PWS-HAAF_-_Hangar_Doors_20150804.docx

PERFORMANCE WORK STATEMENT (PWS)

Maintenance and Repairs of Hangar Doors at Hunter Army Airfield (HAAF), Georgia

Part 1

General Information

1. GENERAL: This is a non-personnel services contract to perform maintenance and repairs on hangar doors at Hunter Army Airfield (HAAF), Georgia. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 Description of Services/Introduction: The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform the maintenance and repairs of hangar doors at Hunter Army Airfield (HAAF), Georgia as defined in this Performance Work Statement except for those items specified as Government furnished property and services. The Contractor shall perform to the standards in this contract.

1.2 Background: The Department of Public Works (DPW) is required to keep hangar doors operational at HAAF allowing access to hangars both for aircraft and personnel for maintenance purposes.

1.3 Objectives: The maintenance and repairs of these hangar doors are conducive to the maintenance and repairs of the US Army’s aircraft stored in the hangars. If these doors are not operational, there will be a negative impact on the Army’s training mission.

1.4 Scope: The Contractor shall furnish all labor, material, and equipment necessary for the maintenance and repair of hangar doors needed to meet the requirements of this contract.

1.5 Period of Performance: The period of performance shall be for one (1) Base Year of 12 months and four (4) 12-month option years. The Period of Performance reads as follows:

Base Year Option Year I Option Year II Option Year III Option Year IV

1.6 General Information

1.6.1 Quality Control: The Contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract. This plan will be reviewed to insure the contractor fully understands and is capable of performing the repair and maintenance of these hangar doors. The plan will include a method for performing the routine quarterly inspections and repairs, method for addressing emergency repairs, and a plan for researching the availability of parts, including verification that the costs of replacement parts are fair and reasonable. One copy of the Contractor’s basic Quality Control Plan shall be provided to the Contracting Officer with the original quote and a final copy must be provided to the Contracting Officer for approval not later than 10 calendar days after receipt of award. An updated copy shall be provided to the Contracting Officer and COR as changes occur.

1.6.2 Quality Assurance: The Government shall evaluate the Contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.6.3 Recognized Holidays:

1.6.4 Hours of Operation: The Contractor is responsible for conducting business, between the hours of 7:30 a.m. through 4:30 p.m., Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. For other than firm fixed price contracts, the Contractor will not be reimbursed when the Government facility is closed for the above reasons. On rare occasions the contractor may be required to work after normal duty hours if the criticality of the hangar door’s operation demands such. The contractor will be required to provide contact information to the COR, with 24 hour access, in the event of an emergency. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.6.5 Place of Performance: The work to be performed under this contract will be performed at Hunter Army Airfield, Georgia.

1.6.6 Type of Contract: The Government will award a Firm-Fixed-Price Contract.

1.6.7 Physical Security: The Contractor shall be responsible for the security of his supplies, equipment and vehicles while in the performance of required service on this installation.

1.6.8. Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. At these meetings the contracting officer will apprise the Contractor of how the Government views the Contractor's performance and the Contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government.

1.6.9. Contracting Officer Representative (COR): The (COR) will be identified by separate letter. 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, 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 order.

1.6.10. Service Schedule: A schedule of services/deliveries shall be provided to and coordinated with the COR, DPW, Services Contract Division, Contract Branch, Building 1024, Hunter Army Airfield, Savannah, Georgia 31409-5026, telephone (912) 315-3604. The contractor shall submit a schedule to the COR at the beginning of each calendar quarter listing each building and the date the routine inspection will be performed. Once approved by the COR, work must be performed in accordance with this schedule. If unscheduled/emergency work takes precedence over the scheduled work, this original schedule must be adjusted and resubmitted for the COR’s approval.

1.6.11. Key Personnel: The follow personnel are considered key personnel by the Government:

1.6.11.1. Project Manager. The Contractor shall provide a Project manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the Contractor when the manager is absent shall be designated in writing to the contracting officer. The project manager or alternate shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available 7:30 a.m. through 4:30 p.m., Monday thru Friday except Federal holidays or when the Government facility is closed for administrative reasons.

1.6.11.2. Lead Mechanic. The mechanic performing work shall have a minimum of 3 years of experience as a millwright or 3 years of experience in maintaining and repairing similar type hangar doors equal to the magnitude consistent with the mechanical responsibilities inherent in this job. Additionally, mechanic shall have 3 years of experience in an industrial electrical application to meet the responsibilities of working with voltages of 480 volts as well as the sophisticated control devices that operate the vast assortment of hangar doors described in the following statement to include but not limited to the Programmable Logic Controllers (PLC) at Buildings 805 and 7902. The contractor will be required to include documentation of this experience in the submitted bid package. This qualified individual(s) must be present during all repairs and shall be directly responsible for any work performed by an apprentice or helper used for repairs and/or maintenance. This apprentice/helper shall be closely supervised by the qualified individual at all times. The Project Manager and the Lead Mechanic duties may be performed by same individual assuming that person is qualified.

