ATCH_1_PWS_CHP Preventative Maintenance.pdf

PERFORMANCE WORK STATEMENT

FOR

Iowa Army National Guard Controlled Humidity Protection (CHP) Preventative Maintenance

1.0 General:

1.1 Scope: The contractor shall provide all personnel, equipment, tools, materials, supervision, and quality control necessary, except as specified in Paragraph 3.0 as Government Furnished, to provide Preventative Maintenance (PM) Service on 21 Iowa Army National Guard Controlled Humidity Program (CHP) systems. PM Service for CHP systems shall include CHP air dehumidification units (ADUs), controls, sensors, and safety devices, as defined in this PWS.

1.2 Background: A service contract is required to provide PM to CHP that utilizes controlled humidity systems located in IA ARNG shelters for entire equipment protection to protect the crew/interior compartments of weapons systems and electronics shelters or containers. Contractor shall maintain installed CHP systems; maintaining the CHP dehumidifiers, controls and sensors, safety devices and report CHP system condition for CHP systems Iowa Army National Guard (IA ARNG) designated under the PWS.

1.3 Period of Performance (PoP): The Period of Performance shall be one (1) 12-month Base Period and two (2) 12-month option periods.

1.4 General Information:

1.4.1 Quality Control (QC): The contractor shall develop and maintain an effective QC Plan (QCP) 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 QCP is the means by which it assures itself that its work complies with the requirements of the contract. As a minimum, the contractor shall develop QC procedures that address the areas identified in Technical Exhibit (TE) #1, Performance Requirements Summary (PRS). A final QCP shall be submitted to the Contracting Officer Representative (COR) NLT 10 days after contract award. After acceptance of the QCP, the contractor shall obtain the Contracting Officer’s (KO’s) acceptance in writing of any proposed changes to its QCP.

1.4.2 Quality Assurance (QA): The Government will evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government will 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 acceptable quality level(s) or defect rate(s).

1.4.3 Recognized Holidays: The following are recognized United States (US) holidays.

The contractor shall not perform services on these days:

1.4.3.1 New Year’s Day: January 1st

1.4.3.2 Martin Luther King, Jr.’s Birthday

1.4.3.3 President’s Day

1.4.3.4 Memorial Day

1.4.3.5 Independence Day: July 4th

1.4.3.6 Labor Day

1.4.3.7 Columbus Day

1.4.3.8 Veteran’s Day: November 11th

1.4.3.9 Thanksgiving Day

1.4.3.10 Christmas Day: December 25th

1.4.4 Place and Performance of Services: The contractor shall provide services between the hours of 0800-1530 on Monday through Friday, except on recognized US holidays or when the Government facility/installation is closed due to local or national emergencies, administrative closings, or similar Government-directed facility/installation closings. Performance shall be at IA ARNG CHP SYSTEM SITES identified in TE #3.

The contractor shall at all times maintain an adequate work force for the uninterrupted performance of all tasks defined within this PWS when the Government facility/installation is not closed for the above reasons. When hiring personnel, the contractor shall keep in mind that the stability and continuity of the work force are essential.

1.4.4.1 Reserved

1.4.4.2 Unscheduled gate closures by Security or Police may occur at any time causing all personnel entering or exiting a closed installation to experience a delay. This cannot be predicted or prevented. Contractors are not compensated for unexpected closures or delays. Vehicles operated by contractor personnel are subject to search pursuant to applicable regulations. Any moving violation of any applicable motor vehicle regulation may result in the termination of the contractor employee’s installation driving privileges.

1.4.4.3 The contractor’s employees shall become familiar with and obey the regulations of the installation; including fire, traffic, safety and security regulations while on the installation. Contractor employees should only enter restricted areas when required to do so and only upon prior approval. All contractor employees shall carry proper identification with them at all times, and shall be subject to such checks as may be deemed necessary. The contractor shall ensure compliance with all regulations and orders of the installation which may affect performance. The Government reserves the right to direct the removal of an employee for misconduct, security reasons, or any overt evidence of communicable disease. Removal of contractor employees for reasons stated above does not relieve the Contractor from responsibility for total performance of this contract.

1.4.5 Security Requirements. The contractor shall comply with all applicable installation/facility access and local security policies and procedures, which may be obtained from the COR. The contractor and all associated subcontractor employees shall provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services or Security Office. The contractor shall ensure compliance with all personal identity verification requirements as directed by Department of Defense (DoD), Headquarters Department of Army (HQDA) and/or local policy. Should the Force Protection Condition (FPCON) change, the Government may require changes in contractor security matters or processes.

