Attach 1_VRF PWS 18 JUN 25.pdf

PERFORMANCE WORK STATEMENT (PWS)

VARIABLE REFRIGERANT FLOW (VRF)

SYSTEM SUPPORT SERVICES

JOINT BASE SAN ANTONIO (JBSA)

18 June 2025

VRF SYSTEM SUPPORT SERVICES – PWS DATED 18 JUN 2025

1. DESCRIPTION OF SERVICES. The contractor shall provide all personnel, equipment, tools, materials, vehicles and other items and services necessary to perform technical maintenance support and training services to the 502d Civil Engineering Squadron (502 CES) across JBSA installation to include

Fort Sam Houston (FSH), Lackland (LAK), Lackland Chapman Annex (LAK CA) and Randolph (RND).

The contractor shall also provide all personnel, equipment, tools, materials, instruction, and other items and services necessary to perform training services to the 502 CES.

1.1. REQUIREMENTS.

1.1.1. VARIABLE REFRIGERANT FLOW TECHNICIAN (VRF-T). The VRF-T shall be Journeyman HVAC

Technicians with manufacturer specific certifications to work on the VRF systems listed in Appendix A and in accordance with (IAW) paragraph 1.1.3. Technicians shall have the ability to work independently in the startup, charging, commissioning and maintenance of all VRF systems. Technicians must have an EPA

Section 608 Technician Certification (Universal). Physically, technicians must be able to access all facility areas, which may require climbing ladders, stooping, kneeling, walking, standing, crawling, and lifting 50 pounds or more.

1.1.2. VARIABLE REFRIGERANT FLOW INSTRUCTOR (VRF-I). The VRF-I shall be knowledgeable in the maintenance and assessment services on the manufacturer’s VRF Systems listed in Appendix Table A-

1 and IAW PWS paragraph 1.1.4. Instructors shall have the ability to implement a curriculum that provides hands-on and comprehensive training on a variety of VRF systems.

1.1.2.1. COMMUNICATION. Contract employees must be able to communicate clearly and concisely with the Contracting Officer Representative (COR). This requirement is strictly for the purpose of efficiently performing the tasks stated within this PWS.

1.1.3. MAINTENANCE. The contractor shall perform corrective and preventative maintenance services to

VRF Systems. The contractor shall perform tasks to include but not limited to performance analysis, electrical system monitoring, temperature checks, efficiency evaluations, repair and replacement compressors and motors, electrical system repairs, firmware updating, reprogram control settings to VRF

Systems, of various brands, located on JBSA. (See Appendix E-1 Work Task Historical Information) The contractor shall perform preventative maintenance as required by the manufacturer to extend the remaining service life of VRF Systems located on JBSA. Contractor is responsible for supplying and procuring materials required for maintenance, unless the COR indicates otherwise. The Contractor is responsible for all repairs and replacements associated with the maintenance of the VRF systems. For repairs and replacement not associated with maintenance the Contractor shall follow the instructions in 1.1.3.1-1.1.3.6 of this PWS. Unless escorted by 502 CES personnel, the Contractor shall contact the building Facility

Manager prior to and after performing any maintenance.

1.1.3.1. REPAIRS. The contractor shall immediately notify the COR when a repair is deemed necessary based on an inspection, testing, failure, or potential failure. The contractor shall not procure any services/materials for the repair without the COR or Contracting Officer (CO) approval. Repairs will be assigned as Government issued Work Tasks or Contractor proposals. Contractor will begin corrective action repairs within 3 days of approval unless otherwise stated by COR or CO.

1.1.3.2. WORK TASKS. The work tasks are Government provided requests to address deficiencies for

Government owned real property equipment. A summary of maintenance service notes and cost details shall be provided to the COR. A Contractor provided repair quote may be required as listed in 1.1.3.4

1.1.3.3. LIMITATIONS. The COR limit for approval is up to $2,500.00, repairs costing more will require

CO approval. The COR will reach out to the CO for approval after they have determined the repair is necessary.

1.1.3.4. QUOTES. The Contractor shall be responsible for providing detailed repair quotes for any deficiencies deemed necessary based on an inspection, testing, failure, or potential failure of VRF system components. These quotes shall include a comprehensive breakdown of all materials, equipment, and associated costs required to complete the repair. All costs shall be itemized and reflect fair market value. Repairs accomplished outside of the normal hours of operations shall include labor and will be invoiced to CLIN 0003. Quotes shall be submitted to the COR within 10-days of identifying the deficiency and shall be valid for a minimum of 30-days. The contractor shall not procure any services/materials without the COR or CO approval.

