Inspection_Repair_ _Testing_of_Radio_Comms_System.docx

DEPARTMENT OF HOMELAND SECURITY

UNITED STATES COAST GUARD

SPECIFICATIONS

FOR

INSPECTION, MAINTENANCE AND TESTING OF RADIO COMMUNICATION SYSTEMS

AT

U.S. COAST GUARD BASE KODIAK

JULY 2016

COMMANDING OFFICER

UNITED STATES COAST GUARD

FACILITIES ENGINEERING DEPARTMENT – BLDG N38

KODIAK, AK, 99615

1.1.

Scope of Work

1.1.1. Provide preventive and routine maintenance service to all Base Kodiak owned and operated radio communications equipment. All communications equipment is to be maintained in accordance with the manufacturer’s recommended routine maintenance procedures and the provisions of this specification.

1.1.2. Provide diagnostic and evaluation services for all equipment requiring more than minor adjustment to achieve full normal operations. The Contractor shall respond to and diagnose the nature of the malfunction or reported problem and provide a cost proposal for the most cost effective remedy to the Contracting Officers Representative (COR).

1.1.3. Provide 24/7/365 technical support to authorized radio system users, speaking to a certified technician that is familiar with the technical and programmed parameters of Base Kodiak radio resources, direct knowledge of installed equipment, and user operations in relation to the communication system.

1.1.4. Provide radio system training to authorized Base Kodiak personnel, localized to USCG equipment, enabling quick hands-on response to local outages and full use of the dispatch consoles. Training is conduct at least once per performance period.

1.1.5. Provide radio system architecture map/site survey, and assistance with recapitalization and system compliance upgrade planning.

1.2. Personnel

1.2.2.1. Certified Electronics Technician with a journeyman cert in either Wireless Communications or USMSS issued by Electronics Technicians Association International.

1.2.2.2. General Radiotelephone Operators License (GROL) issued by the Federal Communication Commission

1.2.2.3. Evidence that bidder is an authorized ICOM dealership.

1.2.2.4. Evidence that the bidder has knowledge and historical ability in maintaining a Motorola APCO-25 voter repeater system.

1.3. Quality Control (QC): Quality Control is a Contractor responsibility. The Contractor shall establish and maintain efficient and effective QC to ensure conformance to contract requirements.

1.4. Inspection and Acceptance: The COR will accomplish inspection and acceptance of all work.

1.5. Schedule of Work

1.5.1. General: All work shall be as directed and coordinated with Base personnel. Contractor must notify COR at least 10 business days in advance of any shutdown or testing of communication systems that could affect normal operations. The Contractor shall provide the required services between normal work hours of 0800 and 1630 Monday through Friday, except on Federal holidays. Work scheduled outside of normal work hours shall be approved by COR.

1.5.2. Routine Maintenance Work: Routine Maintenance work will be conducted at Base Kodiak. If the contractor is required to take any equipment to their shop for repairs, the contractor shall notify the COR of the requirement. The COR will then initiate a DD-1149 to transfer of property to the contractor until the item is returned to the Coast Guard.

1.5.3. Discrepancy Response:

1.5.3.1. The Contractor shall be notified of the failure of any equipment by the COR or authorized USCG user contact, and shall provide certified personnel for technical support via telephone within 1 hour of notification. There shall be no limit to the quantity or labor hours allocated to remote technical support.

1.5.3.2. The Contractor shall store an adequate quantity of spare equipment on-site at Base Kodiak to effect emergency repairs for all subscriber base station, mobile, hand-held, and auxiliary equipment. This equipment shall be used to replaced failed system components until government owned equipment can be repaired or replaced. This equipment shall remain the property of the contractor.

1.5.3.2.1. Equipment stored on sight shall include at least the following: two hand-held Motorola units APCO-25 compliant, two mobile Motorola units XTL-5000 or newer, two mobile Icom airband radios, mics, antennae, or any other ancillary equipment needed for emergency repair to ensure unhindered operational use of the radio communication system.

1.5.3.2.2. The on-hand Coast Guard owned supply of Quantar repeaters is deemed sufficient and loaners do not need to be supplied by the contractor. Ready state of back-up Quantar equipment must be maintained in accordance with other provisions of this document.

1.5.3.2.3. Base Kodiak shall supply a secure site for equipment storage.

1.5.3.3. On-sight emergency repairs, if required, shall be available within 48 hours of system failure diagnosis (weather permitting). The contractor shall repair the unit within 7 business days of the initial notification; the contractor will notify the COR in writing of any delays and the anticipated length of the delay. The contractor shall provide five (5) on-sight emergency repair visits at no additional cost to the government.

