SOW_Fire Protection System Maintenance_1JUL2024.pdf

Performance Work Statement for

Fire Protection System Maintenance

Kaena Point Satellite Tracking Station, Waianae, Hawaii

1 July 2024

1. GENERAL, Scope of Work: The Contractor shall provide all personnel, equipment, tools, supplies, supervision, and all other requirements to maintain the EST3 (UTC Fire and Security) fire protection system of the Kaena Point Satellite Tracking Station (KPSTS), Detachment 3, 21st Space Operations Squadron (Det 3, 21 SOPS) on the Island of Oahu, Hawaii, in a manner supporting safety, security and resilience. The Contractor shall furnish everything necessary, unless specifically provided, to maintain systems to effectively meet all relevant requirements. The Contractor shall perform to the standards in this contract and current regulations.

2. MAINTENANCE OBJECTIVES: Federal and State governments produce regulations and the

National Fire Protection Association (NFPA) produces standards for fire protections systems.

The serviced fire alarm system shall be maintained in accordance these or future revisions, expressly: NFPA 13, 25, 72, 92 and 110 as well as the original installation’s design intent and manufacturer specifications.

2.1. Schedule: The Contractor shall maintain and test the system according to the equipment manufacturers’ published maintenance task regime and tables of NFPA 72.

2.2. Components: The Contractor shall only install equipment that meets or exceeds specifications of replaced components and is compatible and meets the requirements of the Station. The Contractor may install Government Furnished Equipment (GFE) or install replacement equipment/appliances it may negotiate to furnish.

2.3. Safety: Safety is of the highest priority at KPSTS. The Contractor shall be alert and note any compromise to personnel safety that is addressable by the system and then bring resolutions to the attention of the Det 3, 21 SOPS Chief of Civil Engineering (CE).

2.4. Emergent Crisis: There may be unscheduled events, natural or man-made, extraordinary to this contract that require a prompt site visit of the Contractor to ensure continued fire protection services. If such an event is unable to be covered as a rescheduled normal visit, the Contractor shall provide an urgent visit service charge to be processed under a separate contract line item (CLIN) and secondary funding source.

3. SPECIFIC REQUIREMENTS: All equipment shall be checked and noted annually to certify system performance has not changed and then returned to normal operating condition.

Buildings shall be inspected for modifications, occupancy changes, changes in environmental conditions, device location/orientation, physical obstruction/damage/degradation and grime accumulation. Most equipment also requires periodic testing, the manufacturer’s schedule shall be followed, supplemented by NFPA 72 tables, a table follows with general information.

Any notable issues shall be resolved through consultation, by the Contracting Officer (CO).

3.1. Control Equipment: The Contractor shall verify a "system normal" condition (LED indicators, testing, etc.) for all control equipment (e.g. Control panels, remote booster panels, the central monitoring system, output and input modules, pre-action control panel, secondary/backup systems, etc.). Verify emergency control function interface device activation. Where an interface device is disabled or disconnected, verify it has been properly restored when finished. It shall ensure no change adversely effects equipment performance.

3.2. Supervising Station Alarm Systems -- transmitters (Radio - DART/RAT): Check/test all system functions and features. Verify receipt of all correct signals, including trouble signals, at the central monitoring station.

3.3. Emergency Communications Equipment (control unit fire/trouble signals): Verify a

"system normal" condition. Ensure no changes adversely effect equipment performance.

3.4. Power Supplies, Transient Suppressors, Uninterruptable Power Supplies (UPSs), Batteries, etc.: Verify all primary power supply functions, affirm lack of trouble indicators.

Disconnect all primary power and verify required trouble messaging. Verify backup power systems, charging and current conditioning function correctly. Ensure batteries fulfill current discharge/load supply requirements, perform load testing, check for leakage, voltage and replace as needed or following manufacturer recommendation.

3.5. Conductors: Test each circuit for correct indication (NFPA, Chapter 23, Sections 23.5,

23.6 & 23.7) at the control unit.

