Annex A-Overarching PWS Template Maintenance of Fort Lee Fire Protection Systems(1Nov2021).docx

Annex A—Overarching Performance Work Statement (PWS)

Base Operations and Maintenance Contract Maintenance and Inspection of Fort Lee Fire Protection Systems

Fort Lee, VA

15 May 2021

Table of Contents

1.0 Introduction.

This is a non-personal services contract to provide Base Operation and Support Services to provide maintenance and inspection of fire protection systems fire alarm, fire sprinklers, systems inspection, testing, maintenance, service and repair for the U.S. Army Garrison Fort Lee, Fort Lee, Virginia. The Government will not exercise any supervision or control over the contract service providers. The Contractor 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. The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary as defined in this PWS. The Contractor is responsible for providing all parts required for Preventive Maintenance (PMs) TE 5 and all repair parts required for Demand Maintenance Orders (DMOs). It is within the scope of the contract that the buildings/facilities list for this requirement will increase and decrease throughout the contract term.

1.1 Background.

Fort Lee is located in Virginia, Prince George County, consists of approximately 5907 acres and 440 buildings. The population base consists of approximately 22,750 military, Government civilian, and Contactor personnel, as well as 5450 resident family members.

1.2 Objectives.

The Contractor shall ensure all work accomplished in the performance of this PWS meets all maintenance and repair standards consistent with the original equipment manufacturer’s recommendations; all applicable Federal, State, local laws, regulations, and directives to include, but not limited to, the applicable publications listed in Section 7.0, Related Documents.

1.2.1 The Contractor shall ensure all work in support of mission requirements tendered to the Government for acceptance conforms to the measurable performance standards of quality, timeliness, and quantity specified in the PWS of this contract. Without additional expense to the Government, the Contractor shall obtain/ensure subcontractors obtain all licenses, and permits required to perform this work under this contract. The intent is to establish work requirements that are performance-based and results oriented. This approach is intended to allow the Contractor to determine the best and most cost effective ways to fulfill base operations and their component needs, emphasizing innovation and commercial best practices.

1.3 Climatic Conditions.

The average annual rainfall is 46 inches; with the wettest months being February-July. The average annual snowfall is 6 inches, with snowfall expected during the period of January-March. The average frost-free period (growing season) during the year is about 276 days. The first killing frost may be expected about November, and the last killing frost generally occurs in February. The average annual maximum and minimum temperatures are approximately 91 and 29 degrees Fahrenheit, respectively. Monthly normal temperatures ranged from a low of 29 degrees in the month of July to a high of 91 degrees in the month of July, summer temperatures often reach 91 degrees Fahrenheit, while sub-freezing weather is common during the winter months.

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 inform the Fort Lee Fire Department point-of-contact (POC), prior to outages that will impact the function of the system, special problems or circumstances, which require Fort Lee Fire Department inspection. The Fire Department will reset alarm systems to operational status.

1.5 Traffic Flow.

The Contractor shall maintain the free flow of vehicular and pedestrian traffic while conducting maintenance and repair activities. The Contractor shall notify the Contracting Officer (KO) and the designated Government representative (such as a Contracting Officer’s Representative (COR), in writing, a minimum of 14 business days in advance of any scheduled closure of streets. Emergency road closures shall be coordinated in conjunction with the KO or designated Government representative/COR, and will have to be presented in public information sessions on a monthly basis.

1.6 Drainage. N/A

1.7 Restoration of Landscape Damage. N/A

1.8 Dust Suppression. N/A

1.9 Utility Location. N/A

1.10 Excavation Permits. N/A

2.0 Requirements

2.1 Description of Services. See Section 5.0 for the specific Common Level of Support (CLS).

2.1.1 Non-Personal Services.

The personnel rendering the services are not subject; 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 contracts are authorized by the Government in accordance with (IAW) Federal Acquisition Regulation (FAR) Subpart 37.104, under general contracting authority, and do not require specific statutory authorization.

2.1.2 Period of Performance (PoP). The PoP consists of a five (5) year ordering period. The PoP is as follows:

2.2 General Information.

2.2.1 Transition (Phase In/Phase Out).

The Contractor shall prepare and submit electronically (within ten (10)) business days after contract award), a Phase In/Phase Out Plan to be implemented by the Contractor. The Contractor shall provide sufficient experienced personnel during 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 operations 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 Contractor shall commence all operations required by this PWS as of the first day of the contract 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.

