Attachment 0001 - PWS.docx

PