W50S8X20R0011_Polaris_Servicing_Combo_Attach-01_Performance_Work_Statement.pdf

THAT OTHERS MAY LIVE

Performance Work Statement Polaris Servicing

For the 129th Rescue Wing

129th Mission Support Contracting Po Box 103, Stop 28 Moffett ANGB, CA 94035

Table of Contents 1 Introduction

1.1 Scope

2 General Requirements

2.1 Non-Personal Services

2.2 Business Relations

2.3 Contract Administration and Management

2.3.1 Contract Management

2.3.2 Contract Administration

2.3.3 Personnel Administration

2.4 Subcontract Management

2.5 Contractor Personnel, Disciplines, and Specialties

2.6 Location and Hours of Work

3 Preventative Maintenance Program

3.1 Annual Preventative Maintenance Services

4 Special Requirements

4.1 Security and Safety

4.1.1 Security

4.1.2 Safety

4.2 Applicable Directives

4.3 Quality

4.3.1 Quality Assurance Surveillance Plan

4.4 Contractor Manpower Reporting Requirement

5 Services Delivery Summary 6 Deliverables 7 Definitions and Acronyms

7.1 Definitions

7.2 Acronyms

Polaris Servicing

1 Introduction The 129th Rescue Wing (129 RQW), located at Moffett Air National Guard Base (Moffett ANGB), California, is the only special mission wing assigned to the California Air National Guard (CA ANG). It is also one of only five such wings from over one hundred Air National Guard wings nationwide. As an Air National Guard wing, the 129th has two distinct missions—both of which are summed up by the Wing's motto of, "that others may live".

First, as a reserve component of the United States Air Force, the wing's federal mission is to train, prepare, and conduct worldwide combat search and rescue operations over land or water, in both hostile and permissive environments. Additionally, the 129 RQW provides agile combat support capabilities to Combatant Commanders anywhere in the world.

Second, as a component of the California Military Department, the 129th Rescue Wing's state mission is to support the Governor of California during state emergencies and contingencies by providing a wide range of capabilities, to include specialized search and rescue, and aerial firefighting.

1.1 Scope

The scope of this requirement is to obtain annual preventative maintenance and periodic repairs in support of the 129th Rescue Wing's fleet of Utility Task Vehicles (UTV). Under this requirement the Contractor shall develop and maintain a schedule for accomplishing all necessary maintenance and repair tasks. Additionally, the Contractor shall provide all equipment, materials, supervision, manpower, and workmanship necessary to ensure that the UTVs are properly maintained In Accordance With (IAW) the manufacturer's suggested maintenance schedule. Contractor shall be responsible for coordinating and furnishing all transportation to-and-from the Contractor's facility.

2 General Requirements This section describes the general requirements for this effort. The following sub-sections provide details of various considerations on this effort.

2.1 Non-Personal Services

The Government shall neither supervise contractor employees nor control the method by which the contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual contractor employees. It shall be the responsibility of the contractor to manage its employees and to guard against any actions that are of a personal nature, or give the perception of personal services. If the contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the Contractor's responsibility to notify the Contracting Officer (KO) immediately.

2.2 Business Relations

The Contractor shall successfully integrate and coordinate all activity needed to execute the requirement. The Contractor shall manage the timeliness, completeness, and quality of problem identification. The Contractor shall provide corrective action plans, proposal submittals, timely identification of issues, and effective management of subcontractors (if applicable). The

Contractor shall seek to ensure customer satisfaction and professional and ethical behavior of all Contractor personnel.

2.3 Contract Administration and Management

The following subsections specify requirements for contract, management, and personnel administration.

2.3.1 Contract Management

The Contractor shall establish clear organizational lines of authority and responsibility to ensure effective management of the resources assigned to the requirement. The Contractor shall maintain continuity of services performed under this requirement.

2.3.2 Contract Administration

The Contractor shall establish processes and assign appropriate resources to effectively administer the requirement. The Contractor shall respond to Government’s requests for contractual actions in a timely fashion. The Contractor shall have a single point of contact between the Government and Contractor personnel assigned to support this effort. The Contractor shall assign work effort and maintaining proper and accurate time keeping records of personnel assigned to work on the requirement.

2.3.3 Personnel Administration

The Contractor shall provide the following management and support as required. The Contractor shall maintain the currency of their employees by providing initial and refresher training as required to satisfy PWS requirements. The Contractor shall provide administrative support to employees in a timely fashion (time keeping, leave processing, pay, emergency needs, etc.).

2.4 Subcontract Management

The Contractor shall be responsible for any subcontract management necessary to integrate work performed on this requirement and shall be responsible and accountable for subcontractor performance on this requirement. The prime contractor will manage work distribution to ensure there are no Organizational Conflict of Interest (OCI) considerations. Contractors may add subcontractors to their team after notification to the KO or Contracting Officer Representative (COR). Cross teaming may or may not be permitted.

