PWS Barriers - 16 Oct 2024.docx

Contract # Contract Name Attachment 1: Performance Work Statement

PERFORMANCE WORK STATEMENT (PWS)

AIR FORCE VEHICLE BARRIERS

MAINTENANCE AND REPAIR (VB M&R) SERVICES

15 Oct 2024

Prepared by:

AIR FORCE CIVIL ENGINEER CENTER (AFCEC)

Table of Contents

1. PURPOSE, DESCRIPTION OF SERVICES, AND REQUIRED TASKS

1.1. PURPOSE

The purpose of the Vehicle Barriers (VB) Maintenance and Repair (M&R) Services Contract is to provide preventive maintenance (PM), inspection, and minor repair for operational vehicle barriers on Air Force, Air Force Reserve, and Air Force National Guard installations. Non-operational vehicle barriers would be allowed to be put on the contract once brought to operational status (cured by means other than this contract). Use of this standard PWS will be mandatory for all Air Force installations who choose to perform Active Vehicle Barrier (AVB) maintenance by contract. Installation already performing AVB maintenance by contract must incorporate this standards PWS after their existing contract expires. Installation performing AVB maintenance using their Base Operating Services/Base Maintenance Contracts (BOS/BMC) must include this standard PWS within the scope of their BOS/BMC contract during the next recompete. Use of this PWS will not be mandatory but is optional for Air Force National Guard and Air Force Reserve installations.

1.2. DESCRIPTION OF SERVICES

The Contractor must provide all personnel, labor, equipment, supplies, tools, materials, supervision, travel, periodic inspection, minor repair, and other items and services necessary to provide maintenance for Air Force vehicle barrier systems.

Vehicle barrier systems include, but are not limited to, 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, light duty drop arms, associated computerized systems, and control cabinets.

Work must comply with all applicable commercial and United States (US) military standards and specifications as well as Federal, State, and local laws and regulations (see PWS Appendix C). It is the Contractor’s responsibility to manage the execution of the Performance Work Statement (PWS) requirements in such a manner as to maintain equipment operational rates in accordance with (IAW) PWS Table 2: Service Summary, minimize equipment downtime, and minimize costs per performance requirements listed below.

For the purpose of this 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. DESCRIPTION OF REQUIRED TASKS

1.3.1. PREVENTIVE MAINTENANCE

The Contractor must conduct the initial barrier PM service within thirty (30) days of contract award. The Contractor must provide a total of four (4) each quarterly (or as identified in the contract) maintenance, inspections, and minor repair services. The frequency of PM will be identified by the ordering Contracting Officer (CO) at the installation level and must be at least quarterly. PM services include those actions required to preserve and maintain the systems in such a condition to function efficiently. The Contractor must comply with the recommendations of the manufacturer, but the performance frequency will be as determined by the ordering CO and included in the resultant contract. The Contractor is responsible for obtaining the manufacturer specifications. If the manufacturer specifications are not available, the Contractor must adhere to the following order of precedence (highest to lowest): contents of this PWS, Original Equipment Manufacturer (OEM) requirements, and industry standards. The Contractor must perform PM and will be 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 which have reached their life expectancy and are prone to fail. Replacement parts will be commercially available off-the-shelf items when available, fully compatible with existing systems, and detailed in the quarterly report (see PWS Section 7.1). All new or replacement PLCs must be open-source programmable code. The Contractor must identify any additional in-scope repairs during PM (see PWS Section 8.3). (Contract Data Requirements List (CDRL) A001 applies)

1.3.1.1. TECHNICAL DATA

The Contractor must acquire the OEM’s Operations and Maintenance (O&M) information and provide an electronic copy to the installation to accompany their O&M Plan (see PWS Section 6.1) at the time of contract proposal submission.

