A.02 DRAFT PWS FIS Fort Jackson 20201204.pdf

SOLICITATION NO.

PREVENTATIVE MAINTENANCE AND

REPAIR SERVICES

FORT JACKSON, SC

U.S. Army Engineer District, Charleston Corps of Engineers 69A Hagood Ave.

Charleston, SC 29403

November 20, 2020 Ver 1.0 k2enhacm Typewritten Text k2enhacm Typewritten Text k2enhacm Typewritten Text

TABLE OF CONTENTS

SECTION A – SOLICITATION FORM – SEE SF1449

SECTION B – SUPPLIES OR SERVICES AND PRICES – SF1449

SECTION C – DESCRIPTIONS AND SPECIFICATIONS – PERFORMANCE WORK STATEMENT

SECTION D – NOT USED

SECTION E – INSPECTION AND ACCEPTANCE – SEE SF1449

SECTION F – DELIVERIES OR PERFORMANCE

SECTION G – CONTRACT ADMINISTRATION DATA – SEE SF1449

SECTION H – SPECIAL CONTRACT REQUIREMENTS – SEE SF1449

SECTION I – CONTRACT CLAUSES – SEE SF1449

SECTION J – LIST OF DOCUMENTS, EXHIBITS, AND OTHER ATTACHMENTS

SECTION K – REPRESENTATIONS, CERTIFICATIONS AND OTHER STATEMENTS OF OFFERORS –

SEE SF1449

SECTION L – INSTRUCTIONS, CONDITIONS AND NOTICE TO BIDDERS – SEE SF1449

SECTION M – EVALUATION FACTORS FOR AWARD – SEE SF1449

SECTION A – SOLICITATION FORM – SEE SF1449

SECTION B – SUPPLIES OR SERVICES AND PRICES – SF1449

SECTION C – DESCRIPTIONS AND SPECIFICATIONS – PERFORMANCE

WORK STATEMENT

1 00 000 – General Information

1.1 General Information

1.2 Outline of Services: Except where otherwise stated, the Contractor shall furnish all labor, supervision, management, tools, materials, equipment, facilities, transportation, incidental engineering, and other items necessary to provide Preventative Maintenance services in the locations outlined in the Performance Work Statement (PWS)

1.2.1 Periods of Performance: The Contractor shall provide services as specified herein for 365 calendar days commencing on the effective date of the task order issued for each performance period. Additionally, pursuant to clause FAR 52.217‐7, this contract shall have four (4) option performance periods, each consisting of one (1) calendar year.

1.2.2 Further information: The PWS is organized into Sections. Section 1 is "General Information." Section 2 contains on‐site project management and administration requirements. Section 15 includes preventative maintenance technical requirements.

1.3 Project Location: The work shall be performed at various locations as listed in the PWS below, and will vary from location to location. Services and locations located on the Ft.

Jackson campus may be added or deleted via contract modification at the discretion of the Government. IDIQ task order work is expected to be completed on the entire Ft. Jackson campus and can include buildings that are not listed within this contract.

1.4 Background Information: Fort Jackson is currently receiving these services from a contract which is managed by the Corps of Engineers. These services are PM with a service call component.

1.5 Verification of Workload and Conditions: Throughout the PWS, the workload data is generally referred to as being located in Section J. Section J provides data such as maps, floor plans, and tables to represent the type, quantity and location of services to be provided. The information provided is an example of what the contractor will be servicing.

1.6 Climate Patterns: The climate pattern is predominately hot sultry summers and mild winters. The Ft. Jackson campus falls within the Southern East coast of the United States.

1.7 Related Information: There are four types of Related Information that can be found in the Description and Related Information columns of the specification as follows:

1. Informational Notes as used throughout this PWS provides additional information to offerors to be used in developing a thorough understanding of the work to be performed in this contract. Any block of text marked “Informational Notes” throughout the sections below are subject to this disclaimer. Offerors may not rely upon the "Informational Notes" as material representations of the Government. Information provided in "Informational Notes" does not create a contractual requirement on either party to this contract.

2. Clarifying Information describes client expectations in a more detailed manner than the Performance Objective and Performance standard alone.

3. Constraining Information describes limitations to the work performed to meet the Performance Objective and Performance Standard.

4. Requirement Information further describes client requirements associated with each Performance Objective.

1.8 Army Approach to Service Contracting: The Department of Army (DoA) spends over $1 billion in annual obligations to meet global requirements for facility operations and maintenance provided through Facility Support Contracts (FSC) and additional billions to provide other base operations support services (OBOS). The Head of the Contracting Activity (HCA) has focused increased attention on re‐engineering FSC contracts in response to customer and industry feedback, budget constraints, and the impact of a variety of contracting, program management and financial management regulations. The Army also supports the following principles:

1.9 Partnering Philosophy: The first principle is that the Army views its contractors as partners and not just abstract service providers. The Army wants its contractors to succeed because partners' success drives the Army's successful mission completion. Within the bounds of acquisition policy the Army intends to work to find solutions that will be beneficial to both the Government and its partners.

