Aircrew Facility Support PWS 3Apr25.pdf

Performance Work Statement

Visiting Aircrew Support

Facility Kirtland Air Force Base, NM

3 April 2025

1.0 INTRODUCTION

1.1 Mission. Kirtland AFB is tasked with providing lodging and related support services for visiting aircrew performing national security missions. These missions require 24-hr support with minimal arrival and/or departure notification.

2.0 SCOPE

2.1 Objective. This is a non-personnel services contract to provide facility services. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the contractor who, in turn is responsible to the Government. The contractor shall provide all personnel, equipment, supplies, tools, materials, supervision, and other items and non-personal services necessary to perform as defined in this Performance Work Statement, except for those items specified as Government provided. The contractor shall perform to the standards in this contract.

The contractor shall provide aircrew facility support services, tasks, and functions to ensure the facility is always maintained in a high state of readiness and all aircrew facility accommodations are fully functional. Services include facility management for aircrew dormitory, assigning room keys, alarm room, associated equipment management functions, and vehicle management for up to eight Government owned/leased vehicles. Six vehicles for the primary crew and two 15-pax vans for the auxiliary crew. The contractor shall provide services for up to routinely 38 crewmembers from arrival to departure. The number of crewmembers may surge to 50 or more based on mission requirements.

3.0 PERFORMANCE OBJECTIVES

3.1. Aircrew Facility Billeting services.

3.1.1. Ensure rooms are clean and fresh linen bags are in each room prior to check-in. Also ensure dirty/used linen are placed in bags and removed from the room and placed in the collection points for linen contractor.

3.1.2. The contractor shall give the Contracting Officer’s Representative (COR) a list of the rooms that will be utilized throughout the period of occupancy.

3.1.3. Determine crewmember room assignments, distribute keys upon check-in, and collect keys upon check-out to ensure off-going crewmembers will no longer have access to rooms.

3.1.3.1. Provide a back-up swipe card system (or physical keys) that can be accessed after hours for any crewmember locked out of their respective room.

3.1.3.2. Resolve issues with individual rooms and provide updates to the COR concerning issues needing further attention. The contractor will produce a living document of all issues pertaining to room availability to ensure on-going traceability.

3.1.4. Change entry codes for building access as required by 377 TSS.

3.2. Aircrew Facility Upkeep Services. The contractor shall support limited aspects concerning the care/upkeep of the Visiting Aircrew Support Facility.

3.2.1. Conduct weekly attic HVAC unit inspections in accordance with CE checklist. See Appendix D.

3.2.2. Ensure access for maintenance personnel into the facility. Depending on the type of problem, some maintenance issue may require immediate attention. If contractor questions the urgency, contact the COR for guidance.

3.2.3. Packaged Terminal Air Conditioners (PTAC). The contractor shall perform quarterly preventative maintenance to include the cleaning of the PTAC filters in each room (44) and remove the filter for dust in the PTAC and interior housing. The contractor will procure and replace the filters annually. A schedule shall be provided to the COR to ensure conformance.

3.2.4. Exterior Grounds Upkeep. The contractor shall perform regular removal of unsightly trash and debris from public areas by regularly inspecting grounds, sidewalks, parking lots, and transporting the trash or debris to designated central collection points on a daily basis.

3.2.5. Plumbing Upkeep. One time per week, the contractor shall flush every toilet and run every shower for at least five minutes.

3.3. Aircrew Facility Housekeeping Services. The contractor shall accomplish all housekeeping tasks and be required to provide and replenish room supplies.

3.3.1. Floors. The contractor shall maintain all floors free of grit, soil, dust, dirt, debris, litter, scuff and heel marks, stains, spills, and other foreign matter by effective routine vacuuming/mopping. The contractor shall accomplish cleaning by the most appropriate method (vacuum, sweep, dust mop, damp mop, spot clean, etc.) and with cleaning solutions if applicable, for the specific floor type. The contractor shall remove any spots and/or spills by the floors manufacturer’s approved methods or other commercially accepted practices as soon as noticed to maintain the floor’s life. After cleaning, the contractor shall ensure floor surfaces, to include grout, shall have a uniform, clean appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stain, film, or standing water. The contractor shall clean baseboards, corners, and wall/floor edges. The contractor shall move all chairs, trash receptacles, and other easily moveable items to maintain floors underneath these items and return them to their original and proper position after cleaning. The contractor shall bring all tears, burns, and damage to the attention of the 377 TSS facility manager.