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1. DEFINITIONS:

2.1.1. ACTS OF GOD. A natural catastrophe which no one can prevent such as an earthquake, a hurricane, a tidal wave, a tornado or a severe thunderstorm.

2.1.1. 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.

2.1.2. CONTRACTING OFFICER. 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.

2.1.3. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. 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.

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

2.1.5. DELIVERABLE. Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

2.1.6. 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.

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

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

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

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

2.1.11. SUBCONTRACTOR. One that enters into a contract with a prime Contractor. The Government does not have privities of contract with the subcontractor.

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

2.1.13. WORK WEEK. Monday through Friday, unless specified otherwise.

2.1.14. ACCEPTABLE QUALITY LEVEL (AQL): The measure of satisfactory service received by the Government as defined in the Performance Requirement Summary (PRS).

2.1.15. PERFORMANCE REQUIREMENTS SUMMARY (PRS): Identifies the key service outputs of the contract that will be evaluated by the Government to ensure contract performance standards are met by the Contractor.

2.2. ACRONYMS:

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. The Government will provide the form for the quarterly maintenance and inspection report for the performance of this contract.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1. General: The Contractor shall furnish all labor, material, vehicles and equipment necessary for performing the maintenance and repairs of the hangar doors located on HAAF.

4.2. The Contractor shall provide the Contracting Officer and the Contracting Officer’s Representative a list of telephone numbers where he/she may be contacted during normal working hours and for emergency service calls. The list shall include all Contractor personnel that can act in and for the Contractor’s behalf should the Contractor not be available. The Contractor shall have communication services with his/her own Contractor’s service trucks, the COR and ACOR at all times. Mobile phone service is not a requirement of this contract and as such the cost of any mobile, cellular service the Contractor uses shall be the responsibility of the Contractor.

4.3. The contractor shall be responsible for providing his/her own equipment (manlifts, hoists, etc.) that would allow access and lifting capabilities to mechanical and electrical components associated with the doors’ operation. Doors range in height from approximately 12’ to 60’.

4.4. The contractor is responsible for all research required to locate parts and supplies. Some of these doors were installed in the mid 1950’s. Parts may not be stocked and readily available locally. Some parts may require custom fabricating at a machine shop.

C.4.5. The contractor shall furnish all oil, grease, fluids and other lubrication materials required to maintain hangar doors.

C.4.6. The contractor shall furnish the Contracting Officer’s Representative (COR) a signed copy of his inspection reports quarterly, listing each door separately, showing maintenance performed, listing dates and specific tasks, along with remarks noting any deficiencies found and repaired during that quarter.

PART 5

SPECIFIC TASKS

5. Specific Tasks:

5.1. Basic Services. The Contractor shall provide services to maintain and repair hangar doors at Hunter AAF, Georgia. Services provided under this contract shall be performed within the boundaries of Hunter AAF, GA. The Contractor shall provide a phone number where calls can be received either by land line or cellular service. Repair orders received in this manner will be for urgent or emergency requirements.

5.2. The work covered by this section includes furnishing all labor, materials, tools, equipment and supervision to perform all work required to provide inspections, maintenance and repairs to the hangar doors located at Buildings 805, 811, 813, 830, 834, 840, 841, 842, 843, 844, 845, 850, 860, 1130, 1131, 1132, 7901, 7902 and 7911 at Hunter Army Airfield, Savannah, Georgia. The functional operational integrity of all hangar doors at these locations must be maintained. This will require a two phase program that will firstly provide for systematic inspections of all hangar doors to assure proper operational status, and secondly will provide a systematic plan that provides for the lubrication, maintenance and repair of all mechanical and electrical components that are utilized by these doors. The hangar doors at the above listed locations fall into one of two categories.

5.3. Depending on the particular building, these hangar doors were installed as recently as the late 2000’s but as long ago as the mid 1950’s. Various random components/systems may have been upgraded or refurbished. However there are doors and components within these buildings that exceed 60 years old.

5.4. Electrically powered hangar doors:

5.4.1. There are a total of 44 hangar doors located at buildings 850 and 860 that are electrically operated by a system of motors, sprockets, gears and chains and roll on steel rails. The doors are approximately 60’ high. A lift may be required to perform maintenance on these doors.

5.4.2. There are 39 hangar doors located at building 805, 830, 7901, 7902 and 7911 similar to those at buildings 850 and 860 in that they are operated by means of an electrical motor that powers a gear and chain drive system. These doors are physically smaller than those located at buildings 850 & 860, being approximately 20’ to 30’ in height. The hangar doors located at buildings 805 & 7902 also include Programmable Logic Controllers (PLC).

