Atch 1 Draft PWS MR Deicing Facilities.pdf

DRAFT PERFORMANCE WORK

STATEMENT FOR

PREVENTIVE MAINTENANCE, SAFETY

INSPECTION AND REPAIR OF

DEICING FACILITY,

RAMSTEIN AIR BASE,

GERMANY

10 Mar 2025

Draft Performance Work Statement Attachment 1

Table of Contents

Section Number and Title Page Number

1.0 Description of Services

2.0 Services Summary

3.0 Government Furnished Property and Services

4.0 Appendices

A. Historical Annual Workload Data

PERFORMANCE WORK STATEMENT (PWS)

FOR

PREVENTIVE MAINTENANCE, SAFETY INSPECTION AND REPAIR OF DEICING

FACILITY

1.0. DESCRIPTION OF SERVICE. The contractor shall provide non-personal services to include all material, tools, supplies, equipment, labor, management, and transportation necessary to perform preventive maintenance (PM), safety inspections and repairs of deicing facility pumps, storage tanks, Supervisory Control and Data Acquisition (SCADA) system and dispensing systems at building 2325 on Ramstein Air Base, Germany, in a manner that shall ensure safe and continuous operation. Every aspect of the service of deicing facility pumps, storage tanks, SCADA system and dispensing systems shall be performed in accordance with (IAW) the standards set forth in this PWS. T h e contractor must be able to access the existing Siemens GSM router for remote diagnosis.

1.1. BASIC SERVICES. The contractor shall perform maintenance and repair all installed pumps, storage tanks, SCADA system and dispensing systems. The contractor shall perform annual safety inspections, annual maintenance, routine, remote and emergency repair service calls. Preventive maintenance (PM) and safety inspections shall be accomplished by 20th November of each calendar year. The system needs to be maintained and repaired in an operational status and meet all safety inspection requirements, which includes all related system detection devices, system control panels and wiring up to the facility main fire alarm system, all facility pumps, storage tanks, SCADA system and dispensing systems IAW manufacturer instructions and regulations and the standards listed in paragraph 1.9. The systems shall not be changed or modified.

1.2. PREVENTIVE MAINTENANCE. The contractor shall submit maintenance records of all pumps, storage tanks, SCADA system and dispensing systems, not later than 15th December of each calendar year. The contractor shall send a proposed work schedule to the Contracting Officer Representative (COR) not later than five (5) business days after award for approval. The contractor shall perform operational tests and repairs on all deicing systems IAW manufacturer instructions and the regulations and standards listed in paragraph 1.9. of the PWS and all required safety regulations prescribed by German Accident Prevention Regulations (Unfallverhütungsvorschriften – UVV).

1.3. ROUTINE REPAIR CALLS (Monday – Friday). The COR will notify the contractor of required repairs. The COR places routine repair calls and may place them at any time during normal business hours, which are 07:00 – 16:00 Monday through Friday. The contractor shall respond to a routine repair call within (3) three work days. If a routine repair call is placed by the COR on a Friday, the contractor should attempt to respond to the call as soon as possible, but not later than the following Monday. It is the contractor’s responsibility to ensure the technicians’ response to the call if it is necessary for them to report to the site on a U.S. federal holiday. The COR maintains oversight and may verify the contractor’s performance by any reasonable evidence. A detailed cost estimate shall be submitted by the contractor within five (5) business days and be broken out into type of system malfunction, description of work, parts needed. The contractor is not entitled to payment for the cost estimate. The contractor shall commence and complete repair work no later than three (3) business days after receiving written permission or as scheduled with the COR and CO after receiving the required parts from the manufacturer. When required parts are not available, the contractor shall notify the COR and CO in writing (E-mail is acceptable) the next business day that it is discovered. The contractor shall provide written documentation (for example, a letter/email from the parts manufacturer) to the COR and CO explaining any delays in delivery of the parts. All invoices for the repair work shall be annotated with a phone number, date, time of repair, labor hours, parts, and type of system malfunction and description of work.

1.4. EMERGENCY REPAIR CALLS (Monday – Sunday and U.S. Federal Holidays and German Federal Holidays: 24 Hours). The contractor shall provide 24-hour emergency service with a (3) three-hour response time for remote diagnosis. If remote diagnosis is not available and fault detection cannot be located or error cannot be fixed via controller with telephone support, the contractor must respond on site within (8) eight hours, regardless of U.S.

and German holidays. Once the problem is diagnosed, the contractor shall immediately inform the CO and COR about repairs needed and submit an estimated overall cost estimate broken out into parts needed, labor hours, type of system malfunction, and description of work. Upon receiving approval from the COR or CO to make the needed repairs, the contractor will have 24 hours to complete the work. If required parts are not on hand, the contractor shall submit in writing to the COR or CO stating the amount of time needed to receive the required parts to complete the repair. The contractor shall provide a cost estimate for the required repair as soon as reasonably possible. All invoices for the emergency repair work shall be annotated with call number, date and time of repair service call, parts, type of system malfunction and description of work.

