ATT 1 992975 SOW_ HVAC IDIQ.DOCX

INSPECTION, MAINTENANCE AND PREVENTIVE MAINTENANCE, REPAIR SERVICES, AND EMERGENCY REPAIRS OF HVAC UNITS IDIQ LOCATED ON THE SAVANAH RIVER SITE (SRS)

FOREST SERVICE COMPOUND

INSPECTION, MAINTENANCE & PREVENTIVE MAINTENANCE, REPAIR SERVICES, & EMERGENCY REPAIR OF HVAC UNITS IDIQ

SAVANAH RIVER SITE (SRS) FOREST SERVICE COMPOUND

PERFORMANCE WORK STATEMENT FOR

INSPECTION, MAINTENANCE AND PREVENTIVE MAINTENANCE, REPAIR SERVICES, AND EMERGENCY REPAIR OF HVAC UNITS IDIQ LOCATED ON THE SAVANAH RIVER SITE (SRS) FOREST SERVICE COMPOUND

Table of Contents

PERFORMANCE WORK STATEMENT FOR

INSPECTION, MAINTENANCE AND PREVENTIVE MAINTENANCE, REPAIR SERVICES, AND EMERGENCY REPAIR OF HVAC UNITS IDIQ LOCATED ON THE SAVANAH RIVER SITE (SRS) FOREST SERVICE COMPOUND

1. DESCRIPTION OF SERVICES

The contractor shall provide all management, tools, supplies, equipment, and labor necessary to inspect, maintain, preventive maintenance, repair services, and emergency repair to the existing Savanah River Site (SRS) Forest Service Compound HVAC System. The contractor must be certified to work on Mitsubishi HVAC Systems. The intent of this contract is to mitigate the need for major repairs through the implementation of preventive maintenance and repairs. All inspection, maintenance, preventive maintenance, emergency repairs, and repair services shall conform to and in accordance with (IAW) manufacturer's standards, commercial practices, and applicable federal and state codes.

The Government shall neither supervise contractor employees nor control the method by which the contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual contractor employees. The contractor is responsible to manage its staff and prevent actions that are personal service in nature or give such perception. If the contractor believes that any actions constitute, or exhibit the impression of personal services, it shall be the contractor's responsibility to notify the Contracting Officer (CO) immediately.

The contractor shall successfully integrate and coordinate all activity needed to execute the requirement(s). The contractor shall manage the timeliness, completeness, and quality of problem identification. The contractor shall provide corrective action plans, proposal submittals, timely identification of issues, and effective management of any or all subcontractors. The contractor shall seek to ensure customer satisfaction and professional and ethical behavior of all contractor personnel.

Contractor Response Time: The contractor shall establish processes and assign appropriate resources to administer the requirements of the contract. The contractor shall respond to CO and Contracting Officer Representative (COR) emergency requests and service calls within 24 hours and all non-emergency service calls in a timely fashion as requested by the CO. The contractor shall establish a point of contact system between themselves and the CO and COR. to support the contract.

Contractor Personnel, Disciplines, and Specialties: The Contractor shall accomplish the assigned work by employing and utilizing qualified personnel with appropriate combinations of education, training, and experience. The Contractor shall match personnel skills to the work or task with a minimum of under/over employment of resources. The Contractor shall ensure the labor categories as defined in the Labor Categories document, labor rates, and man-hours utilized in the performance of each Task Order issued hereunder will be the minimum necessary to accomplish the task. The Contractor shall provide the necessary resources and infrastructure to perform, manage and execute the task order(s).

Location and Hours of Work: Accomplishment of the results contained in this Performance Work Statement (PWS) requires service support at various building locations located on the SRS Forest Service Compound and the Mixed Waste Facility. Normal primary workdays are Monday through Friday 7:00 am - 4:00 pm except U.S. Federal Holidays. Weekend work may commence with approval from the CO.

1.1. SUBMITTALS. The contractor shall submit to the CO or COR.

a. Letter certifying all personnel’s qualifications and trainings (in the event the contractor hires employees during the term of the contract, those employees must also undertake the same process) no later than five (5) business days after contract award.

b. Contractor’s Quality Control Plan (QCP)

c. Schedule for preventive maintenance of all contracted work to the CO or Government Representative no later than ten (10) business days after contract award.

d. Maintenance reports shall be submitted no later than ten (10) business days after each inspection conducted IAW contractor’s schedule.

