Retardant_Services_PWS_6-17-2019.pdf

PROCUREMENT SENSITIVE

DRAFT

Procurement Sensitive – Fire Retardant Services PWS 1

Performance Work Statement (PWS) for

Long-Term Fire-Retardant Support Services at Full-Service Air Tanker Bases

June 17, 2019

1.0 INTRODUCTION

The U.S. Forest Service (FS) seeks Contractor support to provide Long-Term Fire Retardant (LTFR) services at 35 full-service airtanker bases (ATB) for the FS.

2.0 BACKGROUND/PURPOSE

The current national LTFR contract supports 71 ATBs for the FS, Bureau of Land Management (BLM), and Bureau of Indian Affairs (BIA). There is a mix of two types of bases – full-service and bulk bases. For full-services bases, the Contractor delivers LTFR and provides labor and use of equipment for ATB operations. At bulk bases, the incumbent delivers LTFR while the Government provides labor and equipment for ATB operations.

Currently, the LTFR and services are being purchased under a single contract with Perimeter Solutions LP. The LTFR is qualified and approved on the Qualified Products List (QPL) in accordance with USDA, USFS Specification 5100-304c - Long Term Retardant, Wildland Firefighting with amendments. Accordingly, the LTFR will continue to be purchased under a separate contract.

The LTFR comes in various packaging types designed for specific FS locations (2,000lb super sacks, 2,000lb Phos-Bins, Bulk Trailers, Silos, liquid tanker trailers). Each type of product has specific handling requirements (forklifts, auger systems, pressurized tanks, off-load pumps).

Both liquid concentrate and powder products have a range of salt content (8.0 – 14.50) and viscosity (95 – 800 centipoise) and other characteristics which are specified in USFS Specification 5100-304c. With these varying qualities in each product, specific equipment for each location must be used to achieve the desired results.

This PWS has been developed to provide for the delivery of services to the 35 full-service ATB locations upon delivery of the retardant.

3.0 ATTACHMENTS

• Attachment A - List of Full-Service ATBs

4.0 SCOPE

This is planned to be an indefinite quantity acquisition that provides for performance of technical services upon the delivery of the LTFR to full-service ATBs and this PWS describes the basic services and the equipment that are required in Attachment A. Delivery or performance shall be

Procurement Sensitive – Fire Retardant Services PWS 2 made only as authorized by orders issued in accordance with the Ordering clause. Subject to any limitations in the Order Limitations clause or elsewhere in this contract, the Contractor shall furnish to the Government services specified in the Schedule and called for by orders. The Government may issue orders requiring delivery to multiple destinations or performance at multiple locations. Unless modified by the order itself, the applicable performance requirements contained in this PWS shall apply to individual orders.

5.0 GOVERNMENT FURNISHED PROPERTY

The Government may provide Government furnished property to the Contractor at the bases. The list of Government Furnished Property will be provided in any future solicitation for this effort.

Government furnished property is intended to be available at the start of the Period of Performance. Contractors are encouraged to visit the various ATBs to verify information provided in future solicitations.

6.0 CONTRACTOR FURNISHED PROPERTY

The Contractor shall furnish continuous flow or batch mixing equipment that is not owned by the agency and available at the base to handle, store, mix, recirculate, load, and off-load the LTFR, as directed. A Contractor-furnished equipment list shall be submitted with any subsequent proposal. The following equipment requirements may apply at any of the ATBs:

a) Handling equipment (i.e. Forklifts), blending equipment, storage equipment, water systems, recirculation equipment, retardant dispensing pump, above ground pipe, manifold, fittings, hose, and valves necessary to mix and load aircraft and off load to meet minimum requirements, as directed.

b) The Contractor shall provide a sampling valve for quality assurance testing. The Contractor shall provide instruments (i.e., Refractometer, Marsh Funnel) and materials needed to measure specific gravity and viscosity of retardant solutions.

c) Some ATBs may require extensive Contractor-furnished equipment. A site visit is advisable to establish the Contractor-furnished equipment needs.

d) The Contractor shall install, maintain and secure all Contractor-furnished equipment such that during proper operation of the equipment, contamination will not occur.

e) The Contractor shall provide environmentally acceptable spill containment systems.

f) The Contractor furnished equipment shall be sufficient to meet the daily peak demand as specified.

6.0 REQUIRED SERVICES-See Section VIII for performance standards related to each of the following service areas.

1: Project Management Outcome: The highest quality contract project management support is provided to the Forest

Service to ensure efficient and effective delivery of services.

The Contractor must:

1.1 Be responsible for project management for its effort including, but not limited to:

a. Meeting:

i. PWS performance standards.

ii. Deadlines included in the PWS.

Procurement Sensitive – Fire Retardant Services PWS 3

b. Managing and training personnel. Each ATB is unique in its operational procedures outside of LTFR handling procedures. The Contractor must be familiar with and follow base operations plan as required. Contractor must provide fully trained personnel to provide the services of storage mixing and delivery of the Contractor’s LTFR system. The Contractor’s site manager (Mix-Master) must be trained in comprehensive care of product, equipment, staffing, and troubleshooting of issues which may arise during operations. Retardant loaders will be trained in multiple base tasks following OSHA guidelines for safety and industrial hygiene. This will include personal protective equipment (PPE), aircraft loading, aircraft hot loading, equipment maintenance, documentation, and specific Agency required procedures.

c. Ensuring the proper maintenance of government-furnished property and the timely and efficient supply of Contractor-furnished equipment.

d. Ensuring the safety and security of site operations pertaining to these requirements.

1.2 Facilitate a kickoff meeting between the Contractor, FS, and other appropriate government offices. The meeting can be in person, telephonic or video by mutual agreement. This meeting will establish certain expectations and protocols between the Contractor and the FS, including communications, ordering and inspection procedures.

1.3 Coordinate with FS Contracting Officer Representative (COR), and designated ordering officials concerning all orders issued under the contract.

1.4 Submit a draft workplan that:

a. describes how each of the support services contained in this PWS will be performed,

b. contains detailed procedures for ensuring that all site operations pertaining to these services are conducted in a safe and secure manner,

c. contains a proposed methodology for reporting the status of delivery against orders issued under this contract.

1.5 Submit a final workplan that addresses FS comments.

Reporting

1.6 Provide progress reports in accordance with the approved workplan.

1.7 Facilitate a monthly meeting to review status and the most recent progress report.

2: Retardant Inventory Management Outcome: Retardant inventory levels are adequate to handle contemplated LTFR usage.

The Contractor must ensure that appropriate inventory levels of LTFR are maintained at each assigned ATB. This involves:

2.1 Monitoring the inventory level of retardant product at each ATB.

2.2 Assessing the need for additional retardant based on existing levels and contemplated needs that take into account retardant age and the likelihood of imminent fire incidents.

2.3 Coordinating with the Agency ATB manager to ensure the Agency orders Sufficient LTFR product.

2.4 Receiving and storing accepted LTFR in appropriate storage equipment constructed with materials to ensure product integrity, prevent spillage or outside contaminants from entering product. Storage tanks must have robust, internal recirculation systems consistent LTFR manufacturer requirements including pipe design, pump volume, and pressure output, which maintain the product in a homogeneous state during pre, post and required

Procurement Sensitive – Fire Retardant Services PWS 4 delivery periods. Internal tanks must be treated to protect LTFR product, equipment, and aircraft from tank degradation.

2.5 Operating an effective quality control program. Testing requirements include daily, weekly, and monthly testing of products when in use and not in use as required by Federal Contract and Lot Acceptance Quality Assurance (LAQA) program. Agency required samples include beginning of season, during season, end of season, and winter sampling may be required. All truck loads will be sampled prior to acceptance and must be in the acceptable range. All aircraft samples will be taken at reasonable intervals during operations (5-10 aircraft loads).

3: Retardant Mixing Outcome: Mixed retardant that is consistent with product requirements.

The Contractor must ensure that each ATB has an effective capacity and capability for mixing retardant. This involves:

3.1 Ensuring that the Mix-Master and other assigned personnel are appropriately trained.

3.2 Mixing the required amount of retardant in compliance with the required mix ratios and the manufacturer’s recirculation protocol.

3.3 Cleaning all spillages related to retardant mixing operations.

4: Loading Retardant Outcome: Efficient and effective operations that enable rapid response to fire incidents.

The Contractor must ensure that each ATB has an effective capacity and capability for rapidly loading retardant on Airtankers. This involves:

4.1 Ensuring that all personnel are trained concerning loading procedures that are consistent with each ATB’s base operations plan.

4.2 Immediately beginning pumping operations upon receipt of an order.

4.3 Using the appropriate equipment to load aircraft at the appropriate rate and to the appropriate amount.

4.4 Cleaning all spillages related to retardant loading operations.

4.5 Pumping retardant off an aircraft into an off-load tank if there is a need.

7.0 DELIVERABLES

The table below provides recommended timeframes for deliverable completed, but is negotiable based on the Contractor’s proposed methodology.