1.5. PARTS AND MATERIAL. The contractor shall be reimbursed for all costs of parts and material needed for repairs for which proper approval has been obtained from the COR or CO.

A copy of the manufacturer/wholesaler’s invoice shall be attached to the applicable invoice as proof of the amount paid. Reimbursement is limited to the net price of the parts listed plus shipping charges. Parts to be used shall be of original manufacturer or equivalent.

1.6. SUBMISSION OF SCHEDULES AND REPORTS. The contractor shall furnish a Maintenance and Inspection Schedule Plan in English to the COR at the 786 CES/CEOES, Service Contract section Bldg. 502, Ramstein Air Base at least five (5) business days before performance of service. The plan shall include: date, time and type of service to be performed.

The contractor shall also include in the inspection report, the year in which overflow tank inspection is required.

1.6.1. DEVIATIONS TO SCHEDULE. In the event the contract schedule must be modified for a specific inspection, the contractor and building point of contact (POC)/alternate must agree on the change and in turn must notify the COR of the change in writing. The contractor shall submit any deviations in scheduling to the COR before the date originally scheduled.

1.7. GENERAL INFORMATION.

1.7.1. QUALITY CONTROL. The contractor shall have a quality control program to ensure services are performed IAW manufacturer’s instructions and the regulations and standards listed in paragraph 1.9. The contractor shall have procedures to identify and prevent defective services from recurring. As a minimum, the contractor shall have quality control procedures that address the areas identified in section 2.0., Services Summary. The quality control plan shall be provided after award to the CO for approval. The contractor shall designate a quality

Performance Work Statement

FA5613-00-0-0000

control inspector and provide the name, work address, and 24-hour telephone contact information to the COR and CO no later than ten (10) business days after contract is awarded.

1.7.2. HOURS OF OPERATION. The contractor shall provide 24-hour emergency with a (3) three-hour response time to include all U.S. and German holidays. Business hours are 0700- 1600, Monday-Friday. The time for maintenance and repairs to be performed shall be coordinated with the COR, 786 CES/CEOES before any work is scheduled.

List of U.S. holidays:

1. January 1st – New Year’s Day

2. 3rd Monday in January – Martin Luther King’s Day

3. 3rd Monday in February – Washington’s Birthday

4. Last Monday in May – Memorial Day

5. June 19th Juneteenth Day

6. July 4th – Independence Day

7. 1st Monday in September – Labor Day

8. 2nd Monday in October – Columbus Day

9. November 11th – Veteran’s Day

10. 4th Thursday in November – Thanksgiving Day

11. December 25th – Christmas Day

Note: When the holiday is on a Saturday, the preceding Friday will be the U.S. holiday.

When the holiday is on a Sunday, the following Monday will be the U.S. holiday.

List of German holidays:

1. January 1st – New Year (Neujahr)

2. Karfreitag – Good Friday

3. Ostermontag – Easter Monday

4. May 1st – Labor Day (Tag der Arbeit)

5. Himmelfahrt – Ascension Day

6. Pfingstmontag – Whit Monday (7th Monday after Easter Monday)

7. Fronleichnam – 2nd Thursday after Ascension Day

8. October 3rd – Day of German Unity

9. November 1st – All Saints Day

10. December 25th and 26th – Christmas

1.8. PERSONNEL.

1.8.1. CONTRACTOR PERSONNEL. At least one (1) individual per work team shall be able to understand and speak a minimum level of conversational English (able to satisfy minimum courtesy requirements and maintain very simple face-to-face conversations on familiar topics and have sufficient comprehension to read very simple written material). The contractor shall provide a list of names including passport number of all the people working under this contract to the CO and COR. Any required changes to this list shall be submitted in writing to the CO or COR within ten

(10) days prior to the change taking effect.

1.8.2. SECURITY REQUIREMENTS. All personnel employed by the contractor in the performance of this PWS and any representative of the contractor entering the government installation shall abide by all security regulations of the installation and obtain a polizeiliches Führungszeugnis in order to register at the Pass Office for a base pass. Citizens from certain countries are currently banned from entering U.S. installations, Security Forces maintains a list of these banned countries. This includes individual contractor employees, therefore any contractor employee who is a citizen of one of these countries will not be allowed to access the installation.

The list of excluded countries is subject to change without modification or amendment of the PWS or contract.

1.8.3. ACCESS TO FACILITY AREA. Access to facility area building 2325 must be coordinated with the COR at 06371-47-6919 or email.