1.4.5.1 Reserved

1.4.5.2 For contractors that do not require a CAC, but require access to a DoD facility or installation: Contractor and all associated sub-contractors employees shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification (NCIC-III) and Terrorist Screening Database (TSDB) (Army Directive 2014-05/AR 190-13), and applicable installation, facility and area commander installation/facility access, and local security policies and procedures (provided by a government representative).

1.4.5.3 Communications Security/Information Technology (COMSEC/IT) Security. All communications with DoD organizations are subject to COMSEC review. All telephone communications networks are continually subject to intercept by unfriendly intelligence organizations. DoD has authorized the military departments to conduct COMSEC monitoring and recording of telephone calls originating from, or terminating at, DoD organizations. Therefore, the contractor is advised that any time contractor personnel place or receive a call they are subject to COMSEC procedures. The contractor shall ensure wide and frequent dissemination of the above information to all employees dealing with DoD information. The contractor shall abide by all Government regulations concerning the authorized use of the Government's computer network, including the restriction against using the network to recruit Government personnel or advertise job openings.

1.4.5.4 Reserved

1.4.5.5 Reserved

1.4.5.6 Reserved

1.4.5.7 Reserved

1.4.5.8 Reserved

1.4.5.9 Reserved

1.4.5.10 Reserved

1.4.5.11 Reserved

1.4.5.12 Reserved

1.4.5.13 Reserved

1.4.6 Physical Security. The contractor shall safeguard all Government property provided for contractor use. At the close of each work period, Government facilities, equipment and materials shall be secured.

1.4.6.1. Homeland Security Presidential Directive-12 (HSPD-12 Considerations:

1.4.6.1.1 Routine access to Government-controlled facilities is not required.

1.4.6.1.2 Routine access to Government Information Systems (IS) is not required.

1.4.6.1.3 NACI or other security check is not required.

1.4.6.1.4 Government-issued identification and/or building passes are not required.

1.4.6.1.5 Contractor personnel will not require Government escort while performing work on a Government installation.

1.4.6.1.6 Contractor is not required to provide employee and/or vehicle information for an Entry Authorization List (EAL).

1.4.7 Special Qualifications: Contractor shall ensure all employees possess all licenses and certifications for maintaining and servicing dehumidification systems. Certified contractor employees require training in moisture load calculations, methods of moisture removal, sizing and design of dehumidification systems. The Government does not provide training to contractors. Contractors shall ensure that any personnel performing under a contract are fully trained, licensed, certified and qualified to provide services on the brands/models of equipment listed in TE #2.

1.4.8 Post Award Conference/Periodic Progress Meetings: The contractor agrees to attend any post award conference convened by the KO in accordance with FAR Subpart 42.5. The KO, COR and other Government personnel, as appropriate, may meet periodically with the contractor to review the contactor’s performance. At these meetings, the KO will apprise the contractor of how the Government views the contractor’s performance and the contractor shall apprise the Government of problems, if any, being experienced. The contractor shall resolve outstanding issues raised by the Government. Contractor attendance at these meetings shall be at no additional cost to the Government.

1.4.9 Contract Manager (CM): The contactor shall designate a CM who shall ensure performance under this contract. The name of this person, and an alternate who shall act for the contractor when the CM is absent, shall be designated in writing to the KO.

The CM or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The CM shall work through the COR to resolve issues, receive technical instructions, and ensure adequate performance of services. The CM shall ensure that contractor employees do not perform any services outside the scope of the contract without an official modification issued by the KO. The CM shall ensure contractor employees understand that services performed outside the scope of the contract are performed wholly at the expense of the contractor.

1.4.10 Reserved

1.4.11 Combating Trafficking in Persons: The United States Government has adopted a zero tolerance policy regarding trafficking in persons. Contractors and contractor employees shall not engage in severe forms of trafficking in persons during the period of performance of the contract; procure commercial sex acts during the period of performance of the contract; or use forced labor in the performance of the contract. The Contractor shall notify its employees of the United States Government’s zero tolerance policy, the actions that will be taken against employees for violations of this policy. The contractor shall take appropriate action, up to and including termination, against employees or subcontractors that violate the US Government policy as described at

FAR 22.17.

1.4.12 Reserved

1.4.13 Reserved

1.4.14 Reserved

1.4.15 Reserved

1.0 Definitions and Acronyms:

2.1 Definitions:

2.1.1 Contractor: A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.2 Contracting Officer (KO): A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.3 Contracting Officer Representative (COR): An employee of the U.S. Government designated by the KO to monitor contractor performance. Such appointment will be in writing and will state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications.

This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4 Defective Service: A service output that does not meet the standard of performance associated with the PWS.

