20251126 Facilities Scope of Work (003) (002).pdf

Scope of Work: Facilities Labor Contractor

1. Introduction This Scope of Work (SOW) outlines the services to be provided by the Contractor for general labor support within the Defense Logistics Agency (DLA) facilities located at 700 Robbins St, Philadelphia, PA 19111. The Contractor shall provide skilled labor to perform a variety of tasks related to furniture, fixtures, equipment, and general facility maintenance, as described in detail below. The Contractor will support the DLA Site Director or their designated representative at the DLA location.

2. Objectives The primary objectives of this contract are to:

Provide reliable and efficient labor support for facility maintenance and improvement projects at the DLA facility.

Ensure tasks are completed safely and according to industry best practices.

Minimize disruption to ongoing business operations during task completion.

Maintain a clean and organized work environment.

3. Scope of Services The Contractor shall provide the following services, as requested by DLA Site Director or their designated representative:

3.1 TASK 1 - Furniture and Cube Management:

Assembly and Disassembly: Assemble and disassemble furniture (desks, chairs, tables, filing cabinets, etc.) and office cubicles according to manufacturer instructions or provided diagrams.

Movement: Move furniture and office cubicles within the facility, ensuring proper handling and protection of items and surrounding surfaces.

Reconfiguration: Reconfigure office cubicles according to specified layouts, including adjusting panels, work surfaces, and electrical connections (under the supervision of a licensed electrician if required).

Repairs: Perform minor repairs to furniture and cubicles, such as tightening loose screws, replacing damaged glides, and addressing minor cosmetic imperfections.

3.2 TASK 2 - Equipment Management:

Movement: Move office equipment (computers, printers, copiers, etc.) within the facility, ensuring proper handling and connection.

Removal and Disposal: Remove and dispose of obsolete or damaged equipment according to established procedures and environmental regulations.

3.3 TASK 3 - Waste Management:

Trash Removal: Dispose of items designated as trash into designated dumpsters or bins.

Recycling: Segregate recyclable materials and dispose of them in designated recycling containers.

Clean-up: Maintain a clean and organized work area during and after task completion.

3.4 TASK 4 - Appliance Removal:

Removal: Remove small appliances (microwaves, coffee makers, mini-refrigerators, etc.)

from offices or common areas.

Disposal: Dispose of removed appliances according to established procedures and environmental regulations.

3.5 TASK 5 - Window Treatment Services:

Removal: Remove existing window blinds, shades, or other window treatments.

Installation: Install new window blinds, shades, or other window treatments according to manufacturer instructions or provided diagrams.

3.6 TASK 6 - Hardware Maintenance:

Door Handle Replacement: Replace damaged or malfunctioning door handles and knobs.

Cabinet Removal and Replacement: Remove and replace desk cabinets, drawers, and shelving units.

3.7 TASK 7 -Plumbing Repairs:

Installation and Repair:

Installing and repairing all types of plumbing fixtures (sinks, toilets, urinals, showers, etc.)

Installing and repairing water heaters (including tankless, gas, and electric) Installing and repairing water softeners and filtration systems Installing and repairing backflow preventers Installation, repair, and maintenance of water meters

Piping:

Installation of new water and drain lines (copper, PVC, PEX, cast iron, etc.)

Repairing or replacing damaged or leaking pipes Sewer line installation and repair Gas line installation and repair (requires specific certifications)

Drainage:

Drain cleaning (using snakes, hydro jetting, etc.)

Sewer line cleaning and repair Video inspection of drain and sewer lines to diagnose problems

At a minimum, any plumber sent to do work shall have a Journeyman level license with the City of Philadelphia.

3.8 TASK 8 -Electrical Repairs:

Wiring & Rewiring:

Adding circuits and outlets Dedicated circuits for appliances (e.g., refrigerators, microwaves)

Lighting:

Installation of new lighting fixtures, recessed lighting, pendant lights, etc.)

Repairing or replacing existing light fixtures Installation of dimmer switches and smart lighting systems

Outlets & Switches:

Installation of new outlets (standard, GFCI, USB, etc.)

Replacing existing outlets and switches Troubleshooting outlet and switch problems

Electrical Panel Services:

Electrical panel upgrades (increasing amperage) Electrical panel replacements Electrical panel repairs Adding circuit breakers

Commercial Wiring & Rewiring:

Wiring for new commercial buildings Rewiring existing commercial spaces Three-phase wiring

Electrical Panel Services:

Commercial electrical panel upgrades and replacements

Troubleshooting & Repair:

Diagnosing and repairing electrical problems (outages, shorts, faulty wiring, etc.)

Any person performing electrical work shall have an electrical contractor’s license with the City of Philadelphia

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3.9 TASK 9 -Drywall Repairs:

Repair drywall as needed.