1.3.1.2. BARRIER PITS

The Contractor must maintain the cleanliness of barrier pits, power units, and shafts, and must remove all debris such as trash, oil, absorbents, dirt, silt, leaves, pine-needles, snow, ice, and water. Winter weather may cause the barrier systems to become jammed with ice or snow. The Contractor must confirm that all scheduled PMs include procedures to ensure barrier heaters (as applicable), drainage systems, in-ground vehicle detection, and Infra-Red detection systems are operating properly. (CDRL A001)

1.3.1.3. CONTRACTOR HOTLINE

The Contractor must provide a single customer service hotline phone number that can be accessed 24 hours a day, 365 days a year by contract award to be responsive to Government requests. The Contractor’s customer service function must be managed to ensure responsiveness. To be responsive, Contractor personnel must be available during all hours to respond to Government requests. The Contractor must log all calls received and the response calls made by the Contractor. A Telephone Call Log must 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 Air Force installation concerns and following up on unresolved requests. (CDRL A001)

1.3.1.4. TELEPHONE SUPPORT

The Contractor must have an appropriate Lead Technician contact the Government within two (2) hours to discuss and attempt to resolve the situation over the telephone, upon official notification by the CO or Contracting Officer’s Representative (COR) via the Contractor Hotline or other means. (CDRL A001)

1.3.1.5. ANNUAL TRAINING

The Contractor must provide annual training sessions to facilitate proper use and operation of barrier systems at each barrier site covered in the contract. 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 be present to perform training. Training must be scheduled with the installation at least forty-five (45) days in advance. The Contractor must record the training session and provide one (1) copy of the recorded training to the Government on Digital Video Disc within thirty (30) days of the training session. Instruction and instruction materials must be provided by the Contractor on the training day to include instruction of all barrier systems operations, troubleshooting, and notification procedures. The Contractor must summarize operations on laminated placards for placement in guard houses and other appropriate locations not accessible to unauthorized personnel. (CDRL A002)

1.3.1.6. PAINT/CORROSION CONTROL

The Contractor must re-paint the entire barrier structure during the summer PM session to include all metal parts below grade and the surface of the barrier and surrounding pavement. Summer PM will be established IAW the manufacturer’s recommended temperature and environmental recommendations for application. The Contractor must clean (pressure wash), remove corrosion, and apply primer and topcoat compatible with the barrier surface in compliance with industry and safety standards. Barrier systems, both active and passive, must 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).

For hot dipped steel component touch-up, the Contractor must 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 (100 μm).

If the vehicle barriers require sandblasting of non-galvanized surfaces in lieu of pressure washing, the Contractor must submit a Service Order (SO) under the Additional In-Scope Work contract line item number (CLIN X004) for CO evaluation and approval (see PWS Section 8.2). If the vehicle barriers require sandblasting, the Contractor must sandblast bare metal and re-paint the entire barrier structure during summer 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 by the installation and the CO.

1.3.1.7. MINOR REPAIRS

The Contractor must, during PM, 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 must be included under the firm-fixed-price (FFP)PM CLIN (see CLIN X001). Minor repairs consist of $50 per barrier per PM visit for parts and materials and must be included in the FFP. The total cost of minor repair parts per PM visit must not exceed the aggregate amount of minor repair parts allowance per PM visit. For example, maintaining and inspecting eight (8) barriers each PM visit would provide an aggregate $400 allowance for minor parts each PM visit to be used on any combination of the eight (8) barriers within the contract. If the aggregate amount of total repair parts was $800, the Contractor is responsible for the first $400 of minor repair parts and materials. The Contractor must submit a SO to the CO for evaluation and approval for the remaining parts and materials cost under the Additional In-Scope Work CLIN.

Examples of minor repair parts include, but are not limited to, light bulbs, plastic light lenses, hoses, cable/wire, fuses, sump pump, valves, switches, relays, 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 (see PWS Appendix E).

If any inoperable systems cannot be repaired during PM or requires parts in excess of the aggregate minor repair parts allowance, the Contractor must notify the CO or 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 repair 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 must be documented as a SO (see PWS Sections 8.2 and 8.3).