PWS

Task#

Deliverable Due Date

1.2 Kickoff Meeting Within 5 business days of contract

award

1.4 Draft Workplan Within 10 business days of the

kickoff meeting

1.5 Final Workplan Within 5 business days of receipt

of FS feedback

Procurement Sensitive – Fire Retardant Services PWS 5

1.6 Progress Report In accordance with approved

workplan

1.9 Monthly Meeting Monthly, in accordance with the

approved workplan

Delivery Address Deliverables must be submitted to the COR electronically.

Method of Delivery Electronic copies must be delivered using Microsoft Office suite of tools (for example, MS WORD, MS EXCEL, MS POWERPOINT, MS PROJECT, or MS ACCESS format), unless otherwise specified by the COR/designee. Reports must be provided in Microsoft Word.

Briefings must be provided in Microsoft PowerPoint. Electronic submission shall be made via email, unless otherwise agreed to by the COR/designee.

Government Acceptance Period Unless otherwise specified, the COR/designee will have ten (10) workdays to review draft deliverables and make comments. The Contractor will have five (5) business days to make corrections. Upon receipt of the final deliverables, the COR/designee will have five (5) business days for final review prior to acceptance or providing documented reasons for non-acceptance.

Should the Government fail to complete the review within the review period, unless the Government requests an extension, the deliverable will become acceptable by default.

The COR/designee will have the right to reject or require correction of any deficiencies found in the deliverables that are contrary to the information contained in the Contractor’s accepted proposal. In the event of a rejected deliverable, the Contractor will be notified in writing by the COR/designee of the specific reasons for rejection. The Contractor shall have five (5) workdays to correct the rejected deliverable and return it per delivery instructions.

8.0 PERFORMANCE REQUIREMENTS SUMMARY

Perf Std #

Required Service Performance Standards

Acceptable Quality Level

(AQL)

Monitoring Method

PS-1 Project Management.

Workplan is delivered in a timely manner and adequately addresses all required elements.

All assigned technical personnel meet training and experience requirements.

All government-furnished property is properly maintained and safeguarded.

Only minor issues noted in review of draft materials.

No deviation for final deliverable.

No deviation.

COR/designee review of deliverable.

review.

Procurement Sensitive – Fire Retardant Services PWS 6

Perf Std #

Required Service Performance Standards

Acceptable Quality Level

(AQL)

Monitoring Method

There are no safety incidents due to failure to follow approved procedures.

All orders are properly coordinated and managed.

Progress reports and monthly meetings are conducted as planned.

There are no more than two late progress reports/and or monthly meetings.

Feedback from ordering officials.

PS-2 Retardant Inventory management.

There are no shortages of retardant due to failure to monitor inventory levels and/or order necessary quantities in a timely manner.

Accepted concentrate and mixed powder retardant product is immediately placed in appropriate storage containers.

All the following testing requirements are met:

(a) every aircraft load for salt content (refractometer reading) as follows:

(i) Wet Concentrate Products – Sample and test at least 3 times during the loading operation, i.e. early in the loading, near middle of load, and late in the loading operation.

(ii) Dry Concentrate Products – Sample and test every aircraft load as it is being loaded into the aircraft.

(b) test for viscosity by taking samples every five (5) to ten (10) aircraft loads and analyzing the samples at the end of each day if the product is a thickened product.

Procurement Sensitive – Fire Retardant Services PWS 7

Perf Std #

Required Service Performance Standards

Acceptable Quality Level

(AQL)

Monitoring Method

(c) The base personnel shall re-circulate mixed and concentrated retardant as appropriate for the product.

(i) Each batch of mixed retardant made from dry powder concentrate shall be tested for salt content by refractometer reading and adjusted as necessary before transferring to storage tanks.

(ii) Mixed retardant will be tested for salt content by refractometer in the storage tank when additional mixed retardant is added. This usually occurs during active loading of aircraft.

(d) Test mixed retardant in storage for compliance with salt content and viscosity every 7 days following recirculation.

PS-3 Retardant Mixing.

Capability is maintained to provide retardant to two pits at least 150’ apart (not simultaneously).

All mix ratios are consistent with Long- Term Retardant for Wildland Fire Management requirements in Exhibit 5.

Immediate action is taken to:

a) wash spillage from loading ramps and keep retardant washed off the equipment.

b) clean up any concentrate or mixed solution that leaks, drips, or runs where equipment is set-up, including all tanks, hoses, nozzles, concentrate containers, etc. which creates an unsafe area or unsightly appearance.

PS-4 Loading retardant.

Begin pumping and loading operations within 3 minutes after an order is placed.

Procurement Sensitive – Fire Retardant Services PWS 8

Perf Std #

Required Service Performance Standards

Acceptable Quality Level

(AQL)

Monitoring Method

All aircraft are loaded to their contracted load capacity or as directed by the contracting officer.

