PWS LAFB Traffic Light Maintenance.pdf

PERFORMANCE WORK STATEMENT

FOR

TRAFFIC SIGNAL

MAINTENANCE AND REPAIR

FA4800-24-Q-0022

633 CIVIL ENGINEERING

Langley Air Force Base Joint Base Langley-Eustis, VA

PWS FA4800-24-Q-0022 Traffic Light Maintenance and Repair 28 Feb 2024

TABLE OF CONTENTS

1.0. SCOPE OF WORK

2.0. DESCRIPTION OF SERVICES

3.0. GENERAL INFORMATION

4.0. SERVICES SUMMARY

5.0. GOVERNMENT AND CONTRACTOR FURNISHED PROPERTY, SUPPLIES AND

SERVICES

6.0. SERVICE CONTRACT REPORTING REQUIREMENTS MANPOWER REPORT

TECHNICAL EXHIBIT 1 - WORKLOAD

1.0. SCOPE OF WORK. The contractor shall provide all management, transportation, tools, supplies, equipment, and labor necessary to maintain and repair all traffic signals on Joint Base Langley-Eustis (JBLE), Langley Air Force Base (LAFB), Virginia (VA) in a manner that shall ensure continuous and reliable service. The requirement includes conducting annual inspections and preventive maintenance of traffic signal systems, responding to service calls 24/7, and adhering to the Manual on Uniform Traffic Control Devices (MUTCD), state and local transportation codes, commercial practices, and manufacturers' specifications. The contractor is also responsible for submitting detailed reports post-inspections and repairs, providing quotes for necessary repairs, and ensuring best pricing for parts required.

2.0. DESCRIPTION OF SERVICES. The contractor is tasked with performing a comprehensive range of services aimed at maintaining and repairing traffic signals at Joint Base Langley-Eustis (JBLE), Langley Air Force Base (LAFB), Virginia. The scope of these services encompasses annual inspections, ongoing maintenance, and prompt repairs of traffic signal systems. It is essential that the contractor's employees possess the requisite qualifications and experience in maintaining traffic signal systems. They must adhere to the Manual on Uniform Traffic Control Devices (MUTCD) and comply with state, local, and commercial codes and practices.

2.1. Annual Inspection: The contractor is required to conduct thorough annual inspections of all traffic signal systems at JBLE, LAFB. This includes a detailed examination of controllers, light heads, crosswalk lights and controls, sensor loops, and emergency vehicle pre-emption systems (EVP). Following each inspection, a comprehensive report documenting the condition of each traffic signal, maintenance performed, repairs needed, estimated costs, and inspection details must be submitted.

2.2. Maintenance: The contractor is responsible for performing preventive maintenance on each traffic signal as outlined in Technical Exhibit 1, to ensure their reliable and continuous operation.

This includes tasks such as aligning light heads, replacing bulbs and shields, repairing crosswalk buttons, and programming control timings. Additionally, the contractor is responsible for the upkeep of the fire department emergency traffic control system, ensuring all work aligns with MUTCD and other relevant codes and specifications.

2.3. Repairs. The contractor must promptly respond to all malfunctioning traffic signals and treat these as urgent service calls. The service entails diagnosing, troubleshooting, and repairing malfunctions immediately, if possible.

2.3.1. The contractor shall identify, in writing, all necessary repairs considered to be out of the scope of preventative maintenance as defined within this PWS. The contractor shall accomplish all work order tasks during normal duty hours; however, occasions may arise that require work to be accomplished outside of these hours. The contractor shall coordinate all routine work outside of normal duty hours with the COR and the CO.

2.3.1.1. In cases where immediate resolution is not feasible, the contractor is required to provide a detailed quote for repairs within 48 hours of the service call. This quote should include all necessary parts, labor, and associated costs; and must adhere to the financial thresholds for repair approvals as specified in the contract.

2.3.2. In sourcing parts, the contractor shall ensure they obtain the best possible prices and discounts from suppliers. The contractor shall not add a markup on their cost. The contractor shall provide a copy of the vendor invoice to the CO or Designated Government Representative (COR) depending on the amount of the repair.