1.3.3. MAINTENANCE AND REPAIR LOG

The Contractor must maintain and update a Maintenance and Repair Log. The Contractor must provide the Maintenance and Repair Log quarterly to, and upon request by, the CO (see PWS Section 6.3). The Contractor may use the provided Microsoft Excel spreadsheet in PWS Appendix G, or their own format if approved by the CO and as long as the requirements in PWS Appendix G are included at a minimum. The Maintenance and Repair Log must include a complete history of maintenance tasks and repairs, indicating dates, name of company, and name of technician who performed the work. (CDRL A001)

1.3.4. BARRIER SYSTEM CONTROLS SCHEMATIC OPTION

The Contractor must, if this option is utilized within the contract (under CLIN X005), provide Air Force control system schematic and documentation items 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/specs. The detailed control schematic(s) should use Ladder Logic Format for each separate access control point. The format of the schematic(s) will be in Ladder Logic Format (AUTOCAD or Word) using the example provided in PWS Appendix B. Format of the document(s) will be in Microsoft Word. The scope and one-time frequency of this system control schematic option will be established by the installation. (CDRL A003)]

2. GOVERNMENT RESOURCES

2.1. GOVERNMENT PARTS/ITEMS STORAGE ON -SITE

The Government may provide on-site storage of limited parts/items for AVB repairs. As part of the PM task, the Contractor must recommend a list of long lead time parts for the Government’s consideration for storage on-base. The Government is under no obligation to provide on-site storage of any parts/items for AVB repairs or maintenance. However, if the installation decides that it is in their best interest to allow certain parts to be purchased in advance and stored on base, the CO my issue a SO for the advanced parts purchase. The part would belong to the Government until such time that they are required for installation by the contractor. No cost will be charge for storage.

2.2. BASE SUPPORT SERVICES

The Government will provide emergency (police, fire, and medical) services contact information at the installation level within the contractor proposal request.

2.3. UTILITIES

The Contractor must coordinate with the local CO or COR regarding utility availability such as water and electricity to accomplish the requirements of this contract. Any temporary connection of electrical lines that may be required will be installed, maintained, and removed by the Contractor, and must not be attempted until proper approvals are obtained from the local Base Civil Engineer office through coordination with the CO or COR.

3. CONTRACTOR PERSONNEL AND QUALIFICATIONS

3.1. CONTRACTOR AND SUBCONTRACTOR QUALIFICATIONS

The Contractor must provide personnel possessing the skills, knowledge, and training to satisfactorily perform the services required. Personnel performing work under this PWS must remain employees of the Contractor (or Subcontractor) and will not be considered employees of the Government. The PM crew must 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) at the military base and have no less than three (3) years minimum of experience inspecting and maintaining barriers, barrier control systems, and military safety barrier control systems. The lead technician must have documented certification from each of the AVB manufactures that are included in the scope of the contract. 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 is required to submit to the CO or COR a list of employees certifying proof of qualifications within five (5) calendar days prior to contract performance. A Lead Technician possessing the required qualifications will oversee all the 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

The Barrier Technicians performing the work must be trained on the specific barrier(s) at the military base and have no less than one (1) year minimum of experience inspecting and maintaining barriers, barrier control systems, and traffic control systems. The Contractor is required to submit to the CO or COR a list of employees certifying proof of qualifications within five (5) calendar days prior to contract performance.

3.4. NON-QUALIFIED BARRIER TECHNICIAN

The Lead Technician must 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 performs 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 must produce a current welding certification to the CO or COR for each employee performing welding prior to the commencement of any work involving 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 CO or 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. The Contractor must ensure a person who possesses a current Cardiopulmonary Resuscitation certification be present at all times when electrical work is being conducted.

4. SAFETY/ENVIRONMENTAL

4.1. GENERAL

The Contractor must comply with all Federal, State, and local laws and safety regulations (see PWS Appendix C). 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. BARRIER OPERATIONS

The Contractor will notify the CO or COR immediately via phone when a barrier or barrier system is unsafe and should 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. This minimum safe driver response timed requirement is derived from the SDDCTEA Pamphlet 55-15 Traffic Control Safety Schemes.

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

· An AVB that engages automatically without human direction to activate.

4.3. 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.

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 ordering CO 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.

The Contractor must make maximum use of products containing recovered materials that are EPA-designated items IAW Federal Acquisition Regulation (FAR) Clause 52.223-17, Affirmative Procurement of EPA-Designated Items in Service and Construction Contracts. The list of EPA-designated items is available at https://www.epa.gov/smm/comprehensive-procurement-guideline-cpg-program. The Contractor must 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 IAW FAR Clause 52.223-2, Affirmative Procurement of Biobased Products Under Service and Construction Contracts. The list of biobased products is available at http://www.biopreferred.gov.

