Performance Work Statement - Barrier Mx .pdf

PERFORMANCE WORK STATEMENT

FOR

VEHICLE BARRIERS

MAINTENANCE AND REPAIR SERVICES

355th Civil Engineer Squadron

Davis-Monthan AFB, AZ

Review Coordination:

Services Acquisition Lead

Quality Assurance Program Coordinator

Contracting Officer

Performance Work Statement for Vehicle Barriers Maintenance and Repair Services

1.0. Purpose and Description of Services and Required Tasks

1.1. Purpose. The purpose of the Vehicle Barriers Maintenance and Repair (VB M&R) Services Indefinite Delivery Indefinite Quantity (IDIQ) contract is to provide preventive maintenance, inspection, and minor repair for operational vehicle barriers at Davis-Monthan AFB (DMAFB).

The contractor is required to perform all work under this contract in accordance with the requirements outlined in this Performance Work Statement (PWS).

1.2. Description of Services. The contractor will provide all personnel, labor, equipment, supplies, tools, materials, supervision, travel, periodic inspection, minor repair, and other items and services necessary to provide maintenance for vehicle barrier systems at DMAFB.

1.2.1. Vehicle barrier systems include, but are not limited to, support equipment such as actuators, control systems (including software), control wiring, circuitry, structural framework, lighting, spring assembly, hydraulic-related equipment, safety loops and other vehicle detection systems, switches, corresponding traffic lights, drop arms, airfield crash gates, associated computerized systems, and control cabinets.

1.2.2. Work must comply with all applicable commercial and United States (US) military standards/specifications as well as Federal, State, and local laws and regulations (see PWS Appendix C, References). The contractor is responsible for managing the execution of all elements of the PWS requirements in such a manner as to maintain equipment operational rates in accordance with PWS paragraph 9.5., Services Summary, minimize equipment downtime, and minimize costs per the performance requirements listed below.

1.2.3. For the purpose of the contract, a barrier is defined as a crash rated system that operates as a single unit regardless of the number of lanes that the barrier restricts. Examples of a one (1) barrier unit include a single drop arm/raising bar regardless of the arm/bar length, a net barrier operated by a single actuator system regardless of the length of the net, a single wedge barrier operated by independent actuators, or a bank of bollards not-to-exceed (NTE) four (4) bollards that operate as a unit.

1.3. Required Tasks

1.3.1. Preventive Maintenance (PM). The contractor will conduct the initial barrier PM service within thirty (30) days of a Task Order award. The contractor will provide a total of four (4) quarterly maintenance, inspections, and repair services. PM services include those actions required to preserve and maintain the systems in such a condition to function efficiently. The contractor will comply with the recommendations of the manufacturer, but the performance frequency will be as stated in the resultant Task Order. The contractor is responsible for obtaining the manufacturer specifications. If the manufacturer specifications are not available, the contractor will adhere to the following order of precedence (higher to lower): contents of this PWS, Original Equipment Manufacturer (OEM) requirements, and industry standards. The contractor will perform PM and is responsible for the repair and replacement of all worn or failed components and parts. This includes, but is not limited to, installed additional systems (e.g. over speed and wrong way detection), video processing cards, Programmable Logic Controls (PLCs), relays, and parts that have reached their life expectancy and are prone to fail. Replacement parts will be commercially available off-the-shelf (COTS) items when available, fully compatible with existing systems, and detailed in the quarterly report (see PWS paragraph 7.1. Quarterly Reports.

All new or replacement PLCs will be open source programmable code. The contractor will identify any additional in-scope repairs during PM (see PWS paragraph 8.3., Additional In-Scope Work).

1.3.1.1. Technical Data. The contractor will acquire the OEM’s Operations and Maintenance (O&M) information and provide an electronic copy to the Government Contracting Officer’s Representative (COR) to accompany their O&M Plan (see PWS paragraph 6.1.) at the time of Task Order proposal submission if the Government does not provide correct technical data for the vehicle barrier and equipment to the contractor with the Task Order Proposal Request

(TOPR).

1.3.1.2. Barrier Systems. The contractor will maintain the cleanliness of barrier pits, power units, shafts, etc., and will remove all debris such as trash, oil, absorbents, dirt, silt, leaves, pine needles, snow, ice, and water. Weather may cause the barrier systems to become jammed with ice or snow. The contractor will confirm that all scheduled PM includes procedures to ensure barrier heaters (as applicable), drainage systems, in-ground vehicle detection, and Infrared detection systems, are operating properly.

1.3.1.3. Contractor Hotline. Upon contract award, the contractor will provide a customer service hotline phone number that can be accessed 24 hours a day, 365 days a year to be responsive to Government requests. The contractor will log all calls received and the response calls made by the contractor. A telephone call log will be created for each Task Order which will include the date, time, caller, brief description of the issue, response time for the Lead Technician, and resolution for each telephone call. The contractor must have a process for resolving the Government’s concerns and following up on unresolved requests.