2.3.2.1. In cases where part costs exceed $500, the contractor is obligated to obtain three quotes to demonstrate the best value. For transparency and accountability, vendor invoices are to be provided to the Contracting Officer or COR, depending on the amount of the repair. The contractor must follow the established approval process for parts purchasing as outlined in the contract. The contractor will be reimbursed for parts at cost.

2.3.3. The COR will approve each repair that has a total cost under $2,500.00 and the Contracting Officer (CO) will approve each service call/repair that has a total cost of $2,500.00 and greater. The contractor is not authorized to perform unscheduled work without the below approvals.

2.3.3.1. All work with the total cost of each repair under the micro-purchase threshold limit (currently $2,500.00) shall be approved by the COR first before the contractor is authorized to perform. The contractor shall repair the affected system or area within the mutually agreed upon time after notification.

2.3.3.2. All work with the total cost of each repair over the micro-purchase threshold limit (currently $2,500.00) is required to be approved by a CO to determine the price to be fair and reasonable. The process for CO approval is outlined below.

2.3.3.2.1. When the contractor identifies a repair that is estimated to cost $2,500.00 or more, the contractor shall contact the COR first and provide the COR with the scope of work for repairs.

The contractor shall not provide any pricing or estimates, for any repair that is estimated to cost $2,500.00 or more. The contractor shall only provide the scope of work to the COR.

2.3.3.2.2. The COR will submit a repair request to the 633 CONS Contract Specialist, who will then send a Request for Quote (RFQ) to the contractor.

2.3.3.2.3. The contractor shall provide their quote to the 633 CONS Contract Specialist, who will then coordinate with the COR to ensure technical acceptability. Once the COR provides their technical review to the 633 CONS Contract Specialist, a Letter of Direction (LOD) will be issued by 633 CONS for the contractor to begin the repairs. The contractor shall complete the repairs within the mutually agreed upon time stated in the LOD after the LOD notification. A minimum of three (3) quotes shall be submitted by the contractor for items that are not proprietary to the Original Equipment Manufacturer (OEM).

2.3.4. The contractor shall invoice for all repairs after the work is completed and submit all tickets for the work as one (1) attachment in Wide Area Work Flow (WAWF).

2.3.5. These services are critical for ensuring the safety and efficiency of the traffic signal systems at JBLE, LAFB. The contractor is expected to maintain a high standard of quality and responsiveness throughout the contract period, ensuring uninterrupted operation of these essential systems.

2.4. Deliverables. The contractor shall submit all deliverables in electronic form and shall produce reports using the Microsoft Office suite of applications. All deliverables must meet professional standards and the requirements set forth in contractual documentation. The contractor shall be responsible for delivering all end items specified.

Schedule of Deliverables Item Due Date

Contractor's Quality Control Plan (QCP) If applicable, include the Mission-Essential

Contractor Services Plan in the QCP NLT 10 business days after contract award

Current Employee Listing NLT 10 business days after contract award and upon change in personnel

3.0. GENERAL INFORMATION.

3.1. Hours of Operation. The hours of operation are 0700 to 1600 Eastern Standard Time (EST), Monday – Friday, excluding federal holidays. If the contractor wishes to perform any services outside of the normal hours of operation, the contractor shall coordinate with the Contracting Officer Representative (COR) and the Contracting Officer (CO) no later than one week prior to the scheduled event. In the event of emergency circumstances, accommodations may be made on a case-by-case basis.

3.1.1. Base Closure Days. If the Base Commander determines the base is closed due to snow, hurricane, or Acts of God, the contractor shall reschedule work planned for this time.

3.1.2. Federal Holidays. The Contractor shall not be required to work any of the following federal holidays:

New Year’s Day – 1 January Martin Luther King Day – 3rd Monday in January Washington’s Birthday – 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

3.1.2.1. If a holiday falls on Saturday, the preceding Friday shall be observed. If a holiday falls on Sunday, the following Monday shall be observed. If a holiday falls on a scheduled service day, the contractor shall be responsible for rescheduling services for the first day post the holiday observance.

