5_D14_NDS NAIS Maintenance PWS_090804adc_Rev3.doc

District 14

Electronics Maintenance

Performance Work Statement

September 11, 2009

TABLE OF CONTENTS

SECTION C-1

C-1.0 General Information.and Background……………………………………................….

C-1.1 Scope of Work ................................................................................................…

C-1.2 Maintenance Objectives…………...............................……..............................… C-1.3 Site Inventory Report 4 C-1.4 Staffing…………………………….......................................…................…..…..

C-1.5 Contractor Personnel…….……….............................................................……….

C-1.6 Equipment Operations and Maintenance Training..………..............................… C-1.7 Employee Conflicts of Interest..........................................................................…… C-1.8 Quality Control.…………................................................................................…..

C-1.9 Quality Assurance……………………………. ……..............………………….

C-1.10 Cooperation with Government Agencies and Other Coast Guard Contractors.

C-1.11 Technical Assistance..………………………………...........................….....….

C-1.12 Government Furnished Spare Parts…….....…………………………….....… C-1.13 Resolution of Conflicts ………………...………………….......................…….

C-1.14 Security Requirements for Contractor Access to Government Facilities.…………………………………………………….……………………………….8 C-1.15 Permits and Licenses……………………………………….........................………. 9 C-1.16 Safety, Health and Environmental Requirements…………….............……………. 9 C-1.17 Government Furnished Property ………………...….......................………..………10 C-1.18 Equipment Inventory………………………………………………………………….10 C-1.19 Equipment Changes........................……………………………………......…………11 C-1.20 Contingencies ………………...………………….......................……………………11 i.

SECTION C-2

DEFINITIONS

C-2.0 Definitions ....................................................................................……………… C-2.1 ACRONYMS ..............................................................................................….…

SECTION C-3

GOVERNMENT-FURNISHED PROPERTY AND SERVICES

C-3.0 General .........................................................................................................……

SECTION C-4

CONTRACTOR FURNISHED ITEMS

C-4.0 General ......................................................................................................………

SECTION C-5

SPECIFIC TASKS

C-5.0 General ....................................................................................................…..….

C-5.1 Policies and Procedures………… .............................................................….… C-5.2 Performance Requirements……..............................................................…...… C-5.3 Maintenance Concept……………………….................................................… ii

C-5.4- Plans, Records and Reports……………......…..………...................................……… C-5.5 Technical Services C-5.6 Preventive Maintenance……………………………………………………………… C-5.7 Corrective Maintenance……………………………………………………………… 24 C-5.8 Work Orders and Service Calls C-5.9 Semi-Annual Activity Report……………………………………………………………26 C-5.10 Performance Evaluation Meetings………………………………………………………26

TECHNICAL EXHIBITS

PERFORMANCE REQUIREMENTS SUMMARY

OPCEN and COTR POINTS OF CONTACT

SITE INFORMATION

4.1

NAIS EQUIPMENT LIST

4.2

NVDS EQUIPMENT LIST

5.1

NAIS SPARES LIST

5.2

NVDS SPARES LIST

6.

NAIS PLANNED MAINTENANCE SCHEDULE AND

CONSUMABLE ITEMS AND RESPONSE FLOWCHART

NDS Circuit Block Diagram

8.

CONTRACT DISCREPANCY REPORT

NDS AND NAIS GUAM AND HI. CASULTIES HISTORY

iii

SECTION C-1

GENERAL

C-1.0 General Information and Background. The Nationwide Automatic Identification System (NAIS) is an Automatic Identification System (AIS) based system for tracking and communicating with marine vessels in the U.S. Maritime domain. The NAIS will receive, distribute, and store the information transmitted by vessels that operate AIS equipment. The NAIS equipment is currently maintained by Epoch Concepts as the Prime Contractor, with Pacific Wireless Communications (PWC) as subcontractor.

The National Voice Distress System (NVDS) VHF-FM communications equipment to be maintained under this contract consists of the Fourteenth Coast Guard District's (Dl4) VHF-FM National Distress System, Fixed Communications equipment. The D14 VHF-FM Distress System provides distress, safety, and command and control VHF-FM communication coverage in all areas of boating activity for which the Coast Guard has search and rescue responsibilities. The NVDS equipment is currently maintained by Motorola, with PWC as the subcontractor.

All NAIS and NVDS systems and sites covered by this Performance Work Statement (PWS) are located within the Fourteenth Coast Guard District, which consists of the State of Hawaii and Guam (U.S. Territory).

The work required is for Corrective Maintenance (CM)and Preventative Maintenance (PM) for the NAIS and NVDS systems. The contractor shall be technical lead for coordination of all corrective actions to restore systems to full operational capability. Some Corrective Maintenance and Preventative Maintenance will be required on power generation equipment, facilities and sites as specified.

NAIS and NVDS equipment and sites may be added or removed by contract amendment.

The Command, Control, Communications and Computers, Intelligence, Surveillance, Reconnaissance (C4ISR) Service Center establishes electronic maintenance requirements for the NAIS and NVDS systems supporting various configurations and components. The Contracting Officer's Technical Representative (COTR) is located at the Electronic Systems Support Unit Honolulu (ESU HONO), Hawaii, and listed in TE 2.