1.1.3.5. AUTHORIZED PERSONNEL. The contractor shall ensure any repairs being accomplished under contract be performed by a certified or licensed technician/person.

1.1.3.6. STATUS UPDATES. The contractor shall ensure repairs are accomplished expeditiously once repair proposal is approved to prevent system failure or reduce work stoppage. The contractor shall provide the COR with up-to-date status when a repair(s) is scheduled to be completed.

1.1.4. TRAINING. The contractor shall provide the instructional material and supplies for a complete training curriculum that accounts for various manufacturers of VRF systems to instruct the quantity of 502

CES HVAC technicians listed in Appendix Table B.1. The training shall consist of manufacturers recommended preventive maintenance for Daikin, LG, Mitsubishi, Trane and York VRF systems. The curriculum will cover all aspects of preventive maintenance, as required by the manufacturer’s specifications, and identifying common causes of systems failure and remedies for repair. The Training curriculum shall consist of four modules with each module having multiple lessons. (See Appendix Table

D-1 Suggested Training Curriculum) Each module will be presented at Fort Sam Houston, Lackland and

Randolph on a monthly rotation following the Training Schedule.

TRAINING SCHEDULE

Location Quarter Month Module

Fort Sam

1st

Lackland 2

Randolph 3

Fort Sam

2nd

2 Lackland 5

Randolph 6

Fort Sam

3rd

3 Lackland 8

Randolph 9

Fort Sam

4th

4 Lackland 11

Randolph 12

Training will include traditional classroom instruction and practical hands-on training with each session having between 25 to 30 students. The practical component of the training may include 502 CES HVAC technicians observing VRFT contractor employees during the course of maintenance work. The contractor is responsible for ensuring the practical training component does not interfere with maintenance work.

Contractor oversight for maintenance efforts is limited to directive instruction provided to 502 CES HVAC technicians during the practical component of the training. Training will take place at JBSA facilities listed in Appendix Table C-1. Training shall be performed for at least two weeks of each month to cover both comprehensive/in class and hands-on training. The contractor shall provide a monthly training schedule for the Contracting Officer’s Representative (COR) within 5-days of the start of each month, detailing curriculum for the month and proposed dates/times of training.

1.1.5. ACTIVITY REPORTING. The contractor shall provide the COR with a weekly maintenance/repair report, which highlights the events of the previous week’s efforts, and the status of maintenance and repair tasks. The contractor should also provide the COR with a monthly training report, which highlights the status of training. Reports shall be submitted to the COR via email within 5-days after the end of the previous reporting period.

1.1.6. EMERGENCY SERVICES. The contractor shall provide an emergency response service when requested. Emergency services are services required on weekends, holidays, or Monday through Friday outside of the designated duty hours. The contractor shall provide a point of contact and phone number(s) to ensure availability and response 24/7 per week. The contractor shall respond within 2-hours on-site after the contractor has been verbally notified by CO or COR. Verbal approval shall be followed up in writing via email from the COR. Payment for an emergency on-call service will be made IAW the Contract Line-

Item Numbers (CLINs) 0003. Emergency calls include federal holidays.

1.2. SERVICE SUMMARY.

The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success. The Services Summary (SS) and the Contractor’s Quality Control Plan (QCP) is the expected level of Contractor performance, and the acceptable method of Government validation and confirmation of services provided. These thresholds are critical to mission success. Procedures as set forth in the Federal Acquisition Regulation (FAR) 52.212-

4(a), “Contract Terms and Conditions - Commercial Items,” Inspection/ Acceptance, will be used to remedy all deficiencies.

SERVICE SUMMARY TABLE

SS # Element Evaluated

PWS

Para No.

Performance

Objective

Performance

Threshold

Maintenance & Repairs. The contractor shall provide corrective and preventative maintenance and repair tasks

IAW the PWS.

1.1.3

Complete preventative maintenance tasks IAW manf.

recommendations: begin corrective actions within 3-days of approval.

No more than 2 defects per month.

Training.

The contract shall provide the material, supplies, training curriculum and instruction that accounts for identifying manufactures of VRF systems.

1.1.4

Training shall be performed at least two weeks of each month to cover both comprehensive/in-class and hands-on training.

No more than 1 defect per month.

Reporting.

The contractor shall also provide the COR with weekly and monthly training reports.

1.1.4

1.1.5

Provide weekly maintenance & repair reports, Provide monthly training reports and schedules IAW required timelines

No more than 2 defects per month, a late report is considered a defect.

NOTE: Defect - A service that does not meet the requirements of the PWS; multiple defects may be found during one inspection (ex. inspection may identify defects for SS items 1 & 3).