5.4.3. There are two cantilever type hangar doors (similar to a one piece garage door only larger) located on the front side of each building, 840, 841 and 842. They operate by utilizing an electrical powered hydraulic pump working in conjunction with steel cables and pulleys.

5.5. Non-motorized hangar doors:

5.5.1. There are 96 non-motorized hangar doors located at buildings 811, 813, 834, 843, 844, 845, 1130, 1131 and 1132. These doors are operated by manually pushing to the desired position. They do not have chains, motors or other electrical components to assist in the door’s movement.

5.6. Maintenance

5.6.1. During the first quarter after the issuance of the notice to proceed, each hangar door shall be given a number for future reference if one is not present. Each quarter the contractor shall perform a thorough inspection and routine maintenance, using the items listed in Exhibit 2 (Quarterly Inspection and Maintenance Service Report) as a guide, on all hangar doors located in buildings listed in Technical Exhibit #1. The contractor shall use this report to document the maintenance, inspection and repairs performed during the quarter and submit to COR on or before the final day of the quarter. These records must be available and may be reviewed by the COR at any time during the quarter.

5.6.1. The contractor shall visit each hangar listed in the contract a minimum of every 3 working days to verify the door’s operation. Upon arrival, the contractor must review any recent problems that may have been noted on the dry erase boards. These problems must be addressed immediately and the contractor shall submit his/her own status report to board before leaving the area.

5.7. Repairs

5.7.1. If a door is rendered inoperable or unable to move as originally intended or an operational deficiency is discovered during the routine inspections that could not be repaired and returning the door to the operational status within 24 hours, the contractor shall submit a detailed written report to the COR noting the problem, the actions taken to repair the problem and estimated date the final repairs will be completed with door returning to an operational status. This report must be delivered to the COR no later than 0900 the following work day.

5.7.2. Any manufacturer’s information that is required for inspection or maintenance procedures must be obtained by the Contractor from sources other than the Government at no additional cost to the Government.

5.7.3. After the contractor is notified of a non-emergency type mechanical or electrical repair related to a hangar door, the contractor shall initiate repairs within one (1) working day. The contractor may be contacted by the COR, ACOR or the Contracting Officer. Repair work shall be completed within twenty-four (24) hours after work is started except when repair parts are unavailable. In these cases, the contractor shall notify the COR in writing indicating when the parts will be available and the door will return to the operational status.

5.7.4. The more common parts the Contractor should expect to repair and/or replace would be chains, shafts, torque tamers, motors, transformers, buss bars, electrical pickups, fuses and contactors.

5.8. Parts

5.8.1 The contractor shall bear all labor costs associated with routine repairs and maintenance as well as all parts and supplies less than $50.00 including all transportation, tax and shipping costs. The contractor shall pay the first $50.00 for any parts costing in excess of $50.00 with the government reimbursing the contractor for the remaining balance at the end of the month. Parts reimbursement must be based on the cost of individual, singular parts. Ordering multiple quantities that collectively total more than $50.00 does not constitute government reimbursement. The entire cost of any equipment rentals such as but not limited to scissor lifts, man lifts and bucket trucks shall be paid by the contractor with no reimbursement from the government. Repair parts furnished by the contractor shall be of the lowest dollar value reasonably available with quotes and original receipts provided by the supplier. The contractor shall not replace any part that exceeds $50.00 without prior approval of the COR.

5.8.2 The Government shall reimburse the contractor the price of the parts used only when the used part(s) and a copy of the invoice/receipt from the contractor’s supply source are provided and substantiated by the COR. Only actual costs of these approved parts, less the first $50.00, is to be reimbursed. The contractor will not increase or inflate the cost of any parts in order to profit from the purchase. Profit on parts by the contractor is unacceptable. The contractor shall include the original parts invoice/receipt with the monthly invoice for the routine maintenance and repairs to the COR with a breakdown of the material costs, including copies of parts supplier invoices.

5.8.3. All parts and materials shall be new and conform to the original manufacturer’s specifications unless otherwise approved by the COR. Rebuilt parts, assemblies or subassemblies may be used in repairs with prior approval of the COR when such is the standard industry practice and the rebuilt part, assembly or subassembly carries the same manufacturer’s warranty as a new part, assembly or subassembly. Any part removed is government property and shall be returned to the COR upon replacement unless replacement price is predicated upon an exchange basis (core charge) with the part replaced. NOTE: Some of these doors are more than 50 years old. Replacement parts may not be readily available. It is the contractor’s responsibility to research and acquire these parts as expeditiously as possible.