C-1.1

Scope of Work. This contract shall provide the Coast Guard with the services of skilled technicians for the maintenance and repair of the Government-owned electronics equipment to achieve and maintain operational readiness. The Contractor shall provide necessary skilled technical personnel, material, supplies, tools, consumable parts, equipment, transportation, and administration services to maintain the NAIS, NVDS equipment and other systems identified in TE-4.1 and 4.2 in accordance with manufactures and U.S. Coast Guard specifications to achieve and maintain operational readiness of the systems. These services include:

a. Planned Maintenance of systems listed in TE-4.1 and TE4.2. Including the scheduling, development and documentation of procedures based on Original Equipment Manufactures (OEM) specifications.

b. Emergency Corrective Maintenance repairs and technical lead for troubleshooting of system configurations and equipment identified in TE-4.1 and TE4.2 to full operational capability. Fault isolation of commercial phone and CGDN+ network circuits for the NAIS is the responsibility of the CG Systems Operations Center (SOC). Fault isolation and technical lead for coordination of the restoration of the NVDS circuits with commercial providers, federal, local and state agencies is the responsibility of the contractor. The contractor shall remain engaged as the local technical lead overseeing all restorations for NAIS and NVDS systems including circuit and power outages until the sites are fully operational. The contractor will be required to provide on site support and access for all utility providers, Federal, State and Local agencies as required for troubleshooting efforts.

c. Facility and Remote site maintenance

d. Contractor Work Orders (CWO), which would include travel costs, labor, per diem and consumable parts for repair. CWOs could include equipment overhauls, installation, and removal, technical evaluations, field changes, modifications and relocation services for Coast Guard electronic equipment, as required to support District 14.

C-1.1.2 Covered Equipment. The Contractor shall be responsible for maintenance of all major NAIS and NVDS equipment configurations identified in TE-4.1 and TE-4.2, including, but not limited to receivers, transmitters, hardware and software based dispatch consoles, speaker panels, antennas , RF transmission lines, data remote-controlled systems ,patch panels, operational recorders, control units, lightning protection equipment, telephone wire line systems and bridge equipment and associated equipment. Interconnecting cabling includes:

a. Electrical wiring from batteries to where it enters the equipment, cabinet, or enclosure.

b. Telephone wiring from the telephone company or Government agency demarcation panel or junction box to the equipment, cabinet, or enclosure.

c. Antenna and signal wiring, coaxial cable, and wave-guides from the equipment to the antenna.

C-1.2 Maintenance Objectives.

a. The NAIS site availability goal is 96% operational availability. Maintenance is based on a downtime of no more than 9 hours per outage, not including network failures. Contractor shall maintain system equipment listed in TE-4.1 to the technical and performance standards specified in the Original Equipment Manufacturer specifications in technical manuals and PM Procedures in TE-6. A qualified technician shall respond to all Corrective Maintenance callouts in each Area of Responsibility (AOR). Technicians to callback to the Central Response and Dispatch System (CRDS), respond to site, troubleshoot and implement repair. The Contractor shall approach maintenance on any individual piece of equipment in terms of its relationship to the NAIS System as a whole. After any maintenance activity, the Contractor shall verify the integrity of the System, as a whole, with the System Operations Center (SOC), then report fix with CRDS to stop repair action time clock. TE-7 provides a block flow diagram for clarifying troubleshooting workflow and information flow required by vendor. TE-2 and TE-6 provides applicable POC phone numbers.

b. NVDS site availability goal is 98% for each site identified in attachment TE-3. Maintenance is based on a downtime of no more than 9 hours per outage, not including network failures. Time that a site is not operational shall be accounted for in minutes on a monthly basis. Local time shall be used in all matters relating to this contract. The accounting of non-operational time begins upon Coast Guard notification of Contractor duty personnel. If Contractor duty personnel are unavailable for contact, other than for circumstances beyond their control (such as telephone service outage), the accounting time commences after one hour from the determination of failure by the Coast Guard. The Coast Guard will continue to attempt notification on an hourly basis, however, the accounting of time will continue. If the Contractor employs a recording device in lieu of a live telephone watch, connection with such a device by the Coast Guard will be considered notification for the purpose of this contract.

C-1.2.1 Service Conditions. This work sometimes requires the Contractor to provide services at remote, high altitude, mountain locations, where personnel can be subjected to extreme weather conditions. This work could also subject Contractor to physical requirements of work on tower structures, telephone poles, and antennae. (see c-4.4 for additional information).

C-1.2.2 Reports. The Contractor shall provide CM reports and documentation in accordance with the content requirements specified in C-5.4.

C-1.3 Site Inventory Report. Within 30 days after the first available visit to each site for any reason (Preventive, Emergency Maintenance, etc.), the Contractor shall submit an initial inventory and condition report of existing equipment at the site to the Contracting Officer. The Contractor shall also notify the Coast Guard of any discrepancies that may exist between TE-4.1 and TE4.2 and the actual inventory at that time the discrepancy is discovered. The Contractor shall submit digital photographs with the report to document the condition of each site and equipment.

