PCCIE_PWS_May 2023 Final.pdf

PERFORMANCE WORK STATEMENT

For

EMERGENCY MAINTENANCE/PREVENTATIVE MAINTENANCE

For

POWER CONDITIONING AND CONTINUATION INTERFACING EQUIPMENT

Prepared By:

Hill Air Force Base Space & C3I Division (HBZ)

Battle Management Branch (HBZB) Power Conditioning and Continuation Interfacing Equipment Section

(HBZBD -PCCIE Section)

Preparer: AFLCMC/HBZBD

AFLCMC/HBZBD – PCCIE Section

As of May 2023 i

TABLE OF CONTENTS

1 GENERAL INFORMATION

2 DESCRIPTION OF SERVICES

3 BACKGROUND

4 OBJECTIVES

5 SCOPE

5.1 Future Fielded Technologies

5.2 General Equipment Types

6 BASIC REQUIREMENTS

6.1 UPS Emergency Maintenance (EM) and Preventative Maintenance (PM)

6.2 UPS, ancillary equipment, and battery systems

6.3 EM/PM Service Quotes

7 AGREEMENTS AND/OR SUPPORT AGREEMENTS

8 SMALL BUSINESS SUBCONTRACTING PLAN

9 LABOR REPORTING

9.1 Reporting Inputs

9.1.1 Uses and Safeguarding of Information

9.1.2 User Manuals

10 ADDITIONAL GENERAL INFORMATION

10.1 Quality Control (QC)

10.1.1 Quality Assurance

10.1.2 Quality Assurance Surveillance Plan (QASP) Matrix Summary

10.2 Recognized Holidays

10.3 Hours of Operation

10.4 Contractor Employees

10.5 Place of Performance

10.6 Status of Forces Agreements

10.7 Synchronized Pre-Deployment and Operational Tracker (SPOT)

10.8 Foreign Clearance Guide (FCG), Travel Tracker (TT) and the Aircraft and Personnel Automated Clearance System (APACS)

11 HEALTH AND SAFETY: SECURITY AND PROPERTY DAMANAGE

11.1 Worker’s Health and Safety

11.2 Security Requirements

11.3 Cyber Security and Information Assurance (IA)

11.3.1 Laptops

ii

11.3.2 Physical Security

11.3.3 Government Property Damage

11.3.4 Software

11.4 Qualifications and post award information

11.5 Special Qualifications

11.6 Post Award Conference/Periodic Progress Meeting

11.7 Contracting Officer’s Representative

11.8 Program Manager and Contract Manager and Key Personnel and Administrative Duty Hours 12

11.9 Identification of Contractor Employees

12 CONTRACTOR AND FREIGHT TRAVEL/TRANSPORATION

12.1 Travel Regulations

12.1.1 Travel

12.1.2 Parts, Materiel, and Supply Delivery

12.1.3 Country Customs

12.1.4 Material and Supply Transportation

12.1.5 Freight Charges

12.1.6 Special Freight

12.2 Contractor Travel and Shipping Using Military Transportation

12.2.1 Transportation Accounting Code (TAC)

12.3 Transportation of Supplies by Sea

12.3.1 Military Transportation Discrepancies

12.3.2 Military Transportation Delay

12.3.3 Commercial Transportation Delay

12.4 Contractor Responsibilities

12.4.1 Activity/Event/Status Internet Database with Reporting

12.4.2 Contractor’s Progress, Status, and Management Reporting (Programmed Maintenance) .. 15

12.4.3 Contractor’s Progress, Status, and Management Reporting (Emergency Maintenance)

12.5 Customer Service Reporting

12.6 Monthly Conference Call

12.7 Program Management Review (PMR)

12.8 Transient Electromagnetic Pulse Emanation Standard-Emission Security (TEMPEST- EMSEC)/Communications Security (COMSEC) Requirements

