006.pdf

(x)

20342319Q00001 x x

1 copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted ; or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGEMENT TO BE RECEIVED AT

THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted , such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

x

Parkersburg WV 26101 200 Third Street

FSA-PARKERSBURG

Avery 5F Administration Branch Division of Procurement Bureau of the Fiscal Service

PARKERSBURG WV 26101

ATTN: S. BONNETT

FSA-SBONNETT

200 THIRD STREET

AVERY5F

DIVISION OF PROCUREMENT

BUREAU OF THE FISCAL SERVICE

08/06/2019

13. THIS ITEM ONLY APPLIES TO MODIFICATION OF CONTRACTS/ORDERS. IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

12. ACCOUNTING AND APPROPRIATION DATA (If required) is not extended.is extended, Items 8 and 15, and returning

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended , by one of the following methods: (a) By completing

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

FACILITY CODE CODE

10B. DATED (SEE ITEM 13)

10A. MODIFICATION OF CONTRACT/ORDER NO.

9B. DATED (SEE ITEM 11)

9A. AMENDMENT OF SOLICITATION NO.

CODE

8. NAME AND ADDRESS OF CONTRACTOR (No., street, county, State and ZIP Code)

7. ADMINISTERED BY (If other than Item 6)CODE 6. ISSUED BY

PAGE OF PAGES

4. REQUISITION/PURCHASE REQ. NO.3. EFFECTIVE DATE2. AMENDMENT/MODIFICATION NO.

5. PROJECT NO. (If applicable)

1. CONTRACT ID CODE

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

08/06/2019

CHECK ONE A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority) appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

E. IMPORTANT: Contractor is not, is required to sign this document and return __________________ copies to the issuing office.

ORDER NO. IN ITEM 10A.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

The Bureau of the Fiscal Service Division of Procurement Services, on behalf of the Armed

Forces Retirement Home (AFRH), is soliciting for Facilities Maintenance Services. Services shall be performed in accordance with the attached Performance Work Statement (PWS).

Proposals in response to this solicitation shall be submitted in writing in accordance with

Quotation Instructions.

The contract resulting from this solicitation will be covered by a collective bargaining agreement.

Continued ...

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)15A. NAME AND TITLE OF SIGNER (Type or print)

15C. DATE SIGNED 16B. UNITED STATES OF AMERICA 15B. CONTRACTOR/OFFEROR 16C. DATE SIGNED

(Signature of person authorized to sign) (Signature of Contracting Officer)

TINA M. WHITE

STANDARD FORM 30 (REV. 10-83)

Prescribed by GSA

FAR (48 CFR) 53.243

NSN 7540-01-152-8070

Previous edition unusable

Except as provided herein, all terms and conditions of the document referenced in Item 9 A or 10A, as heretofore changed, remains unchanged and in full force and effect .

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

NAME OF OFFEROR OR CONTRACTOR

2 51CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

(A) (B) (C) (D) (E) (F)

20342319Q00001/0001

Amendment 006:

The purpose of this amendment is to post an additional site visit. The second site visit is scheduled for Tuesday, August 13 at 10 a.m.

Interested Contractors shall attend a site visit at the AFRH-W, 2700 North Capitol Street, Northwest, Washington DC 20011-8400 to gain a better understanding of the work to be required.

No questions will be asked or addressed at the site visit. All questions must be submitted by

Friday, August 9 at 12:00 p.m. EST. Contractors shall contact the COR, Mr. James Cavanaugh upon arrival at (202)207-7046. Offerors shall provide a current form of identification (i.e. Driver's

License) at the guard station in order to gain access to the campus.

In order to be compliant with submission of a proper quote, vendors must have attended either on-site visits, which will be verified by the sign-in page presented upon completion of the second site visit.

All proposals are due by Monday, August 26 at

1:00 p.m. EST.

Additionally, the Questions proposed by vendors, along with the answers provided by the

Government, have been attached to this Amendment

006. Attachments associated to questions are also found attached to this posting.

Period of Performance: 09/30/2019 to 09/29/2024

NSN 7540-01-152-8067 OPTIONAL FORM 336 (4-86)

Sponsored by GSA

FAR (48 CFR) 53.110

20342319Q00001

CONTRACT DOCUMENTS, EXHIBITS, AND ATTACHMENTS

Facilities Maintenance Services Armed Forced Retirement Home – Washington Campus

Performance Work Statement

1. INTRODUCTION

1.1 General Information

The contractor shall perform Facilities Maintenance, Repair, and Management services as described herein for the Armed Forces Retirement Home (AFRH) located in Washington, DC. All work shall be in compliance with the terms, conditions, general, and special contract requirements, specifications, drawings, attachments, and exhibits contained herein, or incorporated by reference. This contract requires timely and responsive quality services. The Contracting Officer (CO) shall designate specific technical representatives, henceforth designated as the Contracting Officer’s Technical Representative (COR) to monitor and advice on day to day performance of the contractor.

