01 - Performance Work Statement (PWS).pdf

Facility Maintenance & Repair Services

Performance Work Statement (PWS)

Table of Contents

1. Introduction

2. Objectives

Required Work

2.1.1. Building and Structures

2.1.2. Building Systems

2.1.3. Miscellaneous

2.1.4. Pavements and Roads

Repair support services

Building Alterations

3. General Requirements and Information

Hours of Operation

Severe Weather and Increased Threat Condition Levels

Work by the Government

Transition In and Transition Out Periods

3.4.1. Phase-In Period:

3.4.2. Phase-Out Period

Reduced Services for Facility Maintenance

Personnel Administration

3.6.1. Program Manager

3.6.2. Site Maintenance Personnel (SMP)

3.6.3. Quality Control Manager (QCM)

3.6.4. Management/Staffing Plan

3.6.5. Key Personnel

3.6.6. Personnel List

Quarterly Program Management Review

Access to Locked Areas

Contractor Furnished Equipment

Contractor Vehicles

Telecommunications:

Physical Damage

Installation/Base Passes and Access

Coordination with DeCA

Sign-in and Sign-Out Requirements

Contractor Identification in the Government Workplace

Subcontract Management

Workmanship and Material Standards

Historical Preservation

Certification, Training, and Licensing

Compliance

Applicable Laws and Regulations

Permits

Environmental Requirements

Safety Program

3.25.1. Safety Plan

Work Classification and Management

Restricted Protocol Procedure

Workload Data

Documentation

Estimating Cost Data

Installation or Replacement of New Systems or Equipment

Deliverable

4. Types of Work

Service Orders (SOs)

4.1.1. Emergency Service Orders (ESOs):

4.1.2. Urgent Service Orders (USOs)

4.1.3. Routine Service Orders (RSOs)

4.1.4. Project Service Orders (PSOs)

4.1.5. Special Project Orders (SPOs)

Preventive Maintenance (PMs)

Other Work Requirements

4.3.1. Coordination with Stores

4.3.2. Service Order Request Reception

4.3.3. Work Status Inquiries

4.3.4. Inventory Management

4.3.5. Repair Area

4.3.6. Disposal

4.3.7. Cannibalization

4.3.8. As-Built Drawings

4.3.9. New Components

4.3.10. Service Order Deferrals/Reclassification

4.3.11. Materials, Equipment and Critical Spares

4.3.12. Warranties

4.3.12.1. Warranty Enforcement

4.3.12.2. Warranty Validity

Technical Manuals

5. Performance Requirements

Maintenance and Service (M&S) Program

6. Performance Evaluation

Performance Evaluation and Incentives

Quality Control

Quality Control Plan (QCP)

Quality Control Plan Content

6.4.1. Inspection Program:

6.4.2. Deficiency Identification

6.4.3. Deficiency Correction

6.4.4. Documentation and Enforcement

6.4.5. Trend Analyses

6.4.6. Surveillance Methods

Subcontract Requirements

Remedies

Contract Discrepancy Report (CDR)

Delivery of Services

Performance Evaluation Meetings

Meeting Frequency

Meeting Minutes

Performance Requirement Summary (PRS)

7. Appendices

Appendix 01 – Commissary Locations

Appendix 02 – Acronyms and Definitions

Appendix 03 – Equipment Inventory

Appendix 04 – Safety, Fire, Environmental Management and Security

Appendix 05a – Historical Workload Data, 5 March 2024

Appendix 05b – SMP Material Cost Data

Appendix 06 – Preventive Maintenance Guidelines for Facility Maintenance

Appendix 07 – Preventive Maintenance Guidelines for Boiler and HVACs

Appendix 08 – Equipment Data Collection Form

Appendix 09 – Temperature and Environmental Standard and Limits

Appendix 10 – Refrigeration Maintenance Compliance

Appendix 11 – CEIP Preventive Maintenance Checklist

Appendix 12 – SMP Checklist

Appendix 13 – Performance Requirement

1. Introduction The Defense Commissary Agency (DeCA) operates a worldwide system of commissary stores that provides grocery products at a mandated savings to eligible patrons. DeCA is headquartered at Fort Lee, Virginia, and its commissary system operations are divided into five localized areas. Three of these areas, East, Central and West, are home to commissary locations in the continental United States (CONUS) and Puerto Rico. The other two areas, Europe and the Pacific, are home to commissary locations in Europe, Asia, and Guam. The scope of services for this effort includes four regions: East, Central, West and Pacific. The Pacific region includes Alaska, Hawaii, and Guam. It does not include Europe, Korea, or Japan.

2. Objectives The objective of this effort is to provide DeCA a means to provide maintenance and repair, preventive maintenance, and predictive maintenance related to facilities; heating, ventilation, air conditioning (HVAC); electrical; and refrigeration in a cost-effective, efficient, and safe manner.

All covered facilities and systems shall maintain an Operational Readiness Rate of all components and systems of 98% or higher.