C-1.4 Staffing. The Contractor shall furnish personnel with sufficient technical and managerial skills to perform maintenance on the types of equipment specified in TE-4.1 and TE4.2. At a minimum, the Contractor shall provide the following:

C-1.4.1 Contractor Notification Point (CNP). The Contractor shall provide Point(s) of Contact with a toll free (800,888,etc.) telephone number. Contractor to be notified 24 hours a day, 7 days a week, for support services in the event of a site failure or any operational anomaly within the scope of this contract. Acceptable response mechanisms for the CNP include pagers or answering services, provided the Contractor contacts the SOC watchstander for NAIS and the Operational Command Centers for NVDS within the response requirements stated in section C-5. The CNP shall have the authority and be responsible for coordinating and directing all activities for equipment repair and the CNP shall have the authority to act on behalf of the Contractor for the daily operations of this contract.

C-1.4.2 Electronics Technician. Electronics Technicians shall have at least four years of relevant experience (within the last six years) in maintaining similar types of equipment and systems specified in this contract. Electronic technicians shall be able to work independently, and to determine cause of failures/defects, troubleshoot and isolate failure to circuit card or module level using test equipment, and repair failed assets to RFI condition. Electronic Technicians shall be capable of operating all test, measurement and alignment equipment used for equipment maintenance. Technicians shall have experience in VHF-FM, and UHF radio communications, microwave communications; computer based dispatch consoles, antennas and transmission lines, and dedicated telephone circuits. Technician shall be capable of repairing failed equipment reasonably similar to equipment listed in TE-4.1 and 4.2 and be capable of interpreting manufacturer’s manuals. FCC General Radio Telegraph License is required.

C-1.4.2 Key Technical Manager. The contractor shall provide a key technical manager to provide support and oversight of all aspects of preventative and corrective maintenance. The key technical manager shall be the technical and subject matter expert. The Technical Manger is not required to be exclusive to this contract.

C-1.5 Contractor Personnel.

C-1.5.1 Employee Identification. The Contractor shall provide all its employees with identification cards that shall include: a photograph of the employee, the employee's full name, and the Contractor's name.

C-1.5.2 Communications. In order to prevent misunderstandings that could impact safety, all Contractor employees, performing on this contract, shall be able to read, write, and verbally communicate using the English language at the high school grade level, as a minimum.

C-1.5.3 Physical Activity Requirements. Contract performance may require the climbing of towers (up to 180 feet high), hiking up and down hills to access equipment.

C-1.5.4 Professional Appearance. The Contractor shall maintain a professional appearance while working as an agent of the Coast Guard.

C-1.6 Equipment Operations and Maintenance Training. General maintenance training of technicians is sole responsibility of Contractor at contract start date.

C-1.6.2 Training Requirements. If a modification to the system results in new equipment type being added, not a functional replacement, during the term of this contract, the Coast Guard will negotiate the need for additional training with the Contractor, based on the equipment’s complexity and similarity to other system components.

C-1.7 Employee Conflicts of Interest. The Contractor shall not employ any person, who is an employee of the United States Coast Guard, unless that person seeks and receives approval under Paragraph 16-E-1 of the Personnel Manual (COMDTINST M1000.6) for military, or Chapter 735 of the Federal Personnel Manual for civilian personnel.

C-1.8 Quality Control. The Contractor shall implement quality control procedures and shall cooperate with Coast Guard quality assurance inspections, as described in the following paragraphs.

C-1.8.1 Quality Control Plan. The Contractor shall develop and submit a draft quality control plan to the Contracting Officer NLT 15 working days after contract start date. The Government will review the plan and advise the Contractor, within 30 calendar days, of its acceptability. The Contractor shall submit a final quality control program plan to the Contracting Officer for approval within 60 calendar days of the contract start date. The Contractor shall implement the final QC Plan as soon as it is approved by the Government. The plan shall describe quality control procedures indicating how the Contractor proposes to monitor its own performance and that of any Subcontractors in complying with the terms of the contract. The plan shall include, as a minimum, the following:

a. A method for identifying and correcting deficiencies in the workmanship/quality of performed services.

b. The Contractor shall maintain a file of all inspections conducted by the Contractor and each corrective action taken. The file shall be kept at the Project Manager’s location. The file shall be available for Coast Guard inspection during normal working hours.

c. Safety, Health and Environmental Protection Procedures.

C-1.8.2 Quality Control Inspections. The Contractor shall perform quality control inspections of the sites. All sites shall be inspected at least once during the life of the contract. The inspections may be performed concurrently with any PM or CM associated with a particular site. These inspections shall, at a minimum, monitor the condition of the site; the maintenance procedures used by the technicians; verify test equipment calibration; verify that collection of performance measurements and accomplishment of system adjustments are in accordance with manufacturers' recommendations or Coast Guard requirements. A designated person, who is not the responsible maintenance technician, must perform the inspections.

C-1.8.3 Implementation of Quality Control Program. The Contractor shall start using the approved Quality Control Plan, when approved by Government. All changes to QC Plan must be approved in writing.

