Performance Work Statement Electrical Testing FY25.pdf

Performance Work Statement Periodic Electrical Testing

**** FY 25

1.0 Introduction

This Performance Work Statement (PWS) establishes and defines the requirements for the Electrical Testing and Inspection of facilities for the United States Air Force. This requirement spans across infrastructure located RAF Mildenhall, United Kingdom (UK). For the purposes of this PWS, the scope includes all aspects of periodic testing and inspections encompassed in the Electrical safety at work regulations, the IEE Wiring Regulations (BS7671:2008), all amendments, and all applicable safety standards associated with commercial facilities, offices and public areas.

2.0 Scope

This Electrical Inspection Condition Report Blanket Purchase (BPA) Agreement is intended to provide a complete full condition report for the facilities maintained by 100 CES. The Contractor shall provide all labor, tools, equipment, and transportation for conducting inspections, testing and repair of Electrical Installations to industry standards, manufacturer’s specifications, and Standard Maintenance Specification for Building Services SFG 20.

New and or replaced components repaired and/or installed external to this agreement but within the duration of this agreement may be maintained under this (BPA). All certification associated with these components or works will be provided to the contractor/s for their reference before being added to this BPA. The Contractor will coordinate with the Government Representative on any new and additional component implementation to ensure that any project related warranty and contractual service on new hardware remains in force.

The contractor shall produce a condition report detailing the non-compliant items found during the process and provide a list of remedial works that would return the installation back to a safe and operational state.

From the inspection, the contractor shall also supply a schematic drawing showing all current connections within the installation.

NB. No guarantee is given that remedial works will be given to the party performing the tests and providing the reports. The resulting reports and any drawings created containing information about the facilities tested shall remain the property of either Defense Infrastructure Organization (DIO) or USVF or both as a record of the testing/inspection.

2.1 Initial Assessment

Any initial inspection will be visual so to enable the contractor/s to provide a quote for the required test. Access shall be granted to known locations of Distribution equipment as far as any local restrictions will allow and after prior arrangement with the occupier. Access to more secure areas shall be arranged with more notice should this be required.

2.2 Contractor Responsibilities

The contractor shall supply all labor, equipment (including testers, meters and any specialist equipment required to fulfill the tests and inspections) power and hand tools, access equipment and PPE.

All equipment shall be calibrated where required and/or certified as per all current and applicable UK regulations.

All personnel shall be trained and hold current certificates to ensure compliance with the current electricity at work regulations, working at height, safe systems of work as well as the skilled persons certificate (JSP375) and all other applicable current UK standards.

2.3 Testing and inspection

In most cases, inspections and testing shall be performed during normal duty hours as defined in Section 3.6. Occasionally out of hours work may be necessary dependent on the facility to be tested, its day-to-day use, the expected issues caused by a closure and the expected length of time for the test and inspection to take place.

Consideration shall be given to the impact on the facility should a major issue arise whilst testing is underway such as multiple C1’s, which may disrupt ongoing activities for the occupier of that facility. In this situation the contractor shall inform the CO or government representative within X hours to allow a contingency to be put in place where possible.

2.4 Additional in-scope work

During the performance of the inspection, unexpected equipment failures in excess of the minor repair parts allowance may be encountered. In this scenario, the Contractor shall notify the Government Representative immediately. The notification will include a written statement to identify recommended repairs and recommend corrective actions along with a quote indicating the date of completion to make the repair to include labor, material. Additional 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 shall submit a quote identifying the additional work or repair to include a description of the work to be carried out, an itemized breakdown of cost and/or pricing. If appropriate, the Government Representative may authorize the Contractor to proceed with the work.

Additional in-scope work exceeding $10k will need to be determined fair and reasonable by the CO and comply with competition regulations. Labor and markup rates for additional work will be based on Attachment 2 Pricing.

When work is required that is not covered by PM/Service Calls, the Contractor shall not continue with any of the additional work discovered unless the CO authorizes it. All additional work requirements must be determined by the CO within the scope of the contract, and the price of the additional work must be determined to be fair and reasonable by the CO. Any Additional Work shall be documented as quoted.

Additional Work requests must be determined by the CO to be within the scope of this PWS. All Additional In-Scope Work shall be authorized prior to performance of the work, and the price of such work must be determined to be fair and reasonable by the ordering CO.

2.4.1 Additional in-scope Work Documentation

If additional in-scope work is identified, the Contractor shall provide the following:

• Communication to the Government Representative for the lead times for parts (or services, if applicable) must be indicated on the first page. Authorization shall be requested for long lead items which have a delivery period in excess of fourteen (14) days.