12.9 Environment Protection Pollution Prevention

12.9.1 Pollution Prevention

12.9.2 Acquisition Pollution Prevention and Ozone Depleting Chemicals (ODCs) iii

12.10 Contract Data Requirements List (CDRL)

13 Government EQUIPMENT AND SERVICES

13.1 Services

13.2 Conservation

13.3 Equipment

13.4 Parts/Materials

13.5 Facilities

13.6 Security Escorts

13.6.1 Paid Security Escort Services

14 CONTRACTOR FURNISHED ITEMS AND SERVICES

14.1 General

14.2 Facility Access Clearance

14.2.1 Common Access Card (CAC)

14.3 Parts/Materials

14.4 Emergency Telephone Identification Sticker

14.5 Service Report Delivery

14.6 Plan of Action/Escalation Plan

14.7 Contract Exit Criteria

15 SPECIFIC TASKS

15.1 Overview

15.2 Preventative Maintenance (PM)

15.2.1 Services

15.2.2 Cleaning/Replacement

15.2.3 Inspect Equipment

15.2.4 Deviation in Procedures

15.3 Failure and Risk Resolution

15.4 Tasks

15.5 Battery Maintenance

15.6 Battery Modules and Small Batteries

15.6.1 Firmware Updates

15.6.2 Ancillary Equipment Preventative Maintenance

15.6.3 Inventory of Spare Parts

15.6.4 Parts, Capacitor and Battery Replacement

15.6.5 Government Provided Parts/Spares

iv

15.6.6 Replenishment of Government Provided Parts/Spares

15.7 Scheduling

15.7.1 Estimate at Completion

15.7.2 Scheduling Logistics

15.7.3 Canceling and Rescheduling

15.8 Reporting

15.9 Emergency Maintenance/Support

15.9.1 Emergency Maintenance/Support Contractor

15.9.2 Emergency Maintenance (EM) Restoration, and/or Resolution

15.10 Telephone Triage

15.10.1 EM Emergency Notification and the PCCIE Workflow Mailbox

15.10.2 Emergency Notification Content

15.10.3 Emergency Maintenance (EM)

15.10.4 Completing Emergency Maintenance

15.10.5 EM Response Times, Expectations and Repair Timelines

15.11 Repair Expectations and Site Classifications

15.12 Areas Defined

15.12.1 United States Industrialized Areas

15.12.2 United States Non-Industrialized Areas

15.12.3 Overseas Industrialized Areas

15.12.4 Overseas Non-Industrialized Areas

15.12.5 Remote Areas

15.12.6 Travel Pricing Identified

15.12.7 Parts/Lead Times

15.12.8 EM Repair Delays

16 CLIN 0005 Support Services

16.1 Standby Services

16.2 Diagnostic Service and Quote for Repair/CLIN 0005 Usage

17 Repair and Sustainment Services/CLIN 0006 Usage

17.1.2 CLIN 0006 Reporting

17.1.3 CLIN 0006 Turn-Key Installation

17.2 CLIN 0007 Overseas and Certain OCONUS Travel

17.2.1 Catastrophic

18 WARRANTY

v

18.1 Warranty Included

18.2 Warranty Claim

19 DISPOSAL OF MATERIAL

19.1 Disposal of Material under EM and PM and CLIN 0006

20 CURRENT AND APPLICABLE INTERNATIONAL, STATE AND LOCAL CODES,

REGULATIONS, STANDARDS, PROCEDURES, POLICIES, PUBLICATIONS AND MANUALS

20.1 Compliance Publications

21 DEFINITIONS AND ACRONYMS

21.1 Catastrophic Event

21.2 Contracting Officer’s Representative (COR)

21.3 Contractor

21.4 Degraded Service

21.5 Deliverable

21.6 Economically Repairable

21.7 Industrialized Area

21.8 Non- Industrialized Area

21.9 Physical Security

21.10 DC Power Plant

21.11 Pre-Existing Condition

21.12 Procurement Contracting Officer (PCO)

21.13 Qualified Technician

21.14 Quality Assurance

21.15 Quality Assurance Surveillance Plan (QASP)

21.16 Quality Control

21.17 Rectifier

21.18 Remote Areas

21.19 Subcontractor

21.20 TEMPEST/EMSEC

21.21 >15 years old

21.22 <15 years old

21.23 UPS System

21.24 Administrative Duty Hours

21.25 PCCIE Workflow Email Mailbox/Workbox

21.26 End of Service Life

vi

21.27 CONUS

21.28 OCONUS

21.29 North America Continent

21.30 24X7X365

21.31 5X8

22 ACRONYMS

23 SUPPLEMENTAL INFORMATION #1

23.1 Military Transport

24 SUPPLEMENTAL INFORMATION #2

24.1 Status of Forces Agreement (SOFA)

24.2 United States Forces Korea (USFK) Regulation 700-19

25 SUPPLEMENTAL INFORMATION #3

25.1 Synchronized Pre-deployment and Operational Tracker (SPOT)

26 SUPPLEMENTAL INFORMATION #4

26.1 CONUS/OCONUS LOCATIONS

27 SUPPLEMENTAL INFORMATION #5

27.1 Appendix C

LIST OF TABLES

Table 1 UPS and DC Power Plant Equipment (Brands/Manufactures)

Table 2 Ancillary Equipment and Switchgear

Table 3 UPS System Types

Table 4 Federal Holidays

Table 5 UPS Systems

Table 6 CDRL List

Table 7 OEM Full-Service Locations

Table 8 UPS Equipment/Systems

Table 9 UPS System/Equipment Types

1 GENERAL INFORMATION

This is a services contract to provide Emergency Maintenance/Preventative Maintenance (EM/PM), and unscheduled maintenance/repairs on various configurations, technologies, and manufacturers of Power Conditioning and Continuation Interfacing Equipment (PCCIE), ancillary equipment, and associated “UPS system” equipment for the United States Air Force (USAF) and government agencies worldwide. Maintenance of these systems is critical to ensure that the systems will function as designed for operations and mission success. Repairs, including emergency repairs, are required to keep these systems in fully functional condition. All Performance Work Statement (PWS) and contractual discrepancies shall be identified, clarified, and negotiated with the Procurement Contracting Officer (PCO). The PCO is the only individual who can legally bind the government.

2 DESCRIPTION OF SERVICES

The contractor shall perform/provide the following:

a. All personnel, labor, equipment, supplies, transportation, tools, materials, expertise, supervision, services, and documentation necessary to perform maintenance as defined in this PWS.

b. Employ a worldwide service organization, trained, and experienced in providing maintenance services, such as, but not limited to, diagnosis and repair on all covered equipment.

c. Be responsible for all aspects of maintenance activities. This will include associated hardware and software troubleshooting, diagnosis, and problem resolution to maintain and return equipment to a fully operational status.

d. Ensure internal coordination and correction of problem resolution with the on-site government Point-Of-Contact (POC) and PCCIE Office Program Manager, prior to work performance.

e. Confirm if certain items are available to rent through base contractor support.

f. Perform problem resolution during maintenance.

3 BACKGROUND

The government owns/maintains various brands, configurations, and sizes of Uninterruptable Power Supply (UPS) systems (including tie/paralleling gear and batteries) and DC Power Plants (Rectifiers including batteries). UPS and DC Power Plant equipment to include but not limited to the following:

Table 1 UPS and DC Power Plant Equipment (Brands/Manufactures)

APC MGE

Eaton/Powerware Vertiv/Liebert

Benning Delta

Pacific Power Pillar Power Systems

Mitsubishi Toshiba

Fuji GE/ABB

The USAF owns/maintains various brands, configurations and sizes of ancillary equipment and switchgear that includes:

Table 2 Ancillary Equipment and Switchgear

Active Power Cellwatch

Square D Cutler Hammer

Sensaphone Hydrogen Detection

Eaton/Powerware Vertiv/Liebert

Siemens General Electric (GE) / ABB

Alber

The UPS systems support and protect sensitive electronic equipment systems by conditioning the power and providing continuation of power. The UPS systems may be single or three phase, in single or multi-module UPS systems configurations. The UPS systems may also include support for any future fielded technologies. The UPS sites are located within the United States and overseas locations, industrialized, non-industrialized, and remote areas. A list of these areas can be found in SUPPLEMENTAL INFORMATION #4.