C-1.9 Quality Assurance. The Coast Guard will evaluate the Contractor's performance under this contract using the methods of surveillance specified in the Performance Requirements Summary and the Quality Assurance Surveillance Plan (QASP). The Coast Guard may institute inspections of sites, which are selected on a random and planned basis, as required. The Quality Assurance Evaluator (QAE) will record all surveillance observations and provide the recorded defects to the Contract Officer’s Technical Representative (COTR) responsible for the sites. A copy will be forwarded to the KO as necessary. The Coast Guard will issue a Contract Discrepancy Report (CDR) whenever the Contractor's performance is unsatisfactory.

C-1.10 Cooperation with Government Agencies and Other Coast Guard Contractors. Occasionally, for electronics installation and maintenance purposes, personnel from other Government agencies and Contractors will perform work at sites covered in this PWS. The COTR will coordinate the scheduling of these visits with the Contractor.

C-1.11 Technical Assistance. The Contractor shall provide technical assistance, when required (for instance: advise on interconnections for new equipment interfacing, general project planning, etc.). Technical assistance shall be provided to the COTR ESU Honolulu or Coast Guard project officers. Such assistance will be limited to 15 hours per year. The COTR shall maintain a log recording the duration of each assistance calls provided and the date of service.

C-1.12 Government-Furnished Spare Parts. Ref. C-5.5.2 –Inventry Management) C-1.14 Security Requirements for Contractor Access to Government Facilities. Contractor to show evidence of clearance compliance with DHS security requirements.

C-1.14.1 Contractor Employees and Visitors-Access to Government Facilities. All personnel employed by the Contractor, in the performance of this contract, or any representative of the Contractor entering a Government installation, shall abide by all applicable security regulations and shall be subject to such security checks as may be deemed necessary by the Government. The Government reserves the right to direct the Contractor to remove from performance under this contract any employee for misconduct or security reasons. This will not relieve the Contractor from contract performance, or result in any equitable adjustment to the contract. Contractor employees shall not receive visitors, while on Government installations, without the expressed permission of the Contracting Officer or the COTR. The contractor shall be required to utilize the RapidGate system currently mandated by USCG ISC Honolulu for access to USCG Base on Sand Island. A cost per company and per employee is required each year.

C-1.14.2 Contractor Access to Remote Sites. In some cases, it is the policies of outside agencies and private owners to escort Contractors into their buildings. The Contractor shall obtain or show evidence of DHS security clearances required to access all sites, including passes and permission before entering such facilities. In addition, the Contractor must arrange for access to some Coast Guard facilities. When required, the Coast Guard will cooperate in providing the Contractor with letters of introduction and certification of official need. Technical Exhibit 2 lists the points of contact for the sites where the Contractor must contact someone prior to entry.

C-1.14.3 Key Control. The Contractor shall establish and implement control procedures for doors, padlocks, and other access keys. Key accountability shall be established to ensure that all keys issued to the Contractor by the Coast Guard are not lost, misplaced, or used by unauthorized persons. No keys issued to the Contractor by the Coast Guard shall be duplicated. The Contractor shall report any key loss by the next business day, with a follow-up written report within 3 working days, to the COTR. The Contractor shall provide the COTR with copies of all keys to locks installed by the Contractor including equipment cabinet, shelter door, and padlock keys or combinations to combination locks. The contractor will be required to pick up and return keys from various Federal, State and Local agency Operation Center locations for remote site access.

C-1.14.4 Contractor Departure from Sites. The Contractor shall ensure, upon departure from the site, that the site is secure and left in a neat and clean condition. Neat and clean is defined as: floors swept, trash removed, all wiring and cables dressed, etc. Side panels, cover plates, drip shields, and doors shall be securely fastened. Contact SOC for NAIS and Operational Command for NVDS upon arrival/ departure from any site and notify of potential disruption of operations, so that alternative operations may be arranged. If it is not possible to secure the site satisfactorily, the Contractor shall report this information to the SOC or Operational Command and COTR as soon as possible. The contractor may be required to contact the Federal, State or Local agency owner of the facility upon arrival/departure for some sites.

C-1.14.6 Safeguarding of Coast Guard Property. The Contractor shall be responsible for safeguarding all Coast Guard property contained in this contract.

C-1.15 Permits and Licenses. The Contractor shall, without additional expense to the Coast Guard, obtain all licenses and permits required for the performance of this contract and shall follow all applicable federal, state, and local laws and regulations in doing so.

C-1.16 Safety, Health, and Environmental Requirements. The Contractor shall establish and maintain Safety, Health and Environmental Protection Program in accordance with all applicable Federal, State OSHA Standards and local regulations. Contractor shall include these procedures in their QC Plan.

C-1.16.1 Unsafe Site Conditions. The Contractor shall notify the COTR, as soon as possible, but not later than the next working day, of any site conditions, equipment, or procedures it observes that are considered safety hazards. Safety hazards include, but are not limited to, fire and explosion potential, loss of structural integrity, exposure to hazardous materials, electric shock, radiation exposure, risks of falls and other injuries, and the storage and/or accumulation of hazardous waste. The Contractor shall make every effort to eliminate or temporarily mitigate safety hazards and report actions and pictures, within five working days, to the Contracting Officer.