Required Work The work will include internal and external facility repairs within 5 feet of the building unless approved by the contracting officer (the action of replacing, fixing, or mending current equipment to operational state), preventive maintenance of various facility systems including but not limited to:

2.1.1. Building and Structures

2.1.1.1. Interior and exterior finishes

2.1.1.2. Roofing

2.1.1.3. Foundation

2.1.1.4. Structural Components

2.1.1.5. Tanks

2.1.2. Building Systems

2.1.2.1. Refrigeration

2.1.2.2. HVAC

2.1.2.3. Fire Protection

2.1.2.4. Vertical Transportation Equipment (VTE)

2.1.2.5. Intrusion Detection Systems

2.1.2.6. Boilers

2.1.2.7. Unfired Pressure Vessels (UPV)

2.1.2.8. Compressed Air Systems

2.1.2.9. Potable Water (including backflow prevention devices)

2.1.2.10. Wastewater

2.1.2.11. Electrical

2.1.2.12. Lighting

2.1.2.13. Re-lamping of lighting systems

2.1.2.14. Lightning Arrestors and Grounding Devices

2.1.2.15. Auxiliary Generator Systems (including emergency and portable generators)

2.1.2.16. Uninterruptible Power Systems (UPS)

2.1.2.17. Grease Traps

2.1.2.18. Exhaust Hoods and Ducts

2.1.2.19. Weight Handling Equipment (WHE)

2.1.2.20. Plumbing

2.1.3. Miscellaneous

2.1.3.1. Physical Security

2.1.3.2. Signs

2.1.3.3. Fences

2.1.3.4. Locksmith

2.1.3.5. Commissary Equipment-In-Place including but not limited to, Material

Handling Equipment (MHE); balers; miscellaneous food processing equipment;

2.1.3.6. Refrigeration, Monitoring and Control System (RMCS) and refrigerant and environmental tracking/reporting;

2.1.4. Pavements and Roads

2.1.4.1. Unpaved Roads (gravel roads)

2.1.4.2. Roads and Paved Surfaces

2.1.4.3. Striping

2.1.4.4. Curbs

2.1.4.5. Sidewalks

2.1.4.6. Parking Lots

2.1.5. Drainage Systems

Repair support services

Repair support services including building/structure repair and repair by replacement or upgrade of components (replace or upgrade is the action of replacing or upgrading with new equipment or systems), where appropriate, within a five-foot perimeter of the exterior walls of a covered facility, to include canopies and lighted extensions of entrances and exits.

Building Alterations

Building alterations and minor repairs shall be performed on an as-needed basis within DeCA facility footprint, which is a five-foot perimeter around the exterior walls of a covered facility, unless otherwise directed by the Field Engineer (FE)/Contracting Officer’s Technical

Representative (COTR), after approval by the Contracting Officer (KO) or Contracting Officer’s Representative (COR).

The following services are excluded from this contract:

• Cash/checkout registers.

• Checkout counters and scanners.

• Stocking, product merchandisers, gondolas.

• Warehouse racking.

• Data processing, printers, computers, and communications systems

• Security systems, if owned/maintained by installation

3. General Requirements and Information

Hours of Operation Services and support after normal business hours (which means outside of store operational hours) are required as part of this contract. The Contractor shall provide primary and secondary contact information for after-hour support and shall update such information within 3 days when Contractor personnel change. Contractor’s work after normal business hours must be approved by the Contracting Technical Representative or COTR. Each Commissary has its own hours of operations that can be found at this link:

https://corp.commissaries.com/shopping/store-locations

Severe Weather and Increased Threat Condition Levels

In the event that any DeCA facilities are officially closed, a delayed opening/early departure is announced, or when the threat conditions are increased to the point where Contractors are unable to access the base, Contractors shall not work at the affected locations during these times unless notified by the COTR or COR. Decisions regarding closings or adjusted schedules will be publicly announced. It is the Contractor's responsibility to monitor information regarding inclement weather and increased threat conditions, ensure that their employees are appropriately notified, and coordinate with the COTR or COR.

Work by the Government

The Government reserves the right to utilize other sources to meet its requirements and to accomplish the same or similar work as described in this PWS. Decisions regarding allocation of work are within the sole discretion of the Government.

Transition In and Transition Out Periods

A preliminary transition plan shall be provided in the technical proposal setting forth contract phase-in and phase-out requirements, as described more fully below. The Contractor shall https://corp.commissaries.com/shopping/store-locations submit final phase-in and phase-out plans to the KO and COR no later than 30 calendar days after contract award. The Contractor’s phase-in and phase-out plans shall include all effort necessary to accomplish the required transition.

Deliverable

• CDRL A-001: Submit a preliminary transition plan to the KO and COR, no later than 30 calendar days after contract award the phase - in and phase - out plan.

3.4.1. Phase-In Period:

The Government will make all covered facilities and equipment accessible to the Contractor during the phase-in period, which commences on the first day of the contract’s period of performance until 90 days after that date. The Contractor’s management personnel will be permitted to observe any on-going operations as approved by the Contracting Officer (KO) or Contracting Officer Representative (COR). During the Phase-in, the Contractor as a minimum shall:

3.4.1.1. Establish a Contractor’s project management point of contact to coordinate phase-in tasks with the Government

3.4.1.2. Shall complete inventories for covered government facilities and equipment, provide required deliverables described herein

3.4.1.3. Recruit and hire necessary personnel

3.4.1.4. Obtain all required certification and clearances, including personnel security clearances

3.4.1.5. Commence all operations required by this Performance Work Statement

(PWS) as of the first day.