Attachments 1-15 are used to provide supplemental information and are referenced throughout the PWS.

1.1.1 General Agency Background

The United States Congress established the Armed Forces Retirement Home (AFRH) as a separate federal agency in 1991 when it enacted the Defense Authorization Act, Public Law 101-510. AFRH is the only Federal Agency that does not receive tax payer funds for every day operation. The Agency’s source of income flows from the enlist men and women of the Armed Forces of the United States through a small payroll deduction and forfeitures. In addition to the contributions from enlisted personnel, AFRH enjoys donations from generous individuals and the interest income from a trust fund started in 1851 for the Forefather to AFRH, the United States Soldiers Home. While the total number of residents varies from month-to-month, AFRH provides a home for approximately 600 enlisted personnel in their retirement years at both the Gulfport and Washington campuses for a total of about 1200 residents. The AFRH, also known as the “Home”, provides retired veterans with the common daily living needs such as: private rooms, bank, chapel, convenience store, mail room, laundry facilities, barber/beauty shop, dining facility, and a 24-hour security and staff presence. In addition to these common needs, AFRH offers social, recreational, and occupational activities for many interest. While residents live in this community, AFRH provides for their overall health care needs in a high quality manner;

including on site primary care, medical care, and a continuum of long-term care services as residents change and transition from independent living. Our residents found it to be an honor to serve our country. AFRH finds it to be an honor to serve them now.

1.1.2 Purpose

Provide comprehensive facility maintenance service for the entire Armed Forces Retirement Home Washington, DC Campus.

1.1.3 Needs, Expectations & Requirements

The Contractor shall provide all personnel, equipment, tools, supervision, and other items and services necessary to ensure that the Facility maintenance requirements outlined in the PWS are performed at the Armed Forces Retirement Home-Washington (AFRH-W) in a manner that shall comply with Industry, National Fire Protection Agency (NFPA),Occupational Safety and Health Administration (OSHA), The Joint Commission (TJC), the Commission on Accreditation of Rehabilitation Facilities (CARF), and Leadership in Energy and Environmental Design (LEED) standards. Title V. Operating Permit requirements and reporting per District of Columbia, Department of Energy and Environment (DOEE), and the national Environmental Protection Agency (EPA).

AFRH-W is a 24 hour facility housing a vulnerable population. The contractor is expected and required to maintain facility operations for all acts of God or man-made issues even during storms, catastrophic events, or other hazardous conditions.

The AFRH is required to be accredited by law. AFRH is currently accredited by both The Joint Commission (TJC) and the Commission on Accreditation of Rehabilitation Facilities, (CARF). Therefore, the vendor must have past experience with facilities of similar size that have been accredited and met the standards of TJC and CARF or similar accreditation agencies for health care organizations that provides, Independent, Independent

Living Plus, Assisted Living, Long Term Care and Memory Support Clients. Additionally, pursuant to Chapters 2 and 3 of Title 20 of the District of Columbia Municipal Regulations (20 DCMR 200 and 300); AFRH must maintain a Title V. Permit. Vendor must have past experience with the District of Columbia Municipal Regulations, Title V. application, renewal, amendment, and reporting processes.

This will be a full campus maintenance service contract that covers part of the campus and services under a firm fixed price and the other portion under an Indefinite Delivery, Indefinite Quantity (IDIQ). The Contractor shall be responsible for learning the contract, the facility, the equipment, and the duties and procedures required to ensure continued optimum operation of the facility. All work whether under the firm-fixed-price or Price per Request (PPR) shall meet the criteria, standards, and requirements stated throughout the contract.

The firm fixed price (FFP) shall cover all maintenance services including the Eagle Gate Guardhouse-approx. 100 Sqft, North Converter-approx. 2,828 Sqft, Man Hole C- approx. 50 Sqft, Scott Building-approx. 174,000 Sqft, Sheridan Building- approx. 296,540 Sqft, Sherman Building- approx. 92,900 Sqft, Rose Chapel approx. 1,715 Sqft, Stanley Chapel-15,079, and Auto Hobby Shop- approx. 4,071 Sqft (approximately 587,283 square feet of total building space). The FFP also includes the service reception desk, electrical diagnoses as defined in section 4.3.6.2 and the site/infrastructure components such as:

utilities including all distribution components, elevators, street lights, fire hydrants, underground piping together with all associated components, perimeter fencing, and any element or component necessary for the full functionality of the buildings.

Refer to Attachments 1-3 and 10 for a full list of building and site component locations and associated equipment or components.

