PWS GC-MS.docx

Performance-Based Work Statement (PWS)

FULL SERVICE MAINTENANCE, REPAIR AND CALIBRATION FOR GAS CHROMATOGRAPH/MASS SPECTROMETER (GC/MS) EQUIPMENT

U.S AIR FORCE

309 MAINTENANCE SUPPORT GROUP (mxsg), hill air force base (HAFB), UTah (UT)

10/5/2020 FULL SERVICE MAINTENANCE, REPAIR AND CALIBRATION FOR GAS CHROMATOGRAPH/MASS SPECTROMETER (GC/MS) EQUIPMENT i

TABLE OF CONTENTS

6 APPENDICES………………………………………………………………………………8

APPENDIX A – ACRONYMS AND ABBREVIATIONS 9

APPENDIX B - EQUIPMENT LIST…………………………………………………………

APPENDIX C – SAFETY, FIRE PROTECTION AND HEALTH SPECIFICATION INDUSTRIAL SAFETY REQUIREMENTS 11

DESCRIPTION OF SERVICES

This requirement is to provide all management, tools, supplies, equipment, and labor necessary to service, repair, maintain and calibrate the instruments on Appendix B. The contractor shall provide preventive maintenance services to ensure the systems remain in operable condition. This requirement will not include personal services or inherently governmental functions. The contractor shall comply with this PWS in its entirety

BASIC SERVICES

The contractor shall provide full service maintenance, repair, support and calibration of each model and instrument listed below. The equipment and systems listed in Appendix B are located in building 100 Bay E Rooms 19, 18 and 22 at Hill Air Force Base (HAFB), Utah (UT). The contractor shall be able to return each system to its original working Original Equipment Manufacturer (OEM) condition. This instrumentation is used for testing Polychlorinated Biphenyls (PCB) and hazardous waste in various control areas of HAFB. To support the current and future workload, each instrument has to be repaired, calibrated and operational per Environmental Protection Agency (EPA) methods and National Environmental Laboratory Accreditation Program (NELAP) certifications. The contractor shall provide the required services in accordance with (IAW) applicable guidance/regulations and/or manufacturer’s maintenance manuals.

GENERAL REPAIRS

Contractor shall be on-site within 48 hours of Government notification (24 hours preferred) and respond to an unlimited number of service calls and provide telephone support. The contractor response time must be 48 hours or less due to the laboratory analysis of EPA samples. Once these samples are received, they must be completed within 7-14 days (including weekends) per EPA regulations. Contractor response times over 48 hours, time to get parts and time to repair the instrument could push the available sample analysis time over the required 7-14 day limit. This would then require samples to be destroyed and re-sampled which would not be cost, time, or resource effective.

All parts (excluding consumables) labor, and travel will be included in the contract price. Contractor shall perform one (1) on-site Preventive Maintenance, where applicable per analytical instruments, yearly during the Period of Performance (POP), IAW OEM requirements, and approved by the 809 Maintenance Support Squadron (MXSS) Facility Engineer (FE).

SPECIAL REQUIREMENTS

The contractor shall be able to fully service, repair, support and calibrate each model and instrument listed above on one complete service contract. The contractor shall be able to perform repairs and updates to all OEM software installed on the instruments listed above. The contractor shall use new OEM factory recommended replacement parts. The contractor must be International Organization for Standardization (ISO) 9001:2008 & ISO/International Electrotechnical Commission (IEC) 17025-2005 certified. The contractor must provide documentation to the Contracting Officer (CO) with proposal showing service technicians have OEM factory training and certification to repair/service Agilent Gas Chromatographs/Mass Spectrometer (GC/MS) systems. (CDRL A003)

SERVICES SUMMARY

** Validated customer complaint – A customer complaint that is reviewed, documented, and confirmed via a Corrective Action Report (CAR).

CONTRACT DATA REQUIREMENTS (CDRL)

Contract information data shall be delivered electronically in accordance to the corresponding requirement for each Data Item listed in Table 4-1 (below). The contractor shall have no more than one error per quarter for all CDRL submittals. The contractor shall submit CDRLs according to the due date indicated and have no more than one CDRL per quarter submitted after the identified due date. Grammatical errors do not count as an error. Substantive mistakes shall be corrected within two working days and corrective action taken to prevent recurrence of inaccurate late CDRLs.