1.3.1.4. Telephone Support. The contractor’s Lead Technician must contact the Government within two (2) hours to discuss and attempt to resolve the situation over the telephone, upon official notification by the Contracting Officer or the COR via the contractor hotline or other means. If the matter cannot be resolved via telephone support, a service call may be necessary (see PWS paragraph 8.1., Service Call Types).

1.3.1.5. Annual Training. The contractor will provide annual training sessions to Government personnel to facilitate proper use and operation of barrier systems at each barrier site covered in the Task Order. The contractor will schedule the training session to occur in conjunction with a scheduled PM visit. Training may be accomplished by the Lead Technician and/or the PM crew.

No certified manufacturer representative is required to perform training. Training will be scheduled with the COR at least forty-five (45) days in advance. The contractor will record the training session and provide one (1) copy of the recorded training to the COR on Digital Video Disc (DVD) within thirty (30) days of the training session. Instruction and instruction materials will be provided by the contractor on the training day to include instruction of all barrier systems operations, troubleshooting, and notification procedures. The contractor will summarize operations on laminated placards for placement in guard houses and other appropriate locations not accessible to unauthorized personnel.

1.3.1.6. Paint/Corrosion Control. The contractor will re-paint the entire barrier structure to include the active bollard system during the 1st spring PM session of odd ordering period (1,3,5) to include all metal parts below grade and the surface of the barrier and surrounding pavement.

Thereafter, the contractor will paint (touch up) barrier systems and active bollard system as needed to maintain the barrier structure. Summer PM will be established in accordance with the manufacturer’s recommended temperature and environmental recommendations for application.

The contractor will clean (pressure wash), remove corrosion, and apply primer and topcoat compatible with the barrier surface in compliance with industry and safety standards to include the drain line of each pit. Barrier systems, both active and passive, will be maintained and protected from corrosion with high adhesion paint such as Grip-Tite® paint or an equivalent adhesive paint. Paints used for pavement marking and delineation must conform to all Federal, State, and local laws, and regulations (see PWS Appendix C, References).

1.3.1.6.1. For hot dipped steel component touch-up, the contractor will use zinc-rich paint applied to a clean, dry steel surface by either a brush or spray. Zinc-rich paints must contain either between 65 percent to 69 percent metallic zinc by weight or greater than 92 percent metallic zinc by weight in dry film. Paints containing zinc dust are classified as organic or inorganic, depending on the binder they contain. Inorganic binders are particularly suitable for paints applied in touch-up applications of undamaged hot-dip galvanized areas. The coating thickness for the paint must be 50 percent more than the surrounding coating thickness, but not greater than 4.0 mils (100μm)

1.3.1.6.2. If the barriers require sandblasting of non-galvanized surfaces in lieu of pressure washing, the contractor will submit a Service Order under the Additional In-Scope Work contract line item for Contracting Officer evaluation and approval (see PWS paragraph 8.2.

Service Order). If the barriers require sandblasting, the contractor will sandblast bare metal and re-paint the entire barrier structure during spring PM including all metal parts below grade and the surface of the barrier and surrounding pavement, apply primer compatible with surface and topcoat, and apply applicable topcoat for the application in compliance with industry and safety standards. The requirement and frequency of this sandblasting option will be established in the Task Order. The contractor will remove, clean/prep/paint and replace red/white striped reflective safety tape at the bollard system totaling nine (9) on both sides of each as needed during PM session.

1.3.1.7. Minor Repairs. During PM, the contractor will immediately service any system that is not operating properly as well as supply and install parts to keep the system functional. All labor and work required to perform minor repair will be included under the firm-fixed-price (FFP) PM Contract Line Item Number. Minor repairs consist of $20 per barrier per quarter for parts and materials and will be included in the FFP. The $20 minor repair parts threshold will be based on the unit price of the parts/materials per the invoice/receipt. The total cost of minor repair parts/materials per quarter will not exceed the aggregate amount of minor repair parts/materials allowance per quarter. For example, maintaining and inspecting nineteen (19) barriers each quarter would provide an aggregate $380 allowance for minor parts/materials each quarter to be used on any combination of the nineteen (19) barriers within the Task Order. If the aggregate amount of total repair parts was $800, the contractor is responsible for the first $380 of minor repair parts and materials. The contractor will submit a Service Order to the Contracting Officer for evaluation and approval for the remaining parts and materials cost under the Additional In- Scope Work CLIN.

1.3.1.7.1. Minor Repair Example. Examples of minor repair parts include, but are not limited to light bulbs, plastic light lenses, cable/wire, fuses, sump pump, valves, switches, relays, screw, bolts, fittings, etc. Minor repair parts do not include items identified and required for the quarterly or annual maintenance function identified in the PM O&M Plan.

1.3.1.7.2. If the inoperable system(s) cannot be repaired during PM or requires parts exceeding the aggregate minor repair parts allowance, the contractor will notify the COR immediately of the irreparable status of the barrier or barrier system.

