25R5001 - Annex A - Performance Work Statement (PWS).pdf

Annex A (Fort Hamilton Overarching Base Operations Performance Work State-ment) (U)

Annex A

Base Operations

Performance Work Statement (PWS)

Fort Hamilton, NY

October 2023

Annex A (Overarching Base Operations PWS) to OPORD 23-XXX: IMCOM Enter-prise Base Operations (BASOPS) Performance Work Statement (PWS) Templates (U)

1.0 INTRODUCTION

1.1 BACKGROUND

1.2 OBJECTIVES

1.2.1 Deliverables

1.3 CLIMATIC CONDITIONS

1.4 FACILITY ACCESS

1.5 TRAFFIC FLOW

1.6 DRAINAGE

1.7 RESTORATION OF LANDSCAPE DAMAGE

1.8 DUST SUPPRESSION

1.9 UTILITY LOCATION

1.10 EXCAVATION PERMITS

1.11 WORK CLEARANCE

2.0 REQUIREMENTS

2.1 DESCRIPTION OF SERVICES

2.1.1 Non-Personal Services

2.1.2 General Information

2.1.4 Federal Holidays

2.1.5 Travel/Temporary Duty

2.1.6 Emergency Services

2.1.7 Contract Administration and Management

2.1.8 COR/ACOR Functions

2.1.9 Quality Control (QC)

2.1.10 Subcontract Management

2.1.11 Contractor Employees

2.1.12 Business Relations

2.1.13 Manual Operations

2.2 WORK MANAGEMENT

2.2.1 Coordination

2.2.2 General Fund Enterprise Business System

2.2.3 Demand Maintenance Order (DMOs)

2.2.5 Warranty Program

2.2.6. Operations Work Orders (OWOs)

2.2.7. Project Work Orders (PWOs)

7.3 APPLICABLE DIRECTIVES, PUBLICATIONS

7.3

Annex A (Fort Hamilton Overarching Base Operations Performance Work State-ment) (U)

1.0 Introduction.

This is a non-personal services contract to provide Facilities Maintenance – Vertical, Fa-cilities Maintenance – Horizontal, Heating/Cooling Services, Grounds Maintenance, Pavement Clearance, Wastewater Services, Refuse Removal, Pest Management Ser-vices, and ancillary work associated with base operation services. The Government will not exercise any supervision or control over the contract service providers. The Con-tractor shall perform to the standards specified in this Performance Work Statement (PWS). Contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government, State of New York, and New York City. The Contractor shall provide all personnel, equipment, supplies, tools, materials, supervi-sion, and other items and non-personal services necessary as defined in this PWS.

The Contractor is responsible for providing all parts required for Preventive Mainte-nance Orders (PMOs) and all repair parts required for Demand Maintenance Orders (DMOs).

1.1 Background.

Fort Hamilton is located in Brooklyn, New York, Kings County, and consists of approxi-mately 120 acres and 47 buildings. The population base consists of approximately 312 Military, Government civilian, and Contactor personnel, as well as 737 resident family members. Fort Hamilton was completed in 1831, with major additions made in the 1870s and 1900s. However, all defenses except about half of the original fort have been demolished or buried.

1.2 Objectives.

The Contractor shall ensure all work accomplished in the performance of this PWS meets all applicable Federal, State, and Local Laws, Regulations, and Directives to in-clude, but not limited to, the publications in Section 7, Related Documents.

1.2.1 Deliverables.

TE 0911 Deliverables

The Contractor shall compile historical data, prepare required reports, and submit all in-formation as specified by the Deliverables presented in the contract. The Contractor shall ensure all work in support of mission requirements tendered to the Government for acceptance conform to the measurable performance standards of quality, timeliness, and quantity specified in the PWS of this contract.

The intent is to establish work requirements that are performance-based and results-ori-ented. The Contractor shall determine the best and most cost-effective ways to fulfill Refuse Removal, Grounds Maintenance, Pavement Clearance, Facilities Maintenance – Vertical, Facilities Maintenance Horizontal, Heating/Cooling Services, Wastewater Ser-vices, and Pest Management Services and their component needs, emphasizing inno-vation and commercial best practices.

1.3 Climatic Conditions.

The average annual rainfall is 46.6 inches; with the wettest months being March through October. The average annual snowfall is 30 inches, with snowfall expected during the period of October through May. The average frost-free period (growing season) during the year is about 181-240 days. The first killing frost may be expected about Septem-ber-October, and the last killing frost generally occurs in April-May. The average annual maximum and minimum temperatures are approximately 84- and 28-degrees Fahren-heit, respectively. Monthly normal temperatures ranged from a low of 28 degrees in the month of January to a high of 84 degrees in the month of July. Summer temperatures often reach 91 degrees Fahrenheit, while sub-freezing weather is common during the winter months. The average relative humidity is 63%.

1.4 Facility Access.

The Contractor shall ensure access to all fire detection and suppression systems in case of emergencies or for other Fire Department purposes. The Contractor shall in-form the Fire Department point-of-contact (POC), prior to outages that will impact the function of the system, special problems or circumstances, which require Fire Depart-ment inspection. The Fire Department will reset alarm systems to operational status.

1.5 Traffic Flow.

The Contractor shall maintain the free flow of traffic during surfaced area maintenance.

The Contractor shall notify the Contracting Officer Representative (COR) and the Direc-torate of Emergency Services (DES), in writing, a minimum of fourteen (14) calendar days in advance of any scheduled closure of streets. Emergency road closures shall be coordinated with the COR or Alternate Contracting Officer Representative (ACOR).

1.6 Drainage.

Maintenance work performed under this contract shall not impede drainage. All drain-age structures shall remain clear of vegetation and debris at all times.

1.7 Restoration of Landscape Damage.

Trees or other landscape features damaged by the Contractor’s operations shall be re-stored to the original state at no additional cost to the Government. The COR/ACOR will decide the method of restoration for trees or whether damaged trees will be removed as required by statute, federal and state.

1.8 Dust Suppression.

The Contractor shall perform dust suppression when necessary, during maintenance and repair activities or as directed by the COR/ACOR.

1.9 Utility Location.

The Contractor shall perform utility cuts in pavements as required to repair existing utili-ties after obtaining a digging permit to do so. The Contractor shall locate and stake out underground utility pipes/cables prior to digging operations required by any contract on Fort Hamilton property. The Contractor shall be responsible for having the proper equip-ment to locate all underground utilities. Mechanical digging shall not be permitted within ten (10) feet of identified underground utilities.

1.10 Excavation Permits.

All excavation permits shall be initiated on an Application for Excavation Permit, U.S.

Army Garrison, Fort Hamilton, NY identified at Technical Exhibit (TE) TE 0401 and pro-cessed through Engineering Division, DPW. The Government requires up to five (5) business days to review and approve excavation permits and provide this approval to the Contractor so the permit can be finalized and returned to the requestor. The Con-tractor shall keep record of every permit, assign a unique number, provide locator and marking service, coordinate marking with the communications Contractor, etc. and pro-vide status to the Government. The Contractor shall notify the requestor within twenty-four (24) hours of receiving a processed excavation permit package.

1.11 Work Clearance.

For work involving digging/excavation operations, the Contractor shall obtain a properly approved digging permit before ground disturbance.

2.0 Requirements.

2.1 Description of Services.

The Contractor shall provide overall management, supervision, personnel, labor, gener-alized or specialized equipment necessary to maintain, repair, operate, and perform all the service functions of the Base Operations specified. This shall be done IAW all the terms, conditions, general and special provisions, specifications, drawings, attachments, and exhibits contained herein or incorporated by reference. The Contractor shall ensure that all work meets or exceeds the specifications for the listed services.

Table 1. List of Services Included in Contract

SERVICE Service Title Attachment Number Annex

403 Solid Waste Management Attachment 6 Annex E

404 Grounds Maintenance Attachment 7 Annex F

408 Pavement Clearance, Snow, Ice and Sand Removal Attachment 8 Annex G

411 Facilities Maintenance - Vertical Attachment 9 Annex H

420 Facilities Maintenance - Horizontal Attachment 10 Annex J 510 Pest Management Attachment 13 Annex M

2.1.1 Non-Personal Services.

The personnel rendering the services are not subject to either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the Government and its employees. Non-personal service con-tracts are authorized by the Government in accordance with (IAW) Federal Acquisition Regulation (FAR) Subpart 37.104, under general contracting authority, and do not re-quire specific statutory authorization.

2.1.2 General Information.

2.1.2.1 Transition (Phase In/Phase Out).

The Contractor shall prepare and submit a transition plan within ten (10) business days after contract award. The transition plan will have a sixty (60) business day transition period that will be implemented by the Contractor and shall state Contractor key person-nel on board, to include IT/Network accounts and access with the appropriate Govern-ment organizations. The Contractor shall provide sufficient experienced personnel dur-ing the phase-in and phase-out period to ensure that the services are maintained at the required level of proficiency. During the phase-in, the Contractor shall observe all oper-ations pertinent to the requirements of the PWS, to include office functions, procedures, and operations, repair/maintenance operations, and any other operations as deemed necessary by the Contractor that will enable Contractor personnel to become both knowledgeable in, and familiar with, their assigned areas of responsibility. The Contrac-tor shall commence all operations required by this PWS as of the first day of the con-tract period. Therefore, on the initial day of performance, the Contractor shall provide a work force which is fully qualified and capable of performing all work required under this contract.

2.1.2.1.1 Phase In/Phase Out for Incumbent Contractor.

If the Contractor is the incumbent Contractor, the phase out/phase in period shall be no more than thirty (30) calendar days and will primarily consist of administrative transition under the new contract number. All documents shall be updated with the new contract number and new dates and submitted for approval. All previous approvals under the old contract are invalid. TE 0911 Deliverables lists of all documents to be updated and re-approved.

2.1.2.2 Transition (Phase-Out).

Sixty (60) business days prior to contract expiration will constitute the phase-out period.

The Contractor shall develop and implement a plan to affect a smooth and orderly trans-fer of performance responsibility to a potential successor. The initial phase-out plan shall be submitted to the COR for approval no later than six (6) months after the start of the base contract year. The plan shall contain details that include but are not limited to;

timelines for events, key personnel involved and interface with the Government and fol-low-on Contractor. The plan shall fully describe how the Contractor shall approach the following issues: Employee notification; Retention of key personnel; Turn-over of work-in-progress, inventories and transfer of Government furnished property; Removal of Contractor property; Data and information transfer; deletion of password access to Gov-ernment systems, installation clearance actions including turn-in of windshield decals and controlled access cards (CAC) and any other actions required to ensure continuity of operations. The plan shall also include a joint inventory among the incumbent, the Government, and the successor Contractor; reconciliation of all property accounts and requisitions, turn-in of excess property and cleanup of Contractor work areas.

2.1.2.3. Damage to Government-Owned Property

The Contractor shall correct any damage to Government-Owned Property caused by employee negligence or mistake, intentional or otherwise. During the thirty (30) busi-ness day transition period immediately prior to the end of the previous contract, the Contractor shall permit the successor Contractor (and the successor Contractor's em-ployees) to observe and become familiar with any and all operations under the contract.

The Contractor shall not defer any needed repairs or maintenance for the purpose of transferring responsibility to the successor Contractor. The Contractor shall fully coop-erate with the successor Contractor and the Government so as not to interfere with their work or duties. The Contractor shall provide reasonable assistance to the Govern-ment's contract solicitation process such as verifying workload data and other factual in-formation to be included in a new solicitation and providing access to the workplace for site visit(s) of prospective offerors.

2.1.3. Place of Performance and Hours of Operation.

2.1.3.1. Place of Performance.

The work to be performed under this contract will be performed at the locations listed in TE 0001. A map of Fort Hamilton is also located at TE 0001.

2.1.3.2 Hours of Operation.

The Government's regular (normal) hours are from 0800 – 1630 hours, excluding Fed-eral holidays or when the Government facility is closed due to local or national emer-gencies, administrative closings, or similar Government directed facility closings. The Contractor shall conduct business during regular business hours. The Contractor shall maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons.

Emergency DMOs shall be called into the Directorate of Emergency Services by the re-questor.

2.1.4 Federal Holidays

The Contractor’s performance shall not be required on the Federal public holidays listed below, unless there is a requirement to respond to a Priority 1, Emergency. Holidays occurring on weekends will be observed as directed by the Federal calendar (5 United States Code (U.S.C) § 6103, Government Organization and Employees, Holidays).

New Year’s Day 1st day of January Martin Luther King Jr.'s Birthday 3rd Monday of January Presidents Day 3rd Monday of February Memorial Day Last Monday of May Juneteenth 19th day of June Independence Day 4th day of July Labor Day 1st Monday of September Indigenous People Day 2nd Monday of October Veterans Day 11th day of November Thanksgiving Day 4th Thursday of November Christmas Day 25th day of December

NOTE: When a holiday falls on a Sunday, the following Monday will be observed as a holiday, and, when a holiday falls on a Friday or Saturday, the preceding Thursday is observed as a holiday by U.S. Government Agencies. Federal holidays also include any Presidential or Congressionally designated days off other than the holidays listed above.

2.1.4.1 Personnel Support

The Contractor shall provide personnel support within (72) hours of notification outside the normal hours of operation or as required, including holidays, to support the Direc-torate of Public Works (DPW) mission. Prior to performance of services outside the lo-cally established hours of operation, the Contractor shall request and obtain, in writing, approval from the COR. The Project Manager shall be available after normal hours to serve as the central point of contact for Contractor operations. Contractor personnel shall not be scheduled for overtime work without prior authorization of the COR.

2.1.4.2 Installation Closures.

When an unforeseen Installation closure occurs on a regularly scheduled day of work, the Contractor shall reschedule the work to be performed the next business day follow-ing the closure unless the following day is a Saturday, Sunday, a recognized Federal Holiday, and when routine work is not scheduled for that day or reschedule the work on any mutually satisfactory day.

2.1.4.3 Inclement ILO Weather Delay.

If the Contractor determines unsafe weather conditions for continued operations, then the Contractor shall notify the COR two (2) hours prior to curtailing operations due to in-clement weather. The Contractor shall resume operations with KO approval.

2.1.4.4 Curtailment of Operations.

When operations are curtailed due to manmade or natural conditions on a working day, it may be necessary for the Government to interrupt that day’s work under this contract.

The Contractor shall reschedule the work on any day acceptable to the Government. If the COR agrees, the Contractor may continue the work as scheduled. The COR will provide verbal announcements of immediate curtailment of operations to the Contractor.

2.1.4.5 Days of No Scheduled Activities (DONSA) N/A

2.1.5 Travel/Temporary Duty. N/A

2.1.6 Emergency Services.

2.1.6.1 Emergency Medical Treatment.

The Contractor or their employees shall immediately notify their supervisor of any acci-dent requiring emergency medical treatment. The Contractor shall notify the KO or COR/ACOR immediately, not later than (NLT) two (2) hours of the incident. The Con-tractor shall be responsible for the emergency medical treatment services for Contractor personnel. However, the Government will provide, on an emergency basis, medical ser-vices for injuries incurred while an employee is per-forming under the contract. The Contractor shall reimburse the Government for emergency medical services provided, upon receipt of invoice from the medical facility. Reimbursement shall be made to the United States (US) Government.

2.1.6.2 Accident Reporting.

The Contractor shall comply with Operational Safety and Health Administration (OSHA) for record keeping and reporting of all accidents resulting in death, injury, occupational disease, or adverse environmental impact. A completed typed original plus one (1) copy of ENG FORM 3394 United States Army Corps of Engineers Accident Investigation Re-port shall be delivered to the KO within five (5) calendar days of occurrence, whenever an accident involving personal injury or government owned property occurs.

2.1.7 Contract Administration and Management.

2.1.7.1 Post Award Conference/Performance Evaluation Meetings.

The Contractor shall attend the post award conference convened by the contracting ac-tivity or contract administration office IAW FAR Subpart 42.5, Post-award Orientation.