1.8.4. PERFORMANCE OF SERVICES DURING MILITARY EXERCISES OR

OPERATIONS. Work stoppages may occur during the execution of this PWS due to military exercises or operations. During these times, access to areas supporting the exercise or operation may be curtailed or not allowed. During scheduled and unscheduled exercises or operations, the contractor shall be prepared to suspend operations at no additional cost to the government.

1.8.5. Mission Essential Statement. These services are not considered to be mission-essential.

1.9. APPLICABLE GUIDANCE. The following list of regulations are the minimum requirements the contractor shall comply with. The regulations are applicable in their latest version.

Wasserhaushaltsgesetz §19 (Fachbetrieb zur Wartung und Reparatur) / Water Management Act, Para. 19, certified company for Maintenance and Repair Unfallverhütungsvorschriften (UVV) / Accident prevention regulations VDE-Richtlinien / VDE guidelines AwSV (Verordnung über Anlagen zum Umgang mit Wassergefährdenden Stoffen / Regulations on Facilities Handling Substances Dangerous to Water

1.9.1. CONFORMANCE WITH ENVIRONMENTAL MANAGEMENT SYSTEMS. The contractor shall perform work under this contract consistent with the relevant environmental policy and objectives identified in the installation Environmental Management System (EMS) applicable to the contract. The contractor shall perform work in a manner that conserves water, energy and other resources to the maximum extent feasible and ensure minimum production of waste as possible, giving preference to recycling and reutilization opportunities. Furthermore, the contractor shall give preference to less toxic materials whenever available and still reliable for their work. In the event an environmental nonconformance or noncompliance of host nation and USAF environmental laws and regulations associated with the contracted services is identified, the contractor shall take corrective and/or preventative action. In the case of a noncompliance, the contractor shall respond and take corrective action immediately. In the case of a nonconformance, the contractor shall respond and take corrective action based on the time schedule established by the EMS Coordinator. In addition, the contractor shall ensure that their employees are aware of the EMS on base and how these requirements affect their work performed under this contract.

All on-site contractor personnel shall receive the installation EMS awareness level information.

The contractor shall perform all work in accordance with applicable German and U.S. Air Force environmental laws, regulations and operating standards, including but not limited to the Final Governing Standards (FGS) for Germany. The contractor shall be immediately capable of understanding and addressing environmental laws and regulations as they pertain to work performed under this contract.

2.0. SERVICES SUMMARY (SS). The SS provides information on contract requirements and the expected level of the contractor’s performance. The contract service requirements are summarized in performance objectives. The performance threshold briefly describes the acceptable levels of service required for each requirement. These thresholds are critical to mission success. During the first thirty (30) days of the contract, two errors on each –performance objective will be allowed in an effort to overcome normal phase-in problems.

Performance Objective PWS

Paragraph Performance

Threshold SS-1 Perform Preventive Maintenance:

All systems are properly maintained IAW the PWS. All schedules, reports, and other documents submitted accurately and on time.

1.2.

100% of the time

SS-2 Perform Routine Repairs:

Responds to notification for routine repair within three (3) work days; provides detailed cost estimate within five (5) work days after permission from the COR to perform the repair is received. Parts used shall be of original manufacturer or equivalent. All schedules, reports, and other documents submitted accurately and on time.

1.3.

No more than 2 deficiencies per performance year

SS-3 Perform Emergency Repair:

The contractor shall provide 24-hour emergency with a

(3) three hour response time for remote diagnosis. If remote diagnosis is not available and fault detection cannot be located or error cannot be fixed via controller with telephone support, the contractor must respond on site within (8) eight hours, regardless of U.S. and German holidays and work completed within 24 hours after approval. Parts used are from original manufacturer or equivalent. All reports submitted accurately and on time.

1.4.

No more than 1 deficiency per performance year

2.0 GOVERNMENT FURNISHED PROPERTY AND SERVICES.

2.1. UTILITIES. The government will furnish electricity in the performance of services in this contract. The government is not responsible for furnishing adaptors for connecting contractor-furnished equipment to government-furnished utilities.

2.2. DAMAGE TO GOVERNMENT PROPERTY. The contractor shall report all damage to U.S. Government property within one (1) hour after occurrence to the COR. The contractor shall be responsible for reimbursing the U.S. Government not later than thirty (30) calendar days of receipt of a claim for all costs associated with damage to U.S. Government property in the performance of services under this contract.

3.0 APPENDICES.

A. Historical Annual Workload Data

Appendix A

HISTORICAL ANNUAL WORKLOAD DATA

ITEM

NAME QUANTITY

Annual preventive maintenance of Deicing facility to include all pumps, storage tanks, SCADA system and dispensing system with a safety inspection

1 Each

Routine repair service calls per year

(average of 5 hours per call) 10 Each

3 Total emergency repair calls per year 10 Each