4. Materials Purchase Provision The Contractor is authorized to purchase materials necessary to complete the tasks outlined in this SOW, up to a maximum of $10,000 per visit. The Contractor must obtain prior approval from [Client Name/Department/Contact Person] for any purchases exceeding [Dollar Amount -e.g., $500, $1000]. The Contractor will provide detailed receipts and documentation for all material purchases. All unused materials will remain the property of the Defense Logistics Agency.

5. Response Times and Task Initiation

The DLA shall notify the Contractor of task requests via email or other agreed upon method.

The Contractor shall acknowledge receipt of the task request within two (2) business days of the notification.

The Contractor shall initiate the completion of any requested task within two (2) weeks (14 calendar days) of the initial task request email from the DLA. "Initiate" is defined as beginning on-site work towards the task's completion, or presenting a detailed plan for task completion, including material acquisition (if required) and estimated completion timeframe to the Site director for approval. Any extenuating circumstances affecting these timelines will be discussed and agreed upon between DLA and the contractor.

6. Contractor Responsibilities The Contractor shall be responsible for:

Providing all necessary labor, tools, equipment (excluding those specified in Section 5), and materials required to perform the services outlined in this SOW, subject to the Materials Purchase Provision outlined in Section 4.

Ensuring that all work is performed in a safe and professional manner, adhering to all applicable safety regulations and building codes as well as DLA specific regulations .

Providing qualified and experienced personnel to perform the required tasks.

Maintaining adequate insurance coverage, including workers' compensation and general liability insurance.

Obtaining any necessary permits or licenses required for the work.

Communicating effectively with DLA Installation Management regarding the progress of work and any issues that may arise.

Cleaning up the work area and removing all debris upon completion of each task.

Protecting existing furniture, fixtures, and equipment from damage during the performance of work.

Properly disposing of all waste materials according to established procedures and environmental regulations.

Following all building security protocols and procedures of the Defense Logistics Agency and Installation .

Adhering to all department policies and procedures, including but not limited to safety, security, and confidentiality.

Submitting all receipts and documentation for any materials purchased within prior to receiving reimbursement.

Adhering to the Response Times and Task Initiation requirements outlined in Section 5.

Providing an written estimate and description of services prior to performing any service.

Contractor will not provide any service exceeding the cost of the written estimate prior to obtaining written approval from an authorized individual.

7. Client Responsibilities The Site Director or representative at the Defense Logistics Agency shall be responsible for:

Providing clear and concise instructions regarding the tasks to be performed.

Providing access to the work areas.

Providing any necessary materials or equipment that are not typically provided by the

Contractor (e.g., specialized tools, specific replacement parts) beyond the Contractor's allowable purchase amount, as defined in Section 4.

Reviewing and approving the Contractor's work upon completion.

Providing a safe working environment for the Contractor's personnel.

Designating a point of contact for communication and coordination.

Approving material purchases exceeding $10,000 threshold outlined in Section 4.

Ensuring the Contractor is aware of and adheres to all applicable DLA security protocols and procedures.

Sending task requests to the Contractor's designated email address as specified in Section

5.

8. Schedule and Reporting

The Contractor shall provide services on an as-needed basis, as requested by The DLA Site Director.

The Contractor shall provide a written report outlining the work performed on each task, including the date, time, and materials used, along with copies of all receipts and documentation related to material purchases.

The Contractor shall provide daily updates to the designated point of contact regarding the progress of work.

9. DELIVERABLES

Deliverable Title SOW Task Frequency Due Date Estimate with Plan of action and Milestones

(POAM)

Provide cost estimate and Demonstrate

As required based on task order

Prior to performing any task.

effective and efficient use of contractor personnel

Clean up Remove all contractor equipment and debris created by the task

As required based on task.

At the end of each duty day or end of the task

Inspection Daily joint (DLA and contractor lead) walk through of work area during the task

As required based on task

At the end of each duty day or end of the task

10. PERIOD OF PERFORMANCE

Base Period: August 22, 2022 through August 21, 2023 Option Period 1: August 22, 2023 through August 21, 2024 Option Period 2: August 22, 2024 through August 21, 2025 Option Period 3: August 22, 2025 through August 21, 2026 Option Period 4: August 22, 2026 through August 21, 2027

11. PLACE OF PERFORMANCE

DLA Troop Support / Naval Support Activity 700 Robbins Street Philadelphia, PA 19111

12. HOURS OF OPERATION

The contractor shall provide services during work hours of 8:00 a.m. to 4:30 p.m., Monday through Friday, except for federal holidays and base closures.