C-1.16.2 Handling or Transport of Hazardous Materials. The Contractor shall not handle or transport hazardous materials/substances on any Coast Guard grounds, except those needed for or found in the performance of this contract. All hazardous materials transported by sea/water will be upon vessels certified in accordance with 46 USC 3909. At no time, even though authorized by Federal, State, or local regulations, will an uncertified vessel be used for the transportation of hazardous materials.

C-1.16.2.1 Notification of Hazardous Material Transport. The Contractor shall verbally notify the COTR at least two working days in advance of handling or transporting any such items. The Contractor shall confirm the notification in writing within 5 working days.

C-1.16.2.2 Disposition of Hazardous Materials. The Contractor shall comply with all Federal, State and local regulations concerning the use, storage and disposal of hazardous materials. The contractor shall be responsible for removing hazardous materials that he or his subcontractors brought to the Coast Guard sites during the performance of this Contract.

C-1.16.3 Safety Observer. The Contractor shall follow applicable Federal and State OSHA guidelines addressing the requirement for a safety observer.

C-1.17 Government Furnished Property. The Contractor shall maintain GFP in ready-for-issue condition at no additional cost to the Government. The Contractor shall store all GFP properly, and conduct periodic maintenance and tests in accordance with manufacturer's recommendations, and return to the Coast Guard in Ready-for-Issue condition at the conclusion of the contract. As a part of phase-in, the Contractor shall determine and record the working order and physical condition of all GFP within 30 days after start of contract and report in writing to Contracting Officer for review. Any COTR disagreements with working order or physical condition claims will be referred to the Contracting Officer for resolution. The COTR will give disposition instructions for items beyond repair. The Contractor shall institute and maintain a property management system to account for the location and disposition of the property during the life of the contract. The Contractor shall sign a DD Form 1149 for all Government Furnished Property (GFP).

C-1.18 Equipment Inventory. The Contractor shall establish and maintain a system for tracking the inventory of all electronics equipment and other equipment located at each site. Inventory data shall be accomplished during each PM evolution at NAIS and NVDS sites. Inventory data shall include: Site name, equipment nomenclature, equipment description, model number, serial number, and date of inventory. All equipment removals, replacements, and new installations shall be recorded and reported to the COTR at the end of each month.

C-1.19 Equipment Changes. The electronic equipment and power systems of the Fourteenth District NAIS and NVDS may change during the term of this contract. The Coast Guard reserves the right to substitute equipment of like functionality, due to equipment obsolescence or a lack of spares, on a one-for one basis, with no increase in cost. The changes will be incorporated into the contract by the issuance of a bilateral or unilateral modification in accordance with the contract "Changes" clause. Contractor will be compensated for cost of training on CG peculiar equipment and included as part of Change Order. Increased or decreased maintenance requirements will be subject to negotiation and contract modification by the Government.

C-1.19.1 Contractor Participation in Site Upgrades. The Contractor shall fully participate in the cutover, test, acceptance, and documentation of any and all sites that are upgraded during the life of this contract. The Coast Guard will negotiate and fund these activities by way of a separate work order or service call.

C-1.19.2 Contractor Responsibilities During Cutover. Contractor responsibilities at cutover shall include, but need not be limited to verification of system parameters for the purpose of accepting the system for maintenance responsibility. Verification shall be done concurrently by the Coast Guard, maintenance Contractor and installation Contractor. The readings and parameters indicated on the installation Contractor's as-built drawings will be verified by Coast Guard and incorporated as Coast Guard official as-built drawings.

C-1.20 Contingencies. Sudden or unusual events, as described in

Para. C-1.20.1 and C-1.20.2, may result in a substantial impact on the Contractor's performance and contract requirements. In the event that contingencies develop, the Contractor shall continue to perform work and, if directed, expand performance in accordance with a contract modification.

C-1.20.1 Mobilization and Emergencies. In time of national, state, or local emergency or declaration of war, or for public exigency, the mobilization of Reserve forces may be directed. Upon mobilization, the Contractor shall continue to provide the work required under this contract. The Coast Guard may order additional services in accordance with the contract "Changes" clause.

C-1.20.2 Contingency Examples. A contingency that results in a change of work directed by the Contracting Officer may be subject to the General Provision of the contract entitled “Changes”. Some examples of contingencies are:

a. A national emergency entailing sudden buildup of military forces that increase contract requirements.

b. A natural disaster that impacts the Contractor's ability to perform this contract and the Coast Guard's ability to perform its mission. Damage caused by wildlife is not covered under this clause.

SECTION C-2

STANDARD DEFINITIONS & ACRONYMS

C-2.0 DEFINITIONS. Standard definitions of words and terms used in this PWS are as follows:

Annual Maintenance Plan. A schedule showing all preventive or planned maintenance to be performed on electronics, power systems and fuel distribution equipment in the contract year.

C4ISR Service Center. The administrative and logistics command for the Pacific area.

Consumable Materials and Supplies. Materials and supplies, which are “used up” in performing preventive maintenance, corrective maintenance and service calls. These include, but not limited to: wire, connectors, nuts, bolts, fasteners, screws, fuses, light bulbs, gaskets, cleaning materials, paint, oil, oil filters, and air filters.