3.3.2. Trash Collection/Removal. All trash receptacles shall be emptied by the contractor while performing other required cleaning functions and returned to their initial location. The contractor is responsible for providing trash can liners, suitable for type of cans and replacing them when soiled or torn. Trash receptacles shall be kept clean, free of debris, grime, and odors. The trash shall be deposited in the nearest outside designated collection points.

3.3.3. Dusting. The contractor shall accomplish dusting on surfaces within 6 feet of the floor (low dusting). The contractor must maintain these surfaces free of dust, lint, cobwebs, and litter.

The contractor shall accomplish (high dusting) on surfaces between 6 feet to 10 feet from the floor. Surfaces could include items such as tables, shelves, bookcases, storage lockers, windowsills, handrails, pictures, clocks, window blinds, fans, etc.

3.3.4. Windows and Glass. The contractor shall maintain all interior windows free of traces of dirt, smudges, insects, and other traces of unsightliness.

3.3.5. Clean and Disinfect Bathroom. The contractor shall clean and disinfect all surfaces of sinks, toilets, plumbing fixtures, walls, and other such surfaces using a germicidal detergent.

Bathrooms shall have a clean scent or no odor at all. The contractor shall clean the shower using manufacturer’s approved methods. The contractor shall maintain showers, toilets free of spots, water spots, scale buildup, soap scum, odors, and any other deposits. The contractor shall clean and maintain mirrors free of streaks or other removable matter. The contractor shall clean all vents (within 72 inches of the floor) to ensure they are free of dust of other buildup. The contractor shall maintain bathroom sinks, countertops, and fixtures free of water and scale deposits, soil, streaks, and other removable matter. The contractor shall maintain walls and grout free of all film, spots, and detergent buildup.

3.3.6. Clean and Disinfect Kitchen. The contractor shall clean and disinfect all surfaces of sinks, plumbing fixtures, walls, and other such surfaces using a germicidal detergent. The kitchen shall have a clean scent or no odor at all. The contractor shall clean the appliances using manufacturer’s approved methods. The contractor shall all clean vents (within 72 inches of the floor) to sure they are free of dust and other buildup. The contractor shall maintain kitchen sink, countertops, any cabinetry, dishes, pots, pans, and fixtures free of water and scale deposits, soil, streaks, and other removable matter. The contractor shall maintain walls and grout free of all film, spots, and detergent buildup.

3.3.7. Laundry Room. The contractor shall clean and disinfect all walls, and other such surfaces using a germicidal detergent. The laundry room shall have a clean scent or no odor at all. The contractor shall maintain walls free of all film, spots, and detergent buildup. The contractor shall clean the appliances using manufacturer’s approved methods. The contractor shall clean dryer vents/lint traps.

3.3.8. Hallways/Stairwells and Common Rooms. The contractor shall maintain hallways, stairwells, and common areas free from soil, dirt, debris, litter, and other foreign matter by effective routine vacuuming/mopping. The contractor shall remove any spots and/or spills by the floors manufacturer’s approved methods or other commercially accepted practices as soon as noticed to maintain vinyl floors life. The contractor shall move all chairs, trash receptacles, and other easily moveable items to maintain floors underneath these items and return them to their original and proper position after cleaning.

3.3.9. Stock Room Amenities. The contractor shall ensure rooms are stocked sufficiently so any provided linens, towels, amenities and supplies including toilet tissue, facial tissue, and similar items do not run out. The contractor shall store supplies in designated areas.

3.3.10. Contractor Furnished Trash Liners and Restroom Supplies. See Appendix E.

3.3.11. Recycled Products: 100 percent of all paper products procured (toilet tissue and paper towels) shall contain recycled materials.

3.3.12. The contractor shall produce all manufacturer specifications they are required to adhere to, so the COR can determine conformance.