• A description of services that is sufficiently detailed such that the work in the estimates provided can be tied back to the scope of the contract. The detailed scope must be provided on the first page.

o Supporting photographs of deficiency being repaired (if applicable).

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

o Provide the total cost for labor and material for the Additional In-Scope Work.

Material Pricing: Sufficient information must be provided for each 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. Pricing shall 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.

The Contractor must provide parts that are from the Original Equipment Manufacturer (OEM) or equal and fully compatible for use and do not void any applicable warranties. Replacement parts shall be Commercial of the Shelf (COTS) items when available and fully compatible with existing OEM systems and detailed in the report. Used or refurbished parts are acceptable if the Contractor’s proposal identified it as providing benefit to the Government and if a suitable warranty can be assured.

Work hours, types of personnel performing the work (see PWS Sections 3, 7 and 8), and a description of the work to be performed shall be provided. The price breakdown shall include sufficient details to permit the analysis of all costs associated with labor hours. Tasks shall be separated at the request of the Government if it is unclear as to where labor is allocated relative to the scope.

The quote shall be emailed to the CO and COR with the following subject line: Contract Number, Quotation reference number, Priority Level, and Site/Location.

2.5 Quotation

Once the Contractor arrives on-site and determines the extent of the repair required, the Contractor shall notify the Government Representative of the scope and cost of the repairs. If the repairs cannot be made within the time of the Service Call, the Contractor shall submit a quote for Government Representative evaluation and approval. The official repair quote document shall include the relevant facts and proposed costs for the situation.

The Contractor shall be proactive in resolving repairs stated in the quote. For example, if the Contractor knows a battery is corroded and replacement batteries are needed, the Contractor should travel to the installation prepared to make the requisite repairs with known spare parts already in- hand or in- transit.

Quotes shall be submitted in a form which allows more than 30 days for the Government representatives to arrange any clearances or approvals required should the proposed work require those. Under this contract it is understood that certain commodities can fluctuate in value over time and accepts that the prices will reflect this. In order that the contractor is not performing out of pocket, it is also understood that in order to guarantee prices for longer than the standard 30 days it may be necessary to load the quotations accordingly and within reasonable limits.

2.6 Warranties

IAW Federal Acquisition Regulation (FAR) 12.404(b), the Contractor shall provide at least the same warranty terms offered to the public in customary commercial practice. At a minimum, the Contractor shall provide a one-year parts’ and labor warranty for all components installed during performance. A warranty shall commence upon either: the repair of any component(s) or equipment, the replacement of any listed system and associated equipment, or any other work completed as a result of work completed under this contract as a certification of the quality of work completed. A report of the repair and warranty will be provided to the CO/Government Representative within two business days after completion of repair. A full electrical test certificate shall be provided to the government representative within two working days of the completion of the respective work. Service acceptance is defined as approval by the CO/ Government Representative. After being notified of a problem with a component under warranty, the Contractor shall respond to the CO/COR with proposed remedy within two business days from notification.

For currently installed equipment connected to the installation to be tested/repaired, the contractor shall be responsible for completing any work in a manner so as to avoid damage to that equipment. For any equipment installed under this BPA, the Contractor shall perform an assessment as outlined under Section 2.1. This shall be conducted at minimum of 60 calendar days prior to the warranty expiration. The Contractor shall perform any necessary works found during the assessment prior to expiration of the warranty, at no additional cost to the Government.

2.7 Contractor Capabilities

The Contractor and their representatives must possess the critical qualifications, skills, and abilities to perform the tasks, operations, and functions required to test, maintain, repair, and replace components and associated systems. This includes, but is not limited to EIC, NAPIT, or equivalent. Prior to performing work, the contractor must also contact the installations Authorized Person provided by the Government Representative to confirm that the worker is a registered skilled person at the relevant base/installation, per JSP375 Safety rules and procedures.

The Contractor must understand HAZMAT/HAZCOM conditions associated with working within the facilities on base and know how to perform emergency action procedures should an incident occur while working under this contract. The Contractor must be certified to handle any hazardous materials, as required.

The Contractor shall provide storage/disposal of all equipment and materials needed to maintain the UPS, to include any hazardous material in accordance with Section 4.6. The Contractor shall leave the work sites in a clean and orderly manner upon completing maintenance.

Equipment, materials, and supplies shall be stored/disposed of to maintain a secure and safe work site. The Contractor shall dispose of all components remove during the course work under this contract.