GENERAL INFORMATION

BASE ACCESS

Contractor will schedule all visits and coordinate Base entry by contacting Mitch Smolcha, Mitchel.Smolcha@us.af.mil, (801) 586-4543, or Rhodora Niel, Rhodora.Niel@us.af.mil, (801) 586-4526.

SAFETY AND HEALTH STANDARDS

System Safety Program Plan. The contractor shall implement a safety program that ensures protection of Government personnel and property (See Appendix C. As part of the Safety Program the contractor shall establish a Safety Plan IAW Appendix C of this PWS. The contractor shall submit the Safety Plan within fifteen (15) days after contract award. (CDRL A001)

HOURS OF OPERATION

Normal Hours of Operation: The contractor shall perform the services required under this contract during the following hours: Monday through Friday 0630–1800 – FEDERAL HOLIDAYS and other base closures.

Federal Holidays: Unless otherwise required by the Government, the contractor shall not have access to Government facilities on the following federal holidays: New Year’s Day, Martin Luther King’s Birthday, Washington’s Birthday, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans’ Day, Thanksgiving Day, and Christmas Day. If a holiday falls on Saturday, it is observed on Friday and working hours are Monday through Wednesday for that week. If the holiday falls on a Sunday, it is observed on Monday. Any other circumstances that may prompt base closure, such as Days of National Mourning, may also restrict opportunity to perform the exchanges. In the event of a base closure, exchanges shall be performed on the next business day. There may also be up to six Air Force Material Command (AFMC) Goal Days and four Wingman Days per year awarded to Government civilian employees, as well as possible weather related days and Government directed holidays. On these days, the contractor shall not generally be required to work and the Government shall not be billed for work not performed.

Recognized Holidays. The contractor is not required to provide services on the following days: New Year’s Day, Martin Luther King Day, Presidents Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Days, Thanksgiving Day, and Christmas Day. If the Holiday falls on a Saturday, it will be observed on Friday. If the Holiday falls on a Sunday, it will be observed on Monday.

NOTE: Good Friday is regarded as a holiday by the Utah Wage Determination; however, Good Friday is not a Federal Holiday so the Government facilities will be open for work that day. The contractor shall plan on employees working business as usual on that day, unless the Government supervisor or section chief determines that such services are either unnecessary or will be less than a full normal workday.

Down Days/Weather Days: The Government will notify the contractor when official notice has been given for Energy/Weather Down days. The contractor is not expected to work on any Energy/Weather Down days.

Rescheduling: Down Days/Weather days may be rescheduled if surge/emergency operations require Weekends/Holidays: Not normally expected to work weekends or holidays.

ENVIRONMENTAL

The contractor shall ensure their employees are made aware that the performance of these services will occur in industrial areas. The industrial complex at Hill Air Force Base has the potential to expose workers to hazardous materials, which may include, but are not limited to, hexavalent chrome, cadmium, beryllium, lead, etc. While the contractor will not perform duties in a marked and signed regulated area (where exposures are expected to exceed the permissible exposure limits set by OSHA, there may be contact hazards with these materials during cleanup of dust, metal shavings, etc. The contractor shall ensure proper protective measures and training is taken to ensure contracted employees are protected from these hazards.

Compliance with Laws and Regulations. The contractor shall be knowledgeable of and comply with all applicable Interstate, Federal, State, and Local laws, regulations, and requirements regarding environmental protection. In the event environmental laws/regulations change during the term of this contract, the contractor is required to comply as such laws come into effect. If there is an increase or decrease in cost as a result of the change, the contractor shall inform the CO pursuant to notice requirements and negotiate a modification to the contract.

Notification of Environmental Spills. If the contractor spills or releases any substance contained in 40 CFR 302, including hazardous materials, into the environment, the contractor or its agent shall immediately call 911. If the call is made from an on base phone it will go directly to Hill AFB dispatch. If using a cell phone it will go off base, ask the 911 dispatcher to be transferred to Hill AFB. The liability for the spill or release of such substances rests solely with the contractor and its’ agent.

The contractor shall maintain current Material Safety Data Sheet (MSDS) documents for all chemicals used in maintaining and operating the system, IAW Appendix C of this PWS.

HAZARDOUS MATERIALS MANAGEMENT

The contractor shall ensure all Hazardous Materials (HM) used during Technical Order (TO) performance are inventoried, labeled, tracked, managed, and issued under the direction of, and working through, the established Hazardous Material Cell (HazCell) in building 1256.