1.10 Contractor’s Knowledge: The second principle is that the Army will receive insightful management from its contractors. This management will include the knowledge, skills, authority and willingness to use contractor resources to find better ways of serving Army clients’ strategic and operational goals and objectives. The Army's use of performance‐based objectives evidences this principle. Although performance work statements will typically contain several levels of performance assessment, the Army wants its contractors to exercise maximum discretion within bounds of prudent risk management to adjust processes and resources needed to reach specified objectives at the highest performance level.

1.11 Industry Best Practices The third principle is that the Army will adopt industry best commercial practices and maintain state‐of‐the‐art service delivery. It is the Army's and contractor's responsibility as partners to reach this goal. To that end, the Army's emphasis will be in evaluating performance objectives (end results). This is not intended to remove any requirements imposed by the manufactures suggested maintenance but is meant to be in addition to these requirements.

1.12 Standard Template: Key to implementing a programmatic approach is using a standard template that ensures Army‐wide consistency yet affords appropriate tailoring to meet local needs. This contract conforms to the standard template and has been tailored for this solicitation. Offerors should develop an understanding of the template as part of performing due diligence in reaching an understanding of the Army’s requirements and expectations. The standard template contains 18 standard annexes. Annex 1 will always contain information that is relevant to the entire scope of the contract. Annex 2 contains on‐site project management and administration requirements that are relevant to the entire scope of the contract. Annexes 3 through 18 contain the technical information and requirements peculiar to that technical annex. Within each technical annex, the organization of information and requirements are also standardized. Specification item 1 will always contain General Information. Specification item 2 will always contain the management and administrative requirements. Specification item 3 will always contain the Firm Fixed‐Price (FFP) requirements. Specification item 4 will always contain the Indefinite Delivery‐Indefinite Quantity (IDIQ) requirements. Requirements and standards for higher level specification items apply to all subordinate specification items, e.g., Specification Item 3 standards apply to all firm fixed priced specification items. Specification Item 3.1 is applicable to all 3.1 subordinate specification items. Specification Items 3.2 and 3.3 are not considered subordinate to 3.1. All costs associated with Annexes 1 and 2 and Specification items 1 and 2 must be priced and distributed within Specification Item 3 of Annexes 3 through 18.

1.13 Army PBSC Approach: The Army’s approach to performance‐based service contracting (PBSC) includes four component parts which are 1) performance outcomes, 2) measurable standards, 3) consideration of incentives, and 4) quality assurance surveillance plan.

1.14 Technical Proposal Certification: The contractor warrants that its proposal incorporated herein by reference including, but not limited to, proposed approaches, staffing, methodology, or work plans, will meet the performance objectives set forth in this contract during execution thereof. The contractor is not excused from meeting such performance objectives in the event such proposal proves inadequate as conceived or executed to meet such performance objectives. The contractor understands that it bears all of the cost and performance risk associated with adopting acceptable additional (and/or alternative) means or methods of meeting the performance objective.

02 0 000 ‐ Management and Administration

2.0 Management and Administration.

Definitions and Acronyms See J‐02 000 00‐01 for Acronyms.

2.1 Administrative contracting officer (ACO) A Government representative as indicated by a letter from the contracting Officer

2.1.1 Calendar Days Unless otherwise noted, all days are calendar days.

2.1.2 Competent Person A person who has the professional experience and training necessary to identify existing and predictable hazards at a work or service environment, and who has the authority to take prompt and corrective action to eliminate or remove dangers from the environment.

2.1.3 Contract Deficiency The failure of the Contractor to perform in accordance with contract requirements and specifications. A contract deficiency may result from failure of the Contractor to provide, or provide on time, the required contract service or it may result when the required service does not meet specific contract standards.

2.1.4.1 Initial Failure Report (IFR) Is a report generated by the contractor to identify failed equipment at the start of the initial performance period. This report shall identify non‐operational equipment, which was not operational at the start of the performance period and which is covered under the PM program. This report shall only include equipment that does not operate (i.e.

a motor does not generate any measurable mechanical output when energized) and shall not include operational equipment that is simply not running smoothly, in use past it’s service life, etc. Reporting procedures are in 2.16 of section C 02 00 000.

2.1.4 Contracting Officer (KO) That individual with the authority to enter, administer, and/or terminate contracts and make related determinations and findings. The term includes certain authorized representatives of the Contracting Officer acting within the limits of their authority as delegated by the Contracting Officer in writing.

2.1.5 Contracting Officer’s Representative (COR) The person designated in writing by the Contracting Officer to act as his/her authorized representative to assist in administration of the contract.

2.1.6 Contractor (KTR) That entity or its representative responsible for the delivery of the services or materials specified in this contract, as designated by contract award. The term Contractor as used herein refers to both the prime Contractor and any subcontractors. The prime Contractor shall insure that subcontractors comply with the provision of this contract.

2.1.7 Contractor Representative That individual appointed by the Contractor, either orally or in writing, who has been assigned responsibility for executing the requirements of this contract.

2.1.8 Direct Labor Costs The number of direct labor hours multiplied by the appropriate Service Contract Act or Davis‐Bacon Act wage rate(s), including fringe benefits.