2.5 Contractor Personnel, Disciplines, and Specialties

The Contractor shall accomplish the assigned work by employing and utilizing qualified personnel with appropriate combinations of education, training, and experience. The Contractor shall match personnel skills to the work or task with a minimum of under/over employment of resources. The Contractor shall provide the necessary resources and infrastructure to manage, perform, and administer the contract.

2.6 Location and Hours of Work

All work performed under this PWS shall be accomplished at the Contractor’s place of business—no repair services are authorized to be conducted at Moffett ANGB without the express written consent of the Contracting Officer.

Government employees and military personnel typically work between eight (8) to ten (10) hours per day, not to exceed forty (40) hours per week; the number of workdays in each week varies according to their work schedule. Flextime workers start not earlier than 0600 and not later than 0900 with core hours of work being between 0900 and 1500 daily. The Contractor shall coordinate all pickup and drop-off activities with the COR no later than two (2) business days prior to arriving at Moffett ANGB.

3 Preventative Maintenance Program Performance Standards

a) STD: Contractor adequately maintains and adheres to preventative maintenance schedule.

AQL: Contractor is not delinquent in reporting deviations/updates to schedule no more than two (2) occurrences per year.

b) STD: Contractor is on time in picking up and dropping off vehicles.

AQL: Contractor does not fail to pick up/drop off vehicles within two (2) hours of scheduled time no more than two (2) times per year without prior notice.

The Contractor shall develop and maintain an inspection and preventative maintenance program for the 129 RQW’s fleet of Polaris (brand) Utility Task Vehicles (UTV). The Contractor-developed program shall establish a timeline for accomplishing all manufacturer-prescribed preventative maintenance tasks and ensure that the UTVs remain in a mission-capable state.

To aid and assist the Government in ensuring that vehicles are serviced at the appropriate point, the Contractor shall provide the Contracting Officer Representative (COR) with an electronic, written schedule that tracks each vehicle by serial number. The schedule that shall provide for effective recurring inspection and maintenance cycles without adversely impacting the Government’s operational needs. The Contractor shall provide an updated electronic, written schedule no later than five (5) business days prior to being implemented.

Upon implementation of the Preventative Maintenance Program, the Contractor shall be responsible for the transportation of all UTVs to the servicing location. Contractor shall pickup and drop-off all vehicles no sooner than one (1) day prior and no later than two (2) days after the scheduled date. The Government reserves the right to substitute vehicles in order to maintain mission readiness. The Government may increase, decrease, or otherwise change its inventory of UTVs subject to these services at any point and may therefore seek to negotiate a modification to the contract.

Serial Number Owning Unit

4XAWH90M4D2000904 130 RQS

4XAWH90M0D2000897 129 RQS

4XAWH90M8D2000890 130 RQS

4XAWH90M2D2000903 130 RQS

4XAWH90M4D2000899 129 RQS

4XAWH90M1D2000889 129 RQS

4XAWH90MXD2000888 130 RQS

4XAWH90M5D2000894 130 RQS

4XAWH90MXD2000089 129 RQS

4XAWH90M7D2000895 129 RQS

4XAWH76AXE2305052 129 AMXS

4XAWH76A2E2304235 129 AMXS

Deliverables A01 Annual Maintenance Schedule

3.1 Annual Preventative Maintenance Services

Performance Standard

a) STD: All specified preventative maintenance tasks are accomplished properly and in a timely manner.

AQL: Vehicles operate safely and reliably as mission requirements dictate; no more than one (1) validated customer complaint per year.

The contractor shall inspect and maintain vehicles IAW manufacturer prescribed maintenance schedule and industry best standards regarding the specific vehicle type and intended use as outlined in the manufacturers/owner’s manual. Preventative maintenance will be performed by adhering to manufacturer specs for each vehicle and to ensure each vehicle can be operated safely to support mission requirements. All replacement items shall be new and equal to average Original Equipment Manufacturer (OEM) or better quality; use of refurbished parts shall be prohibited without the express written consent of the KO.

Contractor shall furnish one (1) electronic copy of each work order, servicing receipt, or other customary documentation evidencing completed services for each vehicle to the COR prior to return of vehicle to the Government. At a minimum, documentation shall identify the bumper number and serial number of the vehicle and all work performed under this requirement.

Repair tasks not identified in the manufacturer’s preventative maintenance schedule shall be considered outside the scope of this requirement; however, the Contractor shall furnish an electronic quote/estimate that includes a breakout of pricing for any/all repairs to return the vehicle to a mission-capable state. The Contractor-provided estimate shall include a breakout of all parts, pieces, and materials necessary, as well as a complete breakout of all labor pricing.