The FFP portion of this contract does not include the following areas / services:

1. Room Turnovers (defined in section 4.4)

2. Quarters Buildings

The services required from the Contractor for other buildings and areas or elements of the campus not covered by the firm fixed price shall vary and shall be billed on a PPR basis per sections 4.4 “Room Turnover” and 4.6 “PPR Process and Pricing”. For all of the PPR associated building and site/infrastructure maintenance, the Contractor shall be responsible for the maintenance tasks once reviewed and approved by the COR or CO and for billing the work associated with the task to the contract IDIQ line. There is one exception; due to the historic nature of most of the buildings associated with the PPR covered areas on the campus, all of the unoccupied buildings in the PPR area will be inspected by the contractor as a part of the firm fixed price on a bi-annual basis for defects that can impact the integrity of the building structures, cause additional damage, or create an unsafe condition.

A detail report of all findings and an action plan to remedy the defects identified, must be submitted to the COR no later than twenty-one calendar days after the completion of the inspection (exception: dangerous conditions shall be reported the same day to the COR). No additional work or repairs shall be planned or required until approved by the COR or CO.

Most issues are or have been addressed and/or corrected by the current contractor. Even so, malfunctions, faults, failures, glitches, and/or breakdowns may currently exist in buildings or equipment covered under the firm fixed price. In any and every case, this facility is presented to the contractor in “As-Is” condition. The contract shall NOT be reimbursed for any cost associated with repairing, addressing, or correcting any condition, equipment, situation, or any other AFRH Real Property failures associated with facility buildings/components under the firm fixed price portion of the contract that existed before the award of this contract except when the cost exceed the threshold limits and meet the criteria defined in section 4.5 “Additional Work”. In such cases, the contractor shall follow the procedures stipulated in section 4.5 for reimbursement.

While most residents, employees, visitors, contractors, etc. do their best to avoid damaging the facility, from time to time a demented resident, disgruntled employee, or other mischief individual may intentionally cause destruction or perform activities that result in repairs. In any and every case, the contractor shall NOT be granted indemnification in any form or fashion for facility buildings/components associated with the firm fixed price. The contractor shall be responsible for all repairs or work described in this document regardless of the events or activities leading to the malfunction or damage as part of the firm fixed price of the contract unless the repairs meet the criteria of “Additional Work” described in section 4.5.

1.2 Scope

Work shall be performed by the contractor as a firm fixed-price service for portions of the campus. Other work shall be performed on an IDIQ basis and billed by labor hour/materials including actions when ordered by the CO (or by the COR if the cost is below $3,500). In addition, alteration or modification work may be requested from time to time per section 4.7 to address the needs of the facility. The contractor shall provide all labor, supervision, tools, materials, equipment, transportation, management, and any other items not supplied by the Government to support the AFRH mission as specified in this contract and necessary for the operation, repair, and alteration of campus facilities as well as related systems, equipment, utilities, edifices, and other real property.

The work includes the performance of service request work, recurring work, additional work, and modification work for all facility components on the AFRH Washington Campus.

The AFRH has developed a program of building designations, which identifies the facilities for which the contractor shall perform maintenance and repairs on the AFRH-W Campus. Attachment 4 identifies the current designation of active AFRH structures, provides the square footage, and identifies those buildings having historic designations. Underutilized structures listed on Attachment 4 may require response to service requests.

1.2.1 Type of Contract

The government will award a hybrid Firm Fixed Priced Contract with a portion of the work to be performed on an IDIQ (labor hour/materials) basis for the Facility Maintenance work specified herein.

1.2.2 Period of Performance

The contract base period will be from September 30, 2019 to September 29, 2024 - with four (4), twelve (12) month option periods exercised at the discretion of the government.

1.3 RESPONSIBILITY

The contractor shall assume total responsibility for all requirements stated herein on the contract start date.

The contractor is responsible for maintaining and repairing the facilities in a manner that enhances and promotes the safety, comfort, and well - being of the residents. The contractor shall be responsive to the residents and maintain the appropriate attention to detail and concern for the care of the residents that is consistent with the mission of the AFRH, which is:

“To fulfill our nation’s commitment to its Veterans by providing a premier retirement community with exceptional residential care and extensive support services.”

The contractor shall respond to service requests and provide preventive maintenance for the facilities.

Maintenance and repairs shall be performed in a manner that ensures:

• Efficient and continued operation of all facilities and equipment;

• Minimal downtime for occupied areas vacated for repairs; and

• Occupants’ needs are served in a timely, courteous, and professional manner with minimal disruption

The contractor shall complete all work in accordance with all applicable standards, codes, regulations and/or laws referenced or implied below:

• AFRH Directive 10-7 (Attachment 15)

• The Commission on Accreditation of Rehabilitation Facilities (CARF) Standards

• The Joint Commission (TJC) Standards

• Any other applicable Federal, State, and Local regulations or laws.

The contractor must recognize that services covered by this contract are vital to the successful accomplishment of the AFRH mission. Due the mission of the AFRH/W, the Contractor must maintain continuity of services by having the necessary staff on hand to fulfill the requirements and deliverables of the contract, without interruption, throughout the entire term of the contract.