4.4. SAFETY DATA SHEET

In order for installations to meet the requirements of Air Force Instruction (AFI) 32-7086, Hazardous Materials Management, and IAW FAR 23.302, if hazardous materials are expected to be used during contract performance, the Contractor is required to submit hazardous materials data per the requirements of Federal Standard No. 313 and FAR Clause 52.223-3, Hazardous Material Identification and Material Safety Data, so that the materials can be properly authorized, managed, and tracked. The Contractor must identify/list any hazardous material, as defined under the latest version of Federal Standard No. 313, to be delivered under the contract as part of their contract proposal submission. Each hazardous material item must be identified on a Safety Data Sheet (SDS, formerly known as a Material Safety Data Sheet or MSDS) per FAR Clause 52.223-3. All Contractor employees must have ready access to the SDS while they are on the work site, and there can be no barrier to access to the SDS to any Contractor employees or the Government.

4.5. HAZARDOUS MATERIALS/WASTE SPILLS

The Contractor must take every reasonable precaution to prevent spills of hazardous materials (HAZMAT) in the performance of the Contractor’s tasks. The Contractor must immediately report any HAZMAT spills to the installation’s fire department (850-884-6360) IAW the installation’s Spill Prevention, Control, and Countermeasure (SPCC) Plan. The Contractor will comply with this plan when handling and storing all oils, fuels, and HAZMAT. The SPCC Plan can be provided to the Contractor by the ordering CO. The Contractor must clean and dispose of all HAZMAT spills IAW local, state, and Federal laws and regulations and the installation’s Environmental Guide. The Contractor will bear full financial obligation incurred from cleaning and disposing of HAZMAT spills, or release of HAZMAT within the confines of the installation or facility caused by Contractor employees.

4.6. ENVIRONMENTAL COMPLIANCE/HAZARDOUS MATERIALS

The Contractor must dispose of oil cans, oil residue, and any oil-soaked material (e.g., rags and/or paper towels, granulated materials and sand) off-base. The Contractor must transport and dispose of all waste IAW Federal, State, and local environmental laws and regulations.

5. REQUIRED MEETINGS AND BRIEFINGS

5.1. POST AWARD ORIENTATION/CONFERENCE

A post award “Kick-Off” orientation/conference will be held via teleconference or face-to-face within thirty (30) days after the award. The purpose of this conference is for the Government and Contractor to discuss contract administration, Government expectations, and the Contractor’s Quality Control Plan (QCP).

5.2. MONTHLY PROJECT MEETINGS

The Contractor will conduct a monthly project meeting via teleconference with the Government to discuss status, issues, work schedule, traffic control plans, and coordination plans. The Contractor must cover the following information in addition to other agenda items:

· Open SOs, numbers, and issues

· PM and SO schedule

· List of Red/Yellow Equipment (see PWS Appendix F) by Access Control Point (ACP)

· Equipment operational rates

· Site/Installation issues requiring program attention

· Any SO delays (either requiring Government or Contractor action)

· Traffic control and road closings

(CDRL A001)

5.3. PREVENTIVE MAINTENANCE OR SERVICE ORDER IN/OUT BRIEFS

5.3.1. GENERAL

Prior to conducting PM or Additional In-Scope Work, the Contractor must provide an in-brief to the CO or COR five (5) days prior to commencement of work. In-briefs will be conducted on the phone unless Contractor staff needs to meet with base facility staff on-site. In-briefs may also be combined with the Monthly Project Meeting (see PWS Section 5.2). Out-briefs must be conducted on-site with the CO or COR upon completion of work to inform the CO or COR of work completed, any information that is relevant to the facility regarding the completed work, and any outstanding issues remaining from the work. (CDRL A001)

5.3.2. IN-BRIEFS

At a minimum, minutes from in-briefs must include the following information:

· Identifying PM or SO

· Scope of work

· Schedule, start, and finish dates

· List of Contractor personnel

· Logistics, including personnel requiring base access

· Traffic control and road closing

(CDRL A001)

5.3.3. OUT-BRIEFS

At a minimum, minutes from out-briefs must include the following information:

· Status of all completed work

· System operational status

· Review of PM Checklist

· Any SO work that was not completed and reason

· Notification of de-energization of system

· Any follow-on work required (After Service Summary and Any Needed Repair Summary)

· Any remarks pertinent to the effort

(CDRL A001)

5.4. ANNUAL PROGRAM MANAGEMENT REVIEW

The Contractor must participate in an annual Program Management Review (PMR) with the CO and other stakeholders. The annual PMR will be held shortly after the annual anniversary of the contract award date. The PMR may be accomplished in-person, virtually via teleconference, or by other electronic means with the agenda provided by the Government. The purpose of the PMR will be to discuss Contractor performance, quality, competitiveness, and/or any other topic the Government or Contractor deem necessary to include reducing costs, increasing quality, or resolving issues. (CLIN A001)

6. PLANS AND DATABASES

6.1. OPERATIONS AND MAINTENANCE PLAN

The Contractor must develop an Operations and Maintenance (O&M) Plans for each individual ACP. The O&M Plans must be part of the Contractor’s proposal submission to be evaluated by the Government prior to the award of the contract. Each ACP O&M Plan will include, at a minimum, the following:

· PM Checklist tailored specifically for each ACP based on site-specific equipment and the manufacturer’s service manual. (For an example of items that are expected to be on the PM Checklist, see Appendix E)

· Specific ACP test procedures for barrier operations and safety system. (For an example of items that are expected to be on the testing procedure checklist, see Appendix E)

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

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

6.2. QUALITY CONTROL PLAN

The Contractor must develop and maintain a Quality Control Plan (QCP) that ensures proper barrier maintenance. The QCP must illustrate an adequate inspection system and inspection plan to ensure contract compliance at all installations/bases. The Offeror must maintain inspection records and make them available to the Government. The Government may (but is not required or obligated to) do its own tests and inspections. The plan must include the Contractor’s plan to ensure that all barrier systems are maintained IAW the manufacturer’s product literature, professional commercial standards, and this PWS. The Contractor must develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor’s QCP must address all service requirements to maintain proper barrier functionality, to include a description of the process and the qualifications of any key personnel involved with quality control to ensure all tasks are completed within cost, schedule, and quality. The Contractor’s plan must be approved by the CO.

6.3. MAINTENANCE AND REPAIR LOG

The Contractor must develop and maintain a maintenance and repair log. The Contractor may use the provided Microsoft Excel .xlsx template spreadsheet in PWS Appendix G, or the Contractor may use their own format if approved by the CO and as long as the requirements in PWS Appendix G are included at a minimum. A maintenance and repair log must be kept for each facility. For the purpose, of this contract, a facility is defined as the collection of equipment at a given gate or location. The log must 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 contract, and warranty status on new equipment. This list must 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 Section 10.6). The log must also contain equipment repair costs (to the system level), deficiencies, and problem areas that need corrective work. Non-serviceable equipment must 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 CO. The Contractor must submit any requests to remove equipment from the contract or as determined by repair expenses or other factors for consideration. Records in the log must be maintained for the duration of the contract and turned over to the Government at completion of the contract. 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. (CDRL A001)

7. DOCUMENTATION OF MAINTENANCE AND REPAIR

7.1. ANNUAL REPORTS

The Contractor must provide actual dates of completed PMs and SOs since the previous annual report and a list of pending SOs and associated work plans (including work that does not have an assigned SO, i.e. pending subcontractor proposals, warranty, etc.) that have been identified by the CO or COR or the Contractor. The Contractor must clearly designate if the pending SO was initiated by the Government (CO or COR) or the Contractor. (CDRL A001)

7.1.1. ANNUAL REPORT CONTENT

The Contractor must include the following in each annual report:

· Executive overview of the condition and work completed on all barriers

· Separate report sections for PM at each gate location

· Separate report section for each SO repair effort (if any)

· Dates, times, and locations of PM performed/SO repairs and when repairs were completed for barrier systems

· Description of parts/materials replaced, actual cost, 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

· For equipment under warranty, identify any warranty issues that need to be addressed

· 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.