3.4.1.6. Attend post-award meetings as required

3.4.1.7. Work with the current Contractor for facility turnover

3.4.1.8. Provide the Contractor company head office address and phone numbers of all key personnel under this contract to KO and COR thirty (30) calendar days after award. This includes providing a roster with emergency contact numbers of key personnel. Updates of this information shall be provided to the COR and KO through the life of the contract.

Deliverable

• CDRL A-002: Within 30 calendar days after award, provide Company head office address and phone numbers, and submit to KO and COR

3.4.2. Phase-Out Period

3.4.2.1. The objective of the phase-out period is to allow for the orderly transition of facilities and records within 30 days before contract termination and to ensure continuity of services. Phase-out shall be executed based on the approved phase-out plan. The Contractor is fully responsible for meeting all contract requirements during the phase-out period and shall not defer any requirements to any successor Contractor or to the government. The Contractor's phase-out procedures shall not disrupt or adversely impact commissary system or store operations. During the phase-out period, the Contractor shall be required to cooperate with any successor Contractor and shall permit any such successor to observe the Contractor’s operations and performance methods. During the phase-out, the Contractor as a minimum will:

3.4.2.2. Establish a Contractor’s project management point of contact to coordinate phase- out tasks with the Government.

3.4.2.3. Provide a phase-out plan to the COR and COTR no less than thirty (30) days prior to the start of the phase-out period.

3.4.2.4. Retain staff devoted to each task or activity and time allocation for each to ensure that sufficient, qualified and properly trained personnel are available to accomplish all contractual requirements until the end of the transition-out.

Deliverable

• CDRL A-003: Provide a phase-out plan to COR and COTR no less than thirty (30) days prior to the start of the phase-out period

Reduced Services for Facility Maintenance

Reduce services for facility maintenance occurs when the KO officially informs the Contractor that a store is undergoing equipment upgrade and/or facility renovation or other general Contractor services that are outside of the scope of this contract. This reduction may also apply if a store is partially or fully closed to the public due to safety issues requiring mitigation.

3.5.1. Commissaries may be placed in a Reduced Services status as determined by the KO.

If a Commissary is placed in this status, the following are the services that will need to be performed by the Contractor. When it is determined a Commissary will be placed in Reduced Services status, a price reduction will occur for that Commissary through negotiations, prior to the status change.

3.5.2. Weekly visual inspections and reporting of facility and systems for damage or deterioration: for example, water leaks etc.

3.5.3. Maintain fire protection/alarms systems per contract.

3.5.4. Maintain refrigeration, heating, ventilation, and air conditioning systems per contract.

3.5.5. Maintain Electrical system per contract.

3.5.6. Maintain elevators, generators, and other equipment requiring inspections.

3.5.7. Other repairs needed, as found during the inspections, shall be completed by non-routine service order.

Personnel Administration The Contractor shall provide adequate numbers of qualified personnel to assure quality performance of the services required by this contract. Furthermore, the Contractor shall provide management, oversight, direction, and supervision for all work under the contract, to include all matters pertaining to work identification, performance of services and delivery of data;

employee hiring, orientation and training, utilization, payment, and administration; purchasing and subcontracts; and establishment and maintenance of records. All shall have the ability to read, write and speak the English language at a level of fluency that allows for clear communication. All personnel performing or supervising the work shall be able to pass a background check as required for access to DoD Installations.

3.6.1. Program Manager

3.6.1.1. The Contractor shall provide at minimum, a Program Manager (PM) dedicated to this contract who acts as the overall manager and central point of contact (POC) with the Government for work performed under this contract.

3.6.1.2. The PM shall be fluent in writing, reading, speaking, and understanding the English language and shall be fully capable of conducting in-depth technical and non-technical conversations concerning their work and be able to convey those technical and non-technical discussions into easily understandable and grammatically correct written documentation.

3.6.1.3. Another individual or individuals shall be designated to act for the Program Manager in his/her absence. Notification of such designation shall be furnished to the Government.

3.6.1.4. The PM or designated alternate shall have full authority to commit the Contractor to immediate action on matters pertaining to the administration of this contract. At a minimum, the Program Manager shall possess a cell phone and email address for communication with Government personnel at any time.

3.6.1.5. Zone Service Manager (ZSM)

3.6.1.6. Manage and coordinate the performance and quality of all work required herein with the Store Representatives, Field Engineer/Contracting Officer Technical Representative, Contracting Officer Representative or Contracting Officer, as appropriate.

3.6.1.7. Provide contact information to the KO and COR, including mobile telephone numbers and electronic mail addresses, for the ZSM for access within and outside of normal business hours.

3.6.1.8. Maintain 24-hour telephone access to the ZSM. The ZSM shall be available to respond to all Government requests by telephone within 30 minutes of receipt of the request during normal business hours and within 2 hours after normal business hours.

3.6.1.9. Should the situation require an on-site presence, the ZSM shall be on-site at the relevant location within 24 hours anywhere within the Continental United States (CONUS) to review the situation.

3.6.1.10. On a quarterly basis, ZSM shall visit the stores at least once, conduct inspection, communicate with store personnel, provide update to Government personnel upon request and work to resolve reported issues at the Store.

3.6.1.11. Shall have the authority to act on behalf of the Contractor and to represent and commit the Contractor on any proposal or situation.