2.1.9 Direct Material Costs The actual vendor invoice charges for materials used for performance of work under this contract. Direct material costs shall include transportation charges when such charges are included on the invoice by the vendor, as well as any discounts allowed for prompt payment and discounts or rebates for core value or salvage value that accrue to the Contractor. When questions arise concerning the cost of materials, material costs will be based on the lowest of quotes provided by the Contractor from at least three different commercial vendors for the direct material cost. The Government retains the right to obtain additional quotes in questionable situations. The lowest price will be used.

2.1.10 Equipment Anything kept, furnished, or provided for a specific purpose.

2.1.11 Facility A building or structure designed and created to serve a function.

2.1.12 Facility Coordinator The Government employee designated by the Center Commander at each service location to provide building access and other local coordination with the Contractor as required for the provision of services under this contract.

2.1.13 Frequency of Service

Annual (A). Services performed once during each 12‐month period of the contract at intervals of 335 to 395 calendar days.

Biennial (B). Services performed once during each 24‐month period of the contract at internals of 670 to 790 calendar days.

Daily (D5). Services performed once each calendar day, Monday through Friday, including holidays unless otherwise noted.

Daily (D7). Services performed once each calendar day, seven days per week, including weekends and holidays.

Monthly (M). Services performed 12 times during each 12‐month period of the contract at intervals of 28 to 31 calendar days.

Quarterly (Q). Services performed four times during each 12‐month period of the contract at intervals of 80 to 100 calendar days.

Semiannual (SA). Services performed twice during each 12‐month period of the contract at intervals of 160 to 200 calendar days.

Semimonthly (SM). Services performed 24 times during each 12‐month period of the contract at intervals of 14 to 16 calendar days.

Three times weekly (3W). Services performed three times a week, such as Monday, Wednesday, and Friday.

Twice weekly (2W). Services performed twice a week, such as Monday and Thursday or Tuesday and Friday.

Weekly (W) Services performed 52 times during each 12‐month period of the contract at intervals of six to eight calendar days.

Daily (D) Services which are performed 260 times during each 12‐ month Period of the contract. Daily tasks are working days or 5 days per week.

2.1.14 Indirect costs All expenses which are not project specific, this includes overhead expenses, travel, and any oversight expenses.

2.1.15 Maintenance and Repair The preservation or restoration of a piece of equipment, system, or facility to such condition that it may be effectively used for its designated purposes. Maintenance/repair may be adjustment, overhaul, reprocessing, or replacement of constituent parts or materials that are missing or have deteriorated by action of the elements or usage, or replacement of the entire unit or system if beyond economical repair.

2.1.16 CMMS also known as computerized maintenance management information system (CMMIS), is a software package that maintains a computer database of information about an organization's maintenance operations. GFEBS is the CMMS that will be used in this contract.

2.1.17 Means Cost Data A data collection and organization system developed by R. S.

Means Company which can be used to prepare accurate, estimates and budgets in a variety of ways. The Contractor shall use the latest edition. Material prices are based on a national average and computed labor costs are based on a 30‐city national average. Data has been targeted for residential, commercial, and industrial repair/remodeling projects. An estimate prepared using this data is called a "Means estimate" data may simply be referred to as "Means." The following are required Means data, R. S. Means Repair and Remodeling Cost Data, R. S. Means facilities & Maintenance data, R. S. Means Commercial Renovation.

2.1.18 Operation and Maintenance and Support Information (OMSI) OMSI is a set of consultant‐prepared data manuals that contain detailed, as‐built technical information that describes the efficient, economical and safe operation, maintenance and repair of a facility, plant, equipment or system throughout its life cycle. Generally prepared following completion of new construction facility or major facility upgrade. OMSI’s typically include staffing and budgeting information, supply support including critical spare parts, operating procedures, troubleshooting and diagnostic guides, extended warranty data, maintenance task frequencies and documentation, technical data, repair procedures and manufacturer’s product data.

2.1.19 Pre‐expended Bin Materials and Supplies The minor materials and supplies that are incidental to the job, for which the total direct cost of any one material line item shown on the material estimate is $10.00 or less. Examples of pre‐expended bin materials and supplies include, but are not limited to, solder, lead, flux, electrical connectors, electrical tape, fuses, nails, screws, bolts, nuts, washers, spacers, masking tape, sand paper, solvent, cleaners, lubricants, grease, oil, rags, mops, glue, epoxy, spackling compound, joint tape, plumbers tape and compound, clips, welding rods, and touch up paint.

2.1.20 Quality Assurance A method used by the Government to provide some measure of control over the quality of purchased goods and services received.

2.1.21 Quality Assurance Representative (QAR) An individual designated by the KO to be responsible for the monitoring of Contractor performance.

2.1.21 Quality Control (QC) A method used by the Contractor to control the quality of goods and services produced.

2.1.23 Response Time The time allowed to Contractor after initial notification of a work requirement to be physically on the premises at the work site with appropriate personnel, tools, equipment, and materials, ready to perform the work required.

2.1.24 As‐built For the purposes of this contract and as‐built is a digital and paper record of changes to the facility. These changes are both from the contractor, and through other actions which resulted in a difference from the existing records.