Material Storage and Use. The contractor shall use HM in the process and manner for which it is intended by the manufacturer and as authorized by the HazCell. The contractor shall follow manufacturer’s guidelines and professional recommendations for control of humidity, temperature, cleanliness, and materials handling. This includes the handling, tracking, and storage of hazardous materials, as well as flammable and combustible liquids as identified in AFI 32-7086, AFI 32-7086 Hill Supplement, and AFI 91-203 Chapter 22 and NFPA 30. The contractor shall practice (at all times) housekeeping/storage methods and procedures of material/work residue to ensure items do not migrate out of the immediate work area to become a potential Foreign Object Debris (FOD) or fire hazard.

The contractor shall remove all HM from the work site and the end of a work shift. HM must be in the employee’s possession during use and must be removed from the base at the end of each shift. HM for use shall only be transported, stored, and used on base from its original container, with the yellow sticker issued by the HazCell affixed to the container.

Spent or used HM generated as a result of the services provided will be carefully collected and transferred to a suitably sized collection container. The collection container must be labeled with the contents, date, company name, responsible point of contact, and phone number. The contractor shall ensure that empty HM containers or other refuse is not discarded in a Government refuse can or dumpster. The contractor shall manage its generated waste IAW applicable federal, state and local laws when disposing of wastes.

The contractor shall use rags instead of absorbent pads or “kitty litter” to clean the work site. Rags are considered tools and shall be accounted for IAW the tool and FOD instructions contained in this document.

Basic Hazardous Material Management Process (HMMP) training (Course #587) shall be completed prior to contractor personnel transporting or using any potentially hazardous materials on the installation.

The contractor shall comply with asbestos and/or lead-based paint survey instructions, as provided by the Process Engineer.

QUALITY CONTROL PLAN

The contractor shall establish a complete Quality Control Plan (QCP) to ensure the requirements of this contract are provided as specified. The contractor's quality management program shall comply with the minimum quality management systems elements specified in the American National Standards Institute (ANSI), American Standards Organization (ASO), and International Standard Organization (ISO) family of standards. The report shall be submitted to the 309 MXSG Lead Analytical Chemist, NLT 30 days post contract award. (CDRL A002)

QUALITY ASSURANCE

The 309 MXSG Lead Analytical Chemist or alternate(s), will perform assessments of the contractor’s performance. Subsequent to contract award, specific name and contact information of the 309 MXSG Analytical Chemist(s), with a letter defining duties and authority will be furnished to the contractor.

The 309 MXSG Lead Analytical Chemist or alternate(s) will inform the task manager in person when discrepancies occur and will request corrective action. The 309 MXSG Analytical Chemist or alternate(s) will make a notation of the discrepancy on the assessment checklist with the date and time the discrepancy was noted and will request the task manager (or authorized representative) to initial the entry on the checklist.

The government may inspect each task as completed or increase the number of quality control inspections if deemed appropriate because of repeated failures discovered during quality control inspections or because of repeated customer complaints.

Any matter concerning a change to the scope, prices, terms or conditions of this contract shall be referred to the CO.

FOREIGN OBJECT DAMAGE (FOD) AND TOOL CONTROL

The contractor shall follow the applicable guidance in chapters/paragraphs/ sections of AFI 21-101 and HQ AFMC, HAFB, and OO-ALC supplements to the AFI 21-101 concerning base tool (chapter 10 section B), and FOD control policies (chapter 14, and sub paragraphs designated as 41), daily. Cloth rags are considered tools and will follow the same regulations and procedures as tools.

If tools, and/or equipment are lost rags are considered tools), the contractor will report the loss to the 309 MXSG Analytical Chemist no later than two hours after discovery. If tools are lost or not accounted for, then the contractor shall implement the lost tool procedures of AFMC supplement to AFI 21-101, chapter 10, section B.

Contractors performing functions in industrial areas on the center shall have a method for controlling and accounting for all tools used. All contractors working on the center shall inventory their tools at the beginning and end of each shift and at the end of each task to check for any lost or missing tools.

The contractor shall follow control/restrictions of cell phones and personal electronic devices within designated high potential FOD areas (reference chapter 1 sub paragraph 35, Communication) of AFI 21-101 and HQ AFMC, HAFB, and OO-ALC supplements.

APPENDICES

A. ACRONYMS AND ABBREVIATIONS

B. EQUIPMENT LIST

C. SAFETY, FIRE PROTECTION AND HEALTH SPECIFICATION INDUSTRIAL SAFETY REQUIREMENTS

APPENDIX A – ACRONYMS AND ABBREVIATIONS

APPENDIX B

EQUIPMENT LIST

Full service, maintenance, repair and calibration of the following equipment:

Agilent GCMS System (#1) Agilent 6890(G1530A/N) GC with Single S/SL Inlet – S/N CN10549057 Agilent G3172A, 5975C Turbo Pump, EI – S/N US54421769 OI 4552 Purge and Trap Autosampler-Archon (including Main Board) S/N -14384 OI 4660 Eclipse Purge & Trap Concentrator – S/N D550466456P

Agilent GCMS System (#2) Agilent 7890B (G3440, G3442) GC with Single S/SL Inlet – S/N US13413020 Agilent G7039A, 5977A MSD with Performance Turbo Pump, EI – S/N US1341M219 OI 4552 Purge and Trap Autosampler-Archon (including Main Board) S/N -14572 OI 4660 Eclipse Purge & Trap Concentrator – S/N C509466080P Agilent 7693A G4513A Autosampler Injector – S/N US13290869

Agilent 7890 GC System (#3) Agilent 7890B (G3440) GC with Single S/SL Inlet Single FID – S/N US13333016 Agilent 7693A G4513A Autosampler Injector – S/N US13420929

APPENDIX C

SAFETY, FIRE PROTECTION AND HEALTH SPECIFICATION

INDUSTRIAL SAFETY REQUIREMENTS

OGDEN AIR LOGISTICS COMPLEX

UNITED STATES AIR FORCE

HILL AIR FORCE BASE, UTAH 84056

Gas Chromatograph/ Mass Spectrometer (GC/MS)

24 Sep 20

OO-ALC/SE

TH200904

SECTION I - GENERAL REQUIREMENTS

A. Safety Program Requirements.

The contractor will implement a safety program plan that ensures protection of Government personnel and property. The program will consist of, as a minimum:

1. Mishap reporting, as defined in paragraph B1 below.

2. A Safety Plan that addresses, as a minimum, the subjects listed in Section II –Specific Requirements, and will be used during the performance of the work described in the contract. The Safety Plan will be accepted by OO-ALC/SE (Safety Office) prior to commencement of any work described in this contract.

3. Routine and recurring surveillance to ensure the safety requirements of this contract are enforced.

4. Competent personnel to provide surveillance of the Safety Plan.

5. Identification of segregated work site locations for operations that cannot be co-mingled with general industrial operations and the process for ACO approval of operations and changes at these specific sites.

6. All contractor personnel shall be trained and qualified to perform their duties safely.

7. The contractor shall include a clause in all subcontracts requiring the subcontractors to comply with the safety provisions of this contract, as applicable.

B. Mishap Notification

1. The contractor shall notify OO-ALC/SE (801-586-6038) or the Hill AFB Command Post (801-777-3007) after normal duty hours, and the designated Government Representative (GR), i.e., the ACO, PCO, or DCMA COR within one (1) hour of all mishaps or incidents at or exceeding $2,000 (material + labor) in damage to DOD property entrusted by this contract, even if the Government is wholly or partially reimbursed. This notification requirement shall also include physiological mishaps/incidents. A written or email copy of the mishap/incident notification shall be sent within three calendar days to the GR, who will forward it to OO-ALC/SE. For information not available at the time of initial notification, the contractor shall provide the remaining information no later than 20 calendar days after the mishap, unless extended by the ACO.

Mishap notifications shall contain, as a minimum, the following information:

(a) Contract, Contract Number, Name and Title of Person(s) Reporting

(b) Date, Time and exact location of accident/incident

(c) Brief Narrative of accident/incident (Events leading to accident/incident)

(d) Cause of accident/incident, if known

(e) Estimated cost of accident/incident (material and labor to repair/replace)

(f) Nomenclature of equipment and personnel involved in accident/incident

(g) Corrective actions (taken or proposed)

(h) Other pertinent information

2. The contractor shall cooperate with any and all Government mishap investigations. Additionally if requested by Government personnel or designated Government representative (GR), i.e., the ACO, PCO, or DCMA COR, the contractor shall immediately secure the mishap scene/damaged property and impound pertinent maintenance and training records, until released by safety investigators.

3. The contractor shall provide copies of contractor data related to mishaps, such as contractor analyses, test reports, summaries of investigations, etc. as necessary to support the Government investigation.

4. The contractor shall support and comply with the safety investigation and reporting requirements of AFI 91-204, Chapters 1 – 5.