1.2. PREVENTIVE MAINTENANCE. The contractor shall provide preventive maintenance on all HVAC units and makeup air units to ensure reliable and continuous safe operation. It is expected that at any given time all equipment should be operating. The maintenance shall be performed in accordance with standard commercial practices or manufacturer’s recommendations, whichever is more stringent and shall begin no later than ten (10) calendar days after contract award. The contractor shall submit maintenance reports that include but is not limited to identification of system, location, maintenance work performed, repairs needed, and date of inspection, inspector, and overall condition of the equipment. HVAC Maintenance shall include the following at minimum quarterly four (4) times a year:

· Replace or clean filters on air conditioning equipment

· Check condition of belts and pulleys and replace as needed

· Clean condenser and evaporator coils

· Check refrigerant charge and inspect for leaks if charge is low

· Clear drain lines and pans

· Check electrical connections

· Check operation of fan and blower motor and adjust if needed

· Lubricate motors, bearings and other moving parts

· Check operation of thermostats and other controls

· Check air outlet for adequate air flow

· Replace filters on Desert air system

· Check operation of fan and blower motor and adjust if needed

· Inspect heat exchanger

1.3. REPAIR SERVICE. The CO shall submit work orders to the contractor via email. In unique circumstances, the CO shall request services via phone communication. The contractor shall acknowledge receipt by email or phone within one (1) business day for routine service calls. The contractor shall provide to the CO a cost estimate for repairs that go beyond the normal scope (servicing that result in significant cost or replacement) prior to execution.

All repair work shall be in accordance with standard commercial practices or manufacturer’s recommendations, whichever is more stringent. Downtime of the system shall be coordinated in advance and approved by the CO and COR. The contractor must notify the CO and COR of all projected downtime and estimated time for repair.

1.3.1. REPAIR SERVICE CALLS. The CO or Government Representative will notify the contractor of repair service calls. The contractor shall report to the work location within 48 hours after verbal notification by the Government Representative, survey the repair, and provide a cost estimate within four (4) hours to the Government Representative. The contractor shall not make any repairs until written approval is received by the CO The contractor shall commence on repair work within one (1) business day after notification from the CO.

1.3.2. EMERGENCY REPAIR SERVICE. The CO will notify the contractor of emergency repairs to be made. The contractor shall report to the work location no later than 24 hours after notification, survey the repair, and provide the CO or Government Representative an estimated cost of repair no later than four (4) hours after survey. The cost estimate submitted by the contractor shall include list of parts required for repair, net price for each part and number of hours required for repair work. The contractor shall commence on emergency repair work no later than one (1) hour after notification from the CO or Government Representative.

1.3.3. COST ESTIMATE. The Contractor’s cost estimate for repairs shall consist of part numbers, copy of receipt reflecting price paid for parts, and estimated time required for repair(s).

The contractor shall use new parts specified by the manufacturer of items equal or better quality. The government will reimburse the contractor for all parts used for repairs. Reimbursement for parts based on the actual cost to the contractor. The contractor shall provide a copy of purchase receipts for all parts used with the repair report to the COR. In no event shall the government be billed any additional charge for delivery of parts to the job site. Warranty of services for repair and replacement parts is for 90 days. In the event any parts fail within the manufacturer’s warranty period, the Contractor shall arrange for replacement of the defective parts at no additional cost to the Government.

1.3.4. INVOICING. The contractor shall only invoice for actual service provided

2. U.S. GOVERNMENT PROPERTY AND SERVICES

2.1. UTILITIES. The U.S. Government will furnish electricity and water in the performance of services in this contract.

2.2. DAMAGE TO U.S. GOVERNMENT PROPERTY. The contractor shall report all damages to U.S. Government property within one hour after occurrence. The contractor shall be responsible for reimbursing the U.S. Government no later than 30 calendar days of receipt of claim for all costs associated with damages to U.S. Government property in the performance of services in this contract.

3. GENERAL INFORMATION

3.1. QUALITY CONTROL PLAN (QCP). The Contractor shall develop a QCP and maintain an effective quality control program to ensure services performed are 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 the company assures themselves that their work complies with the requirement of the contract.

