizona

15 May 2020

PERFORMANCE WORK STATEMENT

FOR

INSPECTION, MAINTNENANCE, AND REPAIRS OF AIRCRAFT HANGER DOORS

AND OVERHEAD AND SECTIONAL ROLLUP DOORS

1. GENERAL DESCRIPTION. The Contractor shall provide all management, tools, supplies, equipment, transportation, man-lifts, and labor necessary to perform maintain and repair aircraft hangar doors and overhead and sectional rollup door at Luke Air Force Base in a manner that will ensure continuous and safe operations of the doors. Established in Appendix A is the estimated quantities for determining possible workload, in order to meet the requirements of this PWS and the Service Summary

(SS).

1.1. INSPECTIONS. The contractor shall perform semi-annual inspections and service of all overhead and sectional rollup doors (Jan-Jun & Jul-Dec) listed in Appendix A; annual fire door drop test (FDDT) of rolling fire doors identified in Appendix B; annual inspections and service of all aircraft hangar doors identified in Appendix C inspections on all doors. The contractor shall prepare and submit a written report within 10 days of the inspections. The report shall include identification of door system, location of the door within the building, facing direction, maintenance work performed, repairs needed (with written quote), date of inspection, inspector, and overall condition of the door. A “Fire Door Certification” tag shall be attached to each serviced fire door indicating the date the door was inspected, tested, and certified.

1.2. MAINTENANCE SERVICES. The contractor shall provide maintenance services on all aircraft hangar doors and overhead and sectional rollup doors at locations designated in the contract. The contractor shall perform preventive maintenance during inspections to ensure reliable and continuous safe operation of the doors. The maintenance work shall be in accordance with commercial practices or manufacturer’s specifications to include but not limited to lubrication of gearboxes, tracks, hinges, and chains; checking doors for operational defects, worn or broken parts, springs and cable tension, limit switches, motor or gear box leaks, binding of doors, door leveling, safety edges, wiring of control circuits as well as motor circuits and switches to ensure all doors are adjusted properly.

1.2.1. The Contractor at no additional cost to the government shall supply consumable items such as grease, oil, hydraulic fluid, minor parts and/or materials under $25.00. Should the amount exceed the $25.00, it will be the Contractor's responsibility to provide a copy of the Original receipt from the Vendor, of all exceeded consumable items at the time of Invoice for the item to be Reimburse. Receipts should include a detailed description on how much (or quantity) of each item/ product that was used, and the price the Contractor was charged for that specific item/product used for each specific job. This is Non-negotiable.

1.2.2. All troubleshooting and or minor repairs that can be made at the time of the PM shall be conducted at the time the problem was found. Minor repairs and /or adjustments would be defined as something requiring less than 30 minutes of labor and consumable items/parts. If the contractor doesn’t have the consumable items/parts or manpower to make repairs (includes diagnosis), no additional charges (labor, trip, and parts) shall be billed to the government for associated subsequent trips to repair that minor deficiency.

1.2.3. The contractor personnel will check in and out at 56th Civil Engineers Service Contract Office located at building 343 upon arrival and departure from Luke AFB, AZ during inspections and preventive maintenance services.

1.2.4. LIMITS FOR REPAIR WORK OUTSIDE OF INSPECTION AND MAINTENANCE. When repairs are required that are found outside the scope of the inspection and preventive maintenance services identified in paragraph 1.2, the Contractor shall prepare a detailed estimate, which shall include labor, trip charges (if applicable), and materials required to complete the repairs, to the Contracting Officer (CO) or the Contracting Officer’s Representative (COR). The Contractor shall commence repair work after notification and authorization from the CO or COR. All repair work shall be in accordance with normal commercial practices and invoiced separately on the contract. All parts and repair invoices are to be submitted with the supporting documents (copies of original receipts from the suppliers and vendors that provided the parts, equipment, and items to the Contractor) acceptable to the COR prior to submitting for payment.

1.3. REPAIR SERVICE CALLS. The contracting officer (CO) or the contracting officer’s representative (COR) will notify the contractor of repairs to be made from the inspection reports or routine service call. The contractor shall report to the work location, survey the repair, and provide the contracting officer an estimated cost of repair. The contractor shall commence repair work after notification from the contracting office. All repair work shall be in accordance with normal commercial practices.

1.3.1. ROUTINE SERVICE CALL. The contractor shall have a point of contact available during Luke AFB normal operations (7:00 am. to 4:00 pm) excluding weekends and federal holidays. with an initial call back response time not to exceed 1 hour after Government notification of a routine service call.