4 OBJECTIVES

a. Provide timely and efficient EM/PM services for the USAF and other government agencies.

b. Provide efficient communication channels for data, enabling customers to make informed decisions regarding repair or replacement of current UPS system and ancillary equipment.

c. Provide superior customer service and to ensure the highest level of mission reliability.

d. Support continuous availability of UPS systems supporting the critical loads

e. Maintain UPS systems at full operating capability to meet mission power reliability requirement.

5 SCOPE

The contractor shall provide the following:

a. All personnel, labor, equipment, supplies, transportation, tools, materials, expertise, supervision, services, and parts.

b. All documentation, to include but not limited to, technical data/manuals and Original Equipment Manufacturer (OEM) service instruction, service manuals and service bulletins necessary to perform EM/PM on multiple types of UPS systems, batteries, and ancillary equipment.

This support includes but is not limited to:

Table 3 UPS System Types

Rotary and Static UPS Systems

Frequency Converters Flywheels

Batteries UPS Shelters Remote Monitoring Panels

(RMP)

Battery Monitoring Systems

(BMS)

Emergency Power Off (EPO) switch

Battery Disconnect, Bypass Control Cabinet (BCC)

Maintenance Bypass Panel

(MBP)

System Bypass Module

(SBM)

System Metering and Control Cabinet (SMCC)

UPS Breaker Maintenance UPS Input Switchboard UPS Input Breaker Module Output Breaker Load Bank Breaker Power Distribution Units

(PDU)

Paralleling Gear Integrated System Bypass

Module (ISBM)

5.1 Future Fielded Technologies

The contractor shall also provide EM/PM for any future fielded technologies designed to replace batteries, energy storage or UPS systems. Future fielded technologies include any component that compromises the “UPS System”, for the USAF and government agencies worldwide.

5.2 General Equipment Types

Specific components meeting the functionality of these general equipment types may have different manufacturer names than those listed in PWS Table 1. The contractor shall include these equipment types in the scope of all services to be provided for that listed in Table 1 prior to and after a manufacture name change(s).

6 BASIC REQUIREMENTS

6.1 UPS Emergency Maintenance (EM) and Preventative Maintenance (PM) The contractor shall perform UPS EM/PM in accordance with the following, unless otherwise directed by the PCO. The customer POC will select either OEM or third-party options.

a. Eaton trained, certified, and authorized technicians shall perform EM/PM on Eaton UPS equipment.

b. Liebert/Vertiv trained, certified, and authorized technicians shall perform EM/PM on Liebert/Vertiv UPS equipment.

c. MGE/APC trained, certified, and authorized technicians shall perform EM/PM on MGE/APC UPS equipment.

d. GE/ABB trained, certified, and authorized technicians shall perform EM/PM on GE/ABB UPS equipment.

e. Eaton, Liebert/Vertiv, MGE/APC, GE/ABB and others may be serviced by third party

f. End of Service Life (EOSL) UPS equipment may be serviced by the OEM or third party

g. All other UPS brands shall be serviced by qualified technicians (third party).

h. All DC Power Plants (Rectifiers) shall be serviced by qualified technicians.

i. Ancillary equipment shall be serviced by qualified technicians.

j. Battery testing, maintenance, and replacement shall be performed by qualified technicians.

k. An adequate workforce be provided for the uninterrupted performance of all tasks defined within this PWS.

l. Certain locations require U.S. Citizen’s to service and maintain UPS System equipment.

All Intelligence Surveillance Reconnaissance (ISR) missions shall be serviced by U.S.

Citizens and require constant U.S. Control for parts utilized.

6.2 UPS, ancillary equipment, and battery systems

The contractor shall achieve a complete, effective, structured preventative maintenance program for UPS, ancillary equipment, and battery systems to:

a. Maximize equipment service life.

b. Rapidly return to service UPS systems and components.

6.3 EM/PM Service Quotes

The contractor shall provide EM/PM service quotes for multiple years to facilitate customer long term FY planning.

7 AGREEMENTS AND/OR SUPPORT AGREEMENTS

The contractor shall provide an “Associate Contractor Agreements and/or Support Agreement” from the UPS maintenance organizations of Eaton, Vertiv, GE/ABB, and Schneider Electric subcontractors. The agreement is used to verify the contractor understanding and to comply with the items stated in this PWS.

The “Associate Contractor Agreements and or Support Agreement” shall be signed by an executive of the respective organization with the authority to commit on their behalf.

The “Associate Contractor Agreements and/or Support Agreement” shall be provided with initial proposals and be valid and maintained for the duration of this contract. (CDRL A001)

8 SMALL BUSINESS SUBCONTRACTING PLAN

If the awardee is a large business, the contractor shall submit a small business subcontracting plan IAW FAR 52.219-9(L)(1)(i). The Small Business Subcontracting Plan shall be provided semi-annually with an initial proposal that is valid and maintained for the duration of this contract. (CDRL A027)

9 LABOR REPORTING

In compliance with DFARS 252.204-7023, the contractor shall report contractor labor hours (including subcontractor labor hours) as required for performance of services provided under this contract for the EM/PM via a secure data collection site. The contractor is required to fill in all required data fields at the following website: (https://www.sam.gov.)