Other contractors may be engaged by the facilities maintenance contractor or AFRH to work in support of the facilities covered by this contract. The contractor for this contract shall coordinate and cooperate with all other contractors to avoid conflicts in work schedules and performance. In the event of conflicts with other contractors that cannot be satisfactorily resolved, the matter shall be referred to the CO for a decision. Such decisions shall be final, subject to the right of appeal in accordance with the “disputes” clause.

1.4 ROLE OF GOVERNMENT PERSONNEL

1.4.1 Contracting Officer (CO)

The CO has the overall responsibility for administration of this contract. This official alone, without delegation, is authorized to modify the contract. Other responsibilities may be delegated to authorize representatives.

1.4.2 Contracting Officer’s Technical Representative (COR)

The COR shall be designated in writing at the time of award to assist the CO in the day-to-day on-site administration of this contract. The COR’s responsibilities include, but are not limited to: determining the compliance and adequacy of performance by the Contractor, in accordance with the terms and conditions of this contract; requesting removal of unsuitable contractor employees; approving schedule and Quality Control Plan changes; ordering re-performance of unacceptable work or performance by other means.

1.5 HISTORIC PRESERVATION

AFRH owns numerous historical buildings on the Washington Campus and a Historic Chapel on the Gulfport Campus. The Washington Campus has several structures officially designated as historical structures in the National Register of Historic Places. The Lincoln Cottage and Sherman Building are listed as National Monuments. The AFRH defines a historical building as one that is listed on the National Register or is eligible to be listed in the National Register of Historic Places. For purposes of this contract, no physical alteration of the exterior or interior of an historic building is permitted unless the Government, subject to applicable guidelines and regulations, approves the work.

The contractor shall maintain the CMMS database with historical preservation annotations as required in Section 1.18 to support the Government’s actions to comply with all of the laws, regulations, orders, and procedures governing historic preservation, including, but not limited to, the following documents:

• National Historic Preservation Act (NHPA) of 1966 as amended

• Executive Order 11593, Protection and Enhancement of the Cultural Environment

• 36 CFR Part 60, National Register of Historic Places

• Archaeological and Historical Protection Act of 1974

• Archaeological Resources Protection Act of 1979

As required, the contractor shall participate in consultation and coordination with a variety of Government agencies whose mission includes preservation of historical places. These agencies may include, but are not limited to:

• National Capital Planning Commission

• State Historical Preservation Office

• Federal Advisory Council on Historical Preservation

• National Trust on Historic Preservation

• Other agencies designated by the COR

1.6 TRANSITION

1.6.1 Contractor Phase-In

The contractor shall develop comprehensive procedures for phasing in work performance to the level prescribed and within the time allowed under the terms of this contract. The contractor shall submit a completed Phase-In Plan as part of the technical proposal. If the Phase-In Plan needs to be revised during negotiation, the contractor shall prepare a revised Phase-In Plan, which shall be incorporated into the contract and shall be adhered to once transition period begins. During the transition period the contractor shall prepare to assume full responsibility for all areas of operation in accordance with the terms and conditions of the PWS.

The contractor shall take all actions necessary for a smooth phase-in of the contracted operations. The Government shall make all facilities accessible to the contractor during the transition period to allow for site familiarization and planning (security passes required). The contractor's management personnel shall be permitted to observe predecessor contract operations, as approved by the COR. During the transition period, the contractor shall at a minimum:

• Participate in inventorying and accepting responsibility for Government-Furnished Property (GFP)

• Attend Maintenance Status meetings

• Gain a thorough understanding of AFRH facility directives, policies, and standard operating procedures

• Provide a web-based service request system (CMMS) in accordance with the PWS requirements

• Train AFRH personnel in the contractor’s CMMS system (report queries and other special inquiry tasks)

• Merge or transition existing data from the existing CMMS system

• Upload all O&M Manuals to CMMS system

• Participate in planning for and establishing a process for after hour emergency and urgent service requests

• Gain approval of Safety Plan

• Other items that are identified while in Transition Planning

1.6.2 Contractor Phase-Out

The contractor shall develop and implement a Phase-Out Plan within 30 calendar days after award of the final option of the contract or notification by the CO. The purpose of this Plan is to ensure a smooth and orderly transfer of performance responsibility to a possible successor.

The Phase-out Plan shall contain details that include, but are not limited to, time lines for events, key personnel involved, and required occurrences of interface with the Government and follow-on contractor. The contractor shall submit the Phase-out Plan to the CO and COR. The plan shall fully describe how the contractor shall approach the following issues: employee notification; retention of key personnel; turnover of work-in-progress, inventories, transfer of Government property and records; removal of contractor property; data and information transfer; and all other actions required to ensure continuity of operations.

During the 30-calendar day period immediately prior to the expiration or termination of this contract, the contractor shall permit the successor contractor (and the successor contractor's employees) to observe and become familiar with any and all operations specified in this contract.

The contractor shall attend a phase-out Government-Furnished Property (GFP) transfer and inventory meeting with the COR. The COR shall schedule the meeting approximately 14 calendar days prior to the end of this contract. Seven calendar days prior to expiration of the contract period, an inventory of all GFP shall be conducted by the contractor and observed by the Government. During the final inventory, all GFP shall be inspected.