2.1.5 Deliverable: Anything that can be physically delivered and includes non-manufactured things such as meeting minutes or reports.

2.1.6 Key Personnel: Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.7 Physical Security: Actions that prevent the loss or damage of Government property.

2.1.8 Quality Assurance: The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.9 Quality Assurance Surveillance Plan (QASP): An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.10 Quality Control: All necessary measures taken by the Contractor to ensure that the quality of an end product or service shall meet contract requirements.

2.1.11 Subcontractor: One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.2 Acronyms:

ADU Air Dehumidification Unit CHP Controlled Humidity Preservation CM Contract Manager CMR Contractor Manpower Reporting COR Contracting Officer Representative DFARS Defense Federal Acquisition Regulation Supplement DoD Department of Defense FSR Field Service Report FAR Federal Acquisition Regulation GFP/M/E/S Government Furnished Property/Material/Equipment/Services HQDA Headquarters, Department of the Army HSPD Homeland Security Presidential Directive IS Information System(s) KO Contracting Officer OCI Organizational Conflict of Interest OEM Original Equipment Manufacturer PM Preventative Maintenance POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program RH Relative Humidity TE Technical Exhibit

3.0 Government Furnished Property, Material, Equipment and Services (GFP/M/E/S):

The Government will provide the property, material, equipment, and/or services listed below solely for the purpose of performance under this contract:

3.1 Property: None

3.2 Materials: None

3.3 Equipment: None

3.4 Services: None

3.5 Utilities: All utilities in the facility will be available for the contactor’s use in the performance of this contract. The contractor shall instruct employees in utilities conservation practices. The contractor shall operate under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount.

4.0 Contractor Furnished Property, Materials, and Equipment (CFP/M/E):

4.1 General: Except for those items specifically stated to be Government-Furnished in Paragraph 3.0, the contractor shall furnish everything required to perform these services as indicated in Paragraph 1.1.

5.0 Requirements: The contractor shall:

5.1 Provide PM services for designated IA ARNG CHP systems designated in TE #3.

5.1.1 Standard of Measurement: The Contractor shall maintain the CHP systems so they can maintain a daily average relative humidity (RH) of less than 50% RH 100% of the time, and maintain a daily average RH of less than 45% RH 90% of the time.

5.1.2 Exceptions to Standard of Measurement is when systems are not operational due to acts of nature, Force Majeure, damage caused by anyone other than contractor, improper maintenance or repair attempts from 3rd party or due to other actions by the customer (ex. power turned off, shelter doors are open, control sensors left on ground or improperly installed, improperly tarped vehicles etc.), when the electrical power is otherwise off or if there is a CHP system component (dehumidifier, control system, shelter door, etc.) failure.

5.2 Maintenance Program

5.2.1 Preventive Maintenance: The contractor shall:

5.2.1.1 Perform On-site Preventive Maintenance no less than once per quarter or as required by the OEM.

5.2.1.2 Provide scheduled PM services, based upon the recommendations of the equipment manufacturer, which are designed to extend the useful service life of the equipment and maintain the equipment in an operational state. These PM actions (i.e., filter cleaning, belt adjustment, rotor and seal inspections and tool/sensor calibration) are based on either hourly or calendar timeframes, but the Contractor shall ensure that the PM schedule supports the environmental conditions of each site above OEM recommendations

5.2.1.3 Document all system actions and observations on a Field Service Report (FSR) for each site visited. Contractor shall provide copies of the FSR upon request.

Alternatively, the FSRs shall be available on the Contractor website, and the IA ARNG COR shall be provided access to the website.

5.2.2 On Site Evaluation: The Contractor shall:

5.2.2.1 Perform on-site system checks beginning with a visual walk-through to identify apparent system anomalies. Visual checks shall include inspection of all CHP Systems components, including: dehumidifier (ADU), controls, air distribution, adapters, safety devices, exhausting systems, building, door seals, door sensors and power monitoring devices as appropriate.

5.2.2.2 For systems with shelters, inspect the enclosure for structural integrity, damage, points of moisture intrusion and any other identifiable defects that impact upon the environment envelope.

5.2.2.3 Visually check the dehumidifier for system faults, damage, rotor rotation, and any other indication of system problems and complete a full system operational inspection to verify performance meets OEM guidelines. Filters shall be cleaned and/or replaced.

5.2.2.4 In cases where an identified malfunction is determined to be simple, the Contractor shall attempt to resolve the malfunction and return the system to full mission capable (FMC) status. However, in no case is a Contractor to bypass, tamper with, or otherwise modify or alter explosion prevention, personnel safety and energy conservation devices installed as integrated components of the CHP system. If a Corrective Maintenance (CM) option is not executed or has exceeded cost thresholds, the Contractor shall quote all costs associated with repair action and submit to COR for disposition within 10 days after completion of the evaluation.