3.6.1.12. Shall manage more facility locations or sites within a single zone as necessary to provide price quotations, communicate with DeCA staff, and schedule/coordinate maintenance and repair technicians to facilitate efficient and effective performance of the Work

3.6.2. Site Maintenance Personnel (SMP)

3.6.2.1. SMP shall spend at least two 8-hour days per week at each assigned commissary. Coordination for scheduling is required between the Store Management and the ZSM. SMP tasks will be limited to Normal Business Hours.

3.6.2.2. Proactively identify potential and existing maintenance issues, and at minimum, perform the inspections and work identified on the SMP Checklist (see Appendix 12). Annotate any conditions on the SMP checklist items that will require follow-on work.

3.6.2.3. Upload the complete checklist within 3 business days after the work is completed into EMIS.

3.6.2.4. Repair work beyond the scope of the SMP will be completed using the SO process.

3.6.2.5. The SMP will work to repair and/or replace any failed facility components in an expeditious manner.

3.6.2.6. Work with the Store Director or Store Ordering Officer to prioritize daily required work, also in addition, keep the Ordering Officer updated weekly of the upcoming scheduled visits and work to be completed at each store.

3.6.2.7. All costs associated with SMP service, except materials exceeding $200.00 per job, are included in a firm fixed price Administrative CLIN for these services.

If the materials are over $200.00 per job, the full amount of the materials will be submitted on a Routine Service Order under “SMP materials.”

3.6.2.8. At the Contractor’s discretion, the same person who performs SMP work may perform periodic preventive maintenance, provided the SMP is not working on preventive maintenance during SMP scheduled hours.

3.6.2.9. Travel time to the site cannot be billed as part of compensable SMP time. The SMP shall arrive on site with all parts, tools, materials, and equipment required to perform the SMP tasks for their assigned duty hours.

3.6.2.10. Contractor shall on a quarterly basis report to the COR the store personnel assessment of all the SMP. The assessment shall be rated as Pass or Fail.

3.6.2.11. Additional SMP hours/days (beyond the two 8-hour requirement) may be required by Store Management or the COR. In such cases, the Contractor shall provide additional SMP hours as requested. Additional SMP days will be reflected in an Unscheduled Service Order in the EMIS. The Contractor will be paid separately for any additional hours/days of SMP time above and beyond the required two 8-hour days, as this cost would not be included in the Firm Fixed Price Contract Line Item.

3.6.2.12. SMP shall have general facility maintenance experience with skills to include, but not limited to general plumbing, general maintenance, and general electrical

Acceptable Quality Level (AQL): Completed SMP Checklist shall be uploaded within 3 business days from completion of the work and not more than 2% late uploads.

Deliverables

• CDRL A-004: Upload SMP completed checklist within 3 business days after the work is completed into EMIS not more than 2% late.

3.6.3. Quality Control Manager (QCM)

3.6.3.1. The Contractor shall provide a quality control manager who shall be responsible for overseeing the overall implementation of the Quality Control Plan

(QCP).

3.6.3.2. Maintain documentation of inspection status, documentation of inspection of work executed by subContractors, develop and maintain quality assurance and control reports, and report findings and recommended plans for corrective action on a quarterly basis to the COR and COTR.

3.6.3.3. QCM shall inspect at least 25% of the stores quarterly; every store within a zonal area shall be inspected at least once every performance year.

3.6.3.4. QCM are related experience in quality control inspections on maintenance projects identified in this PWS.

3.6.4. Management/Staffing Plan

3.6.4.1. The Contractor shall establish a Management/Staffing Plan covering performance of this contract with respect to Partnering, Management, Staffing/Recruitment Plan, and SubContractor support services within 45-days after award and submit to KO and COR. The plan shall at a minimum address the following:

3.6.4.2. The Contractor’s approach for addressing the requirements listed in the PWS.

3.6.4.3. A process for managing DeCA assets during contract performance using the

EMIS.

3.6.4.4. A process for managing an accurate listing of all installed equipment at all facilities covered by this requirement.

3.6.4.5. Address recruitment, hiring, retention, substitution, and replacement of qualified personnel, and establish how proposed staffing levels will be maintained throughout the life of the contract.

3.6.4.6. Identify key personnel and provide a detailed approach to coordination and interface with the Government, internal company hierarchy and supervision, and operational control and oversight of personnel including subContractors, if applicable.

3.6.4.7. Establish how an initiative of this magnitude and complexity will be managed and administered from the top down, what processes will be in place to ensure effective and unabated communications between all stakeholders, and what procedural standardization is in effect to ensure timely resolution of problematic areas.

3.6.4.8. The Contractor shall also address how project work will be cost effectively managed; what procedures are in place to obtain clearances for installation access; approach to a viable reach- back capability for surge contingency; limitation of manpower turnover rate; work scheduling and status reporting procedures; and processes or control measures to ensure effective status reporting and overall continuity of services.

3.6.4.9. Provide a management approach to transitions as turnover occurs to ensure there is a timely and transparent transfer of knowledge between Contractor and Government personnel; resolving issues and conflict at the lowest possible levels in a timely manner without impact to Commissary operations; what internal and external communication processes are in place with respect to all aspects of contract performance; what oversight will be in place to ensure contract personnel comply with standard operating procedures while simultaneously maintaining a high degree of professionalism; what the procedures are for placing, overseeing, and maintaining quality subContractor personnel; and the methods of mitigating and monitoring risk of performance to meet or exceed all requirements in the PWS.