1.3.2. Additional In-Scope Work Identified During Preventive Maintenance. In-scope tasks for maintenance and repair greater than those required by PM and minor repairs are defined as Additional In-Scope Work to ensure equipment operation or to ensure that facilities and equipment can perform per manufacturer’s recommendation over their normal lifecycle. Any Additional In-Scope Work will be documented as a Service Order (see PWS paragraphs 8.2., Service Order, and 8.3., Additional In-Scope Work). Additional In-Scope Work in this scenario can be main hydraulic hoses to include fittings, rams, sensors, commercial grade sump pumps, valves, gear motors, capacitors, etc.

1.3.3. Maintenance and Repair Log. The contractor will maintain and update a Maintenance and Repair Log and provide the log quarterly and upon request to the COR (see PWS paragraph

6.2. Maintenance Repair Log). The contractor may use the provided Microsoft Excel spreadsheet in the PWS Appendix F, Maintenance and Repair Log Template, or use their own format if approved by the COR and as long as the requirements in PWS Appendix F are included at a minimum. The maintenance and repair log will include a complete history of maintenance tasks and repairs, indicating dates, name of company, and name of technician who performed the work, parts used.

1.3.4. Barrier System Controls Schematic Option. (Only include this section if this CLIN is used on a Task Order) The contractor will, if this option is utilized at the Task Order level (see CLIN X005), provide Air Force system controls schematic and documentation items to the COR as follows:

1) Schematics of the PLC for both basic controls and military safety controls;

2) Electrical wiring diagrams for complete control system;

3) Lists of all PLC inputs and outputs; and

4) Lists of PLC control system parts/specifications. The detailed controls schematic(s) should use Ladder Logic Format for each separate access control point. Format of the document(s) will be in Microsoft Word. The scope and one-time frequency of this system controls schematic option will be established in the Task Order and priced at the Task Order level on a FFP basis.

2.0. Government Resources

2.1. Government Parts/Items. The Government is under no obligation to provide any parts/items for repairs to the contractor; however, if parts/items are available, the Government may decide to make these available to the contractor. If parts/items are made available to the contractor, these parts/items will not be considered Government Furnished Property because the items are incidental to the place of performance, contractor personnel will perform work related to this contract on a Government installation, and the parts/items used by the contractor will remain accountable to the Government (i.e. minor misc. parts: belts, relays, limit switches, fuses, Bio-Blend hydraulic oil ). All parts removed and used will be replenished within 30 business days at Government expense.

2.1.1. As part of the PM task, the contractor will recommend a list of long lead time parts/items (defined as parts/items with a delivery period exceeding two (2) weeks) for the Government’s consideration for storage on-base. The Government is under no obligation to store any long lead time parts/items for repairs on-base; however, the Government may store long lead time parts/items for repairs on-base only when the COR determines that it is in the best interest of the Government. Any long lead time parts/items will be initially procured and replenished as required using the Service Order procedure (see PWS Section 8.2. Service Order).

2.2. Base Support Services

2.2.1. Emergency Services. The Government will provide security forces services (call (520) 228-4444 for emergencies only), and fire protection services (call (520) 228-3333). There is no emergency room on DMAFB, therefore contractor personnel will call (520) 228-3333 for medical emergencies.

2.2.2. Flight Line Access. The location of some barriers are in restricted areas and require the contractor technicians to attend a flightline briefing coordinated by the COR or have an approved flight line Restricted Area Badge (RAB). Personnel who require a briefing must schedule said briefing with the COR, complete the necessary paperwork, and receive approval (approximately 2 weeks) before being authorized to proceed to restricted areas. This is an annual requirement.

2.2.3. Utilities. The contractor will coordinate with the COR regarding utility availability such as water and electricity to accomplish the requirements of Task Orders. Any temporary connection of electrical lines that may be required will be installed, maintained, and removed by the contractor, and will not be attempted until proper approvals are obtained from the Base Civil Engineer office through coordination with the COR. The contractor will provide all information on an Air Force Form 332, Base Civil Engineer Work Request, with required justification, submitted to COR at least 14 business days prior to intended requirement.

3.0. Contractor Personnel and Qualifications

3.1. Contractor and Subcontractor Qualifications. Contractor personnel providing services must possess the skills, knowledge, and training to satisfactorily perform the contract services required. The contractor is required to submit to the Contracting Officer and the COR qualification documentation for all employees certifying proof of qualifications regarding the employee’s background and suitability to perform relative to their criteria in the areas of PM work on vehicle barriers, completion of annual training of Government personnel, qualifications of personnel, quality control, emergency service calls, routine service calls, additional in-scope work, a safety plan, etc. within five (5) calendar days prior to Task Order performance. Prior to starting work, the contractor will submit documentation to the Contracting Officer and the COR that the employees who will perform contract services hold the credentials needed to perform VB M&R as described in this PWS. Personnel performing work under this contract will remain employees of the contractor (or subcontractor) and will not be considered employees of the Government. The PM crew will contain a minimum of one (1) Lead Technician and one (1) Barrier Technician.