2.2.2 Phase-out.

During the 30 business day transition period immediately prior to the end of the previous contract, the Contractor shall permit the successor Contractor (and the successor Contractor's employees) 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 cooperate with the successor Contractor and the Government so as not to interfere with their work or duties.

2.2.3 Place of Performance and Hours of Operation.

2.2.3.1 Place of Performance (expanded description).

The work to be performed under this requirement will be performed throughout the entire area occupied by Fort Lee and at any pertinent locations in and around Fort Lee. A map of Fort Lee is located at Technical Exhibit (TE) 2.

2.2.3.2 Hours of Operation.

The Contractor shall conduct business, between the hours of 0700 to 1730, Monday through Friday on most facilities, excluding Federal holidays or when the Government facilities are closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. 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. Mission essential facilities (DECA and DFAC’s) will need to will require work to be performed on nights and holidays at no additional cost to the government.

2.2.3.3 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 following day 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 for the next business day following the closure.

2.2.3.4 Inclement Weather Delay.

If the Contractor determines unsafe weather conditions for continued operations, the Contractor shall notify the KO or designated Government representative/COR two (2) hours prior to curtailing operations due to inclement weather. The Contractor shall obtain KO/COR approval to resume operations.

2.2.3.5 The Contractor shall coordinate with DPW in preparation for and during emergency operations situations such as inclement weather, flood, active shooter, fire or other emergency situations. The Contractor may be called upon to deliver a wide variety of services to the installation through an emergency Demand Maintenance Order (DMO)/Project Work Order (PWO) in support of emergency response. The Contractor shall be required to provide all normal services during an emergency response unless otherwise directed by the KO, however emergency response requirements will take precedence over normal DMO/PWO activities.

2.2.3.6 Federal Holidays.

The Contractor’s performance shall not be required on the Federal public holidays listed below. Holidays occurring on weekends will be observed as directed by the Federal calendar (5 U.S.C. 6103).

Independence Day

2.2.3.7 Travel/Temporary Duty. N/A

2.3 Emergency Services.

2.3.1 Emergency Medical Treatment.

The Contractor or their employees shall immediately notify their supervisor of any accident requiring emergency medical treatment. The Contractor shall notify the KO or designated Government representative/COR no later than (NLT) two (2) hours of the incident by email or telephone. The Contractor shall be responsible for the emergency medical treatment services for Contractor personnel. However, the Government will provide, on an emergency basis, medical services for injuries incurred while an employee is performing 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 US Government.

2.3.2 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. The Contractor shall provide a verbal report to the KO or designated Government representative/COR within one (1) hour of each such occurrence. A completed typed original plus one (1) copy of ENG Form 3394 United States Army Corps of Engineers Accident Investigation Report (or equivalent reporting form) shall be delivered to the KO or designated Government representative/COR within five (5) business days of occurrence, whenever an accident involving personal injury or Government owned property occurs.

2.4 Contract Administration and Management and Staffing.

2.4.1 Post Award Conference/Performance Evaluation Meetings.

The Contractor shall attend the post award conference convened by the Contracting Activity or Contract Administration Office as agreed upon and stated in the contract award document. Notwithstanding the Contractor’s responsibility for total management during the performance of this contract, the administration of the contract requires maximum coordination and cooperation between the Government and the Contractor.

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

2.4.2.1 Contracting Officer (KO).

The KO is the only person authorized to make any changes in any of the requirements listed on this PWS; notwithstanding any provisions contained elsewhere in this contract, 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 will be considered to have been made without authority and solely at the risk and expense of the Contractor. All contract administration will be effected by the KO. Communications pertaining to contractual administrative matters shall be addressed to the KO. No changes in or deviations from the terms and conditions shall be effected without a written modification to the contract, executed by the KO authorizing such changes. The KO will approve all submittals and plans required in this PWS.