2.1.25 Asset are land, structures, equipment (including motor and aircraft fleets), and intellectual property (including software), which are used by the Federal Government and that have an estimated useful life of two years or more.

2.2 General Information

2.2.1 Government Regular Working Hours The Government's regular working hours include times in which facilities are used to support the military mission, and vary from building to building. Regular working hours are typically 0700‐ 1600, five days per week, Monday through Friday, except observed Federal holidays; and Saturdays and Sundays. Exceptions to the regular hours of operation are detailed in subsequent sections of this PWS. The performance of other work requirements shall be accomplished within the Government’s regular working hours unless the specific work requirement specified herein necessitates otherwise. Any other work outside Government regular working hours requires prior KO approval. The following days are the only authorize time off, and other service gaps must be approved by the KO.

2.2.1.1 Observed Federal Holidays The Government observes the following holidays:

New Year’s Day, January 1st Martin Luther King Jr.’s Birthday, 3rd Monday in January President’s Day, 3rd Monday in February Memorial Day, last Monday in May Independence Day, July 4th Labor Day, 1st Monday in September Columbus Day, 2nd Monday in October Veterans’ Day, November 12th Thanksgiving Day, 4th Thursday in

November Christmas Day, December 25th.

2.2.2 Wage Determinations Refer to J‐02 000 00‐02 for Service Contract Act wage determinations.

2.2.3 Requirements Hierarchy Requirements or definitions specified in each spec item of this contract apply to subordinate paragraphs. For example, requirements shown in spec item 3.1 would apply to spec items 3.1.1, 3.1.2, 3.1.2.1 and so on.

2.3 General Administrative Requirements

2.3.1 Required Conferences and Meetings The Contractor may be required to attend administrative and coordination meetings at the KO’s discretion.

2.3.2 Permits and Licenses Within 15 calendar days after award of this contract, the Contractor shall obtain all required permits, licenses, and authorizations to perform work under this contract and comply with all the applicable federal, state and local laws and regulations. Provide evidence of such permits and licenses to the KO before work commences and at other times as requested by the KO.

2.3.3 Insurance Within 15 calendar days after award of this contract, the Contractor shall furnish the KO a certificate of insurance as evidence of the existence of the following insurance coverage in amounts not less than the amounts specified below in accordance with the FAR Clause 52.228‐05, INSURANCE – WORK ON A GOVERNMENT INSTALLATION.

This insurance must be maintained during the performance period.

2.3.3.1 Certificate of Insurance The Certificate of Insurance shall provide for at least 30 calendar days written notice to the KO by the insurance company prior to cancellation or material change in policy coverage. Other requirements and information are contained in the insurance clause.

2.3.3.2 Minimum Insurance Amounts The Contractor shall procure and maintain, during the entire period of performance under this contract, the following minimum insurance coverage:

Comprehensive General Liability: $500,000 per occurrence Automobile Liability: $200,000 per person, $500,000 per occurrence, $20,000 per occurrence for property damage Workmen's Compensation: As required by Federal and State worker's compensation and occupational disease statutes Employer's Liability coverage: $100,000, except where worker's compensation may not be written by private carriers Other as required by State Law

2.3.4 Protection of Government Property During execution of the work, the Contractor shall protect Government property. The Contractor shall return areas damaged as a result of contractor negligence under this contract to their original condition at no cost to the

Government. (For example, cosmetic repairs to ceiling tiles, or walls caused by an HVAC unit under service of this contract)

2.3.5 Access to Work Areas The Contractor shall make all arrangements through the appropriate office necessary to obtain access to buildings, facilities and other work areas, and when necessary, arrange for them to be opened and closed by the controlling authority.

The Government will not issue keys to the Contractor. The Contractor shall use due diligence and be responsible for compromised security systems to include replacement c o s t s that result from its action or inaction.

2.3.6 Instructions, Directives, and References Applicable Department of Defense (DoD) and other directives, instructions, and references are listed in J‐02 000 00‐03.

2.3.6.1 Record of Environmental Consideration (REC) The REC attached in J‐ 0200000‐13 contains the requirements for environmental reporting and procedures which supersede any requirements of this solicitation.

2.3.7 Invoicing Procedures See 52.212‐4(g), CONTRACT TERMS AND CONDITIONS— COMMERCIAL ITEMS, Section I. A consolidated package with all sites individually invoiced will be accepted no more frequently than monthly. See invoicing procedures in J‐02 000 00‐ 04.

2.3.7.1 WAWF: Currently the Army Corps of Engineers is NOT using Wide Area Workflow (WAWF) for invoice submission. Until further notice is provided any invoices submitted via WAWF will not be processed.

2.3.7.2 CMMS (GFEBS): The contractor shall populate and maintain a computerized maintenance management system (CMMS). At a minimum the contractor shall keep track of all aspects of the contract, and contract administration in the CMMS system. GFEBS (General Fund Enterprise Business System) is to be the official CMMS for this contract. Any data entered any other system will not be considered as complying with this contract.

The Contractor must input all DMO/PMO project status and labor confirmations.