1.11. Deliverables

1.11.1. Daily Reports: The Contractor shall provide Daily activity reports, detailing all work performed to the COR.

1.11.2. Preventative Maintenance Site Visit Report: The Contractor shall submit a report detailing the condition of the radio system, and any discrepancies found during routine maintenance activities. The report shall include any repairs made within contract scope, a recommended remedy for repairs out of contract scope, and a cost proposal to correct out of contract scope discrepancies found. The Preventative Maintenance Site Visit report shall be provided to the COR.

1.11.3. Diagnostic & Evaluation Site Visit Report: For each of the five (5) diagnostic & evaluation site visits the contractor shall provide a detailed report citing the reported problem, the evaluation of conditions found, the actions taken to diagnose and repair the issue, the recommended remedy for repairs out of contract scope, and a cost proposal to correct out of contract scope discrepancies found. The Diagnostic & Evaluation report shall be provided to the COR.

1.11.4. Equipment Price List: An equipment price list detailing replacement costs for currently owned Base Kodiak radio systems and ancillary supporting equipment. The list shall be for new equipment of same or newer relevant model for that which is being replaced. Additionally, the list will include costs on technician time not covered in the contract scope. Price list shall be relevant for the life of the contract.

1.11.5. Radio system map including written description of communications network pathways, and normal system operation requirements, initial and ongoing, updated as system changes are made.

1.12. Submittals: The following list of submittals required for determination of a sufficiently responsible bidder defines the specific minimum requirements for this contract.

1.12.1. Project Manager Work Experience

1.12.2. Company Qualifications

1.12.3. Technician Qualifications

1.12.4. List of similar government Contracts & Points of Contact completed within past five (5) years showing qualified work in Alaska.

1.14.1. Technical Exhibit 1: Radio System Equipment Inventory

2. Technical Requirements

2.1. Provide Preventative & Routine Maintenance

2.1.1. Provide all Manufacturers’ prescribed maintenance for all equipment listed in Technical Exhibit 1.

2.1.2. In addition to manufacturer prescribed maintenance, provide an annual inspection of all equipment listed in Exhibit 1:

2.1.3. Inspection shall include physical and programmed condition of equipment.

2.1.3.1. Verify proper radio functionality, programming, and channel assignments & reprogramming as necessary.

2.1.3.1.1. Programming shall include implementation and maintenance of industry standard encryption as deemed necessary by the user base.

2.1.3.1.2. If additional hardware is needed to implement encryption, a time and materials quote will be generated and submitted to the COR.

2.1.3.2. The contractor will provide replacement support equipment of the following without additional cost to the Coast Guard.

2.1.3.2.1. Mobile and hand held antennae

2.1.3.2.2. Microphones, switches, and minor replacement wiring

2.1.3.2.3. Batteries for up to 25% of hand held inventory during each performance period.

2.1.4. In addition to manufacturer prescribed maintenance, provide an annual inspection of all installed base station and vehicle mounted mobile radio systems:

2.1.4.1. Verify proper programming, channel assignments, and encryption.

2.1.4.2. Open and inspect all connections. Ensure both center conductor and braid make a proper crimped or soldered connection. Replace or repair connector if needed.

2.1.4.3. Inspect all cable runs from radio to antennae mount for cuts, crushing, or other damage.

2.1.4.4. Sweep all antennas to verify VSWR performance, and/or measure VSWR and forward and reflected power between the radio and antenna cable.

2.1.4.5. Verify functionality of vehicle headsets, troubleshoot problems, and repair/replace hardware as necessary.

2.1.5. In addition to manufacturer prescribed maintenance provide an annual inspection of all Repeater, Receiver, and Voter systems:

2.1.5.1. Verify proper programming, operability, and encryption.

2.1.5.2. Perform the 12dB SINAD sensitivity test as per the Motorola Quantar service manual and tune the pre-selector if necessary to meet a specified 0.25 uV sensitivity.

2.1.5.3. Adjust the squelch as necessary to avoid excessive noise in the event of keying the repeater.

2.1.5.4. Sweep all antennas to verify VSWR performance, and/or measure VSWR and forward and reflected power between the radio and antenna cable. Note all discrepancies and report them to the COR.

2.1.5.5. Verify that forward and reverse Duplexer output power meets required specifications.

2.1.5.6. Verify installed UPS performance and serviceability.

2.2. Provide evaluation and diagnostic services:

2.2.1. Contractor shall evaluate all reported system deficiencies and take corrective measures on any issue that only require minor adjustment.

2.2.2. For discrepancies requiring more than minor adjustment, the Contractor shall submit a detailed cost proposal for the recommended solution to the COR. Cost proposals shall itemize all costs associated with the repair.

2.2.3. Contractor shall provide up to five (5) evaluation and diagnostic site visits at no additional charge to the government.

image1.png