The Government may accept or reject the Contractor’s proposal; if accepted, follow-on services may be obtained at the Government’s discretion through a standalone Purchase Order (PO) or through the use of the Government-wide Purchase Card (GPC). The Contractor is cautioned that performing work absent the PO or a request for services from a GPC Cardholder may be considered an Unauthorized Commitment.

Deliverables A02 Preventative Maintenance Work Order/Servicing Record A03 Out-of-Scope Repair Estimate

4 Special Requirements This section describes the special requirements for this effort. The following sub-sections provide details of various considerations on this effort.

4.1 Security and Safety

This section describes the security and safety for this effort. The following sub-sections provide details of various considerations on this effort.

4.1.1 Security

The Contractor shall comply with all applicable installation/facility access and local security policies and procedures, which may be obtained from the Contracting Officer’s Representative (COR). The Contractor shall also provide all information required for background checks to meet installation access requirements to be accomplished by the local installation’s Security Forces, Director of Emergency Services, or local Security Office. The Contractor shall ensure compliance with all personal identity verification requirements as directed by DOD, HAF and/or local policy. Should the Force Protection Condition (FPCON) change, the Government may require changes in Contractor security matters or processes.

4.1.2 Safety

The Contractor and its subcontractors (if applicable) shall comply with Public Law 91-596, Occupational Safety and Health Act (OSHA), and DOD Directive 4715.1E, Environmental, Safety, and Occupational Health. These requirements shall be incorporated into the Contractor’s safety and health program.

The Contractor and its subcontractors (if applicable) shall fully cooperate with any safety investigation regarding mishaps involving injury to Government personnel or damage to Government by reporting pertinent facts. The Contractor shall notify the cognizant KO, COR, and/or other applicable members within four (4) hours of any mishap or incident. The Government person notified by the Contractor will in-turn notify the 129 RQW Safety Office.

Contractor notifications made after duty hours shall be reported to the Base Defense Operations Center (BDOC) by calling (650) 603-9111. If requested by the cognizant KO, COR, BDOC, and/or the cognizant Program Manager, the Contractor shall immediately secure the mishap scene and/or damaged property and impound pertinent maintenance and training records until released by the investigating safety official.

4.2 Applicable Directives

The Contractor shall comply with all documents listed below and referenced under paragraph 3 Performance Requirements as mandatory. Compliance with documents specifically identified as Advisory (marked as (A)) shall be at the Contractor’s discretion. The Government reserves the right to implement, change, or rescind the list of applicable directives as a result of mission or policy changes.

Directive, Regulation, or Instruction Location Federal Acquisition Regulation (FAR) https://acquisition.gov Defense FAR Supplement (DFARS) Army FAR Supplement (AFARS)

4.3 Quality

This section describes the Quality Control components for this effort. The following sub-sections provide details of various considerations on this effort.

4.3.1 Quality Assurance Surveillance Plan

The Government shall monitor the Contractor’s performance under this requirement in accordance with the Government’s Quality Assurance Surveillance Plan (QASP). The QASP is the means by which the Government assures itself that the Contractor's work complies with the requirements of the contract.

The COR shall accomplish their assessment of the Contractor’s performance in accordance with the Government’s QASP and the Services Delivery Summary (SDS) for each period billed by the Contractor through the Contracting Officer Representative Tracking (CORT) Tool module of the PIEE website. A rating of “Acceptable” will be assumed unless the Contractor’s actual performance merits a higher or lower rating.

4.4 Contractor Manpower Reporting Requirement

The Contractor shall report all Contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Air Force via the DOD’s secure data collection site, Contractor Manpower Reporting Application (CMRA).

Reporting inputs will be for all labor executed during the period of performance during each Government fiscal year (FY), which runs 1 October through 30 September. While inputs may be reported any time during the FY, all data shall be reported no later than 31 October of each calendar year. The Contractor may register for access, obtain training, and get help in using the CMRA at the website.

CMRA Website: https://ecmra.mil/

The Contractor is cautioned that failure to provide Contractor Manpower Reporting prior to the established deadline may preclude the Government from exercising option periods.

The following information is provided to aid the Contractor in accomplishing the CMRA reporting requirement:

Order Data Tab Location Data Tab CMRA Field Name Contractor’s Entry CMRA Field Name Contractor’s Entry

Contract Number W50S8X-20-P-0010 Federal Service Code J078 Order Number 0000 City of Installation or Service Moffett ANGB

Fiscal Year

Base Period 2020 State California Option Period 1 2021 Zip Code 94035-0103 Option Period 2 2022 Country United States Option Period 3 2023 Contractor Type Fill in as appropriate Option Period 4 2024 Direct Labor Hours Fill in as appropriate

Unit Information Code (UIC) FFKHH0 Direct Labor Dollars Fill in as appropriate Contractor Company Fill in as appropriate Weapons System Support Not Applicable Total Invoiced Amount Fill in as appropriate Performance Questions Not Applicable