2.7 Continued-

Disposal procedures shall be consistent with all laws and environmental regulations pertaining to electrical waste disposal in the UK. The Contractor may not store or dispose of any materials on any U.S. Visiting Forces (USVF) installation whether hazardous or not. The Contractor shall provide Waste Transfer Notices (WTN) within 30 calendar days.

3.0 General Requirements

Communication between the Contractor, CO, and Government Representative will be imperative for successful operations of this contract. Some systems requiring service may possess additional security requirements that will require coordination that must be scheduled to ensure proper access can be granted. The Contractor, CO and Government Representative will ensure required authorizations and access to required escorts is in place prior to the start of inspections, maintenance, and repair. This management work required of the Contractor will be critical to the timely completion of service requirements.

3.1 Non-Personal Services

The Government shall neither supervise Contractor employees nor control the method by which the Contractor performs the required tasks. Under no circumstances shall the Government assign tasks or prepare work schedules for individual Contractor employees. It shall be the responsibility of the Contractor to manage its employees and to guard against any actions that are of the nature of personal services or give the perception of personal services. If the Contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the Contractor's responsibility to notify the CO immediately.

3.2 Business Relations and Contractor Responsibility

The Contractor shall successfully integrate and coordinate all activity needed to execute the requirement. The Contractor shall manage the timeliness, completeness, and quality of problem identification. The Contractor shall provide corrective action plans, timely responses to any Performance Assessment Reports (PARs)/Corrective Action Reports (CARs), proposal submittals, timely identification of issues, and effective management of subcontractors. The Contractor shall seek to ensure customer satisfaction and professional and ethical behavior of all Contractor personnel.

The Contractor shall establish processes and assign appropriate resources for effective administration of the requirement. The Contractor shall respond to Government requests for contractual actions in a timely fashion. The Contractor shall have a single point of contact between the Government and Contractor personnel assigned to support the contract. The Contractor shall assign work effort and maintaining proper and accurate time keeping records of personnel assigned to work on the requirement.

The Contractor will be responsible for the transportation of inspectors to the assigned facilities.

All management, licensing, testing, tools, supplies, equipment, and labor necessary to execute the required work will be provided by the Contractor. All work material and services, not expressly called for in this specification, which may be necessary to carry out performance of this contract, shall be furnished and provided by the Contractor at no increase of cost to the U.S.

Government.

3.3 Contract Manager

To ensure that required tasks are managed smoothly and efficiently, the Contractor will be requested to designate a Contract Manager and an alternate. The Contract Manager will be responsible for coordinating and administrating all Contractor required tasks for this requirement.

This includes but is not limited to scheduling inspection tasks and work visits with the CO/Government Representative, ensuring inspectors possess and maintain required certification as required by all US, UK, and local regulations, and overseeing that work is being carried out within required timeline and that inspection documentation is accurately provided. Additionally, the Contract manager shall have full authority to act for the contractor on all matters relating to daily operations of this contract.

The Contract Manager shall be available during normal duty as defined in Section 3.6. They must be available to meet with the CO/ Government Representative to resolve any contract issues that may arise throughout the course of the requirement.

3.4 Subcontract Management

The Contractor shall be responsible for any subcontract management necessary to integrate work performed on this requirement and shall be responsible and accountable for subcontractor performance on this requirement. The prime Contractor will manage work distribution to ensure there are no Organizational Conflict of Interest (OCI) considerations. Contractors may add subcontractors to their team after notification to the CO/ Government Representative. Cross teaming may be permitted with the approval of the CO/Government Representative.

3.5 Contractor Personnel, Disciplines, and Specialties

The Contractor shall accomplish the assigned work by employing and utilizing qualified personnel with appropriate combinations of education, training, and experience. The Contractor shall match personnel skills to the work or task with a minimum of under/over employment of resources. The Contractor shall provide the necessary resources and infrastructure to manage, perform, and administer the contract. The Contractor is required to ensure employees always identify themselves as such.

3.6 Location and Hours of Work

All actions conducted under this BPA will take place on USVF RAF Mildenhall. The Electrical Installations are many and varied and include but are not limited to 110vAC, 208vAC, 230vAC, 400vAC and some running on 60Hz. Facilities and their locations, and occupying squadron information shall be included in Appendix C – Facility Information List – To be provided with each BPA Call.

The duty hours on the bases are Monday through Friday, 0730 – 1600. The Contractor will be required to coordinate with the Government Representative to ensure escorts are available for work within restricted areas. The Contractor may be expected to work the US federal holidays listed below.