3.2. Lead Technician. The Lead Technician performing the work must be trained on the specific barrier(s) on DMAFB and have minimum of three (3) years’ experience inspecting and maintaining barriers, complex electro-mechanical devices, control systems, and military safety barrier control systems. The Lead Technician’s experience in barrier control systems and safety control systems must include documented experience in troubleshooting, modification, maintenance, and repair of barrier and traffic control systems. The contractor will submit to the Contracting Officer and the COR qualification documentation for all employees certifying proof of qualifications regarding the employee’s background and suitability to perform relative to their criteria in the areas of PM work on vehicle barriers, completion of annual training of Government personnel, qualifications of personnel, quality control, emergency service calls, routine service calls, additional in-scope work, a safety plan, etc. within five (5) calendar days prior to Task Order performance. A Lead Technician possessing the required qualifications will oversee all work, including the work of Barrier Technicians on the site. The Lead Technician must be present when work is being performed for PM, Routine and Emergency Service Calls, and Additional In-Scope Work.

3.3. Barrier Technician. Barrier Technicians performing contract services must be trained on the specific barrier(s) on DMAFB and have minimum of (2) years’ experience inspecting and maintaining barriers, complex electro-mechanical devises, barrier control systems, and traffic control systems.

3.4. Non-Qualified Barrier Technician. The Lead Technician will oversee the work of non-qualified barrier technicians. Non-qualified barrier technicians may perform traffic control, cleaning, corrosion control duties, and assist qualified Barrier Technicians with inspecting and maintaining barriers, barrier control systems, and traffic control systems.

3.5. Welding. If a contractor or subcontractor employee must perform welding, they must be certified in the Shielded Metallic Arc Welding process utilizing the American Welding Society (AWS) Code of AWS D.1.1 in the 3G and 4G positions for 1” thick A-36 structural steel. The contractor will submit current welding certification to the COR for each employee performing welding, prior to the commencement of any welding. The contractor must coordinate with and obtain an installation-specific welding and cutting permit issued by the local Base Civil Engineer office via coordination with the COR prior to any cutting or welding.

3.6. Electrical. Each contractor or subcontractor employee performing electrical work on barrier systems must meet fitness/license requirements per the National Electric Code (NFPA 70) and any local State regulations, and be proficient with low & high voltage control systems. If a lead technician possessing the required certification oversees the work of non-qualified technicians, the lead technician must be present for all inspection, maintenance, and repair activities without exception. The contractor will ensure a contractor employee who possesses a current Cardiopulmonary Resuscitation (CPR) certification be present at all times when electrical work is being conducted.

4.0. Safety/Environmental

4.1. General. The contractor will comply with all Federal, State, and local laws and safety regulations (see PWS Appendix C, References). Compliance with Occupational Safety and Health Administration (OSHA) and other applicable laws and regulations for the protection of contractor employees is exclusively the obligation of the contractor. The Government will assume no liability or responsibility for the contractor’s compliance or noncompliance with such responsibilities. The contractor is responsible for furnishing contractor employees with all necessary personal protective equipment and site-related safety equipment to perform services.

4.2. Voluntary Protection Program (VPP) and Incorporation of Safety and Health Plan.

The Voluntary Protection Program (VPP) applies to this effort as contractor employees will work more than 1,000 hours per quarter on a Government installation. VPP requires that contractors provide their employees safety and health protection equal in quality to that provided to Air Force employees. Contractors are responsible for managing their safety and health program, ensuring that the safety and health rules of the installation are followed, and flowing down VPP requirements to all subcontractors whose employees work more than 1,000 hours per quarter on a Government installation under their contract. The contractor will provide a Total Case Incidence Rate (TCIR) and Days Away, Restricted, or Transferred (DART) Case Rate data and OSHA Form 300A at time of proposal submittal and then annually by the 15th of January to the

Contracting Officer for inclusion in the installation’s annual VPP Safety and Health Management Report. The contractor will ensure its employees and managers have a comprehensive understanding of VPP as well as full compliance with OSHA requirements. Contractor personnel whether regularly involved in routine site operations or engaged in temporary projects, must follow the safety and health rules of the installation or VPP site. Detailed information on VPP is available on the OSHA website at http://www.osha.gov/desp/vpp/index.html.

4.3. Barrier Operations. The contractor will notify the COR immediately via telephone when a barrier or barrier system is unsafe and must be de-energized/shutdown until repairs can be made to return the barrier system back to a safe operating condition. Three (3) conditions that require barrier system shutdown until repaired include:

A barrier system which does not provide a minimum of four (4) seconds of warning to drivers prior to the engagement of the barrier closing the traffic lane.

The failure of a vehicle presence detection system to properly detect and prevent the activation of the barriers while a vehicle is located over the barrier.

An active vehicle barrier that engages automatically without human direction to activate.

4.4. Green Procurement Program (GPP). The Green Procurement Program (GPP) is a mandatory Federal acquisition program that focuses on the purchase and use of environmentally preferable products and services. Many different items are covered by the GPP. Recycled-content products are designated by the Environmental Protection Agency (EPA). “Bio-based” products made from renewable plant materials are designated by the United States Department of Agriculture (USDA). Energy and water efficient products are designated by the Department of Energy (DoE). GPP also requires the Government to avoid purchasing Ozone Depleting Substances (ODS) and EPA-designated Priority Chemicals. Environmentally Preferable Purchasing (EPP) is a voluntary program, and it encourages the purchase of goods and services that have decreased effects on human health and the environment (compared to the competing goods and services that serve the same purpose), but are not already required by one of the mandatory GPP elements.

