Hangar and Roll Up Door PWS dated 30 Apr 2026.pdf

CUI

PERFORMANCE WORK STATEMENT FOR

INSPECTION & PREVENTIVE MAINTENANCE, REPAIRS, AND REPLACEMENT OF

AIRCRAFT HANGAR DOORS &

OVERHEAD/SECTIONAL ROLLUP DOORS & DOCK LEVELERS

Luke Air Force Base, AZ

(Updated 30 April 2026)

1. GENERAL REQUIREMENTS

1.1. INSPECTION AND PREVENTIVE MAINTENANCE

1.1.1. CHECK IN: The contractor personnel will check in and out at the 56th Civil Engineers Service Contract Office located at building 343 or notify the office by phone call/text message upon arrival and departure from Luke AFB, AZ during inspections and preventive maintenance services.

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

1.2.1. ROUTINE SERVICE CALL. The contractor shall have a point of contact available during Luke AFB normal operations (7:00 a.m. to 4:00 p.m.), 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.

1.2.2. The Contractor shall notify the COR of their arrival, departure, and the status of the repair. The contractor is required to be on site within eight (8) hours during Luke AFB normal operations from the initial routine service call. (e.g., an 8-hour response time means a call to the Contractor at 2:00 p.m. requires a physical response no later than 1:00 p.m. the following workday). The contractor shall troubleshoot and ensure the door is repaired and returned to operational status within 2 Luke AFB workdays unless otherwise approved by the COR. When a routine service call requires further repairs, the contractor and the COR shall coordinate and schedule the repairs.

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

1.2.4. SCHEDULED REPAIRS. The Contractor shall notify the CO or COR of repairs identified during 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 two (2) business days, which shall include labor, trip charges (if applicable), and materials. The Contractor shall commence repair work after receiving notification and authorization from the CO or COR.

All repair work shall be in accordance with normal commercial practices and invoiced separately. All parts and repair invoices must be submitted with supporting documents (receipts from suppliers) to the COR before payment submission. The Contractor shall provide a report with the names of personnel performing the service, repairs made, new parts installed, date, signature, and full identification of the equipment repaired.

1.2.4.1 When repairs are required outside the scope of scheduled inspection and maintenance, the Contractor must notify the Contracting Officer (CO) or Contracting Officer’s Representative (COR). For repairs identified during service calls, the Contractor has two business days to survey the issue and provide a detailed cost estimate covering labor, materials, and any applicable trip charges. No additional Supervision, Estimator & Billing (Burden), overhead, profit, etc. will be added to service calls or repairs. Work shall only begin after receiving authorization from the CO or COR. All repairs must follow normal commercial practices and will be invoiced separately, with invoices submitted to the COR along with supporting supplier receipts before payment submission. Finally, the Contractor must provide a comprehensive report detailing the personnel involved, repairs performed, new parts installed, service date, a signature, and the full identification of the repaired equipment.

1.2.4.2 REPLACEMENT OF DOORS OR DOCKS. When the COR requests a door/dock assembly replacement, the contractor shall provide a proposal including a detailed cost estimate and a full description of the proposed scope of work for review and approval by the COR. Allow 30 days for proposal review. Replacement door and dock assemblies must be of an equivalent or superior model from the original manufacturer. If the original model is obsolete or unavailable, a substitute may be used only with prior written approval from the COR, who will validate that the proposed substitute meets or exceeds the specifications, function, and quality of the original. The COR will provide all available information about the facility, as-built drawings, or asbestos reports upon request. All materials, equipment, and work accomplished during replacement shall be warrantied for one year.

1.3. GOVERNMENT REIMBURSEMENT FOR REPAIRS. The Contractor shall be reimbursed for parts and materials purchased to complete repair work at market prices, as established by supplier-paid invoices. No markup 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 the rental at market prices, with an allowable markup not to exceed 15%.

Only new parts or parts of equal quality specified by the manufacturer will be used.

Replaced parts become the property of the government and will be returned to the COR unless used for trade-in as authorized. The Contractor shall supply normal tools of the trade at no cost to the government. The Contractor must provide the COR with a copy of the original receipt for all items needing reimbursement at the time of invoicing; failure to comply could result in nonpayment.

1.3.1. LABOR. Labor charges will be billed for repair services at an hourly rate agreed to in the contract. Labor hours shall start upon arrival at Luke AFB and end upon departure from the base. Lunch breaks taken on base will be logged on to Work Orders, made known to the CO/COR, and will not be billable. The Contractor will submit a bid of estimated labor charges to the CO/COR for approval. Only approved bids will be reimbursed.

1.3.2. TRIP CHARGE. A trip charge is defined as the cost of transportation from the Contractor’s place of business to Luke AFB and return. It covers travel time and costs, and contractor shall not bill for labor hours during travel.