9.1 Reporting Inputs

Reporting inputs will be for the labor executed during the period of performance (POP) for each government Fiscal Year (FY), which runs 1 October through 30 September. While inputs may be reported any time during the FY, all data shall be reported no later than 31 October of each calendar year. Contractors may direct questions to the DOD System for Award Management (SAM). For contact information see the following website: (https://www.sam.gov.)

https://www.sam.gov/

9.1.1 Uses and Safeguarding of Information

Information from the secure web site is proprietary in nature when the contract number and contractor identity are associated with the direct labor hours and direct labor dollars. At no time will any data be released to the public with the contractor’s name and contract number associated with the data.

9.1.2 User Manuals

Data for Air Force service requirements shall be input at the DOD SAM, along with user manuals for government personnel and contractors. For contact information see the following website: (https://www.sam.gov.)

10 ADDITIONAL GENERAL INFORMATION

10.1 Quality Control (QC)

The contractor shall develop a Quality Control Program (QCP) to ensure services are performed IAW this PWS (CDRL A002). The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of degraded parts and services. The contractor’s QCP shall comply with the PWS requirements. Any changes to the QCP shall be submitted to the PCO within (5) five business days of the initial proposal. After the changes have been accepted, the contractor shall receive the PCO’s acceptance in writing of any proposed change to their QC system. The QCP shall be implemented No Later Than (NLT) 30 calendar days after acceptance.

10.1.1 Quality Assurance

The government will evaluate the contractor’s performance IAW the Quality Assurance Surveillance Plan (QASP). The QASP plan defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s). The contractor shall develop and maintain a Quality Plan, IAW Contractor Quality Control, (CDRL A003) that address the areas identified in the PWS.

The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of incomplete maintenance services. These procedures will be provided 30 calendar days after the contract is awarded.

The PCCIE Contracting Office Representative (COR) shall be the government liaison in the event of customer complaints. The following will be used to evaluate the contractor’s performance in the QASP.

10.1.2 Quality Assurance Surveillance Plan (QASP) Matrix Summary

PWS

Paragraph

Performance Objective / Elements

Standards / AQL Inspection Calculation / Ratings

What How/ Method

When/ Freq

12.3.1 Contractor

shall maintain a current database.

(CDRL A007)

Database shall contain reports of all visits completed prior to the previous 15 business days.

Inspect for required reports.

COR shall access database and search for required reports.

M1

Periodic

M2

Performance is acceptable when database contains the required reports from visits prior to the previous 15 days.

12.3.2 Site Visit

Report Accuracy

Site visit reports shall accurately contain all required elements for the visit as identified in

CDRL A025.

Inspect for accuracy and completene ss.

All reports shall be reviewed upon receipt.

Random Performance is acceptable when the submitted reports accurately reflect a description of the services performed in the visit and document the equipment currently on site.

12.3.2 Scheduling

Preventative Maintenance

(PM)

(CDRL A025)

First PM shall be completed within the first 90 days and second PM shall be completed between 180 and 270 days (Exception: gov’t caused delays).

Third and beyond to be negotiated with site.

Inspect Preventativ e Maintenanc e Schedule for standards compliance

COR shall review Preventative Maintenanc e Schedule submitted monthly via

(CDRL

A025).

Monthly Performance is acceptable when monthly reports demonstrate compliance to scheduling standards as described in PWS.

12.3.2 Completion of

Preventative Maintenance

(PM)

(CDRL A025)

Contractor shall complete PMs as scheduled.

Contractor shall not be held accountable for gov’t caused delays.

Inspect Preventativ e Maintenanc e Schedule to ensure contractor completes visits as scheduled.

COR shall review Preventative Maintenanc e Schedule submitted monthly via

(CDRL

A025).

Monthly Performance is acceptable when monthly reports demonstrate compliance to scheduling standards as described in PWS.

12.3.3 Emergency

Maintenance

Response and Repair of

Inspect Emergency

COR shall review

Monthly Performance is acceptable when

10.2 Recognized Holidays

The contractor may be required to perform service on holidays, including, but not limited to:

Table 4 Federal Holidays

New Year’s Day Labor Day

Martin Luther King Jr. Day Columbus Day

President’s Day Veteran’s Day

Memorial Day Thanksgiving Day

Juneteenth Holidays specific to host country

Independence Day Christmas Day

10.3 Hours of Operation

The contractor shall conduct business except when the government facility is closed due to local or national emergencies, acts of nature, acts of war, administrative closings, or similar government directed facility closings. The contractor shall not be reimbursed when the government facility is closed for the above Federal holidays.

PWS

Paragraph

Performance Objective / Elements

Standards / AQL Inspection Calculation / Ratings

What How/ Method

When/ Freq supported UPS system to 100% full functionality within standards relevant to the level of maintenance selected in CLIN 0001.

Maintenanc e report for standards compliance

Emergency Maintenanc e Report monthly via

(CDRL

A026).

monthly reports demonstrate compliance to standards as described in PWS.

12.3.3 Status of

Maintenance at site(s) serviced

(CDRL A026)

Contractor shall establish monthly status call and provide Progress, Status, and Management Reports. (PCCIE may cancel the monthly call at our discretion)

Inspect contractor’ s ability to speak to the information provided in their status reports.

COR shall participate in monthly status call to discuss violations in

EM/PM

scheduling and reporting standards.

Monthly Performance is acceptable when contractor demonstrates they can accurately speak to the information provided in the status reports.

Contractor shall not be absolved of these responsibilities due to a lack of attendance by their subject material expert.

10.4 Contractor Employees

When hiring personnel, the contractor shall keep in mind that stability and continuity of the workforce are essential. The contractor shall not employ persons for work on this contract if such employee is identified to the contractor by the PCO, site POC, PCCIE PM or base commander as a potential threat to the health, safety, security, and/or general well-being to the operational mission of the installation and its population.