Contract Data Tab Gov’t Supervision Fill in as appropriate CMRA Field Name Contractor’s Entry Gov’t Tools & Equipment Yes First Name Paul Gov’t Facility Yes KO Last Name Ochs

KO Phone Number (650) 603-9276 KO Email Address paul.n.ochs.mil@mail.mil COR First Name Matthew COR Last Name Chamberlain COR Phone Number (650) 603-9380

COR Email Address matthew.e.chamberlain4.mil@m ail.mil

Deliverables B01 Contractor Manpower Reporting

5 Services Delivery Summary The table below summarizes each task and the Acceptable Quality Level:

Performance Standard Acceptable Quality Level Inspection Preventative Maintenance Program Reference: 3 Preventative Maintenance Program

Contractor adequately maintains and adheres to preventative maintenance schedule.

Contractor is not delinquent in reporting deviations/updates to schedule no more than two (2) occurrences per year.

Monthly Validation

Preventative Maintenance Program Reference: 3 Preventative Maintenance Program

Contractor is on time in picking up and dropping off vehicles.

Contractor does not fail to pick up/drop off vehicles within two (2) hours of scheduled time no more than two (2) times per year without prior notice.

On-Performance Validation

Annual Preventative Maintenance Services Reference: 3.1 Annual Preventative Maintenance Services

All specified preventative maintenance tasks are accomplished properly and in a timely manner.

Vehicles operate safely and reliably as mission requirements dictate; no more than one (1) validated customer complaint per year.

On-Performance Validation

6 Deliverables The Contractor shall provide deliverables as described in this PWS. Deliverables shall be provided in accordance with the format and delivery schedule for deliverables.

Number Deliverable Frequency

A01

Annual Maintenance Schedule Reference: 3 Preventative Maintenance Program

Provide the COR with an electronic, written schedule that tracks each vehicle by serial number.

The Contractor shall provide an updated electronic, written schedule no later than five (5) business days prior to being implemented.

As Required

A02

Preventative Maintenance Work Order/Service Record Reference: 3.1 Annual Preventative Maintenance Services

Furnish one (1) electronic copy of each work order, servicing receipt, or other customary documentation evidencing completed services for each vehicle to the COR prior to return of vehicle to the Government. At a minimum, documentation shall identify the bumper number and serial number of the vehicle and all work performed under this requirement.

As Required

A03

Out-of-Scope Repair Estimate Reference: 3.2 UTV Repair Services

Furnish an electronic breakout of pricing for any/all repairs to return the vehicle to a mission-capable state. The Contractor-provided estimate shall include a breakout of all parts, pieces, and materials necessary, as well as a complete breakout of all labor pricing.

As Required

On Request

B01

Contractor Manpower Reporting Reference: 4.6 Contractor Manpower Reporting

Submit CMR to the COR via the CMRA website prior to 31 October for all contractor labor hours provided during the preceding Fiscal year.

Annually

7 Definitions and Acronyms

7.1 Definitions

CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

CONTRACTING OFFICER (KO). A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government.

Note: The only individual who can legally bind the government.

CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S.

Government designated by the KO to monitor contractor performance. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

DELIVERABLE. Anything that can be physically delivered and includes non-manufactured things such as meeting minutes or reports.

KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

WORK WEEK. Monday through Friday, unless specified otherwise.

7.2 Acronyms

Acronym Definition

129 CEF 129th Civil Engineer Flight 129 RQW 129th Rescue Wing 129 SFS 129th Security Forces Squadron AFARS Army Federal Acquisition Regulation Supplement AFI Air Force Instruction AFPD Air Force Policy Document ANG Air National Guard AQL Acceptable Quality Level

Acronym Definition AT Antiterrorism BCO Base Contracting Officer BDOC Base Defense Operations Center CA ANG California Air National Guard CMR Contractor Manpower Reporting CMRA Contractor Manpower Reporting Application COR Contracting Officer Representative DFARS Defense Federal Acquisition Regulation Supplement DOD (or DoD) Department of Defense DODAAC Department of Defense Activity Address Code FAR Federal Acquisition Regulation FPCON Force Protection Condition GPC Government Purchase Card KO Contracting Officer KS Contract Specialist Moffett ANGB Moffett Air National Guard Base Moffett Field Moffett Federal Airfield NACI National Agency Check with Inquiries NGB National Guard Bureau OCI Organizational Conflicts of Interest OPSEC Operations Security OSHA Occupational Safety and Health Act PIEE Procurement Integrated Enterprise Environment PO Purchase Order PPE Personal Protective Equipment PWS Performance Work Statement QASP Quality Assurance Surveillance Plan SDS Services Delivery Summary STD Standard WAWF Wide Area Workflow

4.4 Contractor Manpower Reporting Requirement