1.3.2.1 A trip charge shall not be charged for items related to scheduled Preventive Maintenance, unless a separate proposal for repair work has been or will be submitted for authorization.

1.3.2.2 If the COR initiates a new service call while the contractor is on-site, no additional trip charge is authorized if the new work can be completed the same day. If the additional work requires the contractor to return on a subsequent day, a separate trip charge for that follow-up visit is authorized.

1.3.2.3 Any repair or replacement with a total estimated cost (labor, trip charges, and materials) exceeding $2500.00 is considered outside the scope of routine service calls.

Such work requires a formal proposal from the Contractor and will be authorized via a separate contract modification or task order at the discretion of the Contracting Officer.

2. SERVICE DELIVERY SUMMARY

2.1. Services Summary. The contractor service requirements are summarized as 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.

1.1 95% of Inspections accomplished on annual aircraft hangar doors, semiannual rollup doors, annual fire door drop tests (FDDT), and quarterly dock levelers, with accurate reports delivered within 10 days.

Perform Preventive Maintenance.

Appendix C

95% of PMI accomplished semi-annually, annually, and for FDDT as required.

Repair Service Call.

1.2.1 & 1.2.2

95% Response within the timeline.

Service Call Reports.

1.2.3 100% of the time.

Scheduled Repairs. 1.2.4 100% of the time.

Replace existing 1.2.4.1 100% of the time. door.

2.2. QUALITY CONTROL. The Contractor shall develop and maintain a quality program to ensure services are performed in accordance with applicable standards. The contractor shall implement procedures to identify and prevent defective services from recurring. At a minimum, procedures must address the areas in the Service Delivery Summary. The contractor shall maintain all quality control records for the duration of the contract and make them available to the COR within 24 hours of a request. The Contractor shall designate a qualified Quality Control (QC) inspector. This individual will serve as the primary point of contact for the COR on all quality-related matters, including the validation and resolution of any customer complaints as directed by the COR. An electronic copy (Microsoft Word) of the Quality Control Plan (QCP) shall be submitted to the COR within 30 days of contract award.

2.3. QUALITY ASSURANCE. The Government will periodically evaluate the contractor’s performance by appointing a COR to monitor performance. The COR will evaluate performance through intermittent on-site inspections of the contractor's quality control program and receipt of complaints. The COR may inspect each task or increase inspections due to repeated failures. The Government will receive and investigate all customer complaints. The contractor is responsible for validating and resolving initial customer complaints at the direction of the COR. The CO will make a final determination of the validity of complaints in any dispute.

2.3.1. EQUIPMENT ADDITIONS/DELETIONS. All doors/docks on the base, even those not in the PWS appendix, are eligible for repair and replacement. However, unless formally incorporated into the preventive maintenance program via negotiation and CO approval, these doors/docks will not be subject to routine performance work requirements.

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES

3.1. PROPERTY. None

3.2. UTILITIES. The Government will furnish electricity, water, and sewage as necessary.

The Contractor shall not modify any utility system or connect any Contractor property 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. Base ambulance service 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 FAR 52.212-4, Contract Terms and Conditions for Commercial Items, for the contractor’s failure to correct nonconforming services.

4.2. HOURS OF OPERATION. All maintenance services will be performed during normal duty hours (7:00 AM - 4:00 PM, Monday-Friday), excluding federal holidays, unless otherwise approved by the CO.

4.2.1. RECOGNIZED HOLIDAYS. Service is not required on federal holidays, except in emergencies.

The holidays are: New Year’s Day, Martin Luther King Jr. Day, Presidents Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, Christmas Day. If a holiday falls on a scheduled service day, the Contractor will reschedule services for the first day post-holiday.

4.2.2. BASE CLOSURES. Work scheduled but not accomplished because of base closure will be accomplished as soon as possible after the base reopens.

4.3. HOT WORK PERMIT. The Contractor shall obtain a hot work permit from the Luke AFB Fire Department (Bldg. 302) prior to welding, cutting, grinding, or brazing.

4.4. DAMAGE TO GOVERNMENT BUILDING, EQUIPMENT, OR VEGETATION. Damages 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 hazardous material for use, the CO may provide the contractor with 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 list 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 COR 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 always maintain spill control material on hand 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

4.6.1. 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.” The Contractor shall deliver a list of all employees and their social security numbers to the CO for all personnel requesting entry. The Contractor shall ensure Pass and ID items required for access are obtained. The 56th Security Forces Squadron will provide base entry passes. Personnel operating vehicles on base must comply with all registration requirements. The Contractor’s commercial vehicles shall have the company name or logo displayed on the driver’s side.

4.7. INTERFACES. Do not unduly interfere with Government operational activities. If a government supervisor requests work to cease, report the instruction and the individual's name to the CO immediately.