1.3. QUALITY CONTROL PLAN (QCP).

The contractor shall develop and maintain a quality program to ensure the maintenance and training performed are IAW commonly accepted commercial practices. A written QCP shall be submitted to the CO as part of the Contractor’s proposal package. The plan shall specifically address the Contractor’s strategy to provide quality workmanship, continual process improvement, and for correcting deficiencies as required.

1.4. QUALITY ASSURANCE.

The Government shall inspect and evaluate the contractor’s performance to ensure services are received

IAW requirements set forth in this contract. The COR is responsible for the acceptance of the work and the approving authority for acceptance of performance. The COR will document their performance findings on a surveillance report. If defects are found, they will be annotated, and that surveillance report will be sent to the Contractor for signature. The contractor shall respond to the surveillance report IAW the instructions provided and return it to the COR within the suspense established by the COR. Unsatisfactory performance shall be reperformed at no additional cost to the Government.

When a performance threshold has not been met, the COR will initiate and provide the CO with a Contract

Discrepancy Report (CDR) DD 2772 for issuance to the contractor. The contractor shall respond to the

CDR IAW instructions provided and return it to the CO within the suspense established on the CDR.

Failing to meet the performance threshold as outlined in the SS of these performance objectives in any combination for any two, or more consecutive or non-consecutive months during a contract period shall result in a letter of concern from the CO. All remedies shall be IAW the FAR 52.212-4(a), “Contract Terms and Conditions – Commercial Items,” and Inspection/Acceptance.

Corrected deficiencies shall still count against the contractor but will allow for full monthly payment. If re-performance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. Disputes between the COR and the contractor on the validity of a performance assessment shall be referred to by the

CO.

1.5. PERFORMANCE MANAGEMENT.

The COR(s) shall evaluate and document the Contractor’s performance IAW the procedures outlined in the

PWS. The results of surveillances shall be maintained as Past Performance information and utilized to prepare and support annual Contractor Performance Assessment Report System (CPARS) reporting.

1.5.1. FRAUD, WASTE AND ABUSE. The Contractor shall make sure their employees practice utilities conservation. The Contractor shall be responsible for operating under conditions that prevent the waste of any utilities used. The Contractor shall be responsible for maintaining proper conduct and good discipline within the Contractor occupied work area(s). Contractor personnel shall be encouraged to be alerted to report any suspected situations of fraud, waste, and abuse, or other intentionally dishonest conduct against the Government observed during, or in the performance of this contract.

1.5.2. CONTRACTING OFFICER (CO) AND CONTRACTING OFFICER REPRESENTATIVE (COR)

(QUALITY ASSURANCE PERSONNEL). The CO will appoint a primary and alternate COR for managing the day-to-day activities of the contract. The identity, title, and authority of this representative will be provided in writing to the Contractor after contract award.

1.5.3. PERIODIC PROGRESS MEETINGS. The CO reserves the right to schedule periodic meetings with the Functional Commander, COR, other Government personnel as appropriate, and the Contractor to discuss the Contractor’s performance. The following issues will be discussed: opportunities to improve the contract, any modifications required of the contract, unsatisfactory inspections and trends against each performance objective observed, positive performance, and steps taken by the Contractor to prevent unsatisfactory occurrences in the future.

2. GOVERNMENT FURNISHED PROPERTY AND SERVICES.

2.1. FACILITIES.

The Government will provide a building, room or work area, on the installation, for the contractor to use during the performance of the contract, as needed. The Government will provide water, electricity and natural gas as needed in performance of work. The Government will provide police and fire protection. In the event of a medical emergency, a base ambulance service for transporting an injured employee to a local hospital is available on a cost reimbursement basis.

2.2. EQUIPMENT.

All tools and vehicles will be supplied by the contractor.

3. GENERAL INFORMATION.

3.1. HOURS OF OPERATIONS.

The contractor shall perform services for 8-hours a day between the designated duty hours of 0600 – 1700

Monday through Friday. The contractor is not required to provide services, excluding emergency services, on the following approved holidays:

New Year’s Day 01 January

Martin Luther King’s Birthday 3d Monday in January

President’s Day 3d Monday in February

Memorial Day Last Monday in May

Juneteenth 19 June

Independence Day 04 July

Labor Day 1st Monday in September

Columbus Day 2d Monday in October

Veteran’s Day 11 November

Thanksgiving Day 4th Thursday in November

Christmas Day 25 December

3.2. SECURITY REQUIREMENTS.

Contractor/Employee Base Pass and Identification, Special Clearances and Vehicle Passes. The Contractor shall comply with all requirements and procedures IAW Department of the Air Force Federal Acquisition

Regulation Supplement (DAFFARS) 5352.242-9000, Contractor Access to Air Force Installations. All documentation shall be submitted at the pre-performance conference and as changes occur.