(CDRL A001)

8. SERVICE CALLS, SERVICE ORDERS, AND ADDITIONAL IN-SCOPE WORK

8.1. SERVICE CALL TYPES

Service Calls must be separated into two (2) different categories: Emergency and Routine. The difference between Emergency and Routine is the on-site response time of six (6) hours for Emergency Service Calls vs. twenty-four (24) hours or 1000 hours (the ordering installation’s 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 base security.

8.1.1. EMERGENCY AND ROUTINE SERVICE CALLS

Upon official notification by the CO or COR via the Contractor Hotline or other means, the Contractor must 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 must contact the CO or COR and request a Service Call approval to dispatch a Lead Technician to the site. The Contractor can request the CO provide the notice to proceed by telephone, text, or e-mail. The Contractor must be proactive in pursuance of immediate repairs during Emergency/Routine Service Calls. 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 Call prepared to make the requisite repairs with known spare parts already in-hand or in-transit.

8.1.2. EMERGENCY

The Service Call must be designated an emergency if a repair is required to correct a situation that can cause injury, death, or property damage, impedes traffic flow at an ACP (example, an AVB stuck in the upright position), or due to security threat levels.

Required Response Time: The Lead Technician will be on-site within six (6) hours from approval by the CO. Within six (6) hours from arrival on-site, the Lead Technician must complete the troubleshooting, make the needed minor repairs (NTE $100) for parts per barrier per call) 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 must provide the CO with a plan to repair before the Contractor leaves the site. The estimate and schedule for the proposed Service Order are required within forty-eight (48) hours unless otherwise negotiated by the CO. (CDRL A001)

8.1.3. ROUTINE

All other Service Calls must be classified as Routine.

Required Response Time: The Lead Technician will be on-site within twenty-four (24) hours or by 1000 hours (the ordering installation’s local time) the next business day (whichever is greater) starting from approval by the CO. Within six (6) hours from arrival on-site, the Lead Technician must complete the troubleshooting, make the needed minor repairs (NTE $100 for parts per barrier per call) 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 must provide the CO with a plan (estimate and schedule) to repair before the Contractor leaves the site. The estimate and schedule for the proposed Service Order are required within forty-eight (48) hours of the Service Call unless otherwise negotiated by the CO. (CDRL A001)

8.2. SERVICE ORDER

Once the qualified Lead Technician arrives on-site and determines the extent of the repair required, the Contractor must notify the CO of the scope and cost of the repairs. If the repairs cannot be made within the time (six (6) hour) or cost (NTE $100 for parts per barrier per call) limits of the Service Call per PWS Sections 8.1.2 and 8.1.3, the Contractor must submit a SO for CO evaluation and approval. The official repair SO document must include the relevant facts and proposed costs for the situation (see PWS Appendix D).

The Contractor must be proactive in resolving repairs for the SO. For example, if the Contractor knows a GRAB barrier was deployed and the cable spreaders were damaged and the shear pins need replacement, the Lead Technician should travel to the SO prepared to make the requisite repairs with known spare parts already in-hand or in-transit. (CDRL A001)

8.3. 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 must submit a SO identifying the Additional In-Scope Work and, if appropriate, the CO may authorize the Contractor to proceed with the work. Additional in-scope work exceeding $3500 may be recompeted IAW FAR 16.505 to ensure the best value for the Government.

When Additional In-Scope Work is required, the CO may issue a modification (Standard Form 30) to the contract using the Additional In-Scope Work CLIN (X004). The CO will evaluate and approve a SO 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 CO to be within the scope of the basic contract. 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 by the ordering CO. (CDRL A001)

8.3.1. 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 must notify the CO or COR immediately. The notification will include a written statement to identify recommended repairs and recommend corrective action along with a SO indicating the date of completion to make the repair to include labor, material, travel, and incidental costs to accomplish the work. The Contractor will not continue with any of the additional work discovered unless the CO authorizes it. The additional work authorization may be in the form of a modification issued by the CO, using the appropriate Additional In-Scope Work CLIN (X004) and establishing a separate subcontract line item (Sub CLIN) for each instance of additional work. 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.