The KO and COR/ACOR will meet quarterly with the Contractor to review the Contrac-tor's performance. Written minutes of meetings will be recorded by the Government and signed by both the Project Manager and the COR. The written minutes will be distrib-uted within five (5) calendar days after the meeting. If the Contractor does not concur with any portion of the minutes, recorded by the Government, the non-concurrence shall be provided in writing to the COR within two (2) calendar days following receipt of the minutes.

2.1.7.2 Coordination and Cooperation.

Notwithstanding the Contractor’s responsibility for total management during the perfor-mance of this contract, the administration of the contract requires maximum coordina-tion and cooperation between the Government and the Contractor.

2.1.7.3 Roles and Authorities

The following provides the roles and their respective authority during the performance of the contract:

2.1.7.3.1 Contracting Officer (KO).

The KO is the only person authorized to direct changes in any of the requirements un-der this contract, and, notwithstanding any provisions contained elsewhere in this con-tract, said authority remains solely with the KO. In the event the Contractor makes any change at the direction of any person other than the KO, the change shall be consid-ered to have been made without authority and solely at the risk of the Contractor. All contract administration will be affected by the KO. Communications pertaining to con-tractual administrative matters shall be addressed to the KO. No changes in or devia-tion from the terms and conditions shall be affected, without a written modification to the contract, executed by the KO authorizing such changes. The KO will approve all sub-mittals and plans required in this PWS.

2.1.7.3.2 Contracting Officer’s Representative (COR).

The KO will appoint a COR during the performance of this contract. Additional Govern-ment personnel may be assigned to assist in contract oversight IAW AR 70-13, Man-agement and Oversight of Service Acquisitions. Other surveillance personnel may be designated as COR or Alternate Contracting Officer’s Representative (ACOR), and shall be trained and appointed IAW DoDI 5000.72, DoD Standard for Contracting Officer’s Representative (COR) Certification and DFARS 201.602-2. The Alternate Contracting Officer Representative (ACOR) will serve as on-site representatives of the COR in per-formance of actual contract surveillance, if they meet all COR training, experience re-quirements, and are appointed by the KO as an ACOR. The COR/ACOR will provide assistance in identification and resolution of problems, conflicts in priority, subtask re-quirement definitions, and other operations type problems. The COR/ACOR will per-form IAW the responsibilities and duties identified in the appointment letter.

2.1.7.3.3 COR Authority

A letter of designation will be issued to the COR/ACOR by the KO. A copy of the letter will be sent to the Contractor. The letter of designation states the responsibilities and limitations of the COR/ACOR, especially regarding changes in cost, price estimates, or changes in delivery dates. The COR/ACOR is not authorized to change any of the terms and conditions with regard to cost, quantity, or schedule of the resulting order.

2.1.7.3.3 Contractor Representation

The Contractor shall not in any way represent the United States (U.S.) Government, or that it has the authority to contract or procure supplies for the account of the United States of America (USA).

2.1.8 COR/ACOR Functions.

The COR/ACOR monitors all technical aspects of the contract and assists in contract administration. The COR/ACOR is authorized to perform the following functions: as-sure the Contractor performs the technical requirements of the contract; perform inspec-tions necessary in connection with contract performance; maintain written and oral com-munications with the Contractor concerning technical aspects of the contract; issue writ-ten interpretations of technical requirements; monitor, document, and report Contrac-tor's performance and notify both the KO and Contractor of any deficiencies; coordinate availability of Government-Furnished Property, and coordinate site entry of Contractor personnel.

2.1.9 Quality Control (QC).

Quality Control is the responsibility of the Contractor. The Contractor shall provide a Quality Control Plan (QCP) five (5) business days before contract start. The Contractor shall provide and maintain a QCP that is acceptable to the KO. Changes to the Con-tractor’s QCP shall be submitted to the KO for review and approval within five (5) busi-ness days prior to implementation.

2.1.10 Subcontract Management.

The contractor shall submit a plan on the management of subcontractors within 30 days of the award of the contract. All requirements of the prime contractor are applicable to all subcontractors.

2.1.11 Contractor Employees.

2.1.11.1 Key Personnel.

2.1.11.1.1 Project Manager (PM)

The Contractor shall provide a PM who is responsible for the performance of the work.

The PM shall have full authority to act for the Contractor on all contract matters relating to daily operation of the contract. The PM shall have a baccalaureate degree from an accredited College or University and five (5) years of experience in base support man-agement or a contract similar in scope and breadth to this solicitation. The name of the PM shall be provided by the Contractor to the KO. In the circumstances when the PM is not available, the Contractor shall designate an alternate who can perform the same du-ties during the absence of the Project Manager. The name of this person and an alter-nate who shall act for the Contractor when the manager is absent shall be designated in writing to the contracting officer at the start of the contract. The PM or alternate shall be available 24/7/365 including Federal holidays. The PM shall be available between 0800

– 1630 hours Monday through Friday except Federal holidays or when the Government facility is closed for administrative reasons.

2.1.11.1.2 General Fund Enterprise Business System (GFEBS) PM Coordinator Lead.

The GFEBS PM Coordinator Lead shall have demonstrated experience in successfully utilizing GFEBS on a Military Installation. The name of the GFEBS PM Coordinator Lead shall be provided by the Contractor to the COR/ACOR. The GFEBS PM Coordina-tor Lead shall be available between 0800 - 1630 hours, Monday through Friday, except Federal holidays or when the Government facility is closed for administrative reasons.