3.6. Initiating Devices: (smoke/heat/COx/duct detectors, tamper/water flow switches, manual pull stations, suppression systems, etc.): All alarm devices shall be serviced per the table in section 3.0 or NFPA requirement, whichever is stringent. a) Verify alarm panel device description/identification for accuracy. b) All initiation devices shall alarm within

90 seconds. Tamper Switches shall immediately activate supervisory signal at the control panel when checked. c) Verify correct operation under fault conditions. d)

Testing on all equipment shall be non-destructive if possible: fusible links removed, etc.

3.7. Notification Devices (Audible, Public Announcement, Textual, Visual, Exit Markers, etc.):

Periodically verify the operation of all notification appliances. Inspect annunciator equipment for any visible signs of damage or other changes adversely effecting performance.

3.8. Sprinkler Systems: At Bldgs. 10, 13, 19, 35, 38, 41, 39005, and 39011 a) Check for no visible water leaks or standing water (clogged drains). b) Test as required. c) Record all test data, static pressures, residual pressures. d) For dry sprinkler valve systems: check for proper air pressure per manufacturer’s cut sheet, check/operate compressor. Drain for a minimum of 4 hours following a valve trip test.

3.9. REPORTS AND RECORDS: A Summary of Service report is due to the Government by the time the Contractor submits his monthly invoice but, no later than 5 business days after the last day of the month. The Contractor shall certify the report is true and correct.

4. Site Operations:

4.1. Hours of Operation: The Contractor shall limit site work hours to Monday through

Friday between 7:00 AM and 3:30 PM. The Contractor will not access the installation on

Saturdays, Sundays, or Federal holidays without prior guidance.

4.2. Location: This Work includes KPSTS buildings 8, 9, 10, 13, 19, 35, 38, 41, 39005, 39006, 39009, 39011 and system communications between them.

4.3. Work Schedule: Annually, the Contractor shall prepare and submit a detailed work schedule for the pursuing year to the CO and Contracting Officer Representative (COR) based on the requirements established in this Statement of Work (SOW).

4.4. Safety: The Contractor shall obey all Air Force, Federal and State safety requirements.

4.5. Contingency Requirements: Upon declaration of increased security threat or other emergency condition, the Government may direct the contractor to alter its service schedule or temporarily suspend service. The Contractor shall maintain the capability to respond and complete its work within 24 hours of receipt of written notice. Normal services under this contract may be suspended from the time of notification until such contingency operations are completed.

4.6. Equipment Maintenance: All vehicles used in the performance of this contract shall comply with current local, state and federal requirements regarding licensing, inspection and registration. Vehicles shall be maintained to prevent the occurrence of any petroleum, oil & lubricant spillage. No vehicle leaking fluids is allowed on site. All test equipment shall be serviced and calibrated as recommended by the manufacturer or as required under regulation.

5. SERVICE DELIVERY SUMMARY: The following paragraphs and Service Delivery Summary (SDS) identify the performance objectives and performance thresholds for critical tasks associated with providing Fire Alarm System maintenance services in support of KPSTS. The SDS provides information on contract requirements and the expected level of contractor performance. The performance threshold indicates the minimum acceptable level of service required for each critical task. These thresholds are critical to mission safety.

5.1. Methods of Surveillance: Methods of surveillance will be developed based upon acceptance of the contractor’s Quality Control Plan, which establishes the metrics to be used. Using various methods of surveillance, a Government Quality Assurance Surveillance Plan (QASP) will be developed. The metrics and QASP will specify how inspection and acceptance of services is to occur. The metrics and QASP will be developed and finalized prior to the start of contract performance and revised on need.

5.2. Government Quality Assurance: Contractor performance will be inspected to determine if it meets contract standards. A variety of surveillance methods may be used. Primary methods will be customer complaint and periodic surveillance. The method of surveillance can and will be modified to meet the needs of customers and the performance level of the contractor.

5.3. Performance Evaluation: Performance of services will be evaluated to determine whether or not it meets the performance requirements of the contract. When the performance threshold is not met the QASP will initiate and the contracting officer will issue a Contract Discrepancy Report (CDR) to the contractor.

SERVICE DELIVERY SUMMARY

Performance Objective SOW Para.

Performance Threshold

Maintain all appliances as scheduled 2.2 Complaints/deficiencies shall not exceed 2 per annum.