3.6.4.10. A system detailing how the Contractor will respond to service calls in a timely manner.

3.6.4.11. A plan detailing how the Contractor plans on using technology (two- way digital communication) to communicate with DeCA Store personnel, COTR and COR to receive and respond to service calls, emergencies, etc.

3.6.4.12. Contingency Plan for separation of employees and employee absences.

3.6.4.13. How the Contractor will ensure sufficient competition for all project work in accordance with the PWS.

Deliverable

• CDRL A-005: Contractor shall establish a Management/Staffing Plan covering performance of this contract within 45 days after contract award to KO and COR.

3.6.5. Key Personnel

The Program Manager and other proposed key personnel are considered essential to the work being performed under this contract. Before removing, replacing, or diverting any of the key specified personnel, the Contractor must: (1) Notify the Contracting Officer reasonably in advance; (2) submit justification (including proposed substitutions) in sufficient detail to permit evaluation of the impact on this contract; and (3) obtain the Contracting Officer's written approval. Notwithstanding the foregoing, if the Contractor deems immediate removal or suspension of any member of its management team is necessary to fulfill its obligation to maintain satisfactory standards of employee competency, conduct, and integrity the Contractor may remove or suspend such person at once, although the Contractor must notify Contracting Officer prior to or concurrently with such action. The Contractor must obtain installation pass access for any replacement personnel and immediately pull the installation pass of personnel being dismissed or suspended from the contract. All passes that are pulled from contracted employees or subContractors, by the Contractor shall be immediately turned over to the installation authority.

3.6.6. Personnel List

Personnel List: Forty-five (45) days after contract award and within five (5) business days of updates to the Personnel List, the Contractor shall provide to the KO or COR a list of all personnel to perform services under this contract.

Deliverable

• CDRL A-006: Forty-five (45) days after contract award, Contractor shall provide to the KO or COR a list of all personnel to perform services under this contract.

• CDRL A-007: Within five (5) business days of updates to the Personnel List, the Contractor shall provide to the KO or COR a list of all personnel to perform services under this contract.

Quarterly Program Management Review

The Government will conduct Program Management Reviews (PMRs) quarterly throughout the term of this contract to evaluate Contractor performance to determine necessary adjustments, identify areas of improvement, and develop lessons learned. PMRs will be conducted in person at DeCA's headquarters at Fort Lee, Virginia, and scheduled at the Government’s discretion.

The Contractor will develop and present a report to the Government during the meeting. The information required for the PMR will be determined prior to commencement of contract performance but will generally include the following:

Task Report format Data elements to be included

PMR 1 Comparison Chart

Total SOs submitted in EMIS during the reporting period. Shown in a table format, the previous quarter reporting information shall be shown on the same table for comparison. Information provided shall be grouped by call type, item code, quantity, and the cost.

PMR 2 Pie Chart Total SOs in EMIS still in Proposal Requested status.

PMR 3 Pie Chart Total SOs in EMIS still in Proposal Received status.

PMR 4 Pie Chart Total SOs in EMIS still in Request for Service status.

PMR 5 Pie Chart Total SOs in EMIS still in Completed Status.

PMR 6 Bar chart Total Emergency SOs not mitigated within required time frame A line showing the acceptable quality level percentage (AQL) number shall be shown on bar chart. SO shall be grouped by call type, item code and quantity.

PMR 7 Comparison Chart

Open Emergency SO work for previous quarter vs current quarter.

Grouped by store, call type and quantity.

PMR 8 Bar chart Total open Urgent SOs over 7 days. A line showing the acceptable quality level percentage (AQL) number shall be shown on bar chart. SO shall be grouped by call type, item code and quantity.

PMR 9 Comparison Chart

Open Urgent SO work for previous quarter vs current quarter.

Grouped by store, call type and quantity

PMR 10 Bar chart Total open Routine SOs over 30 days. A line showing the acceptable quality level percentage (AQL) number shall be shown on bar chart. SO shall be grouped by call type, item code and quantity.

PMR 11 Comparison Chart

Open Routine SO work for previous quarter vs current quarter.

Grouped by store, call type and quantity

PMR 12 Bar chart Total open Preventive Maintenance (PM) work over 30 days. A line showing the acceptable quality level percentage (AQL) number shall be shown on bar chart. SO shall be grouped by call type, item code and quantity.

PMR 13 Comparison Chart

Open Preventive Maintenance work for previous quarter vs current quarter. Grouped by store, call type and quantity

PMR 14 Report Report showing success of predictive maintenance data, including equipment performance and any identified issues.

PMR 15 Comparison Chart

WOs completed to accepted in EMIS. Grouped by store, call type and quantity

PMR 16

Table or Spreadsheet

Deliverables with updated and current status indicated.

PMR 17 Letter / Table Contractor’s self-assessment of performance.

PMR 18 Bar Chart Verification of cost savings realized through the period.

Grouped by material rebates, labor efficiency and quantity PMR 19 Letter/Table Proposed solutions to any identified issues and suggestions

For Government process improvements which would result in further efficiencies or cost savings.

PMR 20 Letter/Table Recommended changes for predictive maintenance that will improve detection and mitigation of component and system failure, account for equipment changes, and provide for more effective and efficient application of PM tasks.

Access to Locked Areas

Contractor shall request access to locked areas from Store Management.