All Government records and data shall remain the property of the AFRH after the contract expiration date and shall be turned over to the CO/COR no more than five calendar days after contract termination or completion.

Reconciliation of all GFP and the cleanup of contractor work areas is required. In accordance with FAR 52.245-1 the contractor is held responsible for the degradation of GFP that is beyond normal wear and tear.

The contractor shall correct any damage to Government owned property caused by employee negligence, or mistakes that are intentional. The contractor shall turn over the balance of all GFP along with: (1) all inventory records from the initial stock survey, and (2) material requisitions and purchase transactions during the life of the contract.

The contractor shall fully cooperate with the successor contractor and the Government so as not to interfere with their work or duties.

1.7 MANAGEMENT AND ADMINISTRATION

1.7.1 Contract Management

The contractor shall manage the total work effort associated with the operations, maintenance, repair, and all other services to ensure fully adequate and timely completion of these services. Such management includes, but is not limited to, planning, scheduling, cost accounting, report preparation, establishing and maintaining records and inventories, warranty enforcement, and quality control. The contractor shall provide an adequate staff of personnel with the necessary management expertise to assure the contractor adheres to the work defined in this PWS.

The Project Manager and other manager personnel are key personnel for this contract and must be approved by the Government. The contractor shall provide an approved on-site Project Manager and approved alternate(s), who is physically present during normal working hours. This individual(s) shall be responsible for the overall management and coordination of this contract and shall act as the central point of contact with the Government.

The approved Project Manager or approved alternate(s) shall have full authority to act for the contractor on all contract matters relating to the daily operation of this contract. The government has the right to withdraw its approval at any time and/or request that the individual be removed from the campus.

The contractor shall furnish names of the Project Manager and all contractor management and supervisory personnel along with a summary of their qualifications as part of the “Phase-In” process. During the “Phase- In”, the contractor shall present each of the individuals named in the above positions for acceptance by AFRH and the CO. After an individual is approved they shall furnish all of their contact information. The contractor shall notify the CO and the Chief of Campus Operations, in writing and for acceptance, seven (7) calendar days prior to personnel changeover in these positions.

No later than 5 days after award and prior to full performance start date, the contractor shall meet in conference with representatives of the CO. The time shall be determined by the CO. The purpose of the meeting is to discuss and develop mutual understanding relative to scheduling and administering work.

The Project Manager shall be responsible for planning and scheduling work to ensure material and labor are available to complete work requirements within the specified time limits and in conformance with industry standards or other specified quality standards.

The Project Manager shall attend, participate in, and furnish input to scheduled and unscheduled meetings, conferences, and briefings that relate to the functions and services herein as required by the Government. The purpose for attendance is to provide for effective communication and to impart necessary information. Meeting attendees shall occasionally include contractor supervisory and other personnel knowledgeable of the subject matter. Meetings may start and/or end outside of regular duty hours.

1.7.2 Contract Administration

The contractor shall perform all related administrative actions required to provide the services as specified herein.

The contractor shall perform the full range of administrative duties including, but not limited to, report preparation, establishing/maintaining records and inventories, warranty enforcement, and quality control as required by this contract.

The contractor shall establish and maintain a records keeping system that shall facilitate the Government’s periodic review of service requests, preventive maintenance, and additional work. The contractor shall maintain records throughout the life of the contract in a consistent, business-like and orderly fashion. All records shall contain sufficient supporting documentation, if applicable, to provide a complete audit trail.

The contractor shall ensure that generated technical records, reports, files, and other documentation are made available to the COR and other authorized Government representatives. The contractor shall obtain CO approval before releasing any stored, generated, or archived information related to this contract or other Government activities or agencies, contractors, or private parties to news agencies, the contractor’s corporate, or other off-site offices.

The contractor shall mark all records, files, reports, and data deemed proprietary. All records, files, reports, and data gathered and compiled during the performance of this work is Government property. The Government shall make the final determination of the appropriateness of any proprietary claims by the contractor.

1.7.3 Work Control

The contractor shall implement all necessary work control procedures, which permit tracking of work in progress and ensure adequate and timely completion of work requirements. The contractor shall plan and schedule work to ensure material, labor, and equipment are available to complete work requirements within the specified time limits and in conformance with established quality standards. Verbal and/or written scheduling and status reports shall be provided when requested by the CO, COR, or other authorized Government representatives.

1.7.4 Monthly Performance and Status Reports

The contractor shall submit a Monthly Performance and Status Report to the COR no later than the fifth working day of the following month. The report shall be in the contractor’s format (as approved by the COR) and include:

• A narrative of the contractor’s accomplishments

• Analysis of workload and performance metrics

• Future work plans

• Problems or difficulties encountered that prevent full performance of the contract

• Recommendations for solving any problems

• Updated Schedules

• Personnel changes or issues

• An analysis of potential maintenance problem areas (These potential maintenance problems could be identified through multiple service requests for the same work, or items noted during preventive maintenance.)