5.2.3 PM Checklists: The Contractor shall develop and utilize an established set of checklists for the performance of PM. The checklists shall be supplemented by information contained in Original Equipment Manufacturer (OEM) manuals for all CHP system components.

5.2.3.1 The IAARNG and Contractor shall mutually agree to PM checklist prior to beginning of contract.

5.2.4 Personnel and Equipment Safety Devices: When performing PM Inspections of Personnel and Equipment Safety Devices, the Contractor shall:

5.2.4.1 Perform a visual inspection of each safety device for any physical damage or tampering and document all pertinent repair actions.

5.2.4.2 Perform a visual check of all wiring. Check for fault conditions or error indications. Initiate corrective actions, perform combustible fume calibration quarterly or more often as required.

5.2.4.3 Perform a full system test of each safety device annually and record on the FSR.

Provide report within 10 days after completion of inspection, annually or as required by

OEM

5.2.5 Energy Conservation Devices: When performing PM Inspections of Energy Conservation Devices, the Contractor shall:

5.2.5.1 Perform a visual inspection of each Energy Conservation device for any physical damage or tampering and document all pertinent repair actions.

5.2.5.2 Perform a visual check of all wiring or wireless transmitter/receivers. Check and Test lights for fault conditions as indicated by a specific device. Initiate corrective actions, including battery replacement as required.

5.2.5.3 Perform a full system test of each energy conservation device annually, and record on the FSR.

5.2.6 Damage Reporting

5.2.6.1 If, during the on-site inspection, the contractor identifies damaged system components, the Contractor shall evaluate the damage to determine the severity and impact on system operation and determine if the damaged component can be repaired during the visit or whether it will require another visit.

5.2.6.2 Minor damage such as torn hoses and cut sensor wire, etc. shall be repaired by the contractor where it will not impact costs of the PM or CM visit.

5.2.6.3 Severe damage due to acts of nature, damage caused by any party other than the Contractor and damage to the system due to customer neglect are not covered by the contract unless separately funded. Examples of damage not covered include but are not limited to: damage to vehicle interface adapters, control system components, OP system posts or metal duct, severe damage to metal building panels (not repairable by the contractor), damage to shelter support structure, damage to doors and locks and damage to the dehumidifier.

5.2.6.4 All damage will be recorded on a damage report. Following review by the Contractor, if damage is deemed severe, it impacts system operation and repairs will be costly, the Contractor shall send the damage report and a quote for repair to the COR for disposition instructions within 24 hours of any occurrence of damage.

5.2.7 Inventory and Modernization Plan: The Contractor shall inventory major CHP system components and present a plan for budgeting to the Customer for modernization of aging components including but not limited to cellular and control components, dehumidifiers, rotors, hoses and vehicle interface adapters.

5.3 Reporting:

5.3.1 Onsite Contacts. The Contractor shall check in and out with, and provide a brief outline of services and findings to, site POC. Any pertinent POC questions or concerns shall be noted in the FSR.

5.3.2 Field Service Report (FSR). After each Site Visit (PM, CM, or combined), an electronic FSR shall be sent to the COR, within 10 days of each site visit. The Contractor shall maintain an online repository of all FSRs for the duration of the contract.

5.3.3 The FSR shall include the following minimum information:

o Site Name o Date of Visit o Type or Reason for Visit o System Usage Information (Points Used on OP, % of Shelter Utilized) o Equipment Type o System Status, Fully Mission, Partial Mission or Non-Mission Capable o Any Discrepancies or Observations o Dehumidifier Run Time o Customer POC if available

5.4 Contractor Manpower Reporting (CMR):

5.4.1 The contractor shall report manpower data relating to the performance of service contracts into the System for Award Management (www.sam.gov).

5.4.2 The contractor shall report, annually by October 31, for services under the contract during the preceding Government fiscal year (October 1 – September 30). The contractor shall report the following information:

5.4.2.1 Contract number and, as applicable, order number.

http://www.sam.gov/

5.4.2.2 The total dollar amount invoiced for services performed during the previous Government fiscal year under the contract.

5.4.2.3 The number of Contractor direct labor hours expended on the services performed during the previous Government fiscal year.

5.4.2.4 Data reported by subcontractors.

6.0 Applicable Publications: None

6.1 Applicable Forms: None

TECHNICAL EXHIBIT #1

Performance Requirements Summary (PRS)

This PRS includes performance objectives the Government will use to determine contractor performance and will compare contractor performance to the Acceptable Quality Level (AQL).