Maintain capability to:

• Provide continuous flow loading capabilities for retardant delivery into the aircraft and any storage capacity necessary to meet the daily peak demand as specified.

• Load a minimum rate of 400 gallons per minute and maximum of 500 gallons per minute

• Load all Single Engine Airtankers at 200 gallons per minute capacity, only.

Use only aircraft loading nozzles that are 3-inch "Kamlock" type, or equal, equipped with shutoff.

Immediate action is taken to:

a) wash spillage from loading ramps and keep retardant washed off the equipment.

b) clean up any concentrate or mixed solution that leaks, drips, or runs where equipment is set-up, including all tanks, hoses, nozzles, concentrate containers, etc. which creates an unsafe area or unsightly appearance.

The pilot of the aircraft may request the aircraft not be filled to their contracted load capacity due to product remaining in tank or weight concerns.

Incentives: For meeting the AQL, the Contractor shall receive a Satisfactory performance rating in CPARS. For exceeding the AQL, the Contractor may receive a Very Good or an Exceptional performance rating in CPARS.

Procurement Sensitive – Fire Retardant Services PWS 9

Perf Std #

Required Service Performance Standards

Acceptable Quality Level

(AQL)

Monitoring Method

Disincentive: Any missed performance standard may result in a deduction from the total of the associated fixed price deliverable.

9.0 INSPECTION AND ACCEPTANCE

The Government will perform Inspection and Quality Assurance in accordance with the Performance Requirements Summary above. The Government has the right to perform periodic surveillance of the Contractor to ensure that the Contractor’s work products and quality control processes are in compliance with the contract requirements. The Government and the Contractor will coordinate Government surveillance in a manner that will not unduly delay or disrupt the Contractor’s performance of the contract.

10.0 PERIOD OF PERFORMANCE

This effort is planned to be a one-year base ordering period beginning upon contract award and may be extended by the exercise of up to four one-year options. Orders issued during the contract should have performance periods that end at the end of the respective ordering period.

11.0 PLACE OF PERFORMANCE

Services shall be provided at Full-Service ATBs listed in Attachment A.

12.0 TRAVEL

Travel is expected and part of the applicable firm fixed prices.

13.0 KEY PERSONNEL

At a minimum, the Contractor must propose the following position as Key Personnel:

Project Manager: The Contractor must designate a Project Manager (PM) as the single point of contact (POC) for Task Order management. The PM must have the authority to commit the Contractor and make decisions for the Contractor and must be the single Contractor representative responsible for all issues, concerns, or problems at the Task Order level. The PM must readily respond to questions, concerns, and comments. The PM must proactively alert the Government to potential contractual issues. This individual must have at least ten years of experience with workplace climate assessments. Although not required, prior experience with land management agencies should be noted.

The Contractor agrees that no Key Personnel substitutions or additions will be made unless necessitated by compelling reasons including, but not limited to, illness, death, maternity/paternity leave, or termination of employment. In such event, the Contractor must

Procurement Sensitive – Fire Retardant Services PWS 10 promptly provide the information required below to the COR for approval prior to any substitution or addition of Key Personnel. Proposed substituted Key Personnel must have qualifications that meet or exceed the qualifications of the persons replaced. Whenever possible, fully compliant requests for substitutions or additions must be submitted, in writing, to the COR for approval at least fifteen business days in advance of the proposed change. The COR will notify the Contractor within fifteen business days after receipt of all required information of the decision on substitutions or additions. All disapprovals will require re-submission of another substitution or addition within fifteen days by the Contractor.

Request for Key Personnel changes must provide a detailed explanation of the circumstances necessitating the proposed substitutions or additions, a complete resume for the person to be substituted or added, and any other information requested by the COR.

Noncompliance with the provisions of this clause will be considered a material breach of the terms and conditions of the contract for which the Government may seek any and all appropriate remedies, to include termination for default.

14.0 CONTRACTING OFFICER’S REPRESENTATIVE (COR)

The Task Order COR is identified below:

(Name and address, phone number, fax and e-mail address of the COR to be inserted upon award).

The COR monitors all technical aspects of the contract and assists in contract administration.

The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements to the Contracting Officer, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting contract or order.