Contractor Furnished Equipment

The Contractor shall provide all necessary tools, materials, general and specialized equipment, electronic communication devices, required reporting and transportation necessary to successfully perform requirements. All Contractor-furnished equipment shall be tagged to maintain identification.

Contractor Vehicles

The Contractor shall provide vehicles required for performance of this requirement as stated in this PWS that meet installation standards.

Telecommunications:

Any contracts or agreements for telephone or internet are the sole responsibility of the Contractor for initiation, recurring, and termination.

Physical Damage The Contractor shall be held liable to the Government for any damages to the Government facility, grounds, fixtures, furnishings, or equipment caused by the Contractor. The Contractor shall restore, repair, or replace any damage caused by Contractor operations, including the replacement of any plant materials damaged as a result of negligence at no cost to the Government. The Contractor shall also be held liable for any damage to property or equipment on government property caused by the Contractor. For damage to property all actions shall be documented by a police representative.

Installation/Base Passes and Access The Contractor is required to obtain all installation/base passes from the installation, as applicable, to perform work under this contract. Passes must be in the employee’s possession at all times while on a military installation. Note: There may be delays at the gate and Contractors must plan accordingly.

Coordination with DeCA The Contractor shall schedule and arrange work with the store management or other designated DeCA personnel to cause the least interference with commissary operations. In cases where interference is unavoidable, the Contractor shall make every effort to minimize the impact. A DeCA representative may accompany Contractor personnel during part or the entirety of a service visit.

Sign-in and Sign-Out Requirements All Contractor personnel shall check-in prior to the commencement of work by signing the commissary logbook and check-out by signing the logbook. The Commissary Officer, Store Director, Store Manager, or previously identified designee shall sign the service ticket for all work prior to the departure of Contractor personnel.

Contractor Identification in the Government Workplace

The Contractor personnel shall always wear the badge conspicuously displayed while performing their work in all areas of DeCA facility. In addition, all Contractor and subContractor personnel shall be required to wear company picture identification badges provided by the Contractor or their subContractors, to distinguish themselves from Government employees. When conversing with Government personnel during business meetings, over the telephone, or via electronic mail Contractor and subContractor personnel shall identify themselves as such to avoid situations arising where sensitive topics might be better discussed solely between Government employees. Contractors and subContractors shall identify themselves on any attendance sheet or any coordination documents they may review. Electronic mail signatures shall identify company affiliation.

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. In the event a situation occurs which may give rise to the appearance of an OCI, the Contractor will notify the KO, identify the circumstances, and provide the Contractor's proposed approach to avoid, neutralize or mitigate the OCI. Contractors may add subContractors to their team after notification to the Contracting Officer (KO), Contracting Officer Representative (COR) and Contracting Officer Technical Representative (COTR).

Workmanship and Material Standards

3.18.1. The Contractor shall be responsible for maintaining all facilities, systems, and equipment, identified in this technical sub-annex, to a standard that prevents deterioration beyond that which results from normal wear and tear and corrects deficiencies in a timely manner to assure full life expectancy of the facilities, systems, and equipment in order to achieve and maintain an Operational Readiness rate of 98% or higher. Best commercial practices shall be applied in the performance of work. All work shall be completed per approved and accepted industry and equipment manufacturers’ standards and shall comply with building and safety codes, applicable activity, local, state, and federal regulations, and other technical requirements identified within this technical sub-annex.

3.18.2. Workmanship for maintenance and repair shall include all work necessary to complete facility and system restoration, including touch-up painting and operational checks. Upon completion of work, the Contractor shall ensure all facilities, systems, and equipment are free of missing components or defects which would affect the safety, appearance, or habitability of the facilities and structures or would prevent any electrical, mechanical, plumbing, or structural system from functioning in accordance with design intent. Repairs shall be made in accordance with industry standards, the manufacturers’ specifications and guidelines, and standard building codes. The quality of repairs shall meet the applicable standards and shall prevent any malfunction reoccurrences caused by poor workmanship or other Contractor inadequacies. The quality of the repaired areas shall be fully compatible with adjacent surfaces or equipment. Except where otherwise specified, replacements shall match existing in dimensions, finish, color, design, and functionality and shall have an appearance similar to the original finished appearance with only minor unobjectionable deterioration resulting from normal use.

3.18.3. The Contractor shall not allow debris to spread unnecessarily into adjacent areas nor accumulate in the work area. All such debris, excess material, and parts shall be cleaned up and removed at the completion of the job and at the end of each day work is in progress. Upon completion of work, any stains and other unsightly marks shall be removed.

Historical Preservation

Buildings and facilities designated as historical sites shall be maintained in accordance with Federal, state, and local historical policies and regulations. Contractor shall allocate such time as is needed for the planning and performance of the work as required by law/statute, to include review time by governing bodies; without penalty or additional cost to the Government.

Certification, Training, and Licensing The Contractor shall provide personnel with the qualifications specified below:

3.20.1. All maintenance and repair shall be performed by personnel trained and certified in compliance with the standards of the Original Equipment Manufacturer

(OEM).

3.20.2. Personnel inspecting, witnessing tests, preparing reports, and issuing certificates for boilers and unfired pressure vessels (UPVs) must be qualified per UFC 3-430-07.