2.4.2.2 Contracting Officer’s Representative (COR).

The KO will appoint a COR during the performance of this requirement. Additional Government personnel may be designated to assist in contract oversight IAW (Army Regulation) AR 70-13, Management and Oversight of Service Acquisitions. Other surveillance personnel may be designated as COR and shall be trained and appointed IAW Department of Defense Instruction (DoDI) 5000.72, Department of Defense (DoD) Standard for Contracting Officer’s Representative (COR) Certification. The COR will provide assistance in identification and resolution of problems, conflicts in priority, subtask requirement definitions, and other operations type problems. The COR will perform IAW the responsibilities and duties identified in the appointment letter.

2.4.2.3 COR Authority.

A letter of designation will be issued to the COR 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, especially with regard to changes in cost, price estimates, or changes in delivery dates. The COR is not authorized to change any of the terms and conditions with regard to cost, quantity, or schedule of the resulting order.

2.4.2.4 COR or Designated Government Representative Functions.

The COR or designated Government representative shall monitors all technical aspects of the contract and assists in contract administration. The COR or designated Government representative is authorized to perform the following functions: assure the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements; monitor, document, and report Contractor's performance and notify both the KO and Contractor of any deficiencies; coordinate availability of Government-Furnished Property, and provides direction or assistance for site entry requests of Contractor personnel.

2.4.2.4.1 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).

2.4.3 Contractor Key Personnel.

Shall be designated in writing to the KO at the start of the contract. These key personnel shall be available 24/7/365 including Federal holidays. These individuals designated as key personnel shall be able to understand, speak, read, and write the English language.

2.4.3.1 Project Manager.

The Contractor shall provide a Project Manager (PM) who is responsible for the performance of the work electronically. Mechanic’s qualifications shall consist of a recognized NICET III certification or satisfactory completion of six (6) months in an accredited school of technical training in the field of maintenance and repair of various fire protection systems followed by five (5) years of experience as a repair mechanic with an established company that has repaired and installed equipment of similar type to that covered under this contract The PM shall have full authority to act for the Contractor on all contract matters relating to daily operation of the contract. The name of the PM shall be provided to the KO and shall be present and on-site and available during normal duty hours. In the circumstances when the PM is not available, the Contractor shall designate an alternate who can perform the same duties during the absence. The PM shall have at least five (5) years of relative experience, and shall be responsible for the overall management.

2.4.3.2 Operations and Maintenance Superintendent (O&M Superintendent) N/A

2.4.3.3 Quality Control Manager (QCM)

The Contractor shall designate a full time QCM on site during normal duty hours. As a minimum, the QCM shall possess work experience in process control, quality data analysis, quality auditing, statistical sampling, and subcontractor quality control. The QCM shall have at least two (2) years of relative experience, and shall be responsible for the overall management and implementation of the Contractor's Quality Control Plan.

2.4.3.4 Quality Control Inspectors (QCI) N/A

2.4.4 Contractor Requirements.

2.4.4.1 U.S. Residency.

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

2.4.4.2 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 subcontractor personnel. The Contractor shall furnish, in writing, to the Contracting Officer evidence of qualifications for each of his maintenance and service employees prior to commencing work under this contract. All employees assigned by the Contractor to perform the work under this contract shall be physically able to do the assigned work.

2.4.4.3 Contractor Identification.

The Contractor shall ensure that 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 Contractor products or that Contractor participation is disclosed. Contractor owned/leased vehicles and equipment should be identified.

2.4.4.4 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 substance. The Contractor shall ensure all Contractor employees, providing services under this contract, conduct themselves and perform services in a professional, safe, and responsible manner. The Contractor shall remove, from the job site, any employee for reasons of misconduct or security. The Contractor shall ensure employee conduct complies 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 provide personnel to perform adequate and timely service.

2.4.4.5 Contractor Hiring Restrictions.

The Contractor shall not hire or sub-contract with off-duty or former Government employees whose employment would result in a conflict with DoD Directive 5500.7-R, Standards of Conduct.

2.4.4.6 Training.

The contractor is expected to be capable of performing all types of repairs to all manufacturers, makes, and models of fire detection and protection equipment in facilities on Fort Lee. This may require the prime contractor to subcontract some work to factory authorized representative contractors for some manufacturers, makes, and models of fire protection equipment. Managing costs for subcontracting shall be the responsibility of the prime contractor and should be factored into the contract overhead costs, the appropriate contract CLIN’s are to be used for repair cost. If a subcontractor is used by the contractor, the contractor will not get additional payment for the cost of their subcontractor. Personnel may be factory trained and certified for fire alarm system service of the specific type and manufacturer of system. Personnel may be certified by a nationally recognized fire alarm certification organization acceptable to the authority having jurisdiction. Personnel may be registered, licensed, or certified by a state or local authority and trained as indicated above. Personnel may be qualified by an organization listed by a nationally recognized testing Laboratory for the servicing of fire alarm systems and trained as indicated above.