Standard practice will be to schedule and conduct non-critical Additional In-Scope Work during the normal PM cycles in order to reduce the amount of travel costs. Contractors are 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 the installation outside the scheduled PM cycle to complete repairs once the materials become available.

8.3.2. ADDITIONAL IN-SCOPE WORK/SERVICE ORDER INFORMATION

The Contractor must submit a service order plan and an itemized breakdown of the cost or pricing data which has sufficient enough detail to substantiate all costs proposed for the SO. The breakdown must describe all repairs involved for the Additional In-Scope Work. The following information must be included in all SOs (see PWS Appendix D):

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

· A service order plan 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.

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

· Identify 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 Base Civil Engineer Work Request (http://static.e-publishing.af.mil/production/1/af_a4/form/af332/af332.pdf), if applicable.

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

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

The Contractor must provide parts that are from the OEM or equal and fully compatible for use and do not void any applicable warranties. Replacement parts must be commercially available off-the-shelf items when available and fully compatible with existing OEM systems and detailed in the quarterly report. Used or refurbished parts are acceptable if the Contractor’s proposal identified it as providing benefit to the Government.

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

The SO will be emailed to the ordering CO with the following subject line:

Contract Number, Service Order Number, Priority Level, and Site/Location

9. PERFORMANCE EVALUATION

9.1. SURVEILLANCE

Verification of performance objectives and surveillance for actual VB M&R services will be accomplished through CORs at the installation/base level. CORs will perform inspections and surveillance IAW the base-specific Quality Assurance Surveillance Plan (QASP), which must contain the information within PWS Table 2: Services Summary. The COR will evaluate Contractor performance of the services listed in Table 2: Services Summary to determine if the performance thresholds are met, and all surveillance must be documented with the QASP Checklist. All actions taken by the Contractor to correct deficiencies found by the Government as a result of quality assurance surveillance, and by the Contractor as a result of quality control, will be at the Contractor’s own expense, and without additional reimbursement by the Government. Defective repairs must be accomplished (referred to as a “callback”) within five (5) business days. Re-performance is the preferred method of correcting any unacceptable performance. If performance is still unacceptable after a callback, the Contractor may be issued a Contract Discrepancy Report (CDR), which is a report citing unsatisfactory services or performance for which the Contractor is responsible under the PWS.

9.2. METHODS

Surveillance methods include review of annual reports, periodic surveillance, CDRL submission, monthly meeting and briefings, and customer complaints. Surveillance methods can change after contract award based on, but not limited to, acceptance of the Contractor’s QCP (see PWS Section 6.2) or Contractor performance.

9.3. BARRIER SYSTEM OPERATIONAL RATES

Each AVB must be operational at least ninety-six (96) percent of the time. Operational is defined as all barrier systems or crash beams being fully functional (Green or Yellow Rating) at the ACP. See Appendix F for ratings definitions for barrier systems and details on barrier ratings, which will be used in the facility assessment. The operational rate is an annual measure beginning after the first instance of PM. Operational downtime will begin once the Contractor is notified of the non-operational barrier.

Performance Standard and Acceptable Quality Level: ACP operational rate of ninety-six (96) percent.

Example: An ACP that has a barrier system for the inbound and outbound lanes must have the barrier systems rated Green or Yellow at the same time, ninety-six (96) percent of the time, to meet this requirement.

9.4. DELIVERABLES

The Contractor must submit deliverables per the contract’s CDRLs within the timeline established (see PWS Table 1). Performance Standard and Acceptable Quality Level: One hundred (100) percent on-time delivery to the Government.

TABLE 1: CONTRACT DATA REQUIREMENTS LIST (CDRLs)

A002

TRAINING MATERIALS

A003

BARRIER SYSTEM CONTROLS SCHEMATIC

9.5. PERFORMANCE METRICS

Performance of a service must be evaluated to determine whether or not it meets the established performance threshold (see PWS Table 2). Re-performance is the preferred method of correcting any unacceptable performance.

TABLE 2: SERVICES SUMMARY