The GFEBS PM Coordinator Lead shall have the following roles in GFEBS:

A76 DPW Contractor PM Master Data Maintainer A76 DPW Contractor Preventative Maintenance Controller A76 DPW Contractor GR Processor A76 DPW Contractor Physical Inventory Maintainer A76 DPW Contractor PM Material Requirement Planning Maintainer A76 DPW Contractor PM Order Approver A76 DPW Contractor PM Order Maintainer A76 DPW Contractor PM Reporter

2.1.11.1.3 GFEBS Certification.

The Contractor’s shall possess a working knowledge of GFEBS and shall complete GFEBS training modules provided by the Government within thirty (30) business days of being employed. The Contractor shall provide certificates of completion for all roles re-quired to perform the requirements of the position. The Contractor shall be responsible for GFEBS data entry and reporting. The GFEBS PM Coordinator Lead shall have at a minimum three (3) years of GFEBS experience, specifically dealing with Property, Plant, and Equipment (PPE), business intelligence, and projects.

2.1.11.1.4 Common Access Card.

CAC authorizes Installation access to all contract employees. Certain administrative personnel will require a CAC to access Government systems. CAC permits installation access to all contract employees. These persons shall have at a minimum, a favorable National Agency Check (NAC).

2.1.11.1.5 U.S. Residency.

All Contractor and subcontractor employees shall be legal U.S. residents. The Contrac-tor shall immediately remove any employee that is not a legal U.S. resident. The Con-tractor personnel shall be able to communicate clearly in the English language.

2.1.11.1.6 Qualification Standards.

The Contractor shall inspect, repair, and maintain systems and components associated with facilities listed in real property records as required throughout this contract utilizing properly trained, skilled, and qualified employees or Sub-contractor personnel. The Contractor shall provide objective evidence of key personnel qualifications and years of experience to the KO for review and acceptance.

2.1.11.1.7 Contractor Identification.

The Contractor shall ensure all personnel be identified as a Contractor to distinguish themselves (e.g., badge, company logo, or uniform) from Government employees. The Contractor shall ensure all correspondence and reports produced are marked as Con-tractor products or that Contractor participation is disclosed.

2.1.11.1.8 Standards of Conduct.

Contractor personnel’s conduct shall not reflect discredit upon the Government. The Contractor shall ensure all personnel present a professional appearance while working on the Government Installation. The Contractor’s employees shall observe and comply with all local policies and procedures concerning fire, safety, environmental protection, sanitation, security, and possession of firearms or other lethal or illegal weapons or sub-stance. The Contractor shall ensure all Contractor employees, providing services under this contract, conduct themselves and perform services in a professional, safe, and re-sponsible manner. The Contractor shall remove, from the job site, any employee for reasons of misconduct or security. The Contractor shall ensure employee conduct com-plies with 41 USC 423, Procurement Integrity. The Contractor shall also ensure that no Contractor employees conduct political related activities or events on the Installation.

The removal of such a person shall not relieve the Contractor of the requirement to pro-vide personnel to perform adequate and timely service.

2.1.11.1.9 Contractor Hiring Restrictions.

The Contractor shall not hire or sub-contract with off duty or former Government em-ployees whose employment would result in a conflict with Joint Ethics Regulation (JER) DoD 5500.07-R or AR 600-50, Standards of Conduct.

2.1.11.1.10 Organizational Conflict of Interest (OCI).

The general rule is to avoid strictly any conflict of interest or even the appearance of a conflict of interest in Government- contractor relationships. While many Federal laws and regulations place restrictions on the actions of Government personnel, their official conduct must, in addition, be such that they would have no reluctance to make a full public disclosure of their actions. If an OCI exists, the Contractor shall report it IAW FAR Part 3.

2.1.12 Business Relations

The Contractor shall successfully integrate and coordinate all activity needed to execute the requirement of this PWS. The Contractor shall manage the timeliness, complete-ness, and quality of problem identification to a degree acceptable to the Government.

The Contractor shall provide to the COR/ACOR corrective action plans, timely identifica-tion of issues, and effective management of Subcontractors within (7) days or at a mutu-ally agreed upon date. The Contractor shall ensure customer satisfaction and profes-sional and ethical behavior of all Contractor personnel.

2.1.13 Manual Operations.

The Contractor shall establish a Contingency Plan for manual operation if power or other utilities prevent the computer processing of the DMOs, OWOs, PWOs and PMOs related work documentation. The plan shall be delivered to the KO within fifteen (15) calendar days of the start of the contract (Section 6, Manual Operations Contingency Plan). Provision should also be made for inputting and updating data into the Govern-ment System on a delayed basis in case the network or system is down. The contin-gency plan shall include coordination with DPW Service Order Desk (SOD) and its oper-ations.

2.2 Work Management.

Applicable only for SERVICE 411 and 420.

2.2.1 Coordination.

The Contractor shall schedule and coordinate with the COR/ACOR to minimize disrup-tions to the facility mission. All correspondence shall be submitted within the estab-lished suspense dates. All extensions, releases, or other relief of suspense require-ments shall be obtained from the originating office by the Contractor.