4.4.1. Green Procurement is mandated except when the contractor can show that the product with recycled content does not meet intended specifications, has excessive cost, or cannot be delivered in time to support the schedule of the contract. If the contractor is unable to locate a specified product meeting the GPP requirement, identify the issue to the Contracting Officer or COR for guidance. GPP is based on legal requirements and the Department of Defense facilities are subject to enforcement action if these requirements are ignored.

4.4.2. The contractor will make maximum use of products containing recovered materials that are EPA-designated items. The list of EPA-designated items is available at https://www.epa.gov/smm/comprehensive-procurement-guideline-cpg-program. The contractor will also make maximum use of products that are composed of the highest percent of recovered material or biobased content practicable, or at least meet, but may exceed, the minimum recovered materials or biobased content of an EPA- or USDA-designated product. The list of biobased products is available at http://www.biopreferred.gov.

4.5. Environmental Protection Compliance

4.5.1. Environmental Management. The contractor will comply with the most stringent environmental federal, state, and local laws and regulations and Air Force policies, instructions, and plans. The United States Government is not exempt from compliance with environmental regulations. The contractor will maintain an awareness of changing environmental regulatory requirements to avoid environmental deficiencies for activities on DMAFB during the work associated with this contract.

4.5.2. Adherence to the DMAFB Contractor Environmental Guide (CEG). Adherence to CEG is mandatory and will help increase the contractor’s awareness of the installation’s Environmental Management System (EMS) and environmental regulatory requirements that impact DMAFB. The guide covers the significant environmental aspects and impacts that contractors often influence at DMAFB. A list of these aspects can be found in Appendix F, Environmental Management System (EMS) Most Significant Environmental Aspects Awareness Form, of the CEG. Upon contract award, the contractor will complete Appendix F and submit it to the Contracting Officer. The CEG is available in the attachments of the solicitation.

4.5.3. Environmental Management System (EMS) Awareness Training. The contractor will comply with the DMAFB CEG in completing the required EMS Awareness Training prior to start of work. The training is a requirement for project managers, on-site managers, supervisors, and contractor personnel who have a direct influence on the significant aspects identified in Appendix F of the CEG. Training registration and login instructions can be found in Appendix E, Environmental Management System (EMS) Awareness Level Training Login Instructions, of the CEG. The contractor will submit a completed copy of the training certificate along with Appendix F to the Contracting Officer upon contract award to document completion of training.

4.5.4. Environmental Laws and Regulations. The contractor will comply with all applicable Federal, State, and local laws, regulations, and requirements regarding environmental protection.

In the event environmental laws/regulations/requirements change during the term of the contract, the contractor will comply with such law/regulation as changed. The contractor is responsible for any penalties, fines, etc. resulting from violations. The contractor will immediately notify the COR when violations occur and cooperate fully with fire department personnel and Government investigators.

4.5.5. Environmental Permits. Contractor personnel will comply with all regulatory requirements to include permits if applicable. Pima County Department of Environmental Quality (PDEQ) and Arizona Department of Environmental Quality (ADEQ) require permits for asbestos removal or demolition as well as projects that require earth-moving or soil disturbance.

These requirements may include storm protections. The contractor will treat areas subject to dust producing activities with liquid palliatives which will not harm regrowth of vegetation, or other methods of dust control. The contractor will also ensure methods to protect native plants, birds and wildlife are included in projects where required. All permit costs will be considered as having been included as a factor in the contractor's bid price.

4.5.6. Hazardous Materials/Waste. The contractor is responsible for the proper management of both hazardous and non-hazardous waste. The contractor will segregate hazardous or regulated materials and non- hazardous or non-regulated materials and handle, transport, store, and dispose of those materials, in accordance with the Resource Conservation and Recovery Act, all applicable federal, state, and local statutes and regulations, and in accordance with Appendix C, Hazardous, PCB, and Universal Waste: Proper Management and Disposal, of the CEG. The contractor will coordinate all hazardous shipments with the 355th Civil Engineer Squadron Hazardous Waste Program Manager (355 CES/CEIE) at 228-4840.

4.5.7. Hazardous Material (HAZMAT) Handling. The contractor must have approval from Hazardous Waste Program Manager (355 CES/CEIE) at 228-4840, in accordance with the CEG, prior to handling, using, and storing any chemicals, solvents, lubricants, and other products that require Safety Data Sheet (SDS) or Material Safety Data Sheet (MSDS) on the installation. The contractor will plan, fill out, and submit a HAZMAT worksheet to the COR prior to bringing HAZMAT on the base - see Appendix A, Guidance for Submission of Safety Data Sheets for Hazardous Material (HAZMAT) and Reporting of Hazmat Usage, and Attachment(s) A-1 to A-3 of the CEG for details. The contractor will maintain one copy of the MSDS’s for each HAZMAT line item used within the work site, so contractor employees have access to the MSDS’.