3.3.13. Inoperative, missing, or broken equipment will be reported to the 377 TSS office.

3.4 Ground Transportation and Vehicle Management.

3.4.1. 377 LRS/Ground Transportation will provide crew bus transportation from the aircraft upon arrival to lodging where contractor will issue vehicles to crew. A vehicle request for bus support (AF Form 868), will be submitted to the Ground Transportation Operations Center if there is a known aircraft arrival to assist in projecting support and manning to cover bus requirements.

3.4.2. The contractor shall coordinate with Ground Transportation Operations Center to request “You-Drive-It” (UDI) vehicle support using AF Form 868 during mission timeframes. Once the request is approved, the vehicles will be cleaned and prepped by Ground Transportation and vehicles will be out checked and picked up from Ground Transportation by the contractor. The contractor is responsible for ensuring the vehicles are returned to Ground Transportation in the same condition (fuel level and cleanliness) as when out checked.

3.4.3. The contractor is responsible for maintaining all assigned vehicles. The contractor must perform all duties outlined in the VCO/VCNCO Training Guide. Contractor must also be familiar with AFI 24-301 (Ground Transportation), DAFI 12-213 (Airfield Driving), AFI 24-302 and ensure (Vehicle Accident and Abuse Program) procedures are followed. The contractor shall ensure routine maintenance (oil changes, tires, battery, etc.) is accomplished in a timely manner and in accordance with 377 LRS Ground Transportation requirements/directives. The contractor shall take vehicles to commercial vendors to get issues resolved if required. The contractor shall ensure all aircrew vehicles (keys, packets etc.) are accounted for prior to crews’ departure from Kirtland Air Force Base. Contractor will report all damage/abuse of vehicles to the Vehicle Management/Ground Transportation/GSA.

4.0 SERVICES SUMMARY

The table below identifies the essential standards that will be measured by the Government. The contractor shall have these elements as part of their quality control program and may have others, as necessary, to meet contractor quality standards. Rework needed due to mistakes shall be accomplished at no additional cost to the Government.

Performance Objective PWS Reference

Performance Standard

SS-1 Performs billeting services 3.1 The contractor’s performance shall be considered acceptable when the number of controllable discrepancies concerning billeting services does not exceed 2 valid complaints per month.

SS-2 Performs building upkeep services

3.2 The contractor’s performance

shall be considered acceptable when the number of controllable discrepancies concerning building upkeep services does not exceed 2 valid complaints per month.

SS-3 Performs housekeeping and cleaning services

3.3 The contractor’s performance

shall be considered acceptable if the number of controllable discrepancies concerning room cleanliness does not exceed 4 valid complaints per month.

5.0 GENERAL INFORMATION

5.1. Hours of Operation. Working hours will be defined as “normal” and “on call”. Estimated normal working hours are between 8:00am - 4:00pm Monday through Friday. On call hours will be each day from the end of normal hours until the start of normal hours the next day. The contractor shall be available for contact during this time and shall be capable of a two (2) hour response time in the event of an emergency (power loss, water damage, etc.) or inbound aircraft. While there are guests in the aircrew facility, continuous support shall be provided during nonstandard working hours as well as after duty hours in a normal or on-call status, as applicable. Federal Government Holidays and Air Force Global Strike Command (AFGSC) Family Days will be considered on-call.

5.1.1. Federal Holidays. The contractor shall have staff available on all Federal Holidays in the event of an active mission. The Federal holidays observed are as follows: New Year’s Day, Birthday of Martin Luther King, Jr., Presidents’ Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day.

5.1.2. Base Closures. Work scheduled, but not accomplished because of base closure due to weather, exercises, or active mission, will be accomplished as soon as possible after reopening the base.

5.2. Base Support. The Government will provide the on-site contractor personnel with office space, supplies, computers, telephone communications, internet access, printers, and access to appropriate Government files, databases, and Common Access Cards for use in the performance of this requirement. Use is limited to official Government business related to the performance of the requirements in this contract. The Government will provide the facilities, equipment, materials, and services listed in Appendix B.

5.3. Contractor Identification. Contractor personnel shall present a neat appearance and shall be easily recognized as contractor employees while on the installation providing services.