The contractor shall cover the costs of a T1/favorable background investigation for required contractor personnel when necessary. Contractor personnel shall meet site access requirements which may require, in some instances, US Citizenship and elevated clearance. Contractor personnel shall not have any felony background or active charges. Contractor personnel shall comply with all regulations for overseas travel.

If foreign nationals or non-U.S. citizens are utilized in any service aspect, such as an interpreter or assistant, the contractor shall discuss with the PCCIE PM and PCO prior to their utilization. If foreign nationals or non-U.S. citizens are utilized, the contractor shall ensure that they will be able to access the base and work on any mission equipment. If they are turned away for any non-compliance, this will be at risk to the contractor.

10.5 Place of Performance

The contractor shall perform the work of this PWS at various industrialized, non-industrialized, and remote locations worldwide. See SUPPLEMENTAL INFORMATION #4

10.6 Status of Forces Agreements

Coverage by and compliance with a Status of Forces Agreement (SOFA) may be necessary during performance of this task (See Supplemental Information #2). The Contractor shall conform to requirements of the SOFA in the host country. If a SOFA becomes applicable, the contractor shall provide the necessary documentation for the application of the needed coverage.

The contractor shall act in accordance with the terms of the SOFA if coverage is granted.

10.7 Synchronized Pre-Deployment and Operational Tracker (SPOT) The contractor shall submit personnel and accountability information into SPOT for any operational contract support operations in U.S. contingency efforts worldwide. (See Supplemental Information #3) *NOTE: SPOT submittal may be input at: http://www.acq.osd.mil/log/PS/spot.html

10.8 Foreign Clearance Guide (FCG), Travel Tracker (TT) and the Aircraft and

Personnel Automated Clearance System (APACS) Contractor personnel shall comply with all regulations for travel including compliance with the Department of Defense (DOD) Foreign Clearance Guide (FCG) for travel.

a. The FCG may be accessed at: (https://www.fcg.pentagon.mil/) Contractor shall submit all required entries in the various systems including but not limited to, the Travel Tracker and the Aircraft and Personnel Automated Clearance System (APACS) when/where applicable.

a. The Travel Tracker can be accessed: (https://iatp.pacom.mil) http://www.acq.osd.mil/log/PS/spot.html https://www.fcg.pentagon.mil/ https://iatp.pacom.mil/

b. The Aircraft and Personnel Automated Clearance System (APACS) can be accessed at:

(https://apacs.milcloud.mil/)

11 HEALTH AND SAFETY: SECURITY AND PROPERTY DAMANAGE

11.1 Worker’s Health and Safety

The contractor shall comply with the following:

a. All applicable country, federal, state, territorial, and local requirements regarding workers’ health and safety.

b. Remain responsible for determining the legal requirements and compliance that apply to their activities.

a. These include but are not limited to all Occupational Safety and Health Administration (OSHA) safety rules and regulations, arc flash training, personal protection training and equipment to protect themselves and others from unsafe work conditions.

c. Report any accidents or OSHA violations immediately to the appropriate authorities within one (1) business day to the PCO and comply with (CDRL A004).

11.2 Security Requirements

The contractor shall comply with the following:

a. Meet site access security requirements IAW FAR clause 52.204-2.

a. This may include but not limited to; vehicle and equipment access requests, Visit

Access Request (VAR) submittals, and electronic media device submittals to include mobile telephone, camera devices, etc.

b. All Foreign Disclosure Office (FDO) requirements.

a. Contractors’ identification shall follow the REAL ID act. Personnel in possession of state issued identification, which is not in compliance with this act, may not be granted access to facilities.

c. Contact the base they desire entry for specific requirements if the contractor personnel don’t possess REAL ID act compliant identification.

*NOTE: For additional information see the following website: (https://www.dhs.gov/real-id-public-faqs)

11.3 Cyber Security and Information Assurance (IA)

The contractor shall ensure the following:

a. All facilities used to store and process data will implement and maintain administrative, physical, technical, and procedural safeguards.

a. These are to include computer, data systems, and UPS technician diagnostic equipment.

b. Use best practices at a level sufficient to secure total Data Loss Prevention (DLP) such as cyber security, unauthorized access, destruction, use, modification, disclosure, and overall vulnerability.

c. Leverage industry expertise, state of the art technology, tactics, techniques, and best practices regarding risk management frameworks.

https://apacs.milcloud.mil/ https://www.dhs.gov/real-id-public-faqs https://www.dhs.gov/real-id-public-faqs

d. Develop, validate, and implement cybersecurity mitigation strategies and security controls.

e. Implement security tools, technologies and procedures including, but not limited to:

a. Anti-virus and anti-malware protections

b. Intrusion detection

c. User accounts (local, system, service, active directory)

d. Encryption at a level equivalent or stronger than 128-bit level at rest and in motion.

e. Physical accountability safeguards

11.3.1 Laptops

USAF Cyber Security policy may dictate that laptop computers brought on site and intended to be plug-in to the UPS may be scanned by Base/Site security personnel for cyber security purposes.

The government may purchase/lease contractor laptops and security containment for the sole purpose of UPS system maintenance and repair at certain facilities. This is used as an attempt to reduce the risk of a cybersecurity breach and facilitate timely execution of contract requirements.

Terms shall be negotiated with the contractor and the PCO utilizing CLIN 0006.

11.3.2 Physical Security

The contractor shall be responsible for safeguarding all government equipment, information, and property provided for contractor use. The contractor shall provide protection to government property to prevent damage during the period the property is under the control or possession of the contractor.

11.3.3 Government Property Damage

The contractor shall do the following IAW DFARS 252.245-7002:

a. Record and report property damage within one (1) business day to the PCCIE Program Manager, PCO, and designated government site POC

b. Record and report all available facts relating to each instance of accidental damage to government property or injury to PCO and government site POC in the form of a plan of action/escalation plan (CDRL A013).

c. Shall not perform any work on the damaged equipment/property until released by an authorized government representative.

d. If the government elects to investigate an accident, the contractor shall cooperate fully and assist the government personnel until the investigation is completed.

11.3.4 Software

When required by Base Cyber Security policy, the contractor shall vet all software and software applications through the Base/Site security office for each location where the software is used, as applicable.

11.4 Qualifications and post award information

11.5 Special Qualifications

The contractor shall use only technicians fully trained, educated, and qualified at servicing power conditioning systems, related ancillary equipment, and batteries to perform required UPS support. Technicians shall have the capability to perform necessary maintenance actions to include but not limited to testing, hardware replacement, software upgrades, firmware upgrades, and software configuration to ensure UPS systems are operating properly. UPS systems may include but are not limited to the following manufacturers:

Table 5 UPS Systems

APC Mitsubishi

Best, Ferrups Pacific Power

Eaton/Powerware Toshiba

GE Vertiv/Liebert

MGE

All technicians shall adhere to the following guidelines including, but not limited:

a. OSHA

b. Institute of Electrical and Electronics Engineers (IEEE)

c. American National Standards Institute (ANSI)

d. National Electric Code (NEC)

e. OEM commercial practices and other tools necessary to perform safe EM/PM service to

UPS, batteries, and ancillary equipment.

11.6 Post Award Conference/Periodic Progress Meeting

The contractor shall attend any post award conference convened by the contracting activity or contract administration office. The PCO, Contracting Officer’s Representative (COR), and other government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings, the PCO will apprise the contractor of how the government views the contractor's performance. The contractor shall apprise the government of problems, if any, being experienced. Appropriate action shall be taken to resolve issues.

11.7 Contracting Officer’s Representative

The COR will be identified in a separate letter. The COR monitors aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions:

a. Ensure the Contractor performs the technical requirements of the contract.

b. Perform inspections necessary in connection with contract performance.

c. Maintain written and oral communications with the Contractor concerning technical aspects of the contract.

d. Issue written interpretations of technical requirements, including government drawings, designs, and specifications.

e. Monitor Contractor's performance and notify both the PCO and contractor of any deficiencies.

A letter of designation will be issued to the COR. A copy will be sent to the contractor, which states the responsibilities and limitations of the COR, especially about changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the task order/contract.

11.8 Program Manager and Contract Manager and Key Personnel and Administrative

Duty Hours The contractor shall designate a prime and alternate Program Manager. The Program Manager shall be responsible for the following:

a. Daily operations of the contract.

b. Available during administrative duty hours identified as between 7:00 a.m. to 3:30 p.m.

Mountain Time (MT), Monday thru Friday except Federal holidays or when the government facility is closed for administrative reasons.

The contractor shall provide a Contract Manager who shall be perform for the following:

a. Full authority to act for the contractor on all contract matters.

b. Provide the names of key personnel identified above and involved with the operations of this contract.

c. Provide, in writing, notifications to the government NLT 15 calendar days after contract award and within 10 calendar days after any changes or replacements (CDRL A005).

11.9 Identification of Contractor Employees

The contractor shall execute the following:

a. Identify themselves as such when attending meetings and working in environments where contractor status is not obvious to third parties.

a. This is done to avoid the impression they are government officials.

b. All documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

c. In certain circumstances, contractor personnel may be required to obtain and wear identification badges, or other identifying attire, in the performance of this service.

12 CONTRACTOR AND FREIGHT TRAVEL/TRANSPORATION

12.1 Travel Regulations

Contractor personnel shall comply with all regulations for travel including, but not limited to, compliance with the Department of Defense (DOD) Foreign Clearance Guide (FCG) for travel overseas. Contractor personnel shall comply with Federal Acquisition Regulation (FAR) 31.205- 46.

a. The FCG may be accessed at: (https://www.fcg.pentagon.mil/) The contractor shall be responsible for submitting all required entries in the various systems including but not limited to, the Travel Tracker and the Aircraft and Personnel Automated Clearance System (APACS). Instructions can be found within the FCG website.

a. The Travel Tracker can be accessed at: (https://iatp.pacom.mil)

b. The Aircraft and Personnel Automated Clearance System (APACS) can be accessed at

(https://apacs.dtic.mil) https://www.fcg.pentagon.mil/ https://iatp.pacom.mil/ https://apacs.dtic.mil/

12.1.1 Travel

Overseas and identified OCONUS location travel costs shall be IAW FAR 31.205-46. The contractor shall minimize government expense by consolidating Preventative Maintenance services at sites located in the same geographic area, whenever possible. Contractor shall provide a deliverable stating travel costs incurred for each travel effort overseas and identified OCONUS locations. This deliverable shall report all travel hours and expenses incurred to include, at minimum, airfare, rental cars costs, any additional transportation costs, taxes, fees, and lodging costs incurred (while traveling). (CDRL A006)

12.1.2 Parts, Materiel, and Supply Delivery

Parts, materials, and supplies shall be properly packaged to protect against damaged delivery. In addition, overseas shipments shall be crated and in compliance with Wood Packaging Material (WPM), International Standards for Phytosanitary Measure 15 (ISPM #15). Any exception to crating shall be grated, in writing, through the PCCIE office.

The contractor shall coordinate with the site POC for delivery at a mutually agreed to time. The contractor shall have a representative receive parts, material, and supply delivery, unless otherwise instructed by PCCIE, in writing. All components and parts are the responsibility of the contractor until the components/parts are installed in the UPS and the UPS is online and supporting load. The only exception: components/parts that are delivered to the site for spares initial fielding or spares replenishment.