2.2.2 General Fund Enterprise Business System.

GFEBS is the web-based asset and accounting system that is used as the key compo-nent for work that is performed on the Garrison. The Government will use GFEBS as a production scheduling and contract monitoring system for determining the status of work, maintenance, and repair expenditures against individual facilities, as well as minor construction and alteration (new work) project expenditures. The Government will estab-lish and provide the Contractor with work center(s), activity types, and activity rates upon contract award. GFEBS is the official system of record for all Real Property Maintenance Activity (RPMA).

a. The Contractor shall document, manage, control all work performed under this contract upon receipt of ArMA DMO requests imported into GFEBS. Upon completion of all DMOs, the Contractor shall obtain POC signature, date and phone number indicating acceptance and completion of order. All POC signatures shall be uploaded to GFEBS under the corresponding DMO and provided to the Government upon request. All work performed should be documented in GFEBS. The Contractor shall record, manage, and report, in a chronological order, all work performed under this Contract in a detailed level to clearly and fully describe the repairs performed for each DMO.

b. ArMA requests exceeding the qualifications for DMO shall be listed as resolved and requestor notified in writing that the request is converted to a PWO and a 4283 is-sued along with a Scope of Work and IGCE.

c. As a means to document all work performed, the Contractor shall ensure that the time of each Contractor employee who works on DMOs, PMOs, PWOs or Operational Work Orders (OWOs) shall be fully recorded including labor, equipment, and maintain-ing the Materials Master to capture accurate material costs for all repair/maintenance action.

d. GFEBS Certification. The Contractor shall possess a working knowledge of GFEBS and shall complete GFEBS training modules provided by the Government within thirty (30) days of being employed. The Contractor shall provide certificates of completion for all roles required to perform the requirements of the position. The Con-tractor shall be responsible for GFEBS data entry and reporting. The project status ana-lyst shall have at a minimum, three (3) years of GFEBS experience, specifically dealing with Property, Plant, and Equipment (PPE), business intelligence, and projects.

e. GFEBS Support. All Demand Maintenance Orders (DMO), Preventive Mainte-nance Orders (PMO), Operational Work Orders (OWO), and Project Work Orders (PWO) shall be entered into the applicable modules in GFEBS within established time-lines. The Contractor shall enter all approved Work Requests that have not been en-tered into GFEBS within thirty (30) days after contract award. The Contractor shall enter all labor and material costs into GFEBS within two (2) working days of the DMO or work phase completion. The Contractor shall input, correct errors, and maintain data in the GFEBS database management system. The Contractor shall use GFEBS to export data for reports.

2.2.2.1 Army Maintenance Application (ArMA):

A web service available for customers to request maintenance services by use of com-puter or mobile devices (smart phone) and receive status updates on requests or or-ders. Current IMCOM ArMA Business Rules can be found at Main_ArMA_Overview (deps.mil). Requests received through ArMA will follow the same classification and pri-ority of services needed as in Annex B.

2.2.2.1.1 Contingency Plan:

The Contractor shall include in the Contingency plan the continuing Service Order Desk operations to cover the ArMA system. The Plan shall include coordination with the DPW Contractors during the events, the entry of ArMA requests backlog and work-related documentation once the system is available.

2.2.2.1.2 Transition (Phase-in) Plan.

The Contractor shall include in the Transition (Phase-in) Plan in the transition of the op-erations to include the ArMA website.

2.2.2.1.3 ArMA and GFEBS.

DMOs and OWOs assigned to any unaccompanied housing related facilities shall be primarily processed in the ArMA followed by GFEBS processing IAW TE 0602, or as re-quired by the Government. The Government is forecasting that all CATCODEs will be added to ArMA. The Contractor shall monitor ArMA in real-time, create requests IAW TE 0602 create publications affecting the barracks when provided, process requests, re-spond and communicate with customers, and close orders. In the event when ArMA and GFEBS do not interface; the Contractor shall manually update both systems when re-quired. The Contractor shall ensure ArMA and GFEBS information are identical for all applicable fields. The Contractor shall process unassigned requests immediately upon receipt.

Notifications created by the ArMA website in GFEBS, the Contractor shall be updated and processed in GFEBS IAW TE 0602.

2.2.2.1.4 Duplicate Orders.

The Contractor shall monitor for duplicate orders. If more than one (1) service order is submitted for work, similar in nature, associated to the same building and room number (if applicable), the orders shall be treated as a single order and documented as one (1) in ArMA. The Contractor shall reconcile duplicate orders with the customers in the ArMA website and cancel duplicate orders in ArMA.

NOTE: Government systems and database of records are subject to updates, modifica-tions, end of service life preparation and migration to new systems will occur at the dis-cretion of the Army.

2.2.3 Demand Maintenance Order (DMOs).

DPW Work Reception Desk. The Contractor shall receive notification of work from the DPW work reception desk. The Contractor is authorized to execute DMOs that do not exceed thirty-two (32) work hours in labor. DMOs exceeding the Contractor’s authorized limit shall be executed IAW Annex B, Facilities Maintenance Instruction. The work con-trol team shall have at least one (1) year of experience entering maintenance orders into GFEBS, charging time and materials on the orders, and running/analyzing mainte-nance order reports.