2.4.4.7 Personnel.

The contractor shall provide at least eleven (11) technicians to perform the necessary duties for the required services. The contractor shall have two (2) NICET III certified personnel with remaining personnel shall be NICET I or II certified personnel. Personnel shall consist of one (1) PM, one (1) QC/Assistant PM, two (2) fire alarm inspector technicians, two (2) fire alarm repair technicians, two (2) fire sprinkler inspector technicians, two (2) fire sprinkler repair technicians and one (1) special hazards technician.

2.4.4.8 Manufacturer Certifications.

The contractor shall also indicate they are capable to reprogram the existing Fire Alarm systems located at Fort Lee. Personnel shall be specifically trained and qualified to work on fire protection systems and equipment according to manufacturer’s instructions. Fire Alarm systems shall include Gamewell/FCI, Simplex, A Notifier, Monaco and Edwards/EST.

2.4.5 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, completeness, and quality of problem identification to a degree acceptable to the Government. The Contractor shall provide to the KO/COR corrective action plans, timely identification of issues, and effective management of subcontractors. The Contractor shall ensure customer satisfaction and professional and ethical behavior of all Contractor personnel.

2.4.6 Manual Operations.

The Contractor shall establish a contingency plan for manual operation in the event that power or other utilities prevent the computer processing of the DMO and PM TE 5 related work documentation. The plan shall be delivered to the KO within 15 business days after contract award date. The contingency plan shall include coordination with DPW and its operations.

2.4.7 Interactive Customer Evaluation (ICE). N/A

2.5 Work Management.

Applicable to all CLS. All coordination requirement in this section and inherent to this Contract shall take into consideration the DPW and their operations. Work requirements and timelines shall include coordination with the DPW or COR.

2.5.1 Coordination.

As a part of the work scheduling process, the Contractor shall coordinate all work with the Building/Facility Manager in charge of the facility where the work is to be done.

2.5.2 Work Clearance. N/A

2.5.3 Work Status.

The status of all assigned work shall be available to the designated Government representative/COR within one (1) hour of Contractor receipt of request during normal working hours, and 8 hours at all other times. For emergency DMOs, the Contractor shall respond within 2 hours to any inquiries from the KO, COR, Quality Assurance Representatives (QAR), and DPW management.

2.5.4 General Fund Enterprise Business System (GFEBS). N/A

2.5.5 Work Standards.

The technical specifications within this PWS define the quality of maintenance and repair accomplished under this Contract. When a standard is not directed, the Contractor shall perform required work to meet industry trade customs and practices and manufacturer's recommendations. If floors, cabinets, appliances, foundations, and other items are removed in order to gain access to the system component to be repaired, the Contractor shall return any repaired area to a condition comparable to the original construction after work is completed. Any Government- or occupant-owned property damaged by the Contractor shall be repaired or replaced immediately at contractor’s expense.

2.5.6 Disposal.

All refuse generated by this Contract shall be legally disposed of, meeting all Federal, State, county, and Installation guidelines for disposal (including disposal of hazardous materials). Hazardous waste materials shall be disposed of IAW applicable Federal, State, and local statutes. Refuse shall be disposed of on a regular basis in order to ensure a neat and orderly appearance of the Contractor's area of responsibility and its surrounding areas. Roll-offs shall be used for large quantities of refuse. Large and bulk items shall be broken down to maximize the roll off dumpsters’ capacities. The burning of debris, waste material, and other salvageable items is prohibited on the Installation. The Contractor may be able to use Government provided recycling containers as available strictly for recyclable materials accepted by the Recycling Service Contract in effect at the time. Papers, plastics 1-7, aluminum and tin cans shall be recycled. Any misuse of the recycling containers shall be corrected by the Contractor as directed by the DPW or the applicable Quality Recycling Program (QRP) representative, the recycling contractor, or the COR.