Government assets are not available for usage, unless otherwise instructed by the PCCIE office.

12.1.3 Country Customs

The contractor shall adhere to country customs unless equipment is shipped via military transport and will be worked on a case-by-case basis when commercial transportation is not available. The contractor shall comply with and adhere to the Foreign Clearance Guide (FCG) and any SOFA.

12.1.4 Material and Supply Transportation

The contractor shall transport and deliver materials and supplies via commercial parcel/freight contractors unless no commercial avenues exist. Vendors shall reference DFAR Part 247 for transportation compliance.

Should no commercial avenues for shipment exist, contractor shall utilize government modes of transportation. Please reference PWS Section 12.2 for military transportation guidance.

12.1.5 Freight Charges

The contractor shall account for freight/delivery charges completed under this contract unless special circumstances are identified by the PCCIE Program Manager and/or PCO. Special circumstances may include when the customer provides their Transportation Accounting Code (TAC) or other transportation payment or arrangement (i.e.: Kwajalein Logistics, Thule-Pacer Goose, etc.). Freight shall be shipped Free on Board (FOB) Destination IAW FAR 47.303-6.

12.1.6 Special Freight

The U.S. government has certain missions that require special freight handling, packaging, and delivery requirements for the interests of national security. These requirements may dictate, but are not limited to:

a. Constant U.S. control

b. Special freight channels/contractors

c. Freight packaging and sealing

d. Freight tracking and escorting

These sites and requirements shall be identified to the contractor by mission and task order level.

Special freight handling/shipping requirements shall be billed Firm Fixed Price (FFP) against CLIN 0006 for these specially identified requirements/missions.

12.2 Contractor Travel and Shipping Using Military Transportation When traveling to sites in which commercial transportation is unavailable, the contractor, in addition to any freight, shall use military transportation. Arrangements for travel by military transportation shall be coordinated with the site and or site representative. The site is responsible for assisting in travel and shipping matters, including Military Transportation and DOD contracted shipping channels. The contractor is responsible for payment of all associated personnel and cargo costs. In addition, the contractor shall be responsible to ensure documentation, such as the DD Form 1149, is coordinated and affixed to all freight utilizing DoD military transportation.

The following web link provides information for scheduling flights and determining rates:

(United States Transportation Command (ustranscom.mil)). See Supplemental Information #1, Military Transport, for additional information.

Special site funded/paid freight or personnel travel costs shall be identified to the contractor on a site by site and job specific basis, otherwise, the contractor shall pay for all travel/freight costs unless identified by PCCIE and/or the PCO *EXAMPLE: Thule Greenland’s annual Pacer Goose re-supply

12.2.1 Transportation Accounting Code (TAC)

The contractor shall establish a TAC for payment of all DOD Military and DOD Privatized freight costs through the Air Mobility Command Financial Management office (AMC Travel/FM/FMFN). The TAC links the contractor’s organization with a billing line so that government transportation costs can be billed directly to the contractor.

To establish a TAC, please contact the DCBS Help Desk listed below.

DCBS.Helpdesk@us.af.mil

12.3 Transportation of Supplies by Sea

The contractor shall comply with DFAR 252.247-7023 - Transportation of Supplies by Sea- Basic when shipping any supplies in support of this contract. Per DFAR 252.247-7023 (c), the PCO has the right to authorize exceptions.

12.3.1 Military Transportation Discrepancies

The contractor shall immediately report government transportation discrepancies. The discrepancies may include, lost/astray freight, damage, shortages, delays in arrival/departure, etc.

The contractor shall report the discrepancy to the appropriate DoD shipping hub by filing a claim/inquiry for the discrepancy. The contract shall advise the government site POC, PCCIE Program Manager and the PCO for reporting and resolution assistance/determination.

https://www.ustranscom.mil/ mailto:DCBS.Helpdesk@us.af.mil

12.3.2 Military Transportation Delay

The contractor shall immediately inform the PCCIE Program Manager and PCO of the following:

a. Any transportation issues that may cause delay in arrival or departure due to aircraft breakdown, scheduling, etc.

b. Any affects the transportation issues will have on the completion of services scheduled.

The PCO may negotiate compensation due to government transportation caused delays.

12.3.3 Commercial Transportation Delay

There shall be no compensation consideration for commercial travel cancellation or delays.

12.4 Contractor Responsibilities

12.4.1 Activity/Event/Status Internet Database with Reporting The contractor shall establish, maintain, and provide access to an internet database accessible by PCCIE Program Managers and their customers. Any site POC desiring access to the database shall contact the PCCIE Program Manager for approval and then shall submit a request to the contractor. This database shall include, but not be limited to:

c. Task order number

d. Site name

e. Building and room number if applicable

f. POC information for both the site and technician

g. UPS serial number(s), brand, part number and quantity of incoming and outgoing AC capacitors and DC capacitors

h. Description of EM/PM to be performed

a. Due date (90 days)

b. Completion date, or expected completion date

i. Spares inventory

j. Batteries replaced, repair, and all PM reports and Battery Reports/Analysis relating to the completion of the EM/PM on all task orders.

k. Needed battery/capacitor/fan, etc. replacement

The contractor shall permit the government with user specific access to the data contained in the contractor’s electronic database 24X7X365 (CDRL A007).