4.5.8. Prohibited Substances/Chemicals. The contractor will not use products that are, or contain Extremely Hazardous Substances (EHS), Ozone Depleting Substances (ODS), and/or Persistent Bio-accumulative and Toxic (PBT) chemicals. Any HAZMAT containing one of these banned substances will not be allowed on base. Contact the DMAFB Environmental Office (355 CES/CEIE) at 228-7201 if you have any questions on materials.

4.5.9. Hazardous Materials/Waste Spills. The contractor will take every reasonable precaution to prevent spills of HAZMAT, and immediately report any HAZMAT spills to the COR and base fire department by calling 228-3333, in accordance with Appendix J, HAZMAT Incident Response Procedures, of the DMAFB Spill Prevention, Control, and Countermeasure (SPCC) Plan. The contractor will comply with this plan when handling and storing all oils and fuels. The Government Project Manager will provide the SPCC Plan to the contractor, upon contract award.

The contractor will clean and dispose of all HAZMAT spills in accordance with local, state, and federal laws and regulations and the CEG. The contractor will bear full financial obligation incurred from cleaning and disposing of HAZMAT spills, or release of HAZMAT within the confines of DMAFB by contractor employees.

4.5.10. Spill Containment Kits. The contractor will ensure that all vehicles used for transport of HAZMAT on DMAFB, carry a spill containment kit capable of containing a spill, until first responders arrive. The contractor will make spill containment kits available for inspection by Government personnel, upon request.

4.6. Hazardous Materials Disposition. The contractor will dispose of oil cans, oil residue, and any oil soaked material (e.g., rags and/or paper towels, granulated materials and sand) at a permitted site off-base. The contractor will transport and dispose of all waste in accordance with Federal, State, and local environmental laws and regulations.

5.0. Plans and Databases

5.1. Operations and Maintenance Plan. The contractor will develop an Operations and Maintenance (O&M) Plan for each individual gate that is part of the Task Order. The O&M plan must include the checklist and test procedures developed to maintain and inspect all of the unique barrier and barrier support equipment at each individual gate as a system of systems.

DMAFB has 19 (nineteen) gates which means 19 (nineteen) separate and unique checklists and test procedures that combine the unique equipment at each gate are required for each Task Order.

The gate-specific PM checklist and test procedures will combine to form the majority of the O&M Plan for each individual gate. The O&M Plan will be part of the contractor’s proposal submission to be evaluated by the Government prior to the award of the contract and include, at a minimum, the following:

PM Checklist based on site-specific equipment and the manufacturer’s service manual.

One (1) checklist is required that combines all equipment at each gate identified in the Task Order, i.e. separate checklists that holistically represent the equipment at each individual gate as a system of systems. (For an example of items that are expected to be on the PM Checklist, see the PWS Appendix A, PM Example Checklist.)

Individual, unique, and detailed test procedures for barrier operations and safety system testing for each gate that is part of the Task Order. The test procedures will be uniquely tailored for each gate’s equipment and combine the unique equipment at each gate as a system of systems. At a minimum, these test procedures will be accomplished by the contractor after the contractor’s work is complete and before the system is turned back over to the Government. (For an example of items that are expected to be on the test procedure checklist, see the PWS Appendix A.)

Reports to be prepared and submitted, and records to be maintained.

Recommend list of long lead time parts for consideration for storage on-base.

5.2. Maintenance and Repair Log. The contractor will develop and maintain a maintenance and repair log. The contractor may use the provided Microsoft Excel template/spreadsheet in the PWS Appendix F, Maintenance and Repair Log Template, or the contractor may use their own format if approved by the Contracting Officer Representative and as long as the requirements in the PWS Appendix F are included at a minimum. A maintenance and repair log will be kept for each facility. For this contract, a facility is defined as the collection of equipment at a given gate or location. The log will contain a list of equipment at the facility, the frequency of maintenance on the equipment, the warranty information for all equipment having remaining manufacturer’s warranty, all equipment installed under the Task Order, and warranty status on new equipment.

The list will include vendor, model number, serial number, installation date, warranty start date, the contractor’s warranty expiration date, and the equipment manufacturer’s warranty expiration date (see PWS paragraph 10.6., Warranty). The log will also contain equipment repair costs (to the system level), deficiencies, and problem areas that need corrective work. Non-serviceable equipment will also be listed on the maintenance log, but will not be counted in performance metrics or covered under PM procedures. Equipment may be added to this list only with approval of the COR. The contractor must submit any requests to the COR to remove equipment from the Task Order or as determined by repair expenses or other factors for consideration.

Records in the log will be maintained for the duration of the Task Order and turned over to the COR at completion of the Task Order. The maintenance and repair log as submitted by the contractor will be electronically recorded and maintained by the Government in the permanent facility files. The information obtained from the maintenance and repair log will be used to schedule the required maintenance and repair work through contractor efforts as appropriate and update real property records as necessary.