Contract Discrepancy Report (CDR). A description of unsatisfactory work, or of work that may lead to an unsatisfactory product or service.

Contracting Officer. A person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

Contracting Officer's Technical Representative (COTR). The individual designated by the Contracting Officer to evaluate, measure and report the technical performance of the Contractor using the standards identified the Performance Requirements Summary and Quality Assurance Surveillance Plan. Makes recommendations for payment based on surveillance data from QAE.

Contractor Work Orders. In scope tasks, that are not defined as Preventive or Emergency Maintenance, but require more work than can be accomplished using a service call alone.

Corrective Maintenance (CM). The actions and operations to restore inoperative equipment, or equipment operating at reduced capability, to the designed operating capabilities.

Electronics Support Unit (ESU). A Unit of C4ISR Service Center. Under the command of Commanding Officer, ESU.

Electronics Service Report (ESR). Contractor-developed forms used to record and report all electronics service and quality control actions, that contains the content designated in applicable maintenance action.

Government Furnished Property. Property in the possession of, or acquired by, the Government and subsequently made available to the Contractor.

Installation. Placement of an equipment or system into its permanent location and operation according to Coast Guard or manufacturer's specifications.

Maintenance. The action of keeping electronics equipment in a fully operational state by troubleshooting, adjusting, calibrating, cleaning, repairing, and testing as necessary.

Original Equipment Manufacturer's Specification. Technical information provided by the manufacturer specifying equipment-operating parameters and recommended maintenance procedures.

Operational Command. U.S. Coast Guard Command responsible for the operations and use of the NVDS system on day to day basis.

Maximum Allowable Defect Rate (MADR). The Percentage of defective items allowed within an overall acceptable total lot quantity. For example, an MADR of one percent means a total quantity (lot) of items (work or services) is acceptable if sampling indicates the number of defectives does not exceed one percent. If defective sample is greater than MADR, COTR determines remedies and or deductions based on QAE inputs. Exceeding the MADR does not necessarily mean total lot is rejected either.

Performance Requirements Summary (PRS). Identifies the key service outputs of the contract that will be evaluated by the Coast Guard to ensure the Contractor meets contract performance standards. (See ATTACHMENT 1.)

Planned Maintenance (PM). The systematic accomplishment of maintenance necessary to reduce or eliminate the occurrence of failures and prolong the useful life of a piece of equipment.

Quality Assurance (QA). Those actions taken by the Coast Guard to ensure services meet the requirements of the Performance Work Statement (PWS).

Quality Assurance Evaluator (QAE). A Government employee who performs surveillance of the Contractor's work to assure Government receives quality of work specified in PWS.

Quality Control (QC). Those actions taken by a Contractor to control the performance of services to meet the requirements of the PWS.

Random Sampling. A sampling method in which each service output in a lot has an equal chance of being selected.

Ready for Issue (RFI). The term used to imply electronic equipment meets manufacturer's functional specifications and is operational when placed in service.

Restoration Time. The maximum time permitted, after Contractor arrival at the site of equipment failure, to restore equipment to technical manual specifications or specifications stated in this PWS.

C-2.1 Acronyms.

AOR

Area of Operational Responsibility

CDO

Command Duty Officer

CDR

Contract Discrepancy Report

CWO

Contract Work Order

COTR

Contracting Officer's Technical Representative

CRDS

Central Response and Dispatch System (NAIS) KO Contracting Officer

DOL

Department of Labor

ESU

Electronics Support Unit

GFP

Government Furnished Property

NAIS

Nationwide Automatic Identification System

NVDS

National Voice Distress System

PM

Preventive Maintenance

POC Point of Contact

PRS

Performance Requirements Summary

PWS

Performance Work Statement

QA

Quality Assurance

QAE

Quality Assurance Evaluator

QC

Quality Control

RFI

Ready-for-Issue

SOC

Systems Operations Center (NAIS)

VHF-FM

Very High Frequency-Frequency Modulation

SECTION C-3

GOVERNMENT FURNISHED PROPERTY

C-3.0 Government-Furnished Property (GFP).

C-3.1 Spare Parts. The Coast Guard will provide spare parts and equipment kits identified in TE-5.1 and TE-5.2.

C-3.2 Technical Documentation. The Coast Guard will provide the relevant technical manuals, regulations, and other reference material as required.

C-3.3 Annual Contract Reporting.

C-3.3.1 Contractor Report of Government Property. The contractor shall perform an inventory at the beginning of the contract and annually during the fourth quarter of each fiscal year. The Contractor shall submit the annual report to the Contracting Officer by 15 September of each year on DOT F 4220.43, Contractor Report of Government Property, see TE-10.

C-3.3.2 Contractor Inventory Report. The Contractor shall submit the inventory report to the contracting officer annually. There is no required standard form for completing the inventory report, however, the report shall provide the information at FAR 45.505-1 for every item of government property, regardless of value. In addition, the inventory report shall also include the following:

a. Name and title of individuals that performed the physical inventory.

b. An itemized, categorized (by property classification) listing of all property capitalized (capitalized property is defined as property valued at greater than $25,000).

c. A listing of property lost, damaged, destroyed, or stolen, the circumstances surrounding each incident and resolution of the incident.

d. Any discrepancies between the physical inventory and the contractor's record of government property.

e. A signed statement that a physical inventory was performed on government property, completed on a given date and that the official property records were found to be in agreement except for discrepancies reported.