The Government will utilize GFEBS for preparation of most required status reporting and for monitoring Contractor performance in timeliness and accuracy of data input. GFEBS documents DPW Work Management and reporting of DMOs and PMOs. GFEBS is the Government’s system of record. The contractor shall have updated all statuses for DMOs and PMOs and all other information required for reporting into GFEBS for the invoice period prior to the invoiced submission to the government. The CMMS will be used to generate the invoicing form attached in section J‐02 000 00‐04. Statuses in GFEBS will be used to verify completed work, any work completed and not entered GFEBS will not be expensed.

2.3.7.3 The contractor may utilize a secondary CMMS system at no additional cost to the government.

2.3.8 Forms See Section J‐02 00 000‐05 for accident reporting, damage reporting, and other required forms.

2.3.9 Training for Maintenance and Operation of New and Replacement Systems and Equipment When construction, renovation, or repair work is performed by means other than this contract, the Contractor shall attend Government provided training for maintenance and operation of new and replacement systems and equipment at no additional cost to the Government.

2.3.10 GEFBS for contract tracking: The contractor will be required to utilize the DMO and PMO functions within the GFEBS to track all DMOs and PMOs, including but not limited to, scheduling, estimated costs, and actual costs.

2.3.11 Inventory Management: The inventory provided within attachment J‐15 02 000 03, J‐ 15 02 000‐05, J‐15 02 000 09 and any other inventory items listed shall be validated by the Contractor after contract award. Any discrepancies identified within the inventory as provided by the Government shall be identified by the Contractor in a report submitted a report to the COR within 90 days following the start of the base year performance period that details the Contractor's perceived discrepancies. This report shall include an updated version of the Government provided inventory and the changes shall include for each entry, at a minimum, the type of equipment, the make/model, and the serial number. A bilateral contract modification may be needed as a result of the Contractor's inventory validation report, up to the discretion of the KO. The contractor may submit a Request for Equitable Adjustment, in the event they disagree with the outcome of this procedure, pursuant of clause DFARS 252.243‐7002. Submittals are to be submitted in accordance to section F of this contract.

2.4 Government‐Furnished Property, Materials and Services Refer to J‐02 000 00‐06.

2.4.1 Government‐Furnished Facilities (GFF) The contractor will have limited use of designated areas. These areas will be defined in section J‐02 00 00‐06

2.4.2 Government‐Furnished Utilities All normally available utilities will be free to the Contractor at existing outlets for completion of this contract, to include water, sewer, and electricity. Internet access is not included in these utilities.

2.4.3 Government‐Furnished Materials (GFM): None

2.4.4 Government‐Furnished Equipment (GFEB): Access to the government’s GFEBS system.

2.5 Contractor‐Furnished Items Except for items identified as Government Furnished, the Contractor shall provide all equipment, materials, parts, supplies, components, and facilities to perform the requirements of this contract. This is to include a computer which will be imaged by Ft Jackson to be used solely for GFEBS. The KO may inspect Contractor‐furnished items for adequacy and compliance with contract requirements. Inadequate or unsafe items shall be removed and replaced by the Contractor at no cost to the Government. Materials containing asbestos, lead, and PCB’s shall not be brought on site. The KO may at any time require samples, Material Safety Data Sheets (MSDS), manufacturer’s data cut sheets of materials used in this contract.

2.6 Management The Contractor shall manage the total work effort associated with the services required herein to meet the performance objectives and standards. Such management includes but is not limited to planning, scheduling, cost accounting, report preparation, establishing and maintaining records, and quality control. The Contractor shall provide staff with the necessary management expertise to assure performance objectives and standards are met.

2.6.1 Work Control The Contractor shall implement all necessary work control procedures to ensure timely accomplishment of work requirements, as well as to permit tracking and reporting of work in progress. The Contractor shall plan and schedule work to assure material, labor, and equipment are available to complete work requirements within the specified time limits and in conformance with the quality standards established herein.

Verbal scheduling and status reports shall be provided when requested by the KO. A written status report of any item of work must be provided within two hours of the inquiry during regular working hours, and by 0800 the following workday for inquiries after regular working hours.

2.6.2 Work Schedule The Contractor's work shall not interfere with normal Government business. In those cases where some interference is unavoidable, the Contractor shall minimize the impact and effects of the interference. The Contractor shall provide advance access of all its work schedules to the Government. The Contractor shall notify the KO of any difficulty in scheduling work due to Government controls.

2.6.3 Service Interruptions If any utilities or other services must be discontinued (even temporarily) due to scheduled contract work, the Contractor shall notify the KO, affected tenants, and customers a minimum of 10 calendar days in advance. If the discontinued service is due to an emergency breakdown the Contractor shall notify the KO, affected tenants and customers as soon as practicable.

2.6.4 Asset Management and Control: The Contractor shall use the CMMS system, GFEBS, for asset tracking and management. The Contractor shall maintain complete and accurate records of all inventory and services provided and make these records available for the Government's use in managing the effort required under this contract. The contractor shall provide all data collected in MS EXCEL compatible format once per year at the end of EACH task order year to the KO or by request of COR.