6.0. Documentation of Maintenance and Repair

6.1. Quarterly Reports. The contractor will provide actual dates of completed PM and SOs and a list of pending SOs and associated work plans (including work that does not have an assigned Service Order, e.g. pending subcontractor proposals, warranty, etc.) that have been identified by the Contracting Officer or COR or the contractor. The contractor will clearly state whether the pending Service Order was initiated by the Government (Contracting Officer or COR) or the contractor.

6.1.1. Quarterly Reports Content. The contractor will include the following in each quarterly report:

Overview of the condition and work completed on all barriers Separate report sections for PM at each gate location Separate report section for each Service Order repair effort (if any) Dates, times, and locations of PM performed/Service Order repairs and when repairs were completed for barrier systems Description of parts/materials replaced, actual cost, Task Order number, and names of technicians performing the repairs Narrative describing deficiencies and problem areas that need corrective work Narrative of the equipment condition and recommendations for proactive minor and routine repair tasks intended to reduce unscheduled barrier downtime Maintenance, repair, inspection, and testing findings identified Maintenance and Repair Log and completed PM Checklist Identify any warranty issues that need to be addressed, for equipment under warranty, Minutes from In-briefs Minutes from Out-briefs Minutes of Monthly Project Meetings Telephone Call Log Operational Rate Supporting photographs, if requested by the Government

7.0. Service Calls, Service Orders, and Additional In-Scope Work

7.1. Service Call Types. Service calls will be separated into two (2) categories: Emergency and Routine. The difference between Emergency and Routine is the on-site response time of six (6) hours for Emergency Service Calls versus twenty-four (24) hours or 10:00 a.m., local time, the next business day (whichever is greater) for Routine Service Calls. The Government reserves the right to take emergency or routine actions necessary utilizing its own resources to correct any situation that can cause injury, death, or property damage, or impede traffic flow or installation security.

7.1.1. Emergency and Routine Service Calls. Upon official notification by the Contracting Officer or COR via the contractor Hotline or other means, the contractor will have an appropriate Lead Technician contact the Government within two (2) hours to determine the scope of the problem and to attempt to resolve the situation over the telephone. If it is determined that the situation cannot be resolved via Telephone Support, the contractor will contact the Contracting Officer or COR and request a Service Call approval to dispatch a Lead Technician to the site.

The contractor can request the Contracting Officer provide the notice to proceed by telephone, text, or e-mail. The contractor will be proactive in pursuance of immediate repairs during Emergency/Routine Service Calls.

7.1.2. Emergency. The service call will be designated an emergency if a repair is required to correct a situation that can cause injury, death, or property damage, that can impede traffic flow at an Access Control Point (example, an active vehicle barrier stuck in the upright position), or due to security threat levels.

7.1.2.1. Required Response Time: The Lead Technician will be on-site within six (6) hours from approval by the COR. Within six (6) hours from arrival on-site, the Lead Technician will complete the troubleshooting, make the needed minor repairs (NTE $100 for parts per call based on the unit price of the parts/materials per the invoice/receipt) and/or system adjustments to return the barrier to operational status, or place the barrier into safe mode where traffic can operate over barriers safely until repairs can be completed. This is included in the FFP for Service Calls. If the barriers cannot be returned to operational status within six (6) hours and under the $100 minor parts threshold included in the FFP Service Call, the contractor (Lead Technician) will provide the COR with a repair plan before the contractor leaves the site. After leaving the site, the contractor will provide the repair plan’s estimate and schedule for the proposed Service Order (per PWS paragraph 8.2, Service Order) within forty-eight (48) hours of the Lead Technician’s visit unless otherwise negotiated at the Task Order level.

7.1.3. Routine. All other service calls will be classified as routine.

7.1.3.1. Required Response Time: The Lead Technician will be on-site within twenty-four (24) hours or by 10:00 a.m. (local time) the next business day (whichever is greater) starting from approval by the Contracting Officer. Within six (6) hours from arrival on-site, the Lead Technician will complete the troubleshooting, make the needed minor repairs (NTE $100 for parts per call based on the unit price of the parts/materials per the invoice/receipt) and/or system adjustments to return the barrier to operational status, or place the barrier into safe mode where traffic can operate over barriers safely until repairs can be completed. This is included in the

FFP for Service Calls. If the barriers cannot be returned to operational status within six (6) hours and under the $100 minor parts/call threshold included in the FFP Service Call, the contractor Lead Technician will provide the COR with a repair plan before the contractor departs from the site. After departing from the site, the contractor will provide the repair plan’s estimate and schedule for the proposed Service Order (per PWS paragraph 8.2) within 48 hours of the Lead Technician’s visit unless otherwise negotiated at the Task Order level.

7.2. Service Order. Once the qualified Lead Technician arrives on-site and determines the extent of the repair required, the contractor will notify the Contracting Officer and the COR of the scope and cost of the repairs. If the repairs cannot be made within the time (six (6) hours or twenty-four (24) hours) or cost (NTE $100 for parts per call) limits of the Service Call per PWS Sections 8.1.2 and 8.1.3, Emergency and Routine, the contractor will submit a Service Order for Contracting Officer evaluation and approval. The official repair Service Order document will include the relevant facts and proposed costs for the situation (see the PWS Appendix D, Service Order Template).