The finalized QCP will be accepted by the Government at the time of the award of this requirement. The CO may notify the Contractor of required modifications to the plan during the period of performance. The Contractor then shall coordinate suggested modifications and obtain acceptance of the plan by the CO. Any modifications to the program during the period of performance shall be provided to the CO for review no later than ten (10) working days prior to effective date of the change. The QCP shall be subject to the Government's review and approval. The Government may find the QCP "unacceptable" whenever the Contractor's procedures do not accomplish quality control objective(s). The Contractor shall revise the QCP within 10 working days from receipt of notice that QCP is found "unacceptable."

3.2. ALL CORRESPONDENCE SHALL BE IN ENGLISH

3.3. HOURS OF OPERATION. Contractor’s normal hours of operations shall be from 0700 to 1600, Monday through Friday, with the exception of U.S. Government holidays and Contractor may be required to respond to urgent services or emergencies 24 hours a day, seven (7) days a week, including all U.S. Government holidays and German national holidays.

* These holidays are always on date indicated. List of U.S. Holidays:

**When the holiday is on a Saturday, the preceding Friday will be the U.S. Holiday or when the holiday is on a Sunday, the following Monday will be the U.S. Holiday.

3.4. SECURITY REQUIREMENTS. All personnel employed by the contractor in the performance of this PWS and any representative of the contractor entering the Government installation in the performance of this PWS, shall abide by all security regulations of the installation.

3.5. ISSUANCE OF TASK ORDERS. (a) The work to be accomplished under this contract will be performed upon receipt of a task order. The Contractor shall coordinate all work with the COR in order that there will be a minimum of interruption and inconvenience to the Government.

3.6. SPECIAL QUALIFICATIONS. The contractor must provide written documentation showing, services performed in accordance with this PWS shall be by personnel who meet federal and local certification requirements in maintaining and repairing Mitsubishi systems. The contractor shall submit all certifications at the time of proposal submission.

3.7. CONFORMANCE WITH ENVIRONMENTAL MANAGEMENT SYSTEMS. The Contractor shall perform work under this contract consistent with the relevant environmental policy and objectives identified in 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 actions. 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. In addition, the Contractor shall ensure that their employees are aware of the environmental management system on base and how these requirements affect their work performed under this contract.

The contractor shall perform all work in accordance with applicable environmental laws, regulations and operating standards. The contractor shall be immediately capable of understanding and addressing environmental laws and regulations as they pertain to work performed under this contract. The Contractor shall always choose the most environmentally friendly expendable items needed for the service.

4. CONTRACTOR PERSONNEL

4.1. CONTRACT MANAGER. The contractor shall provide a Point of Contact (POC) and alternate who shall be responsible for the performance of work and shall have full authority to act for the contractor on all contract matters relating to daily operations of this contract. The contract manager shall be available during normal duty hours (0700-1600). The contractor must be able to meet with the CO or COR. to resolve any contract issues. The contract manager and alternate must be able to understand, read, speak and write basic and technical English at a level concurrent with their functions/duties. (Able to speak English with sufficient structural accuracy and vocabulary to participate in most formal and informal conversations on practical, social, and professional topics. Able to comprehend a variety of styles and formats pertinent to professional needs.). The contractor shall provide to the CO, five (5) days after award, the names, addresses and phone numbers of the contract manager’s supervisor, contract manager, and an alternate with authority to act for the contractor if the contract manager cannot be contacted prior to starting performance. Any required changes to this listing shall be submitted in writing to the CO ten (10) days prior to the change taking effect.

4.2. OTHER PERSONNEL. At least one individual per work team shall be able to satisfy minimum courtesy requirements and maintain very simple face-to-face conversations on familiar topics. Sufficient comprehension to read very simple written material shall be required. Supervisors and management personnel shall be able to read, write and understand conversational and technical English at a level concurrent with their functions/duties. The contractor shall provide a list of names including passport number of all the people working under this contract to the CO and Government Representative. Any required changes to this listing shall be submitted in writing to the CO ten (10) days prior to the change taking effect.

5. APPENDICES

A. ESTIMATED WORKLOAD DATA

B. EQUIPMENT LIST

APPENDIX A

ESTIMATED WORKLOAD DATA

APPENDIX B

EQUIPMENT LIST

SRS FOREST SERVICE COMPOUND