3.2. Essential Contractor Service. The Government has identified all or a portion of the contractor services performed under this contract as essential contractor services in support of mission essential functions. The Government identifies all tasks and services outlined in paragraph 1 to be considered essential services. These services are not considered essential during exercises.

3.3. English Language Requirement. All contractor personnel shall read, understand, speak, and write English fluently.

3.4. Contract Manager. The contractor shall provide a Contract Manager, and an alternate, who shall be responsible for the performance of the work; these duties can be an additional duty.

These individuals shall have full authority to act for the contractor on all contract matters relating to the daily operation of this contract and shall be designated, in writing, to the Contracting Officer (CO). The alternate contract manager shall act for the contract manager when the manager is absent.

3.4.1. The contract manager, or alternate, shall be available within 2 hours to meet on the installation or by telecom with the CO and/or with other government personnel designated by the CO during normal duty hours to discuss issues or concerns.

3.5. Communication. Contractor personnel shall maintain open and professional communication with government personnel at all times. Complaints validated by the COR shall be reported in writing to the CO and the contractor for action. Failure of the contractor to take corrective action on validated complaints raised by the COR and the CO will be considered a failure to perform.

3.6. Appearance. Contractor personnel shall present a professional, conservative, and neat appearance. Contractor personnel shall report for duty in a professional manner, in appropriate attire, and having complied with socially acceptable standards of personal hygiene.

3.7. Contractor Identification. All contractor personnel attending meetings, answering Government telephones, or working in other situations where their contractor status is not obvious, are required to identify themselves as such to avoid being mistaken for Government officials. Contractors performing work at Government workplaces will provide their employees with an easily readable identification (ID) badge indicating the employee's name, the contractor's name, the functional area of assignment, and a recent color photograph of the employee.

Contractors shall require their employees to wear the ID badges visibly when performing work at Government workplaces. Contractor personnel must also ensure that all e-mails, documents, or reports they produce are suitably marked as Contractor products or that Contractor participation is appropriately disclosed. All signature blocks on e-mails shall indicate the Contractor's name.

All e-mail address lines shall include CTR in the address line.

3.8. Conflict of Interest. The contractor shall not employ any person who is an employee of the United States Government if the employment of that person would create a conflict of interest.

The contractor shall not employ any person who is an employee of the Department of the Air Force, either military or civilian, unless such a person seeks and receives approval in accordance with the Department of Defense (DoD) Directive 5500.7 and Air Force policy. If prior military, personnel must have been discharged under honorable conditions with no administrative actions taken against them.

3.9. Security Requirements for Unclassified Contracts. The contractor shall ensure the necessary pass and identification items required for contract performance are obtained for all personnel.

3.9.1. Listing of Personnel. The contractor shall maintain a current listing of personnel. The list shall include the employee’s name, social security number and level of security clearance. The list shall be validated and signed by the company’s Facility Security Officer (FSO) and provided to the sponsoring agency’s security manager, the COR, and the CO. An updated listing shall be provided when an employee’s status or information changes.

3.9.2. Base Access Passes. The contractor shall ensure that each employee obtains the following pass and identification items: all necessary cards, passes, buttons, decals, or other items required for access to the areas and the installation. Upon contract award and the replacement of any employees, the contractor will be required to complete a base access request form which will be submitted to the COR. The COR will submit the pass request to the 633d Security Forces Squadron (633 SFS) to obtain the necessary identification items. Upon approval of the pass request by 633 SFS, the contractor employee will be required to obtain any individual and vehicle identifications media at the 633 SFS Pass and Identification Section, 20 Nealy Ave (Bldg

5) on Langley AFB, VA.

3.9.3. Employee Clearance Requirements. As a minimum, contractor personnel must be able to obtain and maintain a TIER 1, favorable suitability/fitness determination under 5 CFR 731 or equivalent. The Government will submit background investigations for positions that require a Common Access Card (CAC) and/or IT access only. Prior to CAC issuance, an FBI fingerprint check must be completed without adverse comment and the T1 Investigation, or equivalent, must be initiated. CACs will not be issued before the fingerprint check results have been completed and the investigation has been opened/scheduled at Office of Personnel Management (OPM).