5.8.4. The contractor shall guarantee and warrant that all materials furnished and all services performed under this contract shall be free from defects in material and workmanship and shall conform to the requirements of this contract for a period of not less than ninety (90) days. Should a warranty for new or rebuilt parts, assemblies or subassemblies offered by a manufacturer or remanufacturer exceed ninety (90) days, it shall apply for such longer period.

5.9. Emergency Repairs

5.9.1. Emergency repairs shall be considered any repair required due to “acts of God” or repairs required to components and systems that were caused by anything other than reasonable deterioration or wear and tear, considering the age of the component or mechanical/electrical system.

5.9.2. The electrically operated hangar doors, predominately Building 850 & 860, have a history of lightning and water damage over the past several years. In most cases the inclement weather negatively impacts the doors’ electrical components; causing short circuits to fuses, buss bars, etc. Once notified of an emergency repair, the contractor shall be required to respond immediately, within 1 hour during normal work day and not to exceed 4 hours after hours, weekends and holidays. Once the site is deemed accessible, the contractor shall survey the damage and submit an estimate with a cost and projected date of repairs to the COR for approval. The contractor will be reimbursed in full for all emergency repairs (including labor, equipment rental and parts) associated with the hangar doors.

5.10. CONTRACTOR MANAGEMENT REPORTING (CMR): The Office of the Assistant Secretary of the Army (Manpower & Reserve Affairs) operates and maintains a secure Army data collection site where the Contractor shall report ALL Contractor manpower (including subcontractor manpower) required for performance of this contract. The Contractor shall completely fill in all the information in the format using the following web address https://Contractormanpower.army.pentagon.mil. The required information includes: (1) Contracting Office, Contracting Officer, Contracting Officer’s Technical Representative (COTR) or also known as the Contracting Officer’s Representative (COR); (2) Contract number, including task and delivery order number; (3) Beginning and ending dates covered by reporting period; (4) Contractor's name, address, phone number, e-mail address, identity of Contractor employee entering data; (5) Estimated direct labor hours (including sub-Contractors); (6) Estimated direct labor dollars paid this reporting period (including sub-Contractors); (7) Total payments (including sub-Contractors); (8) Predominant Federal Service Code (FSC) reflecting services provided by Contractor (and separate predominant FSC for each sub-Contractor if different); (9) Estimated data collection cost; (10) Organizational title associated with the Unit Identification Code (UIC) for the Army Requiring Activity (the Army Requiring Activity is responsible for providing the Contractor with its UIC for the purposes of reporting this information); (11) Locations where Contractor and sub-Contractors perform the work (specified by zip code in the United States and nearest city, country, when in an overseas location, using standardized nomenclature provided on website); (12) Presence of deployment or contingency contract language; and (13) Number of Contractor and sub-Contractor employees deployed in theater this reporting period (by country). As part of its submission, the Contractor shall provide the estimated total cost (if any) incurred to comply with this reporting requirement. Reporting period shall be the period of performance not to exceed 12 months ending September 30 of each Government fiscal year and must be reported by 31 October of each calendar year. Contractors may use a direct XML data transfer to the database server or fill in the fields on the website. The XML direct transfer is a format for transferring files from a Contractor’s system to the secure website without the need for separate data entries for each required data element at the website. The specific formats for the XML direct transfer may be downloaded from the website.

PART 6

APPLICABLE PUBLICATIONS

6. APPLICABLE PUBLICATIONS (CURRENT EDITIONS)

6.1. The Contractor must abide by all applicable regulations, publications, manuals, and local policies and procedures.

OSHA

PART 7

ATTACHMENT/TECHNICAL EXHIBIT LISTING

7. Attachment/Technical Exhibit List:

7.1. Attachment 1/Technical Exhibit 1 – Performance Requirements

7.2. Attachment 2/Technical Exhibit 2 – Deliverables Schedule

7.3. Attachment 3/Technical Exhibit 3 – Historical Data

TECHNICAL EXHIBIT 1

Performance Requirements Summary The Contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance Objective

PRS #1. PWS Section 5.6.

Each quarter the contractor shall perform a thorough inspection and routine maintenance,

No more than 10% defect rate per quarter.

Validated Customer Complaints received by COR.

Random Sampling

PRS #2. PWS Section 5.7.

The contractor shall identify and complete repairs

Validated Customer Complaints received by COR.

PRS #3. PWS Section 5.8, The Contractor shall research and acquire replacement parts.

Validated Complaints received by COR.

PRS #4. PWS Section 5.9, Emergency Repairs

Validated Complaints received by COR.

TECHNICAL EXHIBIT 2

DELIVERABLES SCHEDULE

Online

HTTPS://CONTRACTORMANPOWER.ARMY.PENTAGON.MIL

TECHNICAL EXHIBIT 3

HISTORICAL DATA

Averages over past 4 years of contract