3.20.3. Personnel inspecting, certifying, and making recommendations for corrective action for backflow preventers shall be certified as stated in appendix 4

3.20.4. Personnel working on systems, equipment or components containing chlorofluorocarbons (CFCs) and/or hydro-chlorofluorocarbons (HCFCs) must be certified under an Environmental Protection Agency (EPA) approved technical certification program per EPA 608

3.20.5. Personnel working on fire protection systems must be certified as stated in appendix 4

3.20.6. Personnel performing work on transformers must be knowledgeable of proper procedures for handling and disposing of insulating fluid containing polychlorinated biphenyls (PCBs)

3.20.7. Personnel performing work with hazardous material/hazardous waste must complete the hazardous material/hazardous waste handling course or have a minimum of one year of experience working with hazardous material/hazardous waste.

3.20.8. Personnel performing work and obtaining test data on the cathodic protection system must be trained per UFC 3-570-06.

3.20.9. All maintenance trade personnel certifying or inspecting repair or maintenance work that does not require an inspector certified by a governing directive shall be qualified at the journeyman level.

3.20.10. The Contractor shall submit to the COR proof of all certifications, training, and licensing requirements.

3.20.11. The Contractor shall comply with all federal and OSHA requirement when operating in confined spaces, providing trained and competent personnel and necessary equipment for any work required therein.

Compliance

Contractor shall perform all work in compliance with Uniform Plumbing Code (UPC) and International Building Code (IBC) recommendations while performing work under this PWS. All electrical system maintenance and repair must adhere to Occupational Safety and Health Administration (OSHA) standards. The Contractor shall operate all heating systems covered under this contract in accordance with (IAW) local and DoD air and water pollution control requirements and notify the COR, COTR and the Contracting Officer within 1 hour if environmental laws are violated. The Contractor shall reclaim refrigerant in accordance with the Section 608 of the Clean Air Act of 1990, Federal and local laws. Preventive maintenance service for all fire protection and life safety equipment must comply with applicable industry standards, manufacturer's instructions, and National Fire Protection Association (NFPA) 101 Life Safety Code standards. The Contractor shall comply with all applicable laws, regulations, ordinances, policies, government directives, manufacturer's instructions, and industry standards.

Applicable Laws and Regulations

The Contractor shall comply with applicable U. S., environmental, safety, and industry laws and regulations, and accepted commercial standards and practices. The Contractor’s personnel shall be required to comply with the on-site Installation Commander’s guidelines and policies and may be furnished upon request.

Permits The Contractor shall, without additional effort by the Government, obtain all certifications, licenses, and permits required for performance of work and for complying with all applicable Federal, State, and local laws. Such documents shall be kept on file and submitted with each service order response in the Government EMIS.

Environmental Requirements The Contractor shall fully comply with all local, State, Federal and DeCA environmental regulations and directives. The DeCA environmental provisions are stated in Appendix 4.

Safety Program

The Contractor’s safety program must fully comply with all applicable safety laws, regulations, standards, OSHA regulations, Department of Defense (DoD) directives, and Defense Commissary Agency (DeCA) directives. The Contractor shall designate personnel responsible for administering the safety and OSHA programs.

3.25.1. Safety Plan

3.25.1.1. The Contractor shall develop a Safety Plan that delineates the processes and procedures the Contractor uses to prevent accidents and preserve the life and health of Contractor and Government personnel and the public and protect work and property. The plan shall also delineate the Contractor plan for effective management of hazardous containing materials during contract performance.

The Contractor Safety Plan shall be submitted thirty (30) calendar days prior to the contract start date to allow for DeCA safety review and comments. The Contractor shall implement a Safety Program based on their Safety Plan.

Deliverables

• CDRL A-008: Safety plan shall be submitted thirty (30) calendar days prior to the contract start date.

3.25.1.2. The Contractor shall update the plan as changes occur and shall submit a copy of the proposed plan to the Contracting Officer for approval not later than thirty (30) calendar days prior to the proposed effective date of the updated plan. The Contractor's Safety Program shall include provisions as stated in Appendix 4.

Deliverables

• CDRL A-009: Submit a copy of updated safety plan to KO for approval not later than thirty (30) calendar days prior to the proposed effective date of the updated plan.

Work Classification and Management The Contractor shall use a work management system sufficient to efficiently and effectively schedule and control contract work performed in the accomplishment of the contract requirements. However, use of the Government’s EMIS is mandatory. The Contractor shall document all work requirements, progress, and completion information in the Government EMIS, as described more fully herein.

Restricted Protocol Procedure Notwithstanding the procedures identified in section 4.1.1-4.1.6, the Contractor shall be aware that the Government will provide notice when a Contract Line Item Number (CLIN) enters into Restricted Protocol Procedures (RPP) status. During RPP, each store may place emergency work orders. The Government will be able to submit non-emergency SO’s during RPP and the SO’s will be logged in EMIS, but the Contractor will take no action unless directed by the KO.

When the Government places a call with the Contractor for an emergency request, the Contractor shall dispatch a technician to mitigate the emergency and provide an estimate for the emergency work order. Upon submission of the initial estimate by the Contractor, the COTR will validate the facility emergency. Upon validation, the COTR will contact the Contracting Officer (KO) to recommend acceptance of the Contractor’s estimate. The KO will be the only approving authority for all SO’s when a CLIN has been placed into RPP. The KO’s approval will be contingent upon validation that sufficient funding is available to cover the Contractor’s estimate. If there are insufficient funds on the contract, the KO will not approve until funds are available.