Contractor personnel receiving unfavorable T1 Investigations shall not be employed. The sponsoring Government agency will submit requests for investigation on AF Form 2583, Request for Personnel Security Action, at no additional cost to the contractor. The contractor shall comply with the requirements of DoDM 5200.02, AFM 16-1405 Personnel Security Program and AFI 33-119, Electronic Mail (E-Mail) Management and Use.

3.9.4. Physical Security (Security of Government Property). The contractor shall safeguard all government property, including controlled forms provided for contractor use. At the close of each work period, government equipment, facilities, and squadron assets and materials shall be secured.

3.9.5. Entry Procedures to Controlled/Restricted Areas. The contractor shall implement local base procedures for entry to Air Force (AF) controlled/restricted areas where contractor personnel will work.

3.9.6. Reporting Requirements. The contractor shall comply with the requirements of Volume 1, AFI 71-101, Criminal Investigations, and paragraph 1.1 of Volume 2, Protective Service Matters. Contractor personnel shall report to an appropriate authority any information or circumstances of which they are aware that may pose a threat to the security of DoD personnel, contractor personnel, resources, and classified or unclassified defense information. The contractor personnel’s immediate supervisor shall brief him/her upon initial on-base assignment and as required thereafter.

3.9.7. Retrieving Identification Media. The contractor shall return all identification media to the sponsoring agency’s security office, the COR, or the CO upon completion/termination of the contract or upon departure of any personnel during the course of the contract. Failure to do so may delay payment to the contractor. Final payment may be withheld until identification media is returned.

3.10. Traffic Laws. The contractor and/or contractor personnel shall comply with the installation traffic code as specified in Virginia State Law and Air Force Instruction (AFI) 31-218, Motor Vehicle Traffic Supervision (current edition). The Contractor and/or contractor personnel shall comply with current instruction on cell phone use while on any military installation.

3.11. Weapons, Firearms, and Ammunition. Contractor personnel are prohibited from possessing weapons, firearms, or ammunition on themselves, within their contractor-owned vehicle, or within their privately-owned vehicle while on any military installation. This prohibition includes any individual who may otherwise possess any legally issued concealed weapons permit.

3.12. Smoking in Air Combat Command (ACC) Facilities. Contractors are advised that the ACC Commander has placed restrictions on the smoking of tobacco products in ACC facilities.

AFI 40-102, Tobacco Use in the Air Force (current edition), outlines the procedures used by the commander to control smoking in our facilities. Contract personnel and visitors are subject to the same restrictions as Government personnel. Smoking is permitted only in designated smoking areas.

3.13. Environmental Management. Joint Base Langley-Eustis (JBLE) is dedicated to the conservation, protection, and enhancement of the environment. The contractor shall comply with all: federal laws and regulations; state and local laws, ordinances, and regulations; and Installation policies and procedures. JBLE Installation specific policies and procedures:

3.13.1. Joint Base Langley-Eustis – Langley Air Force Base. The contractor must comply with all provisions of the JBLE-Langley Environmental Special Conditions. You can review or download the document at http://www.jble.af.mil/Units/Air-Force/Langley-Environmental/ under the "Contracting-Compliance" heading. This is a living document that is updated periodically so ensure you have the latest version. If you have any questions, please contact your project manager or the 633d Contracting Officer first and have them contact the 633d CES Environmental Element on your behalf.

3.14 Operations Security (OPSEC). This contract has been determined to not have critical or sensitive information requiring an OPSEC Plan.

4.0. SERVICES SUMMARY (SS). The contract service requirements are summarized in performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimally acceptable levels of service required for each requirement. The SS and the contractor’s Quality Control Plan provide information on contract requirements, the expected level of contractor performance, and the expected method of Government surveillance and confirmation of services provided. These thresholds are critical to mission success.

Procedures as set forth in the Federal Acquisition Regulation (FAR) 52.212-4(a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance, will be used to remedy all deficiencies. The absence of any contract requirements from the SS shall not detract from its enforceability nor limit the rights or remedies of the Government under any other provision of the contract. The Government has the right to inspect all services required in the contract.