3.2.1. CONTRACTOR/EMPLOYEE BASE PASS AND IDENTIFICATION, SPECIAL CLEARANCES AND

VEHICLE PASSES. As prescribed by the DAFFARS 5352.242-9000, “Contractor Access to Air Force

Installations” the contractor shall comply with the following requirements:

a. The contractor shall obtain base identification, and vehicle passes for all contractor personnel who make frequent visits to or perform work on the JBSA installation(s) cited in the contract.

b. No later than 3-days prior to start of contract work (can take up to 10-days to obtain a base pass), the contractor shall submit a written request on company letterhead (or e-mail correspondence) to the CO with copy to contract administrator listing the following: project title, project number, contract number, location of work site, contract start and stop dates, work schedule, and names of contractor employees needing access to the base, including full legal name, date of birth, Social Security Number (SSN), state issued I.D. Card/Driver’s License #, and name of sub-contractor if not employed directly by contractor

(Government will provide template to be used in submitting visitor pass request). The authorized CO will endorse the request and forward it to the issuing base pass, registration office and/or security forces (SF) for processing. Contractors will present Government (state or federal) issued ID, and Employment

Eligibility Verification INS Form (I-9), before being issued a pass to enter the installation. A Wants and

Warrants check are conducted for every person before a pass is issued. Personnel employed by the contractor must get a pass for their privately owned vehicles with proof of the following:

(1) Liability Insurance

(2) Current License Plates

(3) Valid State Driver License

(4) A phone number for sponsor on base

c. Vehicles owned by the contractor with the company name permanently printed on them are not required to obtain a pass if a current work order is presented at the time of entry. However, current liability insurance, state inspection stickers, and registration are required. The person driving the vehicle must have a valid operator license for the type of vehicle.

d. The contractor is responsible for ensuring employees present their Form I-9.

e. Upon completion or termination of the contract or expiration of the identification passes, the contractor shall ensure that all base identification passes issued to contractor employees are returned to the issuing office. If a contractor employee has been terminated, the pass will need to be retrieved and returned to SF so that employee does not have base access. If the pass is not retrieved, then SF will need to be notified so base access is not allowed. Upon completion of the contract, returning all issued installation access passes to the issuing authority.

f. Failure to comply with these requirements may result in the withholding of final payment.

g. The base pass needs may need to be renewed every 6 months.

3.3. SAFETY REQUIREMENTS AND REPORTS.

The contractor shall perform work in a safe manner as required by Occupational Safety and Health

Administration (OSHA). Provide a verbal report to the CO as soon as possible of each occurrence of damage to Government property or an accident resulting in death, injury, occupational disease, or adverse environmental impact. Provide a completed copy of the required Accident Investigation Reports to the CO and COR within 5-days of each occurrence.

3.4. DAMAGE TO GOVERNMENT/PRIVATE PROPERTY.

Damage to Government buildings, equipment or vegetation is addressed in FAR 52.237-2 “Protection of

Government Buildings, Equipment, and Vegetation.” Contractors shall be liable for repair/replacement/cost for any Government or private property at no additional cost to the Government when damaged by contractor personnel, vehicles, equipment or negligence. The contract manager shall immediately advise the COR of damages and provide an action plan within 2-days for repair. Provide a completed copy of the

Accident/Incident Investigation Reports to the CO and COR within 5-days of each occurrence. Damage to safety or security items shall be immediately repaired by the Government and the contractor shall be billed for the repair, to include labor costs.

3.5. ENVIRONMENTAL REQUIREMENTS.

The contractor shall comply with all federal, state, city and base environmental laws and regulations.

Personnel from the Base Environmental Office (BEO) and other base offices will conduct periodic inspections as required to determine compliance with base and state environmental laws and regulations.

The contractor shall immediately notify the BEO at area code 210- (LAK 671-4844, FSH 221-1142, RND

652-4668) of contractor hazardous material spills and take immediate action to control the spread of the spill.

4. APPENDIX LIST OF ATTACHMENTS:

VRF – Appendix Table A-1

VRF – Appendix Table B-1 & Table C-1

VRF – Appendix D-1 Suggested Training Curriculum

VRF – Appendix Table E-1 & E-2 Work Task Historical Information

NOTE: All appendices were removed and added as attachments to PWS.