US Federal Holidays New Year’s Day – 1 January Martin Luther King Day – 3rd Monday in January President’s Day – 3rd Monday in February Memorial Day – Last Monday in May Juneteenth – 19 June Independence Day – 4 July Labor Day – 1st Monday in September Columbus Day – 2nd Monday in October Veteran’s Day – 11 November Thanksgiving Day – 4th Thursday in November Christmas Day – 25 December

In extreme circumstances the contractor may be required to work UK Bank holidays, including but not limited to the following:

UK Bank Holidays

New Year’s Day Good Friday Easter Monday May Bank Holiday Spring Bank Holiday Summer Bank Holiday Christmas Day and Boxing Day

4.0 Government and Site-Specific Requirements

This section describes special requirements related to Contractor operations on US and UK military installations. This includes security, safety, base access, Government responsibilities, and environmental requirements. These requirements may change due to the nature of both military objectives and real-world events. Please contact the CO/Government Representative if there are any questions or issues that arise because of Government action.

4.1 Security

The Contractor shall be familiar with the organizational critical information and indicators list (CIIL) and Operational Security (OPSEC) policy of any installation where services are being performed.

The required CIIL(s) and OPSEC policy(s) will be provided by the Government Representative prior to the beginning of performance for a specific installation.

Some assets covered in this PWS may be located within restricted areas of installation. These areas may require flight line driving license and restricted area access badges. An escort program will be developed between the Contractor and the Government Representative to ensure escort personnel are available during scheduled work.

Before photographs are taken for inspection purposes, prior approval will be required within restricted areas. Coordination between the Contractor, CO and/or Government Representative, and the installation’s public affairs office will be required to gain necessary approval. The Contractor will provide any requested paperwork or information for this process.

Additionally, specific facilities may require further access or coordination between the Contractor, CO/ Government Representative, and facility managers for access. Coordination will ensure required escort personnel are available and proper access is granted prior to inspections, maintenance and repairs being performed. Generation, storage, or access to United States classified material will not be required.

4.2 Safety

The Contractor shall carry out all work in accordance with the statutory duties and requirements of the Health and Safety at Work Act, and JSP 375 Management of Health and Safety in Defense. The Contractor will be well versed in these regulations and provide the appropriate training documentation and experience over the course of the requirement.

The Contractor shall notify the CO/Government Representative, or other applicable members within 4 hours of all mishaps or incidents. The Government person notified by the Contractor would in-turn notify the Wing Safety Office and Defense Infrastructure Organization (DIO).

Contractor notifications made after duty hours shall be reported to the appropriate installation Command Post.

The Contractor shall provide a written or typed mishap report form to the Government Representative within 48 hours from the time of mishap.

If requested by the CO, the Government Representative, and/or the program manager, the Contractor shall immediately secure the mishap scene/damaged property and impound pertinent maintenance and training records until released by the investigating safety office. If the Government investigates the mishap, the Contractor and the subcontractors shall cooperate fully and assist the Government personnel until the investigation is completed.

4.3 Contractor Access to Installation

Access to DoD installations is limited to personnel with a valid installation access pass. Failure to submit required information to obtain required documentation will result in the exclusion of such employees from the installation until such documentation is obtained. Contractor employees who do not possess a valid installation access pass will be restricted from the workplace until the pass is (re)activated. The Contractor employees may be subject to personal and vehicle searches when entering or leaving a DoD installation. The Government will provide the Contractor with the required information and documents for installation access passes. Subsequently, the Contractor shall provide a list of all employees working under this contract, along with the required documentation upon receipt of contract award, and no later than 30 days prior to the projected need for any new installation access pass requirements. The Contractor is responsible for maintaining an adequate number of personnel with active installation access passes and adhering to the timeframes stated in this section. The Government Representative is responsible for the coordination of installation access passes. Upon termination of employment, termination or cancellation of the contract, or expiration of the contract, the Contractor is responsible for collecting employee installation access passes and turning them in to the CO or the Government Representative within 48 hours of the employee’s departure.

4.4 Government Furnished Materials

No Government furnished property or equipment will be provided for this contract. Any replacement parts, tools, and materials used in the execution of this contract are to be furnished by the Contractor under the cost of this contract per this PWS.

4.5 Environmental Requirements

All service requirements within this contract are intended for the listed facilities in Appendix C – Actual Asset List only. If further intrusive work is required that affects the environment, Contractor will coordinate through the CO or Government Representative and base’s environmental flight for approval before any actions are undertaken.

4.6 Disposal of Hazardous Material

The Contractor shall be responsible for disposing of material and waste, IAW Waste Electrical and Electronic Equipment (WEEE) Regulations 2013. Any material removed by the Contractor during the execution of this contract shall comply with all applicable UK Government and environmental regulations for RAF Mildenhall as listed in this PWS.