The contractor is not required to provide services on the following federal holidays observed at DLA unless approved by the Contracting Officer:

New Year’s Day (January 1) Martin Luther King’s Birthday (Third Monday in January), President’s Day (Third Monday in February) Memorial Day (Last Monday in May) Juneteenth (June 19) Independence Day (July 4) Labor Day (First Monday in September) Columbus Day (Second Monday in October) Veteran’s Day (November 11)

Thanksgiving Day (Fourth Thursday in November) Christmas Day (December 25)

When one of the holidays falls on a Sunday, the following Monday will be observed as a legal holiday. When the legal holiday falls on a Saturday, the preceding Friday is observed as the holiday.

When the Installation Commander closes the installation for any reason, including but not limited to days of inclement weather, the contractor is not required to provide services unless approved by the Contracting Officer.

13. POINTS OF CONTACT

Contracting Officer:

Cecilia F. Geraghty Phone: (215) 737-3054 Email: Cecilia.Geraghty@dla.mil

Installation Point of Contact:

Brian S. McWatters Phone: (215) 737-0377 Email: Brian.Mcwatters@dla.mil

14. CONTRACT TYPE

Firm Fixed Price

15. SECURITY REQUIREMENTS

The government will provide each employee an identification badge. Contractor personnel will visibly display the badge in accordance with DLA security requirements.

No employee or representative of the Contractor will be admitted to the work site unless he/she furnishes satisfactory proof that he/she is a citizen of the United States or an alien who has been lawfully admitted for permanent residence, or who presents evidence from the Immigration and Naturalization Service that employment will not affect his immigration status.

Security requirements apply to the prime Contractor and any Sub-Contractors the prime Contractor may employ during the course of this contract, as well as any temporary employees that may be hired by the Contractor. The Government retains the right to request removal of Contractor personnel whose actions, while assigned to this contract, are determined by the Contracting Officer to conflict with the interests of the Government. If such removal occurs, the Contractor shall assign qualified personnel to any vacancy.

Contractor employees must follow procedures for Installation Access (Non-DOD Cardholders/Visitors). Multi-day visits or access to Restricted Areas may require Personally Identifiable Information to allow for a local records check. Physical Security will run a criminal history check on Contractor employees as a condition of access to the installation. If entry is denied, the Contractor will be immediately notified. Physical Security may require updating or rechecking criminal history based on the duration of the contract. NOTE: The Vetting Official will deny access to any person who the Installation Commander has deemed unfit for unaccompanied access. Depending on the site, a Government escort may be required. Security forms required for Installation access will may vary by installation and will be provided upon award.

The Contractor is responsible for employees and Sub-Contractors under their employment. Contractors will ensure that employees are familiar with and obey installation traffic, safety, and security regulations. Contractor employees, including Sub-Contractors, are required to wear the ID card conspicuously on their outer clothing and above the waist at all times while working on this Center. Personnel are subject to challenge and removal from the work area if the ID card is not being worn. It is the Contracting Officer or designee’s responsibility to enforce this requirement. Failure to do so is just cause for ordering that work on a contract be stopped.

Expired, invalid, inaccurate, inoperative or terminated Pass or Access Control Badge shall be returned to the Contracting Officer or his designee for disposition. These cards are the property of the U.S. Government and shall not be retained by the cardholder upon expiration, replacement, or when the DoD affiliation of the employee has been terminated. The Contract Officer or his designee shall deliver all returned Contractor badges to the Welcome Center within five (5) business days. If the Pass or Access Control Badge is lost or stolen, a police report will be completed and the Contracting Officer or designee will submit a new request. Compliance with this requirement is mandatory and certification thereof to the Contracting Officer is required prior to submitting final invoices. Failure to return badges will hold up Contractor's final payment.

Contractor personnel shall present a neat appearance and be easily recognized as Contractor employees by wearing a Security Identification Badge at all times while on Government premises. When Contractor personnel attend meetings, answer phones, and work in other situations where their status is not obvious to third parties they must identify themselves as Contractors to avoid creating the impression that they are Government employees.

Unofficial photography, cameras, or photographs are prohibited. When official photographs are required, submit a written approval request containing specific justification and details to the Contracting Officer or designee 5 days prior.

Firearms, Weapons, Alcoholic Beverages, Illegal Drugs, and Contraband are prohibited on federal property. Violators may be prosecuted. State issued/authorized concealed weapons permits are not valid on Federal property.

16. PERFORMANCE REVIEW AND PAYMENT

Purpose of Measures

Performance measures will be used to assess the Contractor's performance under this contract issued in order to determine whether the Contractor is performing at acceptable levels in order to apply disincentives/incentives to contract payments. Payments will be comprised of the base amount plus a disincentive/incentive component.