As part of the Monthly Performance and Status Report, the contractor shall include the following attachments:

• Refrigerant Reports (see Section 1.13.5)

• Reporting of Hazardous Waste (see Section 1.13.7)

• Monthly OSHA Generated Information (see Section 1.16.1)

• Preventive Maintenance Report (see Section 4.2.2)

• Monthly Service Request Tracking Report (see Section 4.2.3.7)

• Monthly Service Request Aging Report (see Section 4.2.3.9)

• Chiller Maintenance and Inspection Report (see Section 4.3.2)

• Chemical Water Treatment of Cooling Towers Report (see Section 4.3.3.1)

• Boiler Maintenance and Inspection Report (see Section 4.3.4.1)

• Pneumatic Controls Maintenance and Status Report (see Section 4.3.5)

• Elevator Report (see Section 4.3.11.6)

• Equipment under Manufacturer’s or Installer’s Warranty Report (see Section 4.3.12)

• All Joint Commission Reports for Environment of Care and Life Safety in the format designated by the

TJC and NFPA.

1.7.5 Miscellaneous Reports

As part of the FFP, the contractor shall develop, create, and supply to AFRH upon request by the COR any report, study, or analysis of the facility deemed necessary by the COR to appropriately monitor, inspect, or comply with any requirement, duty, or responsibility of the contractor, COR, or AFRH.

1.8 HOURS OF OPERATION

1.8.1 Business Hours

Contractor personnel shall be available on-site during normal business hours and days to respond to all requirements from the AFRH. Normal business hours and days are between the hours of 7:00 am and 3:30 pm, Monday through Friday, excluding Federal Holidays.

The contractor shall also be available to respond to Emergency and Urgent Service Requests 24 hours per day 7 days per week.

AFRH government staff normally conducts work activities from 7:00 am to 9:00 pm Sunday through Saturday.

The contractor shall perform routine service requests during these working hours without charging overtime to the Government to ensure full employee utilization, however residents should not be disturbed for routine service requests between 9:00 pm to 7:00 am unless an emergency or urgent matter has occurred.

Recognized Federal holidays are:

Federal Holidays When New Year’s Day January 1 Inauguration Day January 20 Martin Luther King’s Birthday Third Monday in January Presidents Day Third Monday in February Memorial Day Last Monday in May Independence Day July 4th Labor Day First Monday in September Columbus Day Second Monday in October Thanksgiving Day Fourth Thursday in November Christmas Day December 25

If a holiday falls on a Saturday, it is observed on Friday. If a holiday falls on a Sunday, it is observed on Monday. The contractor may work these holidays as a standard work day without any additional cost to the government.

1.8.2 Emergency and After-Hours On-Call Work

As part of the FFP for all buildings, equipment (locations included), the Contractor shall designate fully qualified trade journeymen to be on-call to the AFRH 24 hours per day 7 days per week (24/7) for response to emergency service requests to ensure coverage during any period outside “Business Hours”. The contractor shall follow the After-Hours Emergency Procedures in Attachment 5.

The contractor shall provide a list of the individuals designated for on-call service by name and trade discipline, including telephone and pager numbers (if applicable). The contractor shall provide the on-call list to the COR and Security no later than five calendar days prior to contract start date and shall update the lists thereafter when changes occur that would affect the on-call list.

1.8.3 Staffing Planning

The contractor shall continuously maintain a sufficient, qualified, and adequate staff with qualified and government approved management expertise to assure work is scheduled and completed in accordance with this contract, or by the specifications of the manufacturers, or by industry, local, and/or ICC code standards, whichever is stricter. The contractor shall maintain a work force capable of completing work in accordance with the time and quality standards specified by this contract. The contractor may need to provide specialized expertise in addition to the on-site staff to perform required tasks.

1.9 PERSONNEL

1.9.1 Key Personnel

Key personnel are defined as the approved Project Manager, other management personnel, the Quality Assurance Point of Contact (POC), and the tradesmen (ex: electrical, plumbing and carpentry). The Project Manager and any individual designated to act in that capacity shall have full authority to contractually bind the contractor for prompt action on matters pertaining to execution of the contract. The contractor shall be required to provide a summary of qualifications for key personnel not later than the tenth day after the award. A single individual may act as multiple key personnel if they hold the proper credentials.

1.9.2 Substitution of Key Personnel

Any changes to the working status of key personnel shall be submitted to the COR for approval in writing seven

(7) working days prior to the change. The Contractor shall provide the proposed individual’s resume, applicable licenses/certificates and contact information. AFRH will approve/reject key personnel changes within two (2) business days with information on why the proposed key personnel was not accepted. If AFRH rejects proposed key personnel, the Contractor will provide a substitute replacement within two (2) business days.