C. General Safety Requirements:

Contractor personnel must receive Explosive Safety Awareness Training if their duties require entry into the Explosive Clear Zone. This training will be provided by the OO-ALC Safety Office. Contact Tom Caygle at 586-0081.

A Risk Assessment will be required prior to any work being accomplished, if munitions will remain in the facility.

Compliance with OSHA and other applicable laws and regulations for the protection of contractor employees is exclusively the obligation of the contractor. Note: The Government shall assume no liability or responsibility for the contractor's compliance or non-compliance with such requirements. The contractor shall furnish to each of his/her employees a place of employment, which is free from recognized hazards. The contractor shall brief his/her employees on the safety requirements of this contract and on hazards associated with prescribed tasks. The contractor is responsible for compliance with OSHA Public Law and the resultant standards identified within. In addition, the contractor is required to flow down the safety requirements/specification to all subcontractors. This applies to Federal Acquisition Regulation (FAR) 12 commercial acquisitions as well. This contract shall in no way require persons to work in surroundings or under working conditions which are unsafe or dangerous to their health. The contractor must coordinate and perform work so as not to impact the safety of Government employees or cause damage to government property. This requires providing personnel with protective equipment and associated safety equipment as may be necessary. The contractor must also protect personnel from hazards generated by the work. If the contractor employs BILINGUAL speaking employees, they must post bilingual signs and have written procedures for specific tasks in applicable languages.

SECTION II – SPECIFIC REQUIREMENTS

The contractor’s prepared Safety Plan shall:

· Demonstrate a management commitment to employee safety and health

· Identify applicable rules and regulations

· Identify the roles and responsibilities of Management, Supervisors, Employees and Safety Coordinator

· Identify work to be performed and location of expected operations

· Provide a description of safety program, safety monitoring responsibilities, organizational structure, and contact information for on-site personnel

· Include a work hazard analysis of the worksite and operations to be performed to include baseline hazard identification and required control measures

· Identify employee safety and health training requirements and the documentation process

· Include emergency response plans and procedures that relate to protection of Government personnel and property

· Include hazard reporting procedures and identify individual(s) responsible for the correcting identified hazards

· Identify first aid and injury procedures

· Identify procedures for accident reporting and investigation

· Identify the process for tracking controlled hazards in contractors work area

The contractor shall ensure that each element identified below is adequately addressed in detail in the safety and health plan:

PEDESTRIAN CROSSWALKS: All contractor personnel are required to use the closest crosswalk, or traffic controlled intersection when crossing the road. Pedestrians must look both ways to ensure the coast is clear before stepping out into the crosswalk. Pedestrians DO NOT have the right of way unless they are already in the crosswalk. Contractor vehicle operators have the same responsibilities as pedestrians, to share the road and mutually observe and yield to pedestrians.

MOTOR VEHICLES: Contractor shall comply with the standards in: DoD Directive 5525.4, Enforcement of State Traffic Laws on DoD Installations", Nov 2, 1981, Para 3-4; DODI 6055.4, DoD Traffic Safety Program; AFI 91-207, USAF Traffic Safety Program, 25 Jul 2019. Each applies to all persons at any time on an Air Force Installation and includes all leased, owned, or privatized property including housing areas. In addition: AFI 13-213, Airfield Management, 29 Jan 08, Paragraphs 1.3.6 and 4.4.2.1 applies to all contractors, sub-contractors, vendors, commercial delivery companies, and all other private business vehicles who operate anywhere on Hill Air Force Base, including the airfield (to include the industrial areas and any buildings or hangars located upon the airfield) in support of their mission.

HOUSEKEEPING: Housekeeping shall be conducted according to the requirements in OSHA Standard 29 CFR 1910.141. CLEAN AS YOU GO will be enforced.

The authorized Government Representative (OO-ALC Safety Office) shall accept/reject the contractor’s procedures within the Health and Safety Plan as meeting the intent of the below referenced standards, with the exception of Mishap Notification / Reporting Procedures, which are outlined in Section I, paragraph B of this Appendix C.

Element/Requirement Referenced Benchmark

Facility Fire Protection NFPA 13, 70, & 72 NFPA 409/410 AFI 91-203 Chapters 6, 22

Handling, Storage and use of Flammable/ NFPA 30, 33

Hazardous Material Management AFI32-7086 HAFBSUP 1

Storage and Materials Handling DoDI 4140.62 DoDI 4145.19-R-1 image1.jpeg