2.5.6.1 The Contractor shall comply with Executive Order 13834, Efficient Federal Operations, for diversion of construction and demolition (C&D) materials and debris from landfills (refer to TE 3).

2.5.7 Environmental Requirements.

The Contractor shall meet all requirements of the Fort Lee Environmental Special Conditions 2018 (refer to TE 4).

2.5.7.1 Particulate Matter. N/A

2.5.7.2 Construction (Storm Water) permits. N/A

2.5.7.3 Utility Clearances. N/A

2.5.7.4 As-Built Drawings.

The Contractor shall refer to the as-built drawings for each instance that work performed impacts existing real property. When discrepancies in drawings are found during work, the Contractor shall notify the KO or designated Government representative/COR.

2.5.7.5 Maintenance of Work Site.

The Contractor shall remove from the work area, at the end of each day and completion of the job, all waste, material, and by-products resulting from work performed. If applicable, the Contractor shall return usable material to a designated storage area for reuse. The Contractor shall ensure all job sites are secured during inclement weather to avoid damages or windblown materials.

2.5.7.6 Installation Recycling Program.

The Installation Recycling Program is a resources conservation effort managed and operated by the DPW-ENV IAW DoD regulations.

2.5.7.7 Actions and Delivery. N/A

2.5.7.8 Facilities, Systems, and Equipment Identified for Future Replacement.

Regardless of whether specific facilities, systems, or equipment have been identified for future replacement by the Government, the Contractor shall perform maintenance and repair of the equipment as outlined in this PWS, unless otherwise directed by the KO/COR.

2.5.7.9 New Components.

New components shall match or exceed existing components in both manufacture and quality. The Contractor shall consider aesthetics (i.e., color, texture, and quality) in material selection. If existing aesthetics cannot be matched, the Contractor shall submit variations to the KO/COR for acceptability prior to installation.

2.5.7.10 Reviews, Design and Specifications Requirements.

The Contractor will be required to review new installation construction/shop drawings of fire protection systems to be in accordance with (IAW) the Unified Facilities Criteria (UFC) 3-600-01, 3-601-02, 4-010-01, 4-021-01, National Fire Protection Association (NFPA) Standards, base requirements and the manufacturer’s instructions.

2.5.7.11 Energy Conservation Standards.

The Contractor shall meet all requirements of the Fort Lee Environmental Special Conditions 2018 (refer to TE 4).

2.5.8 Reporting Requirements

The Contractor shall furnish, with each invoice submitted, reports on the condition of the equipment monthly and provide annual reports. Reports shall be submitted electronically within five (5) working days after the end of the month in which the work was performed. Each report shall include a resume of the services performed by the Contractor, parts replaced, and deficiencies noted that will require future corrections and recommendations relative to methods for improving the operational effectiveness of the equipment. Specific equipment items will be clearly identified in the report. The format of the report is subject to approval of the Contracting Officer/COR. All repairs and parts that are incidental to normal continuous and safe operation of the listed systems are covered by this contract.

2.6 Demand Maintenance Orders (DMOs).

2.6.1 Directorate of Public Work (DPW).

The Contractor shall receive notification of work from the COR. The Contractor is authorized to execute DMOs that do not exceed $3,000.00 in labor. DMOs exceeding the Contractor’s authorized limit shall be executed IAW Facilities Engineering Work Request DA FORM 4283, SEP 2003.

2.6.2 DMO Call Receipt and Entry.

The COR assigns all DMO priorities. All DMOs shall be executed by the Contractor within the following timelines:

· Priority 1 (Emergency) The Contractor shall notify the COR of the DMO within 30 minutes of receipt of the DMO from the DPW WR. DMOs are classified as Emergency (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 24 hours of request, unless the urgency of the work has been reduced to a Priority 2 or 3.

· Priority 2 (Urgent) These DMOs shall be completed by the Contractor within seven (7) business days from receipt, unless reduced to a Priority 3.

· Priority 3 (Routine) These DMOs shall be completed by the Contractor within 30 calendar days of receipt.

2.6.3 Completed Work.

All performed work shall comply with and be in accordance with (IAW) the current Unified Facilities Criteria (UFC) 3-600-01, 3-601-02, 4-010-01, 4-021-01, National Fire Protection Association (NFPA) Standards, base requirements and the manufacturer’s instructions. The UFC shall take first precedence over other guidance. Contractor to include certification tag when applicable. All completed work to be will be inspected by COR for completion.