Routine service calls shall only be accepted by the Contractor from the COR at Luke AFB.

1.3.2. The Contractor shall notify the COR of their arrival and departure and status of repair. The contractor is required to be on site within eight (8) hours during Luke AFB normal operations from initial routine service call. (e.g., since an 8-hour response time is required, and the operating hours are 7:00 a.m.

to 4:00 p.m., then a call to the maintenance Contractor at 2:00 p.m. would require a physical response from the maintenance Contractor no later than 1:00 p.m. the following workday). The contractor shall troubleshoot and ensure door is repaired and returned to operational status in a timely manner. When a routine service call requires further repairs, the contractor and the COR shall coordinate and schedule repairs.

1.3.3. SERVICE CALL REPORTS. The Contractor shall prepare and submit a written report within 2 days of completed initial routine service call. The report shall include identification of each door system, location of door within building, facing direction, work performed, repairs needed (with written quote), date of service call, and overall condition of each door under this contract. The report must include the name(s) of the person(s) that performed the service.

1.3.4. SCHEDULED REPAIRS. The Contractor shall notify the CO or COR of repairs to be made from the service calls. The Contractor shall report to the work location, survey the repair, and provide the CO or COR an estimated cost of repair within (2) business days which shall include labor, trip charges (if applicable), and materials required to complete the repairs. The Contractor shall commence repair work after notification and authorization from the CO or COR. All repair work shall be in accordance with normal commercial practices and invoiced separately on the contract. All parts and repair invoices are to be submitted with supporting documents (receipts from suppliers and vendors) acceptable to the COR prior to submitting for payment. Contractor shall provide a report with the name(s) of the person(s) performing the service, repairs made and/or new parts installed to the item serviced or inspected, date and signature and full identification of the specific equipment repaired.

1.4. GOVERNMENT REIMBURSEMENT FOR REPAIRS. Contractor shall be reimbursed for parts and materials purchased by the Contractor to complete repair work for repair and services at market prices as established by suppliers paid invoices. No mark up of prices by the Contractor shall be allowed. When equipment rental has been approved in advance by the COR, the Contractor shall be reimbursed for rental of equipment necessary to perform work at market prices as established by supplier paid invoices, with an allowable mark up by the Contractor not to exceed 15%. Only new parts or parts of equal quality that is specified by the door manufacturer will be used in effecting repairs. Parts replaced will become the property of the government. The Contractor will return all replaced defective parts to the COR unless the replaced parts are used for trade in as authorized by the CO/COR. Contractor shall supply normal tools of the trade without cost to the government. The Contractor shall provide the COR with a copy of the Original Receipt of the purchase of all items and parts needing Reimbursement. It will be included at the time of Invoice; failure to comply could result in non-payment of the parts/equipment/items.

1.4.1. LABOR. Labor charges will be billed for repair and services for emergency or routine service calls at an hourly rate agreed to in the contract. Contractor will submit a bid of estimated labor charges to CO/COR for approval. Only approved bids will be reimbursed. Labor hours shall start at the arrival of Luke AFB and end on the departure of the base. Lunch breaks taken while on base will be logged on Work Orders and made known to the CO/COR, and will not be billable towards the time charged by the Contractor for Labor Hours at Luke AFB.

1.4.2. TRIP CHARGE. A trip charge is defined as the cost of transportation from the Contractor’s place of business to Luke AFB and return. Trip charges shall be for service calls only (this cost is included in PM costs). Contractor shall not charge for additional labor time during travel.

1.4.2.1. A trip charge shall not be charged for items related to scheduled contract Preventive Maintenance, unless a proposal has been or will be submitted for work to be authorized.

1.4.2.2. If the COR calls in a service call while the contractor is on Luke AFB, contractor will charge additional labor and decide whether their current schedule can accommodate completion of the call on that day. If the service call pushes the contractors scheduled work into an additional day, an additional trip charge is authorized. Contractor will make determination at time of call, whether the schedule permits the additional call at no cost.

NOTE: Any incident of repair/replacement which is above a total estimated cost (labor, trip charges, (if applicable) and direct material costs exceeding $500.00 may not be covered by this contract. The Government reserves the right to determine how these repairs/replacements are to be handled. Repairs may be negotiated and included in this contract, accomplished by separate contract, or performed by Government forces.

2. SERVICE DELIVERY 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.

Table 1.0, Service Summary Table

Performance Objective PWS Para. Performance Threshold Perform Inspections.