2.6.4.1 Demand Maintenance Orders: DPW Work Reception shall initiate a record for all DMOs, to include a description of the problem or requested work, date and time received, location, and other appropriate information into the CMMS. When any work or maintenance is required, the Contractor must complete, and place a Facilities Maintenance Request Ticket (Attachment J‐1502000 Facilities Maintenance Request Ticket) in a visible area to show the problem is being addressed by the Contractor.

1) Immediately upon receipt of a service call, the DPW work reception shall record the following information into GFEBS:

‐ General Fund Enterprise Business System (GFEBS) Work authorization number

‐ Service call priority

Priority 1: Emergency

Priority 2: Urgent

Priority 3: Routine

‐ Name, office and command of requester ‐ Type of funding ‐ Paying Activity Code (PAC) (as required)

2) Once the Contractor receives the DMO, the Contractor shall record the following:

‐ Specific craft designation(s) ‐ Caller's description of the problem or requirement ‐ Associated Asset ID number ‐ Description of equipment or system (e.g., type of equipment, size, serial number, model number)

3) Upon completion of the requested service, the Contractor shall enter the following actions into the CMMS no later than 0900 the following working day after completion of the service:

‐ Description of problem or requirement as found by craftsman ‐ Description of work performed ‐ Labor hours expended, labor and material costs

‐ Date, time work was commenced, and completed ‐ Authorized signature indicating work was performed ‐ Root cause analysis of failure (Codes) ‐Recommended actions from Contractor

4) Completed DMO Work The Contractor, certifying the work was satisfactorily performed, shall sign completed work authorizations. After the completion of each work order, the Contractor shall identify (using GFEBS T‐CODE IW38) the total labor hours the technician worked and the fully burdened rate based on shop (e.g. ‐ carpentry, electrical, plumbing, etc.). Within seven days of DMO completion, the contractor shall TECO the DMO to close out the order.

2.6.4.2 Preventative Maintenance (PM): The Contractor shall develop, implement, and input into GFEBS a comprehensive PM program for facilities, property, installed equipment, infrastructure and utilities IAW AR 420‐1 and U.S. Army Corps of Engineers, Technical Manual (TM) 5‐610, Preventive Maintenance, Facilities Engineering Buildings and Structures (1979). Guidance on operating procedures, organization and frequency of preventive maintenance services is contained in TM 5–600 series. The Contractor shall revise schedules and PMOs as directed by the Government. The Contractor shall review and update all PMO schedules quarterly and submit proposed changes for Government approval. The Contractor shall submit a complete current set of PMOs and proposed PMO schedule annually.

The PMO records shall include complete logs of all Facilities Maintenance Services work provided, including but not limited to the following:

‐ Scheduled Start Date service scheduled to be performed document ‐ Date(s) of actual performance of service ‐ Location of service (e.g., site code, building number, and room number) ‐ Associated Asset ID number ‐ Description of equipment or system (e.g., type of equipment, size, serial number, model number) ‐ Description of maintenance provided or service performed ‐ List of parts replaced or equipment replaced in kind (e.g., type of equipment, size, serial number, and model number) ‐ Other information as needed to completely describe the work performed ‐ Labor hours expended, labor, and material costs to complete inspection and any repairs.

‐ Authorized signature indicating work was performed

2.6.4.3 Adding New or Replacement Assets: The GFEBS shall be updated to included missing and updated equipment information in the Section J‐1502000 equipment inventories, such as description for the piece of equipment, location (site code + 5 digit IFS Building Number), manufacturer, model number, capacity, etc. The contractor should provide the government with any O&M data, and recommended PM services for added and replaced assets. Asset Inventory updates shall be provided with the monthly invoice in Microsoft Excel format.

2.6.5 Quality Management System (QMS) The Contractor shall establish and maintain a complete QC program in accordance with the provisions specified herein. The Contractor’s

QC Program shall provide an effective and efficient means of identifying and correcting problems throughout the entire scope of operations. The Contractor's QC program shall address:

•Accurate documentation of work processes, procedures, and output measures.

•A systematic procedure for assessing compliance with performance objectives and standards.

•Accurate documentation of quality inspections conducted throughout the execution of work.

•Assessment‐driven corrective actions and process adjustments as appropriate in a timely manner.

2.6.5.1 Quality Management (QM) Plan The Contractor shall develop and submit a QM Plan within 15 calendar days after award. The QM Plan shall describe the QMS methodology and approaches used under this contract. If any changes are made during the period of performance, submit to the KO a revised QM Plan for acceptance.

2.6.5.2 Quality Inspection and Surveillance The Contractor shall establish and maintain an inspection and surveillance system in accordance with the FAR Clause

52.246‐4, INSPECTION OF SERVICES – FIXED PRICE, to ensure that the work performed conforms to the contract requirements. The Contractor shall document and maintain a file of all scheduled and performed inspections and surveillances, inspection and surveillance results, and dates and details of corrective and preventive actions. The quality inspection and surveillance file shall be the property of the Government and made available during the Government’s regular working hours upon request from COR. The file shall be turned over to the KO within five calendar days of termination of the contract.