7.2.1. The contractor will be proactive in resolving repairs for the Service Order. For example, if the contractor knows a GRAB barrier was deployed and the shear pins need replacement, the Lead Technician should travel to the Service Order, prepared to make the requisite repairs with known spare parts already in-hand or in-transit.

7.3. Additional In-Scope Work. Contracts for the performance of maintenance, modification, and repair of various items generally contain Additional In-Scope Work requirements.

Additional In-Scope Work requirements task the contractor to identify needed repairs and recommend corrective action during regular PM or during the performance of a Service Call. If identified, the contractor will submit a Service Order to the COR identifying the Additional In- Scope Work and, if appropriate, the Contracting Officer may authorize the contractor to proceed with the work. Additional in-scope work exceeding $10,000 will be in accordance with FAR 16.505(b)(1), Fair Opportunity. During performance of PM, or resulting from an Emergency/Routine Service Call, unexpected equipment failures in excess of the minor repair parts allowance may be encountered. In this scenario, the contractor will notify the COR immediately.

When Additional In-Scope Work is required, the Contracting Officer may issue a modification (Standard Form 30) to the Task Order using the appropriate ordering period’s Additional In- Scope Work CLIN (X004). The Contracting Officer will evaluate and approve a Service Order to execute the Additional In-Scope Work identified by the contractor during scheduled PM or during the performance of a Service Call.

Additional In-Scope Work requests must be determined by the Contracting Officer to be within the scope of the basic IDIQ. All Additional In-Scope Work must be authorized prior to performance of the work, and the price of such work must be determined to be fair and reasonable and must be priced on a FFP basis by the Contracting Officer.

7.3.1. Additional In-Scope Work Identified During Preventive Maintenance and Service Calls. During performance of PM, or as a result of an Emergency/Routine Service Call, unexpected equipment failures in excess of the minor repair parts allowance may be encountered.

In this scenario, the contractor will notify the Contracting Officer/COR immediately. The notification will include a written statement to identify recommended repairs and recommend corrective action along with a Service Order indicating the date of completion to make the repair to include labor, material, travel, and incidental costs to accomplish the work. When a Task Order requires work not covered by PM/Service Calls, the contractor will not continue with any of the additional work unless the Contracting Officer authorizes it. The additional work authorization may be in the form of a modification to the Task Order on a Standard Form 30 issued by the Contracting Officer, using the appropriate ordering period’s Additional In-Scope Work CLIN (X004) and establishing a separate subline (referred to as Sub CLIN) for each instance of additional work. All additional work requirements must be determined by the Contracting Officer to be within the scope of the Task Order and basic IDIQ, and the price of the additional work must be determined to be fair and reasonable by the Contracting Officer.

7.3.1.1. Standard practice will be to schedule and conduct non-critical Additional In-Scope Work during the normal PM cycles to reduce the amount of travel costs. The contractor is highly encouraged to prevent, mitigate, and eliminate unnecessary expense. In the case of critical repairs, it may be necessary for the contractor to return to DMAFB outside the scheduled PM cycle to complete repairs once the materials become available.

7.3.2. Additional In-Scope Work/Service Order Information. The contractor will submit a Statement of Work (SOW) and an itemized breakdown of the cost or pricing data which has sufficient detail to substantiate all costs proposed for the Service Order. The breakdown will describe all repairs involved for the Additional In-Scope Work. The following information will be included in all Service Orders (see the PWS Appendix D, Service Order Template):

The longest lead time for parts/items (or services, if applicable) must be indicated on the first page. Authorization will be requested for long lead parts/items which have a delivery period in excess of two (2) weeks.

A SOW that is sufficiently detailed such that the work in the estimates provided can be tied back to the scope of the Task Order and the contract. The detailed scope must be provided on the first page.

Supporting photographs of deficiency being repaired (if applicable).

Identification of the gate, lane (inbound or outbound), and priority of the work.

Separate facilities tracking number for Additional In-Scope Work, if provided.

Submit the facility request for maintenance on Air Force Form 332 (http://static.e-publishing.af.mil/production/1/af_a4/form/af332/af332.pdf), if applicable.

Provide the total cost for labor, material, travel, and other costs for the Additional In-

Scope Work.

7.3.2.1. Material Pricing. Sufficient information must be provided for each Service Order material item to substantiate the item’s price. Manufacturer part numbers, key specifications, published catalog pricing, or product descriptions can be submitted to fulfill this requirement. In the case of proprietary equipment, the contractor will provide documentation that the prices provided have been charged on other contract numbers or on the General Services Administration’s (GSA) price lists. Pricing will be considered valid for ninety (90) calendar days after the initial approval unless documentation from the contractor is provided to verify a price increase has been implemented.

7.3.2.1.1. The contractor must provide parts that are from the OEM or equal and fully compatible for use and do not void any applicable warranties.