12.4.2 Contractor’s Progress, Status, and Management Reporting (Programmed

Maintenance) The contractor shall provide a monthly report identifying the UPS systems on contract and the POP for each UPS system. The report shall identify the following:

a. When the scheduling of the first PM will take place

b. Target dates for the second PM (if selected)

c. Scheduled PM’s for the month following the report published date

d. Any outstanding or unscheduled PM’s that may cause schedule slip

e. Any recommended or outstanding repairs and status

f. Populated with service completion dates for all finished service actions

g. Provide monthly status of any PoP expiration within 45 days that will not be obligated

h. Provided before the monthly teleconference for discussion (CDRL A025)

12.4.3 Contractor’s Progress, Status, and Management Reporting (Emergency Maintenance)

The contractor shall provide a report identifying all Emergency Maintenance (EM) calls and actions performed under this contract. This report shall be updated and provided monthly, documenting all EM calls to include those for UPS, batteries, and ancillary equipment. At minimum, the report shall document the following:

a. The task order number

b. The serial number (or another identifier),

c. The location of the event (base, bldg. number)

d. The time the EM call was received

e. The technician site arrival time (to the base gate)

f. Repair status, status of UPS/load and estimated time of repair

g. Outstanding repair actions

h. The EM completion date

i. A one sentence summary of the failure’s root cause and time and the total hours from when the call was received to the time the UPS was fully functional and supporting the load. (CDRL A026).

12.5 Customer Service Reporting

The contractor shall prepare a service report after completion of EM/PM for each UPS IAW the Customer Service Report, (CDRL A008) to include but, not limited to:

a. Task order number

b. Site name

c. Building and room number, if applicable

d. POC information for both the site and technician

e. UPS serial number(s), model number, configuration (single, parallel redundant, parallel capacity etc.), date of manufacture, latest firmware version and date, date of batteries, date of capacitors

f. Description of EM/PM performed, completion date, or expected completion date

g. Spares inventory

h. Batteries replaced (if any)

i. Repairs completed

j. Outstanding repairs, actions necessary and components utilized

k. Status of the UPS upon completion of EM/PM service.

l. Before/After photos, if allowed, of failed components or site conditions such as: evidence of burn, effects key component failure, visible condensation, overall site conditions etc.

(If service provider provides before service pictures, contractor shall also provide after service pictures)

m. All ancillary reports and Battery Reports/Analysis relating to the completion of the

EM/PM

n. Reports shall be free from any data rights clauses and be available for distribution at the discretion of the government

o. A copy shall be provided to the site POC, the assigned PCCIE Program Manager, the PCCIE workflow mailbox and to the contractor’s data base

p. The contractor’s maintenance personnel shall update the contractor’s electronic database within ten (10) business days of the completion date of the service rendered.

q. CLIN 0006 services completed to include initial battery report

12.6 Monthly Conference Call

The contractor shall implement a monthly conference call with the PCCIE Office to discuss the following:

a. Status of all EM/PM activities including service work, number of batteries and capacitors replaced

b. Services selected will include percentages, quantities, schedules, concerns, and issues

c. A summary of all actions, in the form of a report (CDRL A009), shall be furnished to the

PCCIE Program Manager two business days prior to conference call.

d. Provide a call-in number

e. Agree upon a time with the PCCIE office

12.7 Program Management Review (PMR)

The contractor shall participate in semi-annual Program Management Review (PMR) with the government. PMRs will primarily be held at Hill AFB, Utah at a mutually agreed time, which shall be coordinated through PCCIE Office. PMR’s may be held at contractor’s location or a mutually agreed location at the discretion of the PCCIE Office. The government reserves the right to hold or cancel PMR’s.

During the reviews the contractor shall address all issues/concerns with the PCCIE office. The contractor shall develop agendas for the reviews and include topics requested from the government. The topics shall be reviewed and approved by PCCIE at least 5 days prior to PMR.

The contractor shall also record minutes of reviews and meetings. The contractor shall provide the minutes within ten business days after the conclusion of the PMR. The contractor shall provide an advance electronic copy of all PMR slides, five calendar days prior to scheduled meeting, to PCCIE Program Managers. (CDRL A010).

12.8 Transient Electromagnetic Pulse Emanation Standard-Emission Security

(TEMPEST-EMSEC)/Communications Security (COMSEC) Requirements The contractor shall not degrade the TEMPEST and COMSEC characteristics of the UPS system(s) during or because of maintenance and/or modification actions.

12.9 Environment Protection Pollution Prevention

12.9.1 Pollution Prevention

The contractor shall comply with all country, federal, state, and local pollution regulations for all site work performed as well as at all manufacturing facilities. The contractor shall participate in source reduction, energy conservation, and recycling programs. The contractor shall be responsible for disposing of material and batteries and shall provide a recycle “certificate” to the PCCIE mailbox. Any material removed and disposed by the contractor because of the EM or PM shall comply with all applicable government and environmental regulations.

12.9.2 Acquisition Pollution Prevention and Ozone Depleting Chemicals (ODCs) IAW with the Copenhagen-Amended Montreal Protocol (1992) and AFI 32-7080, the system, subsystems, and components procured under this contract shall not contain or require the use of Class I Ozone Depleting Chemicals. Maintenance and repair procedures shall not require the use of Class I or II Ozone Depleting Chemicals. If commercial manuals reference Class I or II Ozone Depleting Chemicals, the contractor shall identify suitable substitutes within an appendix or attachment to the manual. A list of Ozone Depleting Chemicals is contained in AFI 32-7080, Attachment 1. IAW Executive Orders 12856 and 12873, and AFI 32-7080, the system, subsystem, and components procured under this contract shall not contain or require the use of the Environmental Protection Agency (EPA) 17 Industrial Toxins. If commercial manuals reference the EPA 17 Industrial Toxins, the contractor shall identify suitable substitutes within an appendix or attachment to the manual. The contractor shall study and actively pursue non-hazardous or less hazardous alternatives for all other hazardous materials. The use of all hazardous materials shall be eliminated or reduced to the maximum extent possible. A list of the Environmental Protection Agency (EPA) 7 Industrial Toxins is contained in AFI 32-7080, and IAW AFFARS 5352.223-9000 and 5352.223-9001.

12.10 Contract Data Requirements List (CDRL)

Table 6 CDRL List