2.6.4 Materials.

The Contractor shall be responsible to furnish all materials required for DMO repair work up to three thousand dollars. The Contractor shall notify the COR for material cost above that amount. The Contractor shall submit invoice for parts, proof of purchase and reason for purchase. Parts exceeding $1,000.00 shall not be purchased without the prior approval of the COR. Approval may be obtainable telephonically, but shall be confirmed in writing within five (5) working days.

2.7 Preventive Maintenance (PMs).

2.7.1 The Contractor personnel shall complete scheduled preventive maintenance work within five (5) business days for monthly preventive maintenance, 14 business days for quarterly preventive maintenance, and 30 business days for semi-annual and annual PM’s.

2.7.2. Process.

Until the preventive maintenance program is complete by the Contractor, the Contractor shall execute PMs IAW the PWS. The Contractor shall continually update the list as required with the COR. TE 5 is a standing PM schedule for scheduled preventive maintenance.

2.7.2.1 The preventive maintenance scheduler shall be MS Excel based and include work center, maintenance plan, equipment number, equipment description, building number, frequency, task list, date called/scheduled, and any additional notes pertinent to the preventive maintenance (e.g.-date added, new building, etc.). Additionally, by close of business (COB) each week, the Contractor shall provide the COR in MS Excel, a project preventive maintenance planning schedule of work to be accomplished in the following week.

2.7.3 Approved preventive maintenance schedule.

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

2.7.4 PM Tag /Log.

Upon completion of the preventive maintenance inspection, the Contractor shall attach a tag to the equipment item (or in the immediate vicinity thereof) indicating the equipment Maintenance Control Designation (MCD) number, the date of maintenance, and the initials and identification number of the Contractor employee who performed the work. Preventive maintenance will not be considered performed unless the tag is current and affixed. The preventive maintenance tag information which includes the MCD number, date of maintenance and warranty information. In instances where a PM tag is not practicable, then the Contractor may elect to maintain a current PM log in lieu of a tag.

2.7.5 Operations & Maintenance (O&M) Library.

The Contractor will have full access to the library.

2.7.6 Materials.

The Contractor shall be responsible to furnish all materials required for PM repair work up to three thousand dollars. The Contractor shall notify the COR for material cost above that amount. The Contractor shall submit invoice for parts, proof of purchase and reason for purchase. Parts exceeding $1,000.00 shall not be purchased without the prior approval of the COR. Approval may be obtainable telephonically, but shall be confirmed in writing within five (5) working days.

2.7.7 Spare Parts.

The contractor shall maintain a limited stock of common repair parts to include, fuses, batteries, smoke and duct detectors, pull stations, co detectors, horn strobe units, Monaco transmitters, (1) addressable fire alarm panel, sprinkler heads, basic valves and common piping used.

2.8 Operations Work Orders (OWOs). N/A

2.9 Project Work Orders (PWOs). N/A

2.9.1. DA Form 4283. N/A

2.9.2 Conversion of DMO to PWO. N/A

2.9.3 Conversion during Execution. N/A

2.9.4 Conversion Prior to Execution. N/A

2.9.5 Cost Estimates for DMO Generated PWOs. N/A

2.9.6 Preparation of Detailed Estimates. N/A

2.9.7 Subcontract Work.

Subcontract work shall be the responsibility of the prime contractor. If a subcontractor is used by the contractor, the contractor will not get additional payment for the cost of their subcontractor.

2.9.8 Specialty Subcontracting Work. N/A

2.9.9 Execution of PWO Work. N/A

2.9.10 Wage Rates for PWOs. N/A

2.9.11 PWO Bi-weekly Meetings. N/A

2.9.12 PWO Records. N/A

2.9.13 PWO Reporting Requirements. N/A

2.10 Warranty Program. N/A

2.10.1 Warranty Enforcement Manager. N/A

2.10.2 Warranty Management. N/A

2.10.3 Routing of Warranty DMOs.

The Contractor personnel shall be familiar with all facilities and equipment under warranty to notify the COR of DMOs requests impacting warranties. For DMOs assigned to other service providers, the COR shall notify the service provider, who shall then determine if the problem is a valid warranty item. If the item is a valid warranty request, the service provider shall route the DMO back to the COR and the DMO shall be routed to the warranty provider for repair. If the repair requirement item is not covered by the warranty, the DMO shall be completed by the service provider. Warranty items that may have been overlooked by the DMO review may be flagged by technicians or workmen as warranty items. In such cases, the DMO shall be routed back to the COR and the DMO shall be routed to the warranty provider for repair. Contractor shall place warranty calls and track status until warranty repair has been completed.