2.2.3.1 DMO Call Receipt and Entry.

The DPW work reception desk assigns all DMO priorities and enters the DMO into GFEBS. All DMOs shall be executed by the Contractor within the following timelines:

Priority 1 (Emergency) Upon receipt of a Priority 1 Service call, the Contractor shall provide an immediate response to resolve the issue. The Contractor shall create a case in ArMA and complete triage. After completion of triage, the Con-tractor shall create a Priority 1 DMO within GFEBS. All priority 1 DMOs shall be entered within thirty (30) minutes of receipt of service call into GFEBS by the Contractor. Additionally, the Contractor shall notify the COR of the DMO within thirty (30) minutes of receipt of the service call. DMOs are classified as Emer-gency (Priority 1) when immediate action is required to eliminate life threatening or serious injury hazards to personnel. These DMOs are responded to as soon as possible and no later than one (1) hour after the request. Emergency/Critical DMOs are completed within twenty-four (24) hours of request unless the urgency of the work has been reduced to a Priority 2 or 3.

Priority 2 (Urgent) DMOs received via ArMA or directly to the DPW Work Control

Desk shall be entered within thirty (30) minutes into GFEBS by the Contractor and completed within seven (7) calendar days from receipt, unless reduced to a Priority 3.

Priority 3 (Routine) DMOs received via ArMA or directly to the DMO Work Control

Desk shall be entered within thirty (30) minutes into GFEBS by the Contractor and completed within thirty (30) calendar days of receipt.

2.2.3.2 GFEBS and/or ArMA Case Number. The Contractor shall notify the cus-tomer of the GFEBS and/or ArMA Case Number assigned unique number for each DMO. This GFEBS and/or ArMA Case number shall function as a reference number for customer inquiries and Government Surveillance purposes.

2.2.3.3. Completed Work. The Contractor, certifying the work was satisfactorily per-formed, shall identify within GFEBS (using GFEBS T-CODE IW38) the total labor hours the technician worked and the fully burdened rate based on shop (e.g., carpentry, elec-trical, plumbing, etc.), and the total materials/parts costs. Within seven (7) days of DMO completion, the Contractor shall TECO the DMO to close out the order.

2.2.3.4. Materials. The Contractor shall be responsible for all materials required for DMO repair work. For clarity, the price for DMOs reflected in the Pricing Matrix and ap-plicable contract CLINs shall be inclusive of all DMO related repair costs.

2.2.4. Preventive Maintenance Orders (PMOs). The Contractor will create a preventa-tive maintenance program within GFEBS. The PMO program shall be completed and fully operational in GFEBS no later than ninety (90) days after contract start date. The preventative maintenance program is scheduled to be complete by the end of the base year of the contract. Once the PM plan is complete, the Contractor shall execute all PMOs for the facilities and equipment as identified in GFEBS.

2.2.4.1. Work Completed

The Contractor technicians shall complete scheduled PM work within five (5) days for monthly PM’s, fourteen (14) days for quarterly PMs, and thirty (30) days for semi-annual and annual PM’s. Within seven (7) days of PMO completion, the Contractor shall TECO the PMO in GFEBS. The Contractor shall update within GFEBS the PM Plan for any real property and/or equipment to which the Government will take title, or which shall be installed on Government property.

2.2.4.2. PMO Schedules.

Until the PMO program is complete by the DPW, the Contractor shall execute PMOs IAW historical PM data provided in TE 0002. The Contractor shall create a PM sched-uler. The Contractor shall continually update the list as required with the DPW BOID PM Coordinator. The PM scheduler shall be Microsoft Excel based and include work center, maintenance plan, equipment number, equipment description, building number, fre-quency, task list, date called/scheduled, and any additional notes pertinent to the PM (e.g., date added, new building, etc.). Additionally, by close of business each week, the Contractor shall provide the COR in Microsoft Excel, a project PM planning schedule of work to be accomplished in the following week.

2.2.4.3. Approved PM Schedule.

The Contractor shall strictly adhere to the scheduled PM dates to facilitate verification of work by the COR/ACOR in GFEBS. If the Contractor finds it necessary to reschedule a PM, a written request shall be made to the COR/ACOR detailing the reasons for the proposed change at least five (5) working days prior to the originally scheduled PM date. No scheduled PM dates shall be changed without the prior written approval of the

COR/ACOR.

2.2.4.4. PMO Stickers/Log.

Upon completion of the PM inspection, the Contractor shall attach a sticker to the equip-ment item (or in the immediate vicinity thereof) indicating the equipment MCD number, the date of maintenance, and the initials and identification number of the Contractor em-ployee who performed the work. PM will not be considered performed unless the sticker is current and affixed, and an L&E Utilization Preventive Maintenance (EHSC Form 4288-2) line entry is made to document the PM action. The PM sticker information which includes the MCD number, date of maintenance and warranty information will be added into GFEBS-by-GFEBS T- code “IE01.” In instances where a PMO sticker is not practicable, then the Contractor may elect to maintain a current PMO log in lieu of a sticker.

2.2.5 Warranty Program.

The Contractor shall establish and maintain a Warranty Program to warrant all equip-ment, parts, components, where the manufacturers provide a warranty and shall be ex-ercised for the duration of this contract. The Contractor shall input the warranty infor-mation into GFEBS and provide the COR/ACOR & PM Coordinator with a copy of the warranty and manual for all equipment in an excel sheet format. The warranty excel sheet should be updated as warranty information changes for the equipment. The war-ranty information in the excel sheet should match exactly what is in GFEBS. The Con-tractor shall provide a plan for managing warranties with the technical proposal. All war-ranty data shall be returned to the Government at contract completion. When Contractor personnel determine that a warranted item not installed by the Contractor requires ser-vice, the Contractor shall notify the COR in writing no later than 0900 the next working day or give telephone notification within fifteen (15) minutes of detection if the deficiency threatens damage to personnel or property. The COR/ACOR will direct the Contractor to: (1) repair the deficiency if potential damage may result from deferring repairs; or (2) clean the work area and stop work. The Contractor shall not receive payment for work not authorized by the COR/ACOR which is performed on war-ranted equipment, unless the COR/ACOR concurs that such work was a legitimate response to a true emergency condition.