Contractor personnel shall wear distinctive clothing, overcoats, or hats, bearing the company name or logo.

5.4. Security Requirements

5.4.1. Background Investigation. Contractor employees who require access to government technology (IT)/automated information system (AIS) under the terms of a government contract must be determined to be trustworthy by a designated Government Official, prior to IT/AIS access being granted. Contractor IT/AIS access security background investigations will be processed in accordance with DoD Directive 5200.2-R, DoD Personnel Security Program. The Government will provide the contractor employees with the system security classification guidance, as required.

5.4.2. Physical Security. The contractor shall be responsible for safeguarding all Government equipment provided for contractor use. See Appendix B.

5.4.3. Key Control. The contractor shall establish and implement methods of ensuring that all keys issued to the contractor by the Government are not duplicated, lost, misplaced, or used by unauthorized persons. In the event keys are lost or duplicated the contractor may be required to re-key or replace the affected lock(s).

5.4.4. Pass and Identification Items. The contractor shall ensure all pass and identification items required for Contractor employees (e.g. valid driver’s license, vehicle registration, proof of insurance) are obtained for employees and non-Government-owned vehicles.

5.4.5. The Contractor’s Management will ensure that all employees, to include any sub-contractor employees, performing work in support of this effort receive Operations Security (OPSEC) Awareness training. The training must be accomplished prior to entering the work site on day one of the work effort. The government (i.e., Contracting Officer, Unit Security Assistant, Unit OPSEC Coordinator, or 377 Air Base Wing OPSEC/Signature Manager (377 ABW/SMO)), can provide a tailored lesson plan for use by the Contractor’s Management to ensure training requirements are met. It is critical that contractor employees fully understand the importance of not discussing work details associated with this effort, such as: actions or activities observed, aircrew arrival/departure times, nature of the missions being performed, the statement of work, etc., in public or outside of the worksite. The Contractor’s Management will track all training by employee name and date the training was provided using a spreadsheet or similar document, such as a sign-in roster, and provide a copy to the assigned Contracting Officer.

5.5. Safety Requirements. The contractor shall comply with all safety regulations and procedures. The contractor shall maintain and provide a copy of a written safety plan to the Wing Safety office prior to start of work IAW USACE EM-385-1-1.

5.5.1. Contractor shall be required to maintain a mishap record at or below the national average for their industry. Upon request, Contractor will provide OSHA 300 and 301 logs to the Wing Safety office for mishaps occurring on the installation. Any mishaps involving damage to USAF property or injury to USAF personnel will be immediately reported to the Wing Safety office.

5.5.2. In performance of their duties, the Contractor shall manage their own Occupational Safety and health program as outlined by the U.S. Occupational Safety and Health Administration (OSHA) and/or will follow all applicable AFI/91 series safety requirements, whichever is stricter. The Air Force will not oversee the contractor’s OSHA program or related employee program requirements and they may be subject to an OSHA inspection while on the installation.

All contractor mishaps and injuries which happen on the installation, or on AF property while performing their contract duties, will be reported to the COR and forwarded to the 377 ABW/SE Safety Office for tracking and trending purposes. If the contractor needs to enter a confined space, as defined by OSHA, on Air Force property they will first contact the 377 ABW/SE Safety Office for concurrence prior to entry and will receive a known hazard briefing.

5.5.3. Hazardous Material Identification. Safety Data Sheets (SDS) are required as specified in the latest version of Federal Standard No. 313 (including revisions adopted during the term of the contract) for any other material designated by a government technical representative as potentially hazardous and requiring safety controls. SDSs must be submitted by the contractor withing 30 days upon contract award. Failure to provide SDSs or certificates when requested could result in the contractor being considered non-responsive/non-compliant and result in termination of the contract.

5.6. Quality Assurance. The Government will monitor the contractor’s performance under this contract in accordance with the Government’s Quality Assurance Surveillance Plan (QASP).

This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

5.6.1. The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is how they assure themselves that the work complies with the requirements of the contract.

5.7. Phase-in. The contractor shall ensure a smooth transition in the change of work effort. The contractor shall provide an orderly transition of work acceptance and accomplishment such that any impact to the requirement is minimized.