Performance Objective Reference

Paragraph Performance

Threshold Method of Inspsection

SS-1

Repair and Maintain Traffic Signals

2.2.

2.3.

No more than 1 discrepancy per month

Periodic Inspection

SS-2

Service Calls (0700 - 1600 Hrs, Monday - Friday)

3.1.

100% response in allotted time

100% Inspection

SS-3

Service Calls (Other Times)

3.1.

100% response in allotted time

100% Inspection of Sign In Procedures

4.1. Performance Evaluation. The purpose of the Services Summary is to define performance evaluation and payment procedures. The Performance Objective (column 2) describes what the Government will survey. Performance of a service will be evaluated to determine whether or not it meets the Performance Threshold (PT) of the contract. When the PT is exceeded, the COR will document the performance issue in a Corrective Action Report (CAR) or a Performance Assessment Report (PAR) and provide it to the Contracting Officer to finalize it and issue the report to the contractor.

4.1.1. The Government will periodically evaluate the contractor’s performance by appointing a representative(s) to monitor performance to ensure services are received. The government representative will evaluate the contractor’s performance through inspections of reports and contractor services documentation. The Government may inspect each task as completed or increase the number of quality assurance inspections if deemed appropriate because of repeated failures or because of repeated customer complaints. Likewise, the Government may decrease the number of quality assurance inspections if performance dictates.

4.1.2. If any of the services do not conform to contract requirements, the Government may require the contractor to perform the services again in conformity with contract requirements at no increase in contract amount. When the defects in services cannot be corrected by re-performance, the Government may:

- Require the contractor to take necessary action to ensure that future performance conforms to contract requirements; and

- Reduce the contract price to reflect the reduced value of the services performed.

4.1.3. Failing to meet the performance threshold as outlined in the SS for any of these performance objectives in any one-month period may result in an immediate Progress Meeting with the Multi-Functional Team (MFT). All remedies shall be in accordance with the FAR 52.212-4(a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance.

4.2. Quality Control. The contractor shall develop and maintain a quality control program to ensure services are performed in accordance with this contract and PWS. The contractor shall develop and implement procedures to identify and prevent non-performance and continual repeat of defective service. A written Quality Control Plan (QCP) shall be submitted to the CO and COR for review and feedback. The plan shall be submitted no later than 10 working days after award. The plan shall specifically address the contractor’s strategy to provide quality workmanship, continual process improvement and for correcting deficiencies as required.

4.3. Quality Assurance. The Government shall inspect and evaluate the contractor’s performance to ensure services are received in accordance with requirements set forth in this contract. The COR shall inspect by watching actual task performance, physically checking an attribute of the completed task, checking management information reports, investigating customer complaints, conferring with facility managers, or otherwise inspecting the task or its results to determine whether or not performance meets the standards contained in this PWS. The COR will record surveillance results. Results of the surveillance then become the official Air Force record of the contractor’s performance. When a performance threshold has not been met or contractor performance has not been accomplished, the COR will initiate a Corrective Action

Report (CAR) or Performance Assessment Report (PAR); and provide the Contracting Officer a Contract Discrepancy Report (CDR) for issuance to the contractor. The contractor shall respond to the CDR in accordance with instructions provided and return it to the Contracting Officer no later than the suspense given by the CO.

4.4.Surveillance Methods.

4.4.1. 100% Surveillance. This method requires the COR to inspect the service each time it occurs. Results shall be annotated on the inspection checklist. Any deficiency shall be documented, and the contractor shall re-perform service as directed by the COR. Any unsatisfactory inspection identified but re-performed acceptably, shall still be counted as an unsatisfactory inspection for trending purposes.

4.4.2.Periodic Surveillances. This method requires the COR to employ a spot check style of evaluation based on the contractor’s schedule. Periodic surveillances will be conducted on a scheduled basis (daily, weekly, monthly, quarterly, semi-annual, or annually) and may be adjusted, based on quality trends. Any unsatisfactory inspection (defect) result shall be recorded, and the contractor shall re-perform the service after notification by the COR.