SECTION C-4

CONTRACTOR FURNISHED ITEMS

C-4 General. Except for the property or services stated as Coast Guard-furnished in TE-4.1, TE-4.2., TE-5.1 and TE-5.2, the Contractor shall furnish all other personnel, supplies, material, services, and transportation required to perform this contract.

C-4.1 Consumable Supplies and Materials. The Contractor shall provide all necessary consumable supplies and materials, for Preventive and Corrective Maintenance of systems identified in TE-.1 and 4.2. Spare parts are Government Furnished Spare Parts and not considered consumables. Consumables required for work orders will be part of the work order cost.

C-4.2 Points Of Contact (POC). The Contractor shall provide Point(s) of Contact with a toll free (800,888,etc.) telephone number. Contractor to be notified 24 hours a day, 7 days a week, for support services in the event of a site failure or any operational anomaly within the scope of this contract. Acceptable response mechanisms for the CNP include pagers or answering services, provided the Contractor contacts the SOC watchstander for NAIS and the Operational Command for NVDS within the response requirements stated in section C-5. The CNP shall have the authority and be responsible for coordinating and directing all activities for equipment repair and the CNP shall have the authority to act on behalf of the Contractor for the daily operations of this contract.

C-4.3 Tools. The Contractor shall provide all tools and test equipment required for performance of this PWS. Test equipment shall be kept in current calibration.

C-4.4 Transportation. The Contractor shall be responsible to provide all transportation necessary to accomplish required work. A four wheel drive will be required at some sites.

C-4.5 Communications Equipment. The Contractor shall provide two-way communication capability for the purpose of communicating with CG SOC, CRDS and Coast Guard personnel during transit to, maintenance period, and departing from sites.

C-4.6 Miscellaneous Services. The Contractor shall provide: office equipment to administrate and report repair/maintenance actions performed.

SECTION C-5

SPECIFIC REQUIREMENTS

C-5 General. The Contractor shall comply with the following provisions in carrying out the tasks specified in this Section.

C-5.1 Policies and Procedures. Services provided under this contract shall comply with the following policies and procedures, listed in the order of precedence:

a. Performance Work Statement.

b. Original equipment manufacturers' technical manuals for specific equipment identified in TE-4.1 and TE-4.2.

c. Coast Guard Electronics Manual, COMDTINST M10550.25 (Series)

C-5.2 Performance Requirements. The Contractor shall maintain the system to achieve the following performance standards:

a. For NAIS the total system downtime is tracked for each site per month by the SOC. If a site failure occurs, the operator at the SOC is responsible for troubleshooting communications and resetting through a “reboot” of software. Upon failure to gain operational capability of the site, the SOC then contacts repair technician and logs a trouble ticket in CRDS, where SOC watch stander tracks all repair status calls and actions until site is brought back to operational status. SOC will close ticket and continue to monitor site up to 72 hours of uninterrupted operation. If recurrence occurs for the same reason, a new ticket will be opened.

b. Validated transportation delays caused by weather and Coast Guard/third party induced sources of failure are not chargeable to the system downtime and the unavailability calculation.

C-5.2.1 Work Quality Requirements. All electronic equipment maintenance shall be performed in accordance with manufacturer’s technical manual specifications and shall successfully pass an operational test conducted by the Coast Guard from the SOC for NAIS and from the Operational Commands for NVDS. Prior to Contractor departure from any site action, the Contractor shall call the SOC Watchstander for NAIS or the Operational Command for NVDS to verify operation.

C-5.3 Maintenance Concept. The Contractor shall minimize site downtime, by replacing whole equipment or assemblies. The Contractor shall replace equipment that cannot be repaired or adjusted at the site with a fully functional and operable spare unit. For the NAIS equipment send failed unit to Depot Level Repair. For NAIS equipment a new or refurbished spare will be sent to the Contractor by the responsible Depot Repair Facility and placed in GFP inventory by Contractor for use as a spare. For the NVDS equipment the contractor may be required to order replacement parts for repair or replacement from commercial sources. The contractor will be responsible for providing technical oversight and coordinating troubleshooting with other Government agencies and utilities until trouble calls are resolved. The contractor is required to provide on scene support when necessary for access and coordination with Government agencies and utilities.

C-5.3.1 Interference and Intermittent Problems. The contractor will make every effort to identify and resolve frequency interference and intermittent problems. In resolving such problems, the Contractor may be required to coordinate and cooperate with other vendors or service providers. If the interference is determined to be caused by Coast Guard or other local and Federal Government sources, then the vendor shall notify the COTR, for further instructions and may be required to work with other Federal, State and Local agencies for resolution.

C-5.3.2 Reimbursement of Coast Guard Costs. If the vendor fails to repair site outages and the Coast Guard responds to the site casualty and completes the repair, the Coast Guard reserves the right to recover or deduct the costs for bringing the impacted site to an operational state from the Contractor’s next payment.