2.2.5.1 Operation and Maintenance (O&M) Manual Digital Library.

The Contractor shall create and maintain a current electronic repository of all O&M Manuals from the manufacturer or supplier for all facilities and equipment delineated in the Contractor’s PMO program. The Contractor shall also create and maintain a tech-nical document library for equipment and real property documents such as O&M manu-als, Test and Balance or commissioning reports, training videos, etc. The Technical Ref-erence Libraries shall be updated as required to ensure that all information therein is correct. The Technical Reference Libraries shall be considered Government property.

These documents shall be managed in such a way to allow access to the documents by

Government and Contractor personnel, including service providers other than the Con-tractor. The Warranty Manager and the Technical Document Manager may be the same person. The repository shall be organized by shop/work center.

2.2.6. Operations Work Orders (OWOs).

The Contractor shall respond to, and complete individual tasks related to OWOs. An OWO is recurring maintenance, cyclical in nature, outside of GFEBS scheduled PM, re-quested demand maintenance, or projects. Support for recurring OWOs is referenced in each applicable SERVICE. If a new OWO is required in addition to those identified, then a DA Form 4283, Facilities Engineering Work Requests, will be issued and shall serve as the authorization document for the initiation and execution of the OWO. In addition to performing OWOs, the Contractor shall perform duties including but not limited to main-taining and updating the TE's referenced in the TE Index as needed. The Contractor shall provide TE updates and TE Index updates electronically to the COR/ACOR as needed throughout the life of the Contract.

2.2.7. Project Work Orders (PWOs).

2.2.7.1. DA Form 4283.

DA Form 4283, Facilities Engineering Work Requests, shall serve as the authorization document for the initiation and execution of PWOs. The DA Form 4283 shall be submit-ted to the Chief of Operations and Maintenance for processing and approval. For DMO generated PWOs, a DA Form 4283 is not required. These PWOs are included in the fixed price CLIN for maintenance services. TE 0002 provides historical data on the num-ber of PWOs generated from DMOs. The PWO (DA Form 4283) should cover the fol-lowing parameters:

a. Actual labor hours, materials, and costs for items other than pre-expended bin materials expended.

b. COR signature indicating work has been performed and date. If representative is not available, the Contractor shall so note on the DMO document.

c. MCD number of equipment item and/or facility worked on under the DMO.

d. As-built information for any utility infrastructure changes made during the course of the work, or operation and maintenance manuals for any installed equipment (as ap-plicable).

e. Site sketch indicating area where work was performed and schematic of activities (as applicable).

f. Digital photos before and after work performance (as applicable).

2.2.7.1.1 Conversion of DMO to PWO.

The Contractor shall not at any time exceed thirty-two (32) hours during the perfor-mance of a DMO without approval by the KO/COR. The Contractor may determine that a DMO, as requested, will exceed the hour threshold during execution or prior to execu-tion. The procedures for each circum-stance are detailed below.

2.2.7.1.2 Conversion during Execution.

The Contractor shall stop work immediately upon determining that a DMO will exceed the thirty-two (32) hours threshold. The Contractor shall immediately notify the KO/COR of the status of the DMO and complete the following tasks:

The Contractor shall notify the KO/COR in writing of the reason for expecting the DMO to exceed the cost threshold.

The Government may initiate a PWO or cancel the DMO.

If the Government initiates a PWO, the Contractor shall proceed as described in

Section 2.2.6.

If the Government cancels the DMO, the Contractor shall cease work and leave the work site in a safe and stable condition.

2.2.7.1.3 Conversion Prior to Execution.

The Contractor shall stop work immediately upon determining that a DMO will exceed the thirty-two (32) hour threshold. The Contractor shall then complete the following tasks:

The Contractor shall notify the KO/COR in writing of the reason for expecting the DMO to exceed the cost threshold and a preliminary cost estimate.

The Government may initiate a PWO, cancel the DMO or adjust the DMO scope.

If the Government initiates a PWO and determines the requirement urgent then the Contractor shall proceed as described in the Emergency PWO (Section 2.9).

If the Government initiates a PWO and does not determine the requirement ur-gent then the Contractor shall proceed as if receiving a normal PWO request.

2.2.7.1.4 Cost Estimates for PWOs.

The Government will provide the Contractor with the DA Form 4283 that delineates the scope of the project. New Work is defined in Annex B, Facilities Maintenance Instruction and results in the creation or addition to an existing facility or of a building component or system which did not exist prior to the work, irrespective of whether the work is funded from a construction or an O&M account. New Work that exceeds $150,000 shall be ac-complished through a separate contractual vehicle.

The OWO/PWO will be negotiated as follows:

a. The Contractor shall provide the preliminary desktop (scoping), design as re-quired, and cost estimate based on the DA Form 4283 to the COR within five (5) working days of receipt.

b. When requested in writing by the COR, the Contractor will provide detailed scop-ing, design, and cost estimates…