5.0 GOVERNMENT AND CONTRACTOR FURNISHED PROPERTY, SUPPLIES

AND/OR SERVICES.

There is no Government-furnished property for this Contractor that meets the intent of FAR Part 45. There is Government equipment that will remain in the control and accountability of the Government.

Equipment Inventory. An inventory of Government equipment to be used by the contractor to perform this requirement shall be done within five (5) calendar days after the start of the contract period, and not later than ten (10) calendar days before the completion of the contract period (including any option periods). The Contractor and CORs shall conduct a joint inventory of all Government equipment and the Contractor shall sign a hand receipt for all equipment provided by the Government. During joint inventory, any items of equipment missing or not in working order shall be recorded and the Contracting Officer notified in writing. The Contractor and the Government representative shall jointly determine the working order and condition of all equipment and document their findings on the inventory.

5.1. Contractor Furnished Items and Services. Except for those items or services specifically stated in this PWS to be government-furnished, the contractor shall furnish everything required to perform this contract in accordance with all of its terms and conditions. It is the contractor’s responsibility to ensure contractor personnel are familiar with and understand the contents of this PWS as well as the company’s handbooks/handouts, etc. prior to beginning work.

6.0. SERVICE CONTRACT REPORTING REQUIRMENTS MANPOWER REPORT

6.1. The Contractor shall comply with FAR 52.204-14 Service Contract Reporting Requirements when applicable.

TECHNICAL EXHIBIT 1

Estimated Workload Data

ESTIMATED WORKLOAD DATA

LOCATION TYPE OF EQUIP QTY UNIT

Elm St and Sweeney Blvd

Eagle Signal Controller, NC108A6, 8- phase 1 EA Traffic Control Technologies Conflict Monitor, LNM Series 1 EA ELTEC Time Clock , TC-12 1 EA EDI Load Switch, Mod 510 1 EA EDI Flasher, Mod 810 1 EA Loop Detector, Microsense 1 EA Loop Detector, Sarasota, 215B./235T. 1 EA Lamps, 69W/120v 3 EA

Sweeney Blvd, Nealy and Hammond Aves

Crouse-Hinds Controller, DM-800, 8-phase 1 EA Traffic Control Technologies Conflict Monitor, LNM Series 1 EA EDI Load Switch, #510 1 EA EDI Flasher, #810 1 EA Loop Detector, Sarasota, 215B.& 235T. 1 EA Loop Detector, Microsense 1 EA Lamps, 69W/20v 3 EA

Nealy Ave & Burrell St

Econolite Traffic Controller, 12-phase, ASC/2 1 EA Eberle Design Inc. Conflict Monitor, NSM-12 1 EA 4-Channel Loop Detector, LM304 1 EA Load Switch, Mod #200 1 EA Lamps, 69W/120v 3 EA

Sweeney Blvd and Holly St

Traffic Control Technologies controller, LMD9200, 8 Phase 1 EA Traffic Control Technologies Conflict Monitor Cat #8311A 1 EA Traffic Control Technologies master controller M3000E 1 EA 3M Opticom Priority Control Sys, 3M model 754 Phase Selector with a 3M model 760 Card Rack 1 EA Peek Technologies model #Sarasota 353T/MS loop monitors 7 EA Cross Walk Indicators 4 Heads

Cross Walk Call Buttons 4 EA

Nealy Ave, Rickenbacker Rd and Burrell St

Traffic Control Technologies controller, LMD9200, 8 Phase 1 EA Traffic Control Technologies Conflict Monitor Cat #8311A 1 EA Traffic Control Technologies master controller M3000E 1 EA 3M Opticom Priority Control Sys, 3M model 754 Phase Selector with a 3M model 760 Card Rack 1 EA EDI (Eberle Design Inc.) model #LM301t. loop monitors 8 EA Cross Walk Indicators 4 Heads Cross Walk Call Buttons 4 EA

B367, 87 Sweeney Blvd

Traffic Control Technologies controller, LMD8000 1 EA Conflict Monitor, EDI SSM-3L