Workload Data

Workload data is presented throughout this contract to enable the Contractor to forecast the level of effort that may be required during the performance of the contract. Such information is for general informational purposes only and is not a guarantee of work by the government and does not represent the actual workload required from the Contractor to meet its obligations under this contract. See Appendix 5a for Historical Workload Data. See Appendix 5b for SMP Material Cost Data.

Documentation All records and files to include hard copy or digital files and all documentation associated with this contract that this contract requires the Contractor to maintain shall be made readily accessible to Government representatives on request. The Contractor will retain all documentation and make them available to the Government, upon request, for 1 year after contract expiration.

Estimating Cost Data The Contractor shall be responsible to provide complete and detailed cost data for all SO accomplished under this contract. Under this contract, the contractor will be required to execute modifications to incorporate new requirements. Due to the nature of the work, contractor pricing will be applied to service orders, preventive maintenance, and/or other requirements.

For each new requirement, the contractor shall provide a work breakdown structure and description that clearly identifies how the Contractor will complete the statement of work.

Contractor proposal shall be accomplished as described below and based on the most economical standard construction and maintenance practices. Unreasonable methods and/or estimates to accomplish modification will not be accepted such as providing pricing from a non-standard price book.

3.30.1. Line-Item Costs. The cost of a line item shall be the item’s total bare cost based on relevant and appropriate RS Means module.

3.30.2. RS Means Price Book. The current year RS Means books (Facility Maintenance and Repair Cost, Building Construction Cost) line-item unit prices are to be used as the basis on each proposal. The Contractor’s proposal shall be composed of the current RS MEANS or government approved equivalent.

Invoicing

The contractor shall list all Service Order numbers on any invoice that includes any type of Service Orders. The list shall be included on an excel spreadsheet attached to the invoice in Wide Area Workflow (WAWF). The excel spreadsheet shall have the following naming convention: “InvoiceNumberContractorNameAreaOptionYearX”

Installation or Replacement of New Systems or Equipment

The Government may utilize other sources and resources to install and/or replace covered systems or equipment. Upon notification by the Contracting Officer, the Contractor shall cease maintenance activities on any impacted systems or equipment until any new system or equipment is installed and accepted. The Contracting Officer will provide directive to the Contractor to commence maintenance and repair of the accepted equipment.

All deliverables shall meet the requirements outlined in the document. The deliverables are not separately priced but are included as part of the rates charged by the Contractor. The Contractor shall provide all deliverables and other project related products, reports, and related information in an electronic format. The Contractor shall generate all document deliverables using standard office automation software products, such as Microsoft Office products (Word, Excel, PowerPoint, and Project) unless otherwise approved by the Contracting Officer.

CDRL #

PWS Paragraph

Number

Due Date CDRL A.001 3.4 Final Phase-In Plan 30 days after contract award to the Contracting Officer

CDRL A.002 3.4.1.8 Company Head Office Address and Phone numbers

Submit within 30 days after contract award to the COR and KO.

CDRL A.003

3.4.2.3 Phase-out Plan Provide to COR and

COTR no less than thirty

(30) days prior to the start of the phase-out period

CDRL A.004 3.6.2.3 Upload SMP completed checklist within 3 business days after the work is completed into EMIS.

CDRL A.005 3.7.2.1 Establish a Management/Staffing Plan

Establish plan within 45 days after contract award to KO and COR

CDRL A.006

3.6.6 List of all personnel Forty-five (45) days after

contract award, submit to the KO or COR a list of all personnel to perform services under this contract.

CDRL A.007

3.6.6

Provide to the KO or COR a list of all updates to the Personnel List.

Within five (5) business days

CDRL A.008

3.25.1.1 Safety Plan Submit thirty (30)

calendar days prior to the contract start date.

CDRL A.009 3.25.1.2 Submit a copy of updated safety plan to KO for approval

Not later than thirty (30) calendar days prior to the proposed effective date of the updated plan.

CDRL A.010

4.2.1.a Prepare and submit to the Government the Master PM schedule

Within 45 calendar days after contract award to

COR.

CDRL A.011 4.2.1.b Provide PM schedule to the COR quarterly with most up-to-date information of when the PM work is scheduled

Within 7 days after the end of each quarter.

CDRL A.012 4.2.2 Prepare and submit Predictive Maintenance report quarterly before PMR meeting to the

KO/COR

Within 10 days before the quarterly PMR meeting to the KO/COR.

CDRL A.013 4.2.3.b Upload PM checklist with picture of completion into EMIS

Within 7 days of completion of PM work.

CDRL A.014 4.2.4.a Providing list of PM deficiency to

COTR

Within 7 calendar days of completion.

CDRL A.015 4.3.4.2 Provide a list of any equipment installed and demolished to the

COR

On a quarterly basis and within 7 days after the end of each quarter.

CDRL A.016 4.3.6.1.e Documentation of waste disposal to COR

Within 5 calendar days of disposal.

CDRL A.017 4.3.8.1 Submit as-built drawing to COR

Within 30 calendar days of completion of the work.

CDRL A.018 4.3.11.b Submit to the COTR and COR approve list of commonly used item to be bench stock

On a quarterly basis, within five (5) calendar days of the next month.

CDRL A.019 5.1 Submit to the KO and COR the Maintenance and Service Program.

Within forty-five (45) calendar days after contract award.

CDRL A.020 6.3…