2.6.5.3 Quality Inspection and Surveillance Report The Contractor shall submit a copy of the Contractor Quality Inspection and Surveillance Report monthly with the monthly invoice. The Contractor Quality Inspection and Surveillance Report shall include a summary and results of the quality inspection and surveillance events performed and assessment‐driven corrective actions and process adjustments during the previous month. The Government may adjust the frequency of the submittal based on the Contractor’s quality of performance.

2.6.6 System and Equipment Replacement The Contractor shall maintain the integrity and performance of existing energy saving, water conservation or other sustainability design features of systems and equipment in the performance of repair and replacement work.

Except where otherwise specified, replacement components shall be of the same model/style or equivalent as the component being replaced. Substitutes for replacement components must be accepted by the KO prior to use. The KO will furnish available information for the existing systems and equipment.

2.7 Personnel Requirements The Contractor shall comply with the personnel requirements stated below.

2.7.1 Key Personnel: Each of the following positions shall be full time personnel.

2.7.1.1 Project Manager (PM): The PM shall perform as the single point of contact for all mattered related to this contract. The PM must have relevant experience at a comparable level of responsibility in projects of similar size, scope and complexity.

The PM or alternate shall have full authority to act for the Contractor on all contract matters relating to this contract. The PM or alternate shall be available by phone within one hour both during and after the Government's regular working hours.

2.7.1.2 Quality Control Manager (QCM) The Contractor shall provide a QCM who shall have full authority and responsibility for assuring performance objectives and standards identified in this contract are met.

2.7.1.3 Site Safety and Health Officer (SSHO) A Contractor employee whose primary duty and responsibility is to prepare and enforce the Contractor’s safety program on this contract. The SSHO shall have fulfilled the following prerequisite training and experiences before being hired as the SSHO under this contract: For contracts “The SSHO shall have completed 5 years of satisfactory experience in preparing and enforcing the Contractor’s safety program on contracts of similar size and complexity in the past and shall have completed 30‐hour OSHA safety class or equivalent within the last three years.” More detailed information can be found in the EM‐385 for the SSHO qualification. In the event of a conflict the EM‐385 is to take precedence over this section.

2.7.2 Employee Requirements The Contractor shall provide experienced, qualified, and capable personnel to perform the work in this contract. Personnel shall be fully knowledgeable of all safety and environmental requirements associated with the work they perform. Personnel shall speak, read, and comprehend English to the extent that they can read and understand printed regulations, detailed written orders, operating procedures, training instructions and materials. The Contractor shall ensure that all Contractor personnel have received proper safety training, appropriate to their respective jobs. At a minimum, all Contractor personnel shall have attended the OSHA 10‐hour safety course, or equivalent.

The Contractor shall implement an ongoing training program that refreshes the safety skills, qualifications and awareness of the Contractor workforce on a regular, periodic basis. The details of the Contractor’s safety training program shall be included as part of the Contractor’s Accident Prevention Plan, as required in Spec Item 2.9.1.

2.7.2.1 Employee Appearance The Contractor shall ensure that all employees present a professional appearance that is appropriate for their position. The KO reserves the right to determine the acceptability of any clothing worn. All Contractor/subcontractor employees working under this contract shall be identified by a distinctive nameplate, emblem, or patch attached in a prominent place on an outer garment. Employee identification shall not be substituted for station required passes or badges.

2.7.2.2 Employee Conduct Contractor employees shall conduct themselves in a proper, efficient, courteous and businesslike manner. Contractor employees shall identify themselves as Contractor personnel by introducing themselves or being introduced as Contractor personnel. All Contractor employees shall appropriately identify themselves as contractor employees in telephone conversations and in formal and informal written correspondence. Contractor must not attempt to communicate the plans of the government to the customer.

2.7.2.3 Removal of Employees The Contractor shall remove from the site any individual whose continued employment is deemed by the KO to be contrary to the public interest, inconsistent with the best interests of National Security, or if employee behaviors violate any requirements outline in this or any other sections of this contract.

2.7.2.4 Proof of Citizenship No employee or representative of the Contractor will be admitted to the site of work unless satisfactory proof of citizenship is furnished, or, if an alien, legal residency within the United States is confirmed.

2.7.2.5 Anti‐Terrorism (AT) Level 1 Training All contractor employees, to include subcontractor employees, requiring access Army installations, facilities and controlled access areas shall complete AT Level I awareness training and submit certificates of completion to the COR, or KO, within fifteen (15) days of award at the following website: http://jko.jten.mil/courses/atl1/launch.html

2.7.2.6 Operational Security (OPSEC) Training Per AR 530‐1, Operations Security, new contractor employees must complete Level I OPSEC training within 30 calendar days of their reporting for duty. All contractor employees must complete annual OPSEC awareness training. OPSEC training is available at the following website:

http://cdsetrain.dtic.mil/opsec/

2.7.2.7 GFEBS Users will need the following training in order to be granted access to the system. Directions for the training are in the attachment section of this solicitation:

‐GFEBS Essentials ‐GFEBS Project Systems ‐GFEBS PM Order Management & Execution

After training is completed the contractor will need the following information to fill out the Role authorization form

‐GFEBS Role Authorization Form, completed and digitally signed ‐Individual name, email address and DOD ID# ‐Copy of GFEBS course certificates

2.8 Security Requirements The Contractor shall comply with all federal, state, and local security statutes, regulations, and requirements. The Contractor shall become acquainted with and comply with all Government regulations as posted, or as requested by the KO when required to enter a Government site. The Contractor shall ensure that all security/entrance clearances are obtained.