The Government will make objective and subjective assessments of the Contractor's performance to determine whether contract performance is acceptable. The Contractor is expected to perform all functions in a professional manner and prepare accurate and timely documentation. Progress will be tracked based on the milestone event when the Contractor receives a specific tasking. Performance may vary with the complexity of the task. The number of completed actions will be balanced against the quality of this output. It is expected that the documentation and procedures will comply with all major regulatory and process requirements and agency policies and procedures.

Performance Measurements

The performance measurements under this contract shall be based on timeliness and quality of the work and deliverables provided by the Contractor under the contract. These measurements are defined as:

Timeliness – The completion of tasks and/or the submission of deliverables within the schedule set forth by the government during the performance of the contract.

Quality – The quality of work completed under the resulting tasks will be measured based on the Government’s determination of the validity, accuracy, clarity and usefulness of a deliverable or if the work performance met the expected outcomes as was communicated to the Contractor by the government.

Performance measurement metrics – The contractor’s performance will be monitored by the DLA Installation Management - Philadelphia (DM-FP) COR/ACOR/COTRs for each TO using one or more of the following methods of surveillance: random sampling, 100% inspection, and customer feedback. The contractor shall perform at full performance; a 100% expected quality- and timeliness- level applies (i.e. meets or exceeds the requirements, no customer complaints). The contractor is paid 100% of monthly invoice if they meet this requirement. These findings will be the basis for the amount paid for the task for that month. The tasks will be rated on the performance of the contractor on the timeliness and quality of the services provided using the adjectival ratings for each criterion as shown below. For any rating less than “Good,” the KO will review the performance documentation and make the final determination for the rating.

Below are the Performance Standards that will be used in evaluating performance in determining the amount of the payment owed to the contractor. Performance standards and ratings are designed to determine if performance exceeds, meets, or does not meet a given metric and acceptable quality level. The performance will be rated by the DLA Installation Management - Philadelphia (DM-FP) COR/ACOR/COTR prior to payment. These findings will be the basis for the amount paid for that period. Note: The application of these performance ratings or failure of the government to apply these performance ratings does not waive any of the government’s rights to damages under this contract. The following overall ratings shall be used:

Good – Performance meets or exceeds contract requirements in terms of timeliness and quality. The DLA Installation Management - Philadelphia (DM-FP) COR/ACOR recommends and the KO will make a determination to pay the contract 100% of the invoice amount.

Fair – Performance meets contract requirements with either only minor performance issues or minor timeliness issues. The performance or timeliness issues do not adversely impact the mission of the Agency. The DLA Installation Management - Philadelphia (DM-FP) COR/ACOR recommends and the KO will make a determination to pay the contractor 90% of the invoice amount.

Poor – Performance narrowly meets contract requirements by at least one of the following: bordering on unacceptability in terms of or quality of performance, bordering on unacceptability in terms of timeliness, or potentially having an adverse impact on the mission of the Agency. DLA Installation Management - Philadelphia (DM-FP) COR/ACOR recommends and the KO will make a determination to pay the contractor 80% of the invoice amount.

Unacceptable – Performance has been at a less than acceptable level in terms of timeliness or quality. Possible issues include, but are not limited to: missed milestones, low quality documents requiring multiple reviews and rewrites, significant or serious complaints submitted by the customers, documents that do not comply with acquisition or policy regulations, or one or more cure notices have been issued. Payment will be withheld pending resolution of cure notice(s). Termination for default or cause may result.

The ratings, as described in the table above, will be based on the performance of the contractor on the timeliness and quality of the services provided using the rating scale for each criterion as shown below.

Quality Good Meets or exceeds contract requirements in terms of quality of work performed.

Fair Performance meets contract requirements with only minor issues and the issues do not adversely impact the mission of the Agency.

Poor Performance narrowly meets contract requirements and either borders on unacceptability in terms of quality, or adverse impact on the mission of the Agency is possible.

Unacceptable Quality of performance has been at a less than acceptable level.

Possible issues include, but are not limited to: low quality documents requiring multiple reviews and rewrites, significant or serious complaints submitted by the customers, documents that did not comply with acquisition or policy regulations or one or more cure notices have been issued by the KO.

Timeliness Good Meets or exceeds contract requirements in terms of timeliness of delivery.

Fair Minor timeliness issues that do not adversely impact the mission of the Agency.

Poor Timeliness issues that are not minor or borders on unacceptability. Adverse impact on the mission of the Agency is possible.

Unacceptable Contractor failed to meet the timeliness requirements. Possible issues include, but are not limited to; one or more deliverables not submitted on time or missed milestones. One or more cure notices may have been issued by the KO.

Disincentives are applied for 90%, 80% or 0% performance as follows:

100% = 100% payment 90% = -10% disincentive against monthly invoice 80% = -20% disincentive against monthly invoice 0% = No payment will be made until issues are satisfactorily resolved. Retroactive payments will not be made.