Maintain cleanliness of all equipment and ensure it is in proper working order.

3 Complaints/deficiencies shall not exceed 2 per annum.

Provide records and reports as scheduled. 3.9 Complaints/deficiencies shall not exceed 1 per annum.

Provide for unscheduled services, contingency requirements and inclement weather as required in the SOW.

4.5 Complaints/deficiencies shall

not exceed 1 per annum.

6. GOVERNMENT RESPONSIBILITIES:

6.1. Provisions on Contracting Officer’s authority: The CO is the only person authorized to approve changes under this contract, and not withstanding any provision contained elsewhere in this contract, said authority remains solely with the CO. In the event the contractor effects any such change at the discretion of any person(s) other than the CO, the change will be considered to have been made for the Contractor’s convenience without authority, and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof.

6.2. Inspection: The Government has the right to inspect the Contractor’s performance and take appropriate action for nonperformance/unsatisfactory performance on any aspect of this contract. Government inspection will be accomplished based on periodic inspection or customer complaint as indicated in Section 5.

6.3. Liability: The Government shall not be held responsible for any damages to property or for injuries or death of persons, which might occur without fault on the part of the government as a result of, or incident to the performance of this contract.

6.4. Supervision: The Government shall not exercise any supervision or control over the

Contractor’s employees performing services under this contract. Such employees shall be accountable not to the Government, but solely to the Contractor, who is in turn responsible to the Government.

7. GENERAL INFORMATION:

7.1. Contract Management:

7.1.1. Contract Manager: Contractor shall continuously provide a dedicated contract manager who shall be responsible for all requirements in this contract. At the pre-performance conference the name of this person and one alternate, who shall act for Contractor when manager is absent, shall be designated in writing to the CO.

Contractor shall provide telephone numbers of contract manager and alternate(s) for other than normal performance hours.

7.1.2. Authority to Act: Contract manager or alternate(s) shall have full authority to act for

Contractor on contract matters relating to daily operation. Contract manager and alternate(s) must have knowledge of all facets of refuse collection and disposal operations under this contract.

7.1.3. Availability: A responsible contract representative shall be physically present and available to meet on the installation with the CO or CE during normal operating hours within sixty (60) minutes, or within three (3) hours outside normal operating hours.

7.1.4. Strike Plan: The Contractor shall formulate and submit a written work force strike plan to the CO for review and approval. This shall be accomplished no later than the pre-performance conference. The strike plan shall specifically address the contractor’s strategy to continue service during any labor disputes.

7.2. Contractor Employees:

7.2.1. Threat to mission: Contractor shall not employ persons for work on this contract if such employees are identified to contractor by the CO as a potential threat to health, safety, security, general well being, or operational mission of the installation and its population in accordance with DoDR 5500.7, Standards of Conduct.

7.2.2. Conflict of Interest: Contractor shall not hire employees of the United States

Government if employing such persons would create a conflict of interest, or the appearance of a conflict of interest. Contractor shall not employ any person who is an employee of the Department of the Air Force, either military or civilian, unless such person seeks and receives approval according to DoDR 5500.7, Standards of Conduct. Contractor shall not employ any person who is an employee of the Department of the Air Force if such employment would be contrary to policies in AFI 64-106, Air Force Industrial Labor Relations Activities, Para 3.

7.2.3. Employment of Military: Contractor is cautioned that off-duty active military personnel hired under this contract may be subject to permanent change of station (PCS), change in duty hours, or deployment. Military Reservists and National Guard members may be subject to recall to active duty. Abrupt absence of these personnel could adversely affect contractor's ability to perform; however, their absence at any time shall not constitute an excuse for non-performance under this contract.

7.2.4. Use of privately owned vehicles: Contractor personnel are required to comply with all current local, state and federal laws as well as installation regulations pertaining to operation of privately owned vehicles while on KPSTS.

7.2.5. Special Qualifications: All employees operating equipment under this contract shall meet all local, state and federal licensing requirements.

7.2.6. Employee Training: Contractor shall provide environmental, health and safety training to employees to ensure compliance with local, state and federal laws and regulations.