Procurement Sensitive – Fire Retardant Services PWS 11

Attachment A-List of Full-Service Air Tanker Bases

Region-Bid Item-Agency-Base Required Delivery Period

Average Annual Gallons

Retardant Product

A-R1-01-BLM-Billings, MT 1 June - 15 September 296,749 LC95A-R (Lot #: 1051695-C) A-R1-02-FS-Helena, MT 7 July - 19 September 171,989 LC95A-R (Lot #: 1051695-C) A-R1-03-BLM-Miles City, MT 15 June - 15 September N/A LC95A-R (Lot #: 1051695-C) A-R2-01-FS-Durango, CO 15 May - 29 September 88,753 LC95A-R (Lot #: 1051695-C) A-R2-02-BLM-Grand Junction, CO 12 May - 1 October 190,116 LC95A-R (Lot #: 1051695-C) A-R2-03-FS-Rapid City, SD 1 June - 30 September 84,783 LC95A-R (Lot #: 1051695-C) A-R3-01-FS-Albuquerque, NM 29 April - 16 July 315,158 MVP-Fx (Lot #: 0403014-A/B) A-R3-02-FS-Ft. Huachuca, AZ 15 April - 18 July 310,760 MVP-Fx (Lot #: 0403014-A/B) A-R3-03-FS Phoenix-Mesa Gateway, AZ 15 April - 31 July 301,566 LC95A-R (Lot #: 1051695-C) A-R3-04-FS-Prescott, AZ 1 May - 29 July 162,262 LC95A-R (Lot #: 1051695-C) A-R3-05-FS-Winslow, AZ 3 May - 12 July 125,295 LC95A-R (Lot #: 1051695-C) A-R3-06-BLM-Safford, AZ 15 May - 17 July 139,000 LC95A-R (Lot #: 1051695-C) A-R4-01-BLM-Battle Mountain, NV 1 June - 30 September 237,160 LC95A-R (Lot #: 1051695-C) A-R4-02-FS-Boise, ID 1 June - 30 September 842,855 LC95A-R (Lot #: 1051695-C) A-R4-03-BLM-Cedar City, UT 15 May - 30 September 387,138 LC95A-FX (Lot #: 0439-076B) A-R4-04-FS-Hill AFB, UT 12 June - 12 October 220,204 LC95A-FX (Lot #: 0439-076B) / LC95A-R (Lot #: 1051695-C) A-R4-05-FS-McCall, ID 28 June - 30 September 279,360 LC95A-R (Lot #: 1051695-C) A-R4-06-BLM-Pocatello, ID 23 June - 7 October 509,941 LC95A-R (Lot #: 1051695-C) A-R4-07-BLM-Stead, NV 1 June - 30 September 326,495 LC95A-R (Lot #: 1051695-C) A-R4-08-BLM-Twin Falls, ID 15 June - 30 September 483,848 LC95A-R (Lot #: 1051695-C) A-R4-09-BLM-Winnemuca, NV 1 June - 30 September 156,411 LC95A-R (Lot #: 1051695-C) A-R4-10-BLM-Mountain Home, ID 15 June - 15 September 105,306 LC95A-FX (Lot #: 0439-076B) / LC95A-R (Lot #: 1051695-C) A-R4-11-BLM-Tooele, UT 1 June - 15 September 164,029 LC95A-FX (Lot #: 0439-076B) / LC95A-R (Lot #: 1051695-C) A-R5-02-FS-Chester, CA 15 June - 15 October 173,963 MVP-Fx (Lot #: 0403014-A/B) A-R5-03-FS-Fox Field (Lancaster), CA 1 June - 30 November 678,578 MVP-Fx (Lot #: 0403014-A/B) A-R5-04-FS-Fresno, CA 23 May - 31 October 548,780 MVP-Fx (Lot #: 0403014-A/B) A-R5-05-FS-Redding, CA 1 June - 31 October 1,003,294 MVP-Fx (Lot #: 0403014-A/B) A-R5-06-FS-San Bernardino, CA 29 May - 3 November 1,085,845 MVP-Fx (Lot #: 0403014-A/B) A-R5-07-FS-Santa Maria, CA 15 May - 15 November 1,164,600 MVP-Fx (Lot #: 0403014-A/B) A-R6-01-FS-Medford, OR 1 June - 15 October 371,119 LC95A-FX (Lot #: 0439-076B) / LC95A-R (Lot #: 1051695-C) A-R6-02-FS-Moses Lake, WA 10 June - 24 October 731,813 LC95A-R (Lot #: 1051695-C) A-R6-03-FS-Redmond, OR 1 June - 15 October 605,612 LC95A-R (Lot #: 1051695-C) A-R6-04-BLM-Burns, OR 1 June - 1 October 178,200 LC95A-FX (Lot #: 0439-076B) / LC95A-R (Lot #: 1051695-C) A-R6-05-BLM-Ontario, OR 1 June - 1 October 163,386 LC95A-FX (Lot #: 0439-076B) / LC95A-R (Lot #: 1051695-C)