C-5.4 Plans, Records and Reports. The Contractor shall provide the following plans, records and reports. All reports shall be provided electronically via email in MS Viso, MS word, MS excel or Adobe Reader format as appropriate for the content.

C-5.4.1 Corrective Maintenance Report. The Contractor shall file an electronic Corrective Maintenance Report to the COTR NLT 3 days after completion of Corrective Maintenance. Corrective Maintenance Reports shall contain, as a minimum: Sequential Trouble Report Number that identifies calendar year and sequence no., CASREP ID (if applicable), site name, cause of failure, equipment failed, date and time of notification, action(s) taken to analyze and resolve trouble call (including dates and times), date and time of service restoration, labor hours to perform the service, travel hours, and parts used In the case of physical damage to site, Contractor shall provide digital pictures, with time/date stamp, to verify site condition restored appropriately. It shall also be capable of being attached to a MS Word document so that COTR can read on electronic mail.

C-5.4.2 Preventative Maintenance Procedures and Data Record Reports. The contractor shall prepare preventative maintenance procedures and data record forms based on the OEM specifications for those systems which Coast Guard procedures are not provided. The procedures and data records forms shall be provided to the COTR and KO for review and approval for use by the contractor within 30 days after the contract award and prior to the first scheduled preventative maintenance visits. The procedures and data record forms shall include industry standard transmission line and antenna measurements and adjustments as well as radio system, wire line and console measurements and adjustments. Sites listed in TE-3 as requiring generator, fuel system and facility maintenance shall include procedures and records based on OEM specifications and industry standards. Each report shall contain list site name, time/date of technician reporting to site, time/date equipment and a brief description of the work performed. In addition, the Preventive Maintenance Report shall include a narrative of conditions found, which may impact the operational availability of the NVDS and NAIS systems, but is not part of the contractors maintenance responsibility.

C-5.4.3 Preventative Maintenance Schedules. Once a year within 30 days after the start the contract period the contractor shall submit a PM Schedule for the specific month in which the Semi-annual preventative maintenance visits will occur. The schedule shall be submitted to the Operational Command, COTR and KO for review and approval. The schedules approval will be based on the Operational Commands requirements. Thirty days prior to the semi-annual PM visits the contractor shall submit a detailed schedule for the specific day, duration and any downtime required for the PM. The contractor will be required to work with the Operational Command to minimize any equipment downtime. The Operational Command may require the PM to be rescheduled due to operational readiness. If schedule changes are required by the Coast Guard the contractor will be required to submit a revised schedule. All schedule changes required by the Contractor require approval of the Contracting Officer.

C-5.4.4 Equipment Inventory Reports. The contractor shall provide an annual inventory report of equipment and spares. The inventory data shall include, but not be limited to, identification of manufacturers, model numbers, and serial numbers for each equipment, installation location (site and system identification), related equipment (antennas, power equipment, etc.), and date installed and/or removed.

C-5.4.5 Service Call and Work Order Report. The contractor shall provide a detailed narrative for work accomplished for each service call or work order.

C-5.4.6 Monthly Activity Report. Monthly Activity reports shall contain the corrective maintenance reports, preventative maintenance data record reports, service call and work order reports accomplished during month. The report shall include the change in status and tracking of any spare parts under repair or order. The report shall also include a summary of activity for the month. Once a year the report shall include the annual equipment inventory report. The report is due within 10 days of the following month to the COTR and KO.

C-5.4.7 Preventative Maintenance Certification. The Contractor shall prepare a “Certificate of Maintainability” for any or all equipment maintained for the following events or conditions.

1. Three months prior to the end of base or option year.

2. Three months prior to the end of contract.

3. Upon determination by Contracting Officer that a certificate is required.

The certificate shall state that preventive maintenance, in accordance with the specifications of the Original Equipment Manufacturer (OEM), has been performed and that equipment is operating within OEM performance specifications. Certificate shall include equipment nomenclature, serial number and date serviced. The Contractor is to provide a Certificate of Maintainability for each piece of equipment being certified.

C-5.4.8 Records. All QC and Site Maintenance data records shall be retained for the duration of this contract. All documentation retained by the Contractor shall be available for inspection by the Coast Guard during normal working hours. At the close of the contract, the Contractor shall deliver these records to the Coast Guard in electronic format (Compact Disc).

C-5.5 Technical Services. The following services shall be performed in support of the maintenance and special services provided under this contract.

C-5.5.1 Test Equipment Calibration. The Contractor shall establish and maintain a calibration program for all test equipment used to perform maintenance services under this contract. Calibration shall be scheduled per Calibration lab schedule or OEM recommendation. The calibration certification label shall be affixed to the associated instrument. Instruments shall be calibrated and repaired in such a way that accurate test equipment is always available for troubleshooting and test requirements. Instruments shall not exceed their maximum calibration intervals. The contractor shall provide calibration date and calibration due date for all test equipment used in maintenance actions. Failure to keep test equipment in calibration shall impact total payment for any or all of the work performed with that test equipment.

C-5.5.2 Inventory Management. The Contractor shall maintain an accurate and up-to-date…