7.3. Quality Control (QC): The Contractor shall develop and maintain a quality control program to ensure refuse services are performed in accordance with commonly accepted commercial practices. The Contractor shall develop and implement procedures to identify and ensure non-recurrence of any defective services. As a minimum the Contractor shall develop quality control procedures addressing the areas identified in Section 2, Service Delivery Summary. Contractor shall submit a QC plan to the contracting office and when accepted, it will be incorporated into the contract. The Contractor shall designate and identify in writing, a dedicated QC Representative who may be required to provide weekly documentation of the performance of his quality control measures.

7.4. Quality Assurance (QA): The Government will periodically evaluate the Contractor’s performance by appointing a representative(s) to monitor performance to ensure the services being received meet contract standards. The Government representative will evaluate the Contractor’s performance through intermittent on-site inspections of the Contractor's QC program and receipt of complaints from installation personnel. The Government may inspect selected tasks as completed or increase the number of QA inspections when necessary because of repeated discrepancies discovered during earlier inspections or because of increased customer complaints. Likewise, the Government may decrease the number of QA inspections if performance so warrants.

The Government may receive and investigate complaints from various customers located on the installation. The Contractor shall be responsible for initially validating customer complaints. However, the Government representative shall make final determination of the validity of customer complaint(s) in cases of disagreement with customer(s).

7.5. Government Remedies: The CO shall follow FAR 52.212.4, Contract Terms and

Conditions – Commercial Items as is identified in the Schedule of this contract for contractor’s failure to perform satisfactorily or failure to correct non-conforming services.

7.6. Hours of operation:

7.6.1. Normal Hours of Operation: Normal hours of operation shall be as described in

Section 4.1 except for federal holidays as identified in 5 USC 1463.

7.6.2. Hours of Operation Other Than Normal: There may be situations that require Contractor to work other than normal operating hours. When Contractor’s access to a work area conflicts with an Air Force mission requirement, contractor shall advise the CO and schedule work to minimize disruption. Such scheduling, as mutually agreed, may require work to be accomplished at times other than during normal operating hours.

7.7. Security Requirements:

7.7.1. Station Access: KPSTS is a secure installation. An entry authorization list (EAL) is managed by the KPSTS Unit Security Manager and provided to the KPSTS Entry Control Guards (647th Security Forces Squadron, JBPHH). In order to access KPSTS, Contractor shall complete an Entry Access Request and coordinate with the CO two weeks in advance to ensure each employee is eligible and on the EAL.

Contractor shall notify the CO and KPSTS Unit Security Manager of any EAL modification requirements within 24 hours of contract termination or employee changes. Contractor personnel who are not on the EAL are not allowed on the installation.

7.7.2. Restricted Area access: Work in restricted areas is required to fulfill this contract. Access requires badged escort. The contractor shall request and schedule escort(s) at least three days in advance, as available, or provide its own qualified escort. The Contractor shall obtain and monitor assigned security badges as required. All security badges or passes shall be returned to the base POC daily upon leaving the Station.

7.7.3. Personnel roster: Contractor shall provide a proposed roster of personnel (includes contract manager and any alternate contract manager) to the CO no later than the pre-performance conference.

7.7.4. Installation Crime Prevention Program: Contractor shall participate in the

Installation Crime Prevention Program when required by the JBPHH Security Forces Commander or KPSTS Unit Security Manager.

7.8. Performance of Services During Crisis: Contractor shall follow CO instructions during times of declared emergencies by the national command authority or overseas combatant commander.

7.9. Conservation of Utilities: Contractor shall instruct its employees in utilities conservation practices. Contractor shall be responsible to operate under conditions that prevent waste of utilities.

7.10. Hazardous Spills: The Contractor shall immediately report spills or release of substances listed in 40 CFR 302 to KPSTS Communications Support (697-4222) in accordance with local procedures and similarly notify the CO and CE. Contractor shall be responsible for containment and environmental cleanup of any such spill.

7.11. Contingency plan: The Contractor shall submit an action plan in writing to the

CO prior to the start of the contract period. Plan should include such things as how KPSTS will receive uninterrupted service in the event of a vehicle break down, loss of manpower, or inclement weather.

8. Maps/Site Plans Attachment 1: Installation Map with location of buildings.