Inspections performed on annual aircraft hangar door, semi-annual commercial/ industrial overhead/ sectional rollup door, and annual fire door drop test (FDDT) of rolling fire doors and accurate reports delivered within 10 days of inspection.

1.1 95% of Inspections accomplished semi-annually, annually, and FDDT as required

Perform Preventive Maintenance.

Perform PM in accordance with commercial practices and manufacturer’s specifications. Doors are in good working order.

1.2 95% of PMI accomplished semi-annually, annually, FDDT as required

Repair Service Call.

Respond to routine service calls within 1 hour and be on site within 8 hours. Repairs are made in timely manner.

1.3 95% Response within the timeline

Service Call Reports.

Provide written report within 2 days of completed initial routine service call

1.3.4 100% of the time

Scheduled Repairs.

Provide estimated cost for repairs to be made from the service calls within 2 business days of initial service call. Door(s) is repaired within the time specified.

1.3.5 100% of the time

2.2. QUALITY CONTROL. Contractor shall develop and maintain a quality program to ensure maintenance and repair services are performed in accordance with applicable standards and the manufacturer’s instructions. The contractor shall develop and implement procedures to identify and prevent defective services from reoccurring. As a minimum, the contractor shall develop quality control procedures that address the areas identified in paragraph 2, Service Delivery Summary. 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 Luke AFB 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.

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES

3.1. PROPERTY. None

3.2. UTILITIES. The Government will furnish electricity, water, and sewage as necessary for accomplishment of work in accordance with this contract. All facilities do not receive the same utility services. The Contractor shall not change or modify any utility system or component; or connect any Contractor property, equipment or system without prior CO review and approval.

3.3. MATERIALS. None

3.4. SECURITY, FIRE, AND MEDICAL SERVICES. The Government will provide police and fire protection. In the event of a medical emergency, base ambulance service for transporting an injured employee to a local hospital is available on a cost reimbursement basis.

3.5. TELEPHONE. None

3.6. SOLID WASTE COLLECTION AND DISPOSAL. None

4. GENERAL INFORMATION

4.1. GOVERNMENT REMEDIES. The contracting officer shall follow the requirements of FAR 52.212-4, Contract Terms and Conditions for Commercial Items, for contractor’s failure to correct nonconforming services.

4.2. HOURS OF OPERATION. Perform all maintenance services during normal duty hours which are7:00AM - 4:00PM, Mondays through Fridays, excluding federal holidays, unless otherwise required in the contract or approve by the CO.

4.2.1 RECOGNIZED HOLIDAYS. The contractor is not required to provide service on federal holidays, except in emergency situations; the holidays are:

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 observed. If these holidays fall on Sunday, the following Monday will be observed. 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.

4.2.2. BASE CLOSURES. Work scheduled but not accomplished because of base closure due to weather, exercises, or actual alert, will be accomplished as soon as possible after reopening the base.

4.3. HOT WORK PERMIT. The Contractor shall obtain a hot work permit prior to welding, cutting, grinding, brazing, or use of equipment that has flames. All welding and burning operations necessary for the completion of this contract shall be accomplished in strict compliance with Fire Safety standards. The hot work permit shall be acquired at the Luke AFB Fire Department in building 302.

4.4. DAMAGE TO GOVERNMENT BUILDING, EQUIPMENT, OR VEGETATION. Damages to Government buildings, equipment, or vegetation are addressed in clause 52.237-2 – “Protection of Government Buildings, Equipment, and Vegetation.”

4.5. ENVIRONMENTAL AND HAZARDOUS MATERIAL HANDLING

4.5.1. 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.

4.5.1.1. The Contractor shall furnish an AF Form 3952 or equivalent electronic worksheet to the Base HAZMART, through the CO, for anticipated quantities, application of use, and method of disposal for all materials to be used under this PWS. The listing shall include, but not be limited to, lubricants, spray cleaning solvents, and any known hazardous materials.

4.5.2. The Contractor's attention is directed to Hazardous Chemical Reporting (40 C.F.R. Part 370), Toxic Chemical Release Reporting: Community Right to Know (40 C.F.R. Part 372), which includes the following: Chemicals with special characteristics which in the opinion of the manufacturer can cause harm to people, plants, or animals when released by spilling, leaking, pouring, emitting, emptying, discharging, injecting, escaping, leaching, dumping or disposing into the environment (including the abandonment or discarding of barrels, containers, and other receptacles).