The Contractor shall supply copies of any correspondence with the UK Environment Agency relating to material and waste removed under this contract to the RAF Mildenhall Environmental Office. A copy of this Disposal License must be provided to the Government Representative and RAF Mildenhall Base Environmental Office in accordance with the UK laws and regulations.

The Contractor shall provide waste transfer notes stating the nature and quantity of the material being removed, the relevant establishment Premise Code, and HW Consignment Code in respect to each load or part thereof before removal from RAF Mildenhall. The CO, Government Representative, and/or RAF Mildenhall’s Environmental Office shall sign each transfer note.

The Contractor shall also provide abstracted summaries of waste types disposed of on a Waste Material Notification Schedule and reports on a monthly basis to the CO, Government Representative and RAF Mildenhall’s Environmental Office no later than 10 business days from the end of the reporting month.

4.7 Applicable Directives

The Contractor shall ensure all work carried out is compliant with all regulations as required by US, UK, and local laws and regulations. At a minimum, the following apply: Tri-Service Electrical Working Group (TSEWG) TP-19 Static Uninterruptible Power Supply (UPS), TSEWG TP-4: Stationary Battery and Charger Sizing, BS EN 50171:2021 – Central Safety Power Supply Systems, BS 5266 Emergency Lighting, JSP 375 Management of Health and Safety in Defense, The Health and Safety at Work Act 1974, The management of Health and Safety Work Regulations 1999, The Provision and Use of Work Equipment Regulations 1998, The Electricity at Work Regulations 1989, British Standard BS7671:2018+A2:2022 IET Wiring Regulations, Control of Asbestos Regulations 2012, Approved Code of Practice L143 Managing and Working with Asbestos, Work at Height Regulations 2005, Controlling Noise at Work Regulations – Approved Code of Practice L108, and SFG 20.

5.0 Quality Control and the Quality Assurance Surveillance Plan (QASP)

The Contractor shall develop a Quality Control Plan (QCP) and maintain an effective quality control program to ensure services are performed in accordance with the contract and this PWS.

The Contractor shall develop and implement procedures to identify, prevent, and ensure nonrecurrence of defective services. The Contractor's QCP is the means that assures work complies with the requirement of the contract. The finalized QCP will be accepted by the Government at the time of the award. The Contracting Officer may notify the Contractor of required modifications to the plan during the subsequent period of performance. The Contractor shall then coordinate suggested modifications and obtain acceptance of the plan by the CO. The QCP shall be subject to the Government's review and approval. Any modifications to the program during the period of performance shall be provided to the CO for review and approval.

The Government may find the QCP "unacceptable" whenever the Contractor's procedures do not accomplish quality control objective(s). The Contractor shall revise the QCP within 10 working days from receipt of notice that QCP is found "unacceptable."

Additionally, the Government shall monitor the Contractor’s performance to track certain metrics and performance points to ensure Contractor compliance in conjunction with their QCP.

6.0 Service Summary

Performance Objective Paragraph Performance

Threshold Surveillance Method

1. Each facility listed in Appendix C is fully tested according to IEE Wiring regulations, Electricity at work regulations and SFG20.

Inspection records, visual inspection, customer feedback

2. C1 deficiencies found as a result of the above tests shall be made safe and be reported to the POC within 2 hours of discovery as these will directly impact the occupier.

Inspection records, visual inspection, customer feedback

3. All C1, C2 and C3 deficiencies found as a result of the above tests shall be recorded with details and photographic evidence and submitted as part of the overall report to the

POC.

Inspection records, visual inspection, customer feedback

4. Reports shall be sent to the POC within 7 business days of the completion of the tests. Reports shall be clearly labelled with the facility number, date tested and the name of the tester.

5. Drawings shall be sent to the POC within 1 calendar month of the tests being completed. Drawings shall be clearly labelled with the facility number, date tested and the name of the tester.

6. For any waste removed as a result of remedial work performed under this BPA a Waste Transfer Note shall be provided to the POC and to the Environmental Flight

7.0 Acronyms

AQL – Acceptable Quality Limit

CO – Contracting Officer

DoD – Department of Defense

IAW – In accordance with

JSP – Joint Service Publication

MoD – Ministry of Defense

PWS – Performance Work Statement

QASP – Quality Assurance Surveillance Plan

QCP – Quality Control Plan

RAF – Royal Air Force

UPS – Uninterruptable Power Supply

Attachments (will be provided at the time of solicitation):

Appendix A – Example Asset List Appendix B – Preventative Maintenance Record Appendix C – Actual Asset List – To be provided with each BPA Call

7.0 Acronyms