2.10.4 Warranty Records. N/A

2.10.5 Exception. N/A

2.11 Technical Document Library Operation. N/A

2.12 Maintain As-Builts. N/A

2.13 Historic Property or Archaeological Site. N/A

2.13.1 Repair and Replacement.

The Contractor shall report damages to the KO/COR within two (2) hours. Damages can include those found on site during inspections and/or repair of other areas or damages caused by the Contractor during the repairs. The Contractor shall repair or replace parts with products similar in appearance to the original.

2.14 Security

2.14.1 Access and General Protection/Security Policy and Procedures.

The Contractor and all associated subcontractors employees shall comply with applicable installation, facility, and local security policies and procedures. The Contractor workforce shall comply with all personal identity verification (PIV) requirements as directed by DoD, Headquarters Department of the Army (HQDA), and local policy. The KO/COR will request changes in Contractor security matters or processes if the Force Protection Condition (FPCON) at any individual facility or installation changes.

2.14.2 Rules, regulations, direction, and requirements issued by the Commander apply to the Contractor. The Contractor shall become acquainted with and comply with all Government regulations as posted, or as required by the KO. Regulations, manuals, and technical documents applicable to this Contract are listed in Section 6.0 of this PWS. Control for classified publications requirements can be located in AR 380-5, Department of The Army Information Security Program, and secured in a filing type cabinet with a built-in locking device with tumblers and General Services Administration (GSA) approved security container.

2.14.3 Government Vehicles. N/A

2.14.4 Contractor Vehicle Registration. Currently there is no requirement to register Contractor owned vehicles with the Provost Marshal or DES. However, the Contractor shall maintain a list of all Contractor-owned or operated vehicles and trailers operating on the installation at all time. The list may be used in case of emergency and/or other contingency. Evidence of vehicle ownership and vehicle liability insurance must be presented upon application of vehicle registration.

2.14.4.1 Contractor and all associated subcontractors employees shall comply with applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by DES) IAW Army Directive 2014-05. The Contractor shall provide all information required for background checks to meet installation access requirements, to be accomplished by the installation Provost Marshall Office or DES, or Security Office. Contractor workforce must comply with all personal identity verification requirements as directed by DoD, HQDA and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in contractor security matters or processes.

2.14.5 Contractor and Vendor Access.

Contractor or vendor-furnished vehicles and equipment must enter the Installation through the designated secure access control points (ACP). Under the present Installation FPCON, vehicle and equipment operators and passengers must possess a valid United States National or State issued identification to access the Installation. Vehicle and equipment operators must also possess and be ready to show a valid state driver's license, current vehicle registration, and proof of state required minimum liability insurance. As determined by the Installation FPCON, an elevated FPCON may require additional security screening and/or limited Installation access.

2.14.5.1 All Contractor personnel requesting access to Fort Lee will to be submitted on a completed DES Form 190-2 to the COR for security clearance. All Contractor personnel will be required to present a United States National or State issued identification that is capable of being scanned for valid entry. Contractor personnel will receive a pass attached to their driers license with the length of access allowed. The maximum access length for visitor badging is one year. Once issued security clearance, personnel may enter Shop Road Gate. All Contractor personnel and their vehicles, equipment, and packages are subject to inspection or examination (search) at entry/exit of the Fort Lee.

2.14.6 Physical Security. N/A

2.15 Security Training.

2.15.1 Anti-Terrorism (AT) Level I Training.

IAW AR 525-13, Antiterrorism, all Contractor employees, including sub-contractor employees, requiring access to Army installations, facilities, or controlled access areas shall complete Antiterrorism (AT) Level I awareness training within 30 calendar days after contract start date or effective date of incorporation of the requirement into the contract, whichever applies. The Contractor shall submit certificates of completion electronically for each affected contract employee and subcontractor employee to the KO or designated Government Representative/COR within 30 calendar days after completion of training by all employees and subcontractor personnel on a recurring annual basis. AT Level I awareness training is available at the following site: https://jko.jten.mil/courses/atl1/launch.html

2.15.2 iWATCH Training.