4.8. CONTRACTING OFFICER AND CONTRACTING OFFICER REPRESENTATIVE. The

Contracting Officer will appoint a primary and alternate representative to manage the contract. The identity and authority of this representative will be provided in writing to the contractor after contract award.

4.9. WORK CLEARANCE REQUEST. The contractor shall obtain an approved Work Clearance Request (digging permit) from the COR office for all work involving any excavation.

4.10. SAFETY REQUIREMENTS AND REPORTS. The contractor shall perform work safely, as required by OSHA. Provide a verbal report to the CO as soon as possible of any damage to Government property or any accident. Provide a completed Accident Investigation Report to the CO within five calendar days.

4.11. CONTRACTOR FURNISHED ITEMS AND SERVICES. Except for those items specified as Government-Furnished, the Contractor shall furnish everything needed to fulfill this contract.

4.12. SPECIAL QUALIFICATIONS. The contractor shall provide the name and telephone number for the on-site contract manager and an alternate. Both must be able to read, write, speak, and understand English, or an interpreter must be provided at no additional cost.

4.12.1. The Contractor shall be licensed by the State of Arizona. All work shall be performed by tradesmen with at least 5 years of experience repairing the equipment listed in this contract. Personnel must be trained and certified to perform Fire Door Drop Tests (FDDT) in accordance with NFPA 80, Chapter 5. Evidence of licenses and qualifications shall be provided to the CO prior to contract award.

5. APPENDICES.

A. LOCATIONS & ESTIMATED WORKLOAD DATA (Separate Attachment)

B. BASE MAP (Separate Attachment)

C. PM CHECKLIST EXAMPLE

D. SPECIFICATIONS (HAZMAT, Separate Attachment)

E. CONTRACTOR PROVIDED ITEMS

Appendix C - Preventive Maintenance Checklist

1. Hangar Doors (Annual)

• Lubrication:

• Lubricate all bearings, hinges, chains, and drive sprockets with manufacturer recommended grease to prevent rust and seizing.

• Check and replace gear oil in gearboxes as per manufacturer specifications.

• Mechanical & Structural Inspection:

• Visually inspect all door panels for signs of damage, warping, or corrosion.

• Inspect tracks and guides for proper alignment, damage, or obstructions.

• Check cables and pulleys for fraying, wear, or misalignment.

• Tighten all loose hardware, including bolts, nuts, and set screws.

• Operator & Safety System Inspection (for automated doors):

• Test and adjust limit switches to ensure the door stops at the correct open and closed positions.

• Test all safety systems, including photo eyes, safety edges, and warning systems (audible/visual).

• Inspect and test the brake mechanism on the motor.

• Check electrical connections and wiring for damage.

• Weather Seals:

• Inspect and replace weather seals and gaskets for wear or damage to ensure a proper seal.

2. Roll-Up Doors (Simi-Annual)

• Lubrication:

• Lubricate all moving parts, including springs, bearings, rollers, chains, and sprockets.

Use a silicone spray or paste wax for guides.

• Mechanical & Structural Inspection:

• Inspect all slats and end locks for damage, cracks, or deformation.

• Check the condition of the guides, bottom bar, and hood.

• Inspect and adjust the door springs for proper tension and balance.

• Tighten all fasteners, bolts, and screws.

• Operator & Safety System Inspection (for automated doors):

• Inspect and adjust limit switches.

• Inspect and adjust belts and brakes.

• Inspect and lubricate the roller chain.

• Test and inspect all safety sensors and reversing mechanisms.

3. Dock Levelers (Quarterly)

• General & Cleaning:

• Clean debris from the pit.

• Inspect the platform and lip for any bowing or damage.

• Inspect concrete and curb steel for damage.

• Inspect all warning decals and placards and replace them if they are missing or damaged.

• Mechanical & Structural Inspection:

• Inspect all welds for cracks.

• Tighten all nuts and bolts.

• Inspect the deck, lip, and rear hinge.

• Inspect toe guards to ensure they are present and in good condition.

• Inspect bumpers for wear (replace if wear is more than 1").

• Inspect and lubricate the lip and lift arm mechanisms.

• Hydraulic/Air-Powered Systems:

• For Hydraulic Levelers:

• Check hydraulic fluid levels and inspect for any leaks from cylinders, hoses, or fittings.

• Inspect and lubricate cylinder pivot points.

• Inspect all electrical connections, the control panel, and limit switches.

• For Air-Powered Levelers:

• Inspect the air bag for any punctures or abrasions.

• Inspect the blower motor, hose, and filter.

• Inspect the air bag support pallet.

• Operational & Safety Checks:

• Cycle the leveler to ensure proper operation.

• Inspect any weather seals for damage.

• Inspect and test the cross-traffic/safety legs.

• Inspect the hold-down assembly and release chains.