4.5.3. MATERIAL SAFETY DATA SHEETS: The Contractor shall submit a copy to the CO or PM of all hazardous material safety data sheets (MSDS) describing the hazards of any chemical used in the performance of this contract. This file shall be made available for review immediately upon request. The Contractor shall request from his supplier a MSDS for each new material ordered. These sheets will then be placed in the hazardous material data sheet file. This is in addition to the requirements of FAR clause 52.223-3, Hazardous Material Identification and Material Safety Data.

4.5.4. The contractor shall maintain spill control material on hand at all times sufficient to contain a worse case spill, both volume and hazard level.

4.5.4.1. For any spills caused by or resulting from the Contractor's action or inaction, the Contractor shall provide all necessary manpower, equipment and material to implement all spill response, containment, cleanup and reports required by Federal, State, and local laws, regulations and standards. The Contractor shall be responsible for any damage resulting from Contractor caused spills. The Contractor shall report any spills to the CO immediately.

4.5.5. MATERIAL DISPOSAL: The contractor shall dispose of hazardous waste at an off base location in accordance with applicable federal, state, and local pollution laws and regulations.

4.5.6. FINAL REPORT. The contractor shall submit a final inventory, not later than ten (10) working days following termination/completion of this contract, of all hazardous materials used since the last hazardous usage report to the CO or COR. The final inventory will list all hazardous materials used, total amount of each used, and a description of the disposition of any remaining hazardous material.

4.6. PERMITS, LICENSES AND CERTIFICATIONS: Unless otherwise specified in this contract, obtain necessary permits, licenses, and certifications; give all required notices; and comply with applicable Federal, State, County, and local laws, codes, and regulations in performance of the requirements of this contract. Maintain records of such requirements and make the documentation available to the Government for review.

4.7. SECURITY REQUIREMENTS. The Contractor shall promptly deliver to the CO a list of all employees and their social security numbers for all of the Contractor’s personnel requiring entry to Luke AFB. The Contractor shall assure the Pass and Identification items required for contract performance access to Luke AFB are obtained for Contractor’s personnel and non-government-owned vehicles necessary to complete the work of this contract. The Pass and Identification Section of the 56th Security Forces Squadron will provide base entry authorizations/passes to each Contractor principal and/or employee with proper credentials. In addition, Contractor principal(s) and/or personnel desiring to operate a privately owned or company owned vehicle on Luke AFB, must comply with all base registration requirements. Entry authorizations and vehicle registrations must be maintained current and renewed as required by the Pass and Identification Section of the 56th Security Forces Squadron. The Contractor’s commercial vehicle(s) shall have the company name or logo, and address showing on the driver’s side of the vehicle, either painted or by use of a magnetic rubber mat sign, for ease of identification. The Contractor is cautioned that speed limits, seat belt regulations, parking regulations and traffic regulatory signage regulations are strictly enforced.

4.7.1. Security Requirements. The contractor shall comply with Security and base access requirements as contained in FAR clause 5352.242-9000 “Contractor Access to Air Force Installations.”

4.8. INTERFACES. 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.

4.9. CONTRACTOR OFFICER AND CONTRACTOR 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.

4.10. WORK CLEARANCE REQUEST. The contractor shall obtain an approved Work Clearance Request for all work which involves excavation including minor digging. Digging permits are available through the COR office.

4.11. SAFETY REQUIREMENTS AND REPORTS. The contractor shall perform work in a safe manner as required by OSHA Safety and Health Requirements. 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.

4.12. CONTRACTOR FURNISHED ITEMS AND SERVICES. Except for those items or services specified as Government-Furnished, the Contractor shall furnish everything needed to perform this contract according to all its terms and conditions.

4.13. SPECIAL QUALIFICATIONS. The contractor shall provide the name and telephone number of the Contractor’s on-site contract manager and alternate responsible for all requirements in the PWS.

Provide telephone numbers of contractor manager and alternate(s) for after duty hours. The contract manager and alternate(s) must be able to read, write, speak and understand English, or an interpreter must be provided to work alongside the contract manager or alternate(s) at no additional cost to the Government.

4.13.1. The Contractor shall be licensed (current) by the State of Arizona to provide the maintenance and repair services specified in this contract. All work shall be performed by tradesmen and craftsmen who have at least 5 years experience in repairing all brands of commercial/industrial doors and hanger doors listed in this contract and be trained and certified to perform FDDT in accordance with NFPA 80 section 15-2.4.3-5 . Evidence of all required licenses, as well as documentation of the qualifications of personnel, shall be provided to the CO prior to award of the contract.

5. APPENDICES. (Separate Attachment)

A. ESTIMATED WORKLOAD DATA AND LOCATION

B. DATA SUMMARY