2.8.1 Employee Listing The Contractor shall maintain and provide upon request a current listing of employees. The list shall include employee’s name, social security number, address, copy of valid driver’s license and proof of insurance (if ever driving on Government property) and level of security clearance.

2.8.2 Vehicles The company name shall be displayed on each of the Contractor's vehicles in a manner and size that is clearly visible. All vehicles shall display a valid state license plate that complies with State Vehicle Code. Vehicles shall meet all other requirement of the State Vehicle Code, such as safety standards, and shall carry proof of insurance and state registration, if applicable.

2.8.3 Passes and Badge All Contractor employees shall obtain the required employee and vehicle passes. The Contractor employees must be able to obtain Common Access Card (CAC) in accordance with security requirements, if requested. Each employee shall wear the

Government issued badge over the front of the outer clothing. When an employee leaves the Contractor's service, the employee's Passes and Badges shall be returned within 10 calendar days. The KO my require additional badging requirements based on the current needs of the security community.

2.8.4 Access to Buildings The Contractor shall monitor and control access into restricted areas under their responsibility, allowing only those individuals who have been properly cleared into restricted areas or other controlled access areas. The Contractor shall comply with security requirements, plus those imposed by the installation Commander at all times.

Personnel with access to special areas will have the appropriate screening and/or security clearance, and personnel requiring routine access to restricted areas will wear special badges authorizing access for those areas. Contractor personnel shall not enter restricted or controlled areas or installation facilities unless specifically authorized in performance of their duties. The Contractor shall secure all buildings and facilities entered during non‐duty hours and will secure all building and facilities under the Contractor’s cognizance at the end of each workday or shift period.

2.8.5 Access Arrangements The Contractor shall make all arrangements necessary to obtain access to buildings, facilities and other work areas, and when necessary, arrange for them to be opened and closed by the controlling authority.

2.8.6 Security Clearances (CAC Access) The Contractor shall obtain all required corporate and personnel security clearances prior to commencement of work. The Contractor shall ensure that a list of all personnel with security clearances is maintained current, including clearances that are pending if necessary. Background check process and information is attached as attachment “J‐02000000‐12 Employee background check information”

2.9 Contractor Safety Program The Contractor shall develop and implement a Safety Program detailing how the Contractor plans, staffs, performs, and controls all safety practices while delivering best value services to the Government without any accidents or mishaps. The Contractor’s safety program shall comply with all safety standards identified in the U.S. Army Corps of Engineers Safety and Health Requirements Manual, EM‐385‐1‐1 and Public Law 91‐596, Occupational Safety and Health Act; and Contractor shall submit a monthly exposure report to the Contracting Officer.

2.9.1 Accident Prevention Plan (APP) To ensure that the Contractor has a well‐organized and thorough Safety Program, the Contractor shall prepare an Accident Prevention Plan (APP). The APP shall be prepared by the Contractor’s SSHO and shall be followed by all Contractor employees, subcontractors, and vendors at each service site. The APP shall follow the format and cover all topics as delineated in Appendix A of EM‐385‐1‐1. The APP shall incorporate Activity Hazard Analyses (AHAs) and Situation Specific Safety Plans that are relevant to the site‐specific hazards and controls for each activity and type of work that may be encountered in the performance of this contract. Detailed requirements for AHAs and Hazard Specific Safety Plans are provided below.

The Contractor’s APP shall be submitted to the KO within 10 calendar days after award for approval. The Contractor shall review, update, and submit the revised APP to the KO annually and within 15 calendar days whenever a change in work conditions, hazards, or activities occur.

2.9.2 Activity Hazard Analysis (AHA) The Contractor shall prepare Activity Hazard Analyses (AHAs) for all common recurring work activities performed under this contract. AHAs shall be submitted with the APP and shall be updated as work activities or conditions change and additional AHAs prepared as new work activities are required. Specifically:

•For FFP contract modifications where changes are germane to the original contract, the Contractor shall revise applicable AHAs and submit to the KO within 15 calendar days after modification is signed.

•For IDIQ task orders, the Contractor shall submit an AHA on task orders, with the associated proposal, whenever the service environment or required task is different from the firm‐fixed‐priced services.

AHAs shall follow format of Figure 1‐1 of EM‐385‐1‐1 and shall explain the following as detailed in the EM‐385‐1‐1:

the steps of the service process;

•identify potential hazards that exist as a result of the Contractor’s service process within the environment;

•measures or plans of actions to safely remove potential hazards away from people in and around the service process and environment;

•specific materials and equipment necessary to safely remove potential hazards away from people in and around the service process and environment;

•inspection requirements to assure service activity is safe; and •training of service personnel to be aware of potential hazards and measures or plans of actions to be used to remove hazards from service environment.

During performance of services, the SSHO shall…