Performance Objective

Performance Standard Acceptable Quality Levels

(AQL)

Surveillance Method / By Whom

5.1 Provide PM

Services

CHP systems maintain a daily average relative humidity (RH) of less than 50% RH 100% of the time, and maintain less than 45% RH 90% of the time

CHP systems fail to maintain a daily average relative humidity (RH) of less than 50% RH 100% of the time and fail to maintain less than 45%

RH 10% of the time

Periodic Inspection / COR, with feedback from Site POC.

5.2.1.1 Preventive

Maintenance

On-site Preventive Maintenance be performed no less than once per quarter or as required by the

OEM 90% of the time.

10% failure to perform PM once per calendar month or as required by the

OEM.

Random monitoring / COR, with feedback from site POC

TECHNICAL EXHIBIT #2

Deliverables Schedule

PWS Reference / Deliverable Title

Frequency Number of Copies

Medium/Format Submit To

1.4.1 Quality Control Plan

(QCP)

Provide within 10 days after contract award

1 Electronic Submission

Contracting Officer

COR

1.4.9 Designation of

Contract Manager

(CM)

Provide within 10 days after contract award, and within 10 days after appointment of a new/replacement CM.

1 Electronic Submission

Contracting Officer

COR

5.2.2 On Site

Evaluation

Provide report within 10 days after service completion.

1 Electronic Submission

COR

5.2.4 Personnel and

Equipment Safety

Devices

Provide report within 10 days after inspection, annually or as required by OEM.

1 Electronic Submission

COR

5.2.6 Damage

Reporting

Any occurrence of damage shall be reported within 24 hours of any occurrence of damage.

1 Electronic Submission

COR

5.3 Field Service Report

(FSR)

Provide monthly, within 10 days after each site visit

1 Electronic Submission

COR

5.4 CMR Report

Complete by 31 Oct of each year, for services performed during the prior fiscal year

1 Electronic Submission www.sam.gov http://www.sam.gov/

TECHNICAL EXHIBIT #3

IA ARNG CHP SYSTEM SITES

Location Owning Unit BLDG Name ADU OEM MODEL NUMBER Serial # Boone 248th ASB Shelter 1 Munters ADU-1125-DGA 1782 700 Snedden Dr 2BCT Shelter 2 Munters ADU-2250-DGA 2667 Boone, IA 50036 Camp Dodge 113TH RSTA (Trp A&B) S-32 Munters ADU-1125-DGA 1786 7105 NW 70th Ave 194th FA S-35 Munters ADU-600 2085 Johnston, IA 50131 3655th Maint Co W-11 Munters ADU-600 2086

194th FA S-75 Munters ADU-1125-DGA 1788 168 INF (DET) S-74 Munters ADU-1125-DGA 1787 CoC (MED), 334 BSB W-0 Munters ADU-1125-DGA 1784

Clinton 1034th CSC Shelter 1 Munters ADU-750-55-G 08178065 1200 13th Ave N Shelter 2 Munters ADU-1150-55-G 08178066 Clinton, IA 52732 Dubuque 334th BSB D1 Co E Shelter1 Munters ADU-2250-DGA 2745 1035 Radford Road CO D 1ST BN 133D INF Shelter2 Munters ADU-1125-DGA-SFS 2060 Dubuque, IA 52002 Shelter3 Stulz ADU-1500-G 07302051 Estherville BTRY A 1-194 FA Shelter1 Munters ADU-600-EA 2709 403 S 18th St Estherville, IA 51334 Fort Dodge FMS 11 Shelter1 Munters ADU-600 2267 1659 Nelson Ave HHB 1ST BN 194TH FA Shelter 2 Munters ADU-1125-DGA-SFS 2061 Fort Dodge, IA 50501 Le Mars TRP C 113TH RSTA Shelter1 Munters ADU-1125-DGA-SFS 2062 1050 Lincoln St NE Le Mars, IA 51031 Sioux City HHT 113TH RSTA (-) Shelter1 Munters ADU-1125-DGA 1851 3200 2d Mech Dr Sioux City, IA 51111 Spencer 1ST BN 168TH INF, Det 2 HHC Shelter1 Munters ADU-600-EA 2708 11 E 23rd St Spencer, IA 51301 Storm Lake 334TH BSB, CO G (FSC) Shelter1 Munters ADU-600-EA 2268 1601 Park St Storm Lake, IA 50588 Waterloo HHC(-) 1-133 IN Shelter 1 Munters ADU-1125-DGA 1853 3106 Airport Blvd Waterloo, IA 50703

Controlled Humidity Preservation (CHP) Shelters - as of 1 Jan