5.8. Phase-out. The contractor shall ensure a smooth transition with the successor during the contract phase-out period prior to completion of contractual performance. The incumbent contractor shall aid the successor in the development of plans, procedures and methods for the assumption of all on-going work. The contractor shall provide an orderly transition of work acceptance and accomplishment, such that full control by the successor is achieved by the end of the new contract phase-in period.

6.0 DELIVERABLES

Deliverables shall be specified by the Government. The Government is the final approval authority for all deliverables. In the event a deliverable does not adequately meet the Government's need, the Government shall notify the contractor in writing and identify nonconformance and the contractor shall resubmit the deliverable.

Deliverable

Number Name Frequency Quantity

1 Monthly Report: The contractor shall provide monthly status updates on the current efforts to include detailing the number of rooms used per month.

Monthly 1 per month

7.0 REFERENCES

The contractor shall comply with the most current versions of all documents listed below.

VCO/VCNCO Training Guide AFI 24-301 (Ground Transportation) AFI 24-302 Vehicle Accident and Abuse Program

AFMAN 16-1404, KAFB BDP 31-101

AFI 31-701 Operations Security (OPSEC), 377 ABW OPSEC IPlan DoDM 5200.02/AFMAN 16-1405

USACE EM-385-1-1

8.0 APPENDICES

Appendix A. Workload Estimate

Appendix B. Government Furnished Property/Equipment

Appendix C. Cleaning Checklist

Appendix D. HVAC Checklist for Building 917

Appendix E. Contractor Furnished Equipment/Restroom Supplies

APPENDIX A

Workload Information

- Average number of personnel is up to 40 per arrival to the facility depending on the mission requirements.

- Average time on station fluctuates between 90 and 200 days per year.

- There are a total of 40 beds in 34 conjoining rooms and 6 suites.

APPENDIX B

Government Provided Property/Equipment

A. Government-Provided Facilities: Approximately 200 sq ft located in Bldg. 917 is designated as the contractor’s work and office area. Janitorial closets will be available for use by the Contractor, without cost, for the purpose of storing materials and equipment, excluding flammable materials. The Contractor will be required to maintain odorless and clean closets.

Closets will be free of clutter and debris. Cleaning supplies and tools will be stored and organized in such a manner as to allow easy access and movement in closet. Closets provided for janitorial service use will be locked if locks are available. The government will not be responsible for Contractor's stored supplies or equipment kept in the building or janitor's closets or for the Contractor's employees' personal belongings. All contractor items and equipment shall identifiable as belonging to the Contractor.

B. Government-Provided Equipment: The Government will furnish the following equipment.

This list of equipment is subject to change as replacement equipment is received. The government will maintain this equipment.