1.9.3 Employee Qualifications and Certifications

The contractor shall only use employees who possess the applicable experience and are properly trained, qualified, certified, and/or licensed for the positions to which they are assigned prior to starting work. The Government shall not provide skill training to contractor employees.

1.9.3.1 Project Manager Qualifications

The Project Manager must be LEED AP (Leadership in Energy and Environmental Design Accredited Professional) Certified and possess at least five (5) years of recent (within the past eight (8) years) similar experience in managing the preventative maintenance, repair, customer relation’s requirements, and all other operational components of a facility with at least 1,000,000 square feet of building space. The experience shown must address how the operational and managerial experience was obtained and specifically identify where and when the Project Manager successfully demonstrated the performance of this role inclusive of responsibility for customer relations.

1.9.3.2 Quality Control POC (QCPOC)

The QCPOC must possess at least five (5) years of quality control experience related to maintenance, repair, and operational components of facilities maintenance. The experience must address how the QCPOC successfully demonstrated the performance of this role.

1.9.3.3 Tradesmen Qualifications

Tradesmen (electrical, plumbing, carpentry, etc.) must possess at least five (5) years of experience in the specialized trade and license or certifications for which they are hired. In addition, he/she must have experience in dealing directly with customers on a day-to-day basis. The experience shown must address how the experience was obtained and specifically identify how he/she successfully demonstrated both trade and customer relation’s skills.

1.9.3.4 First Responder Personnel

Contractor personnel who respond to emergency service requests shall possess the skills necessary to effectively arrest the emergency situation. This includes sufficient familiarity with the facility to cut power, water, etc. In addition, these personnel shall be qualified to assess the condition for follow-on actions and ensure appropriate skilled tradesmen are called in as necessary.

1.9.3.5 Chiller Maintenance Personnel

Contractor personnel who perform maintenance on chillers shall be familiar with the type of chiller equipment (see Attachments 1-3 and 10) installed in AFRH buildings; shall have a minimum of 2 years of experience with chiller equipment, which is of equal or larger size as the installed equipment on the Campus; and shall be, or under the direct supervision of, or in the employment of a qualified licensed HVAC company, individual, qualified factory certified person, qualified company, or technician certified by the manufacturer or certified manufacturer representative.

1.9.3.6 Pneumatic and Direct Digital Control Maintenance Personnel Contractor personnel shall be completely familiar with the systems installed in AFRH buildings. (see Attachments 1-3 and 10) Qualified technicians with a minimum of two (2) years’ experience pertaining to Pneumatic Control Systems are required.

1.9.3.7 Commercial Kitchen Hood and Duct Cleaning Personnel

Contractor personnel performing this work shall have five (5) years minimum experience in cleaning similar ductwork.

1.9.3.8 Employee Roster

No later than the contract start date, the contractor shall provide the COR and Security with a roster that lists, by trade area, all employees (to include subcontractor employees), their job titles, qualifications and certifications, the organizational sub-element they are a part of, and their primary work location. The contractor shall update the roster as changes occur but not less than once per quarter.

1.9.3.9 Basic Employee Requirements

All contractor employees shall be United States Citizens or shall provide documentation supporting their legal immigration status and right to work. All contractor employees holding positions requiring interface with the Government or customers shall be able to speak, read, write, and understand English to sufficiently communicate with the COR. This requirement also applies to personnel holding positions where English is used or essential to provide product, records data, information or service. The Project Manager and other key contractor personnel must be able to read, write, speak, and understand English fluently enough that communicating and understanding by AFRH management is without effort.

1.9.3.10 Vehicles

Contractor employees operating vehicles on the AFRH campus shall possess a valid driver’s license and shall comply with all state and local laws and regulations as well as campus traffic regulations. Contractor employees driving a motor vehicle on the AFRH campus may not use a cell phone unless the vehicle is safely parked or the driver is using a hands-free device. Contractor personnel using privately owned vehicles (POV) at AFRH shall be properly insured. Proof of insurance shall be maintained in all vehicle cabs at all times and made available for inspection to campus Security or the COR at any time. All vehicles operated on Government property are subject to search. Contractor personnel using POVs at AFRH shall register their POV pursuant to the respective site requirements. The Government shall provide the specific requirements for these respective sites prior to contract start date.

Parking for employee personal owned vehicles (POVs) is provided at no cost to the contractor workforce.

Contractor POVs must be in good working condition, free of fluid leaks, and shall be driven off the campus at the end of the employee’s work shift. No extended parking is allowed.

No parking on grass areas or outside designated areas shall be permitted. All violations are subject to fines and/or forfeiture of driving privileges on campus as well as towing at the contractor’s or owner’s expense.

1.9.3.11 Employee Uniforms and Appearance

While performing work under this contract, the contractor’s employees shall wear uniform shirts. All of these shirts shall be the same color and style with a professional appearing nametag furnished by the Contractor with the name of the Contractor and the employee clearly labeled above the shirt pockets. In addition, the tags worn by the Project Manager and the Supervisors shall indicate their job title. Shorts shall not be worn.