The Contractor shall brief the local iWATCH program (training standards provided by the Rock Island’s ATO) to all of Contractor’s employees and associated subcontractors. This training is used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the Fort Lee, Police Department and the COR. The Contractor shall complete the training within 30 calendar days after contract award and within 30 calendar days of new employees commencing performance and send to the KO or designated Government representative/COR electronically within 30 calendar days of completion. Documentation to be used by the COR to satisfy this requirement can be found at: https://www.youtube.com/embed/vlzYhQp7fPw

2.15.3 Operational Security (OPSEC) Awareness Training.

IAW AR 530-1, Operations Security, Contractor employees shall complete Level I OPSEC Awareness training within 30 calendar days after contract award and within five (5) calendar days of new employees commencing performance. Completion certificates will be made available to Government within ten (10) business of completion electronically or upon request from the Government. All Contractor personnel shall complete Level I OPSEC Awareness training annually. Level I OPSEC training is available at the following website: https://securityawareness.usalearning.gov/opsec/index.htm.

2.15.4 If applicable, the Contractor shall identify to the KO or designated Government representative/COR a POC to receive force protection/threat related advisories via NIPR email from the installation AT and OPSEC officers for the duration of the contract.

2.15.5 DoD Cybersecurity Awareness Training. N/A

2.16 Safety.

The Contractor shall safeguard and maintain all Government and Contractor property, as well as provide for the safety and well-being of personnel employed under this contract. The Contractor shall comply with AR 385-10, The Army Safety Program.

2.16.1 Safety Plan.

The Contractor shall develop and implement a safety plan for its employees. The Contractor shall submit electronically the safety plan to the KO/COR for review and acceptance within 30 business days after contract award. Revisions shall be submitted to the KO/COR five (5) business days prior to the effective date of change.

2.16.2 Occupational Safety and Health (OSHA).

The Contractor shall comply with the Occupational Safety and Health Administration (OSHA) standards and all pertinent provisions 29 CFR Part 1910, Part 1917.152, Part 1915.501-509, and Part 1926; Federal and State environmental regulations; DoD and DA regulations and instructions, AR 385-10; and the U.S. Army Corps of Engineers’ Safety and Health Requirements Manual (EM-385-1-1). The Contractor shall comply with all applicable Federal, State, and local laws, regulations, and directives. The Contractor shall establish medical surveillance, industrial hygiene, and individual protective equipment programs sufficient to meet requirements delineated in OSHA standards.

2.16.3 Reporting of Fire and Safety Hazards.

The Contractor shall train personnel to recognize fire and safety hazards and encourage personnel in the performance of their duties to report fire and safety hazards and unsafe conditions to their supervisor. NFPA 51B, Standard for Fire Prevention During Welding, Cutting, and Other Hot Work, provides guidance for persons, including outside Contractors and property managers, who manage, supervise, and perform hot work. It covers provisions to prevent loss of life and property from fire or explosion as a result of hot work.

2.16.3.1 A Hot Work Permit Log shall be issued by the Fort Lee Fire Department Station #3; it will be maintained and presented to the KO or designated Government representative/COR upon request. The Contractor shall take corrective action to remedy reported deficiencies IAW the terms of this contract. The KO and COR shall be notified of deficiencies beyond the terms of this contract.

2.17 Training, Physical Requirements, or other Expertise Required.

2.17.1 Certification.

The contractor shall be licensed to perform this type of work in the state of Virginia IAW all applicable codes and regulations. All contractor personnel shall be certified technicians and under the direct supervision of a National Institute for Certification in Engineering Technologies (NICET) Fire Alarm Systems Level III technician with 5 years’ experience who holds the position as PM supervisor. The qualified technicians shall have completed an acceptable apprenticeship program, have certificates of technical competency in accordance with commercial practices and be familiar with the contents of applicable codes and standards. The contractor technicians shall provide evidence of valid licensing of NICET Fire Alarm Systems Level I, II, or III certification for all technicians as applicable. The contractor technicians are required to specifically possess this certification.