Name Quantity

Computer 1

Printer 1

Office Supplies As needed

APPENDIX C

Cleaning Checklist

ROOM CLEANING

1. Make all beds.

2. Dust all horizontal and vertical surfaces to include corners, air vents and PTAC filters.

3. Spot clean inside of all windows.

4. Clean and dust lamps.

5. Clean all furniture to include free of crumbs/trash between and under cushions.

6. Thoroughly clean coffee pots and microwave ovens, inside and out.

7. Empty trash receptacles and sanitize using disinfectant.

8. Clean all floors to include under and behind furniture.

9. Replace all towels with clean towels.

10. Stock toilet paper and facial tissues.

11. Clean and disinfect hard surfaced floors per manufacturer’s recommendations.

12. Clean shower with approved cleaner per manufacturer’s recommendations.

II. CREW CHANGEOVER ROOM CLEANING

1. Remove and provide linens in rooms that will be occupied.

2. Dust all horizontal and vertical surfaces to include corners, air vents and PTAC filters.

3. Clean inside of all windows.

4. Clean and dust lamps

5. Clean inside and outside of all desks and nightstands.

6. Thoroughly clean coffee pots and microwave ovens, inside and out.

7. Clean inside and outside of refrigerator. Empty and clean ice trays.

8. Empty trash receptacles and sanitize using disinfectant.

10. Detail vacuum/mop floor.

11. Clean all furniture to include free of crumbs/trash between and under cushions.

12. Stock toilet paper and facial tissues.

13. Clean and disinfect hard surfaced floors per manufacturer’s recommendations.

14. Clean shower with approved cleaner.

15. Replace all towels with clean towels.

III. KITCHEN/LAUNDRY ROOMS CLEANING

1. Thoroughly clean appliances inside and out.

2. Empty trash receptacles and sanitize using disinfectant.

3. Clean all floors to include under and behind furniture.

4. Clean and disinfect hard surfaced floors per manufacturer’s recommendations.

5. Clean all furniture to include free of crumbs/trash between and under cushions.

6. Dust all horizontal and vertical surfaces to include corners and air vents.

IV. HALLWAYS/STAIRWELLS/LOBBY/COMMON ROOMS CLEANING

1. Empty trash receptacles and sanitize using disinfectant.

2. Clean all floors to include under and behind furniture.

3. Clean and disinfect hard surfaced floors per manufacturer’s recommendations.

4. Spot clean walls, paying attention to areas around switch plates.

5. Clean all furniture to include free of crumbs/trash between and under cushions.

6. Dust all horizontal and vertical surfaces to include corners and air vents.

V. DEEP CLEANING (Twice A Year)

In addition to “CREW CHANGEOVER” cleaning

1. Remove and replace mattress cover.

2. Remove mattress and clean under bed.

3. Flip mattress.

VI. GENERAL HOUSEKEEPING DUTIES

1. Inventory guest and employee supplies. Order as needed.

2. Inspect guest storage rooms throughout the day to ensure that room amenities and cleaning supplies are stocked.

APPENDIX D

HVAC Checklist for the Visiting Aircrew Support Facility

Chiller

1. Inspect chiller condenser coil for excessive dirt/debris buildup. Unit located at exterior of facility.

2. Inspect system for any signs of oil on copper fitting/pipes.

3. If display shows any alarm or there is a flashing red light on module, immediately notify the shop.

Boiler/Water Heater

1. Quickly and carefully touch boiler exposed piping. It should be hot on both surface pipe

2. Check gauges on boiler if available to ensure boiler water temperature is at least 140 degrees if not running.

Pumps

1. Ensure hot water and cold-water pumps are running.

2. Check to see if there is any leaks or water accumulated by the pumps or mechanical room. Notify the shop immediately if there are any signs of leak.

3. Check to see if there are any loose rubber debris by pumps. Notify the HVAC shop immediately if this is observed.

Air Handler Unit

1. Do a visual walk around units to see if there are any sight of leaks coming out the exterior of the unit. Water should only be coming out the drain lines. There might be signs of condensation on exterior surface of the air handler unit.

2. During the summer months, there should be a good flow of water coming out the condensate drain lines.

3. Open the Air Handler filter access panel door to do a visual inspection of filters.

Filter should not have excessive dirt build up. Filters should be replaced quarterly.

Notify the shop if filters need to be replaced.

4. If at any time there is excessive loud noise coming from the air handler unit, notify the shop immediately.

Fan Coil Unit

1. Replace room filters every three months or as needed.

APPENDIX E

Contractor Furnished Equipment/Restroom Supplies

The contractor shall provide the following equipment/restroom supplies for Building 917:

Trash Liners Toilet Tissue: Two-ply* Paper Towels: Bi-Fold, Trifold, Dispenser type * Hand Soap: Liquid anti-bacterial soap for installed liquid soap dispensers, and/or hand size push/pump liquid anti-bacterial soap when installed dispensers are non-operational.

*Recycled Products: 100 percent of all paper products procured (toilet tissue and paper towels) shall contain recycled materials.

There may be several types of dispensers (pump, single/double/trifold as well as multiple roll).

Contractor is responsible to ensure the proper product is inserted into the correct dispenser. With CO approval, Contractor may replace dispenser, at no additional cost to the Government, with standardized dispenser in approved locations. If approved to install dispensers, Contractor shall be required to maintain, repair, or replace broken or defective dispensers. All contractor provided dispensers shall become the property of the Government at the end of the contract. Descriptive literature of dispensers and materials/supplies to be used shall be submitted with proposal package.

APPENDIX F

Building Schematics