The Contractor’s personnel shall present a neat-clean appearance and be easily recognizable while at the AFRH. They shall wear Contractor-furnished and maintained shirts at all times when at the AFRH. The Contractor shall furnish the COR with a sample of the uniforms to be furnished to employees for approval ten

(10) business days after the start of the “Phase-In” period. Employees shall receive the approved shirts at the start of employment. Employees shall wear a clean, freshly laundered shirt each day. Shirts shall fit well and shall be replaced whenever deteriorated. The Government shall dismiss any employee observed without proper shirt or pants from duties until the Contractor provides proper attire. Personal clothing and deviations from the shirt shall not be permitted. The Contractor shall submit suggested shirt changes to the COR for approval consideration prior to use. Undergarments shall be worn at all times. "Tee shirts" are not considered adequate outerwear for uniform purposes. Shirts shall not contain commercial advertising except nametags that contain the Contractor's name. The Contractor’s employees shall wear shoes of sturdy construction, which meet sanitation and safety requirements. The COR shall approve the standards of dress for Contractor employees before the contract start date.

1.9.4 Eating, Smoking and Loitering

Eating and smoking by contractor personnel are permitted in designated areas only. Contractor personnel shall not loiter in any work or non-work area on the AFRH grounds. Upon completion of their assigned shifts, contractor personnel shall depart the assigned area and not remain in the vicinity of facilities or AFRH grounds.

1.9.5 Employee Conduct

When on AFRH premises, contractor employees shall conduct themselves appropriately as if they were performing work within someone’s home and in accordance with industry standards of ethics. Excess noise or disruption of resident areas is not permitted. Contractor employees shall not consume alcohol or illegal drugs during working hours on the AFRH grounds or at any other time while performing work under this PWS. The contractor shall not allow any employee to perform work if the employee is under the influence of alcohol, illegal drugs or prescription drugs which can affect the employee’s ability to perform their duties in an appropriate or safe manner. Employees found to be under the influence of alcohol or drugs while on campus shall be immediately removed from the campus. The Government reserves the right to request any contractor employee who displays errant or unexplained behavior to be removed from the work area and immediately drug/alcohol tested by the contractor. If the contractor or the contractor employee refuses the government’s request, the government shall repossess the contract employee’s government badge, have the individual escorted off campus, and prevent the access of the individual to AFRH facilities until AFRH management deems the individual safe to be around AFRH members and equipment.

No contractor employee shall accept ANY money or gifts from Residents. The Contractor’s employees are prohibited from entering the occupied rooms of independent living residents without the prior approval of the COR, Resident Services, or the Resident. In an emergency situation requiring immediate entrance to an occupied Resident Room, the contractor employees may enter the room and then complete a room entry form to notate the emergency and actions taken. Form will be provided during transition period. Any violation of the above shall result in immediate removal of the employee by AFRH security.

1.10 BACKGROUND CHECKS

Successful adjudication of a Public Trust Position Background Check as applicable to Contractors Public Trust position is essential for all employees of Contractors. Employees that fail background checks have the potential for adverse impact on either the integrity and/or efficiency of this organization’s mission. The positions associated with this contract have a moderate-risk or high-risk sensitivity level designation. High Risk positions have the potential for exceptionally serious impact on the integrity and/or efficiency of the organization’s mission; and Moderate Risk positions have the potential for moderate to serious impact on the organization’s mission. The positions associated with this contract do not require a security clearance, but they do require a background investigation to determine an employee’s suitability to occupy these Public Trust Positions. All positions classified as Public Trust Positions require the completion of the Standard Form (SF) 85P, Questionnaire for Public Trust Positions. These completed forms and the background investigations performed by the contractor shall be submitted to the COR prior to full contract performance date for all contractor employees who shall perform duties on this campus. In addition, new employees hired after contract performance date shall complete the same process above before they shall be allowed to perform duties on this campus.

Contract personnel shall be free of any felony convictions and any misdemeanor convictions that are directly related to the performance of security related duties. Examples include, but are not limited to, assault/battery, domestic violence, fraud, swindles, dug violations, or other criminal offense, which poses a risk to the safety and security of the AFRH.

1.11 QUALITY

1.11.1 Contractor Quality Control Plan (QCP)

The contractor shall develop and implement a proactive QCP for measuring and attaining quality of performance under this contract. The contractor shall submit a Quality Control Plan as part of the technical proposal. The contractor shall incorporate changes identified by the CO or COR and shall submit a revised QCP for final approval not later than the first day of the transition period.

The QCP shall explain the manner in which the contractor shall ensure all contract requirements are being accomplished in accordance with the specifications of this contract and industry standards. The QCP shall address their quality methodology to meet Performance Requirements Summary (PRS) requirements of this PWS. A sustaining focus throughout the QCP shall be the attainment of continuous quality improvement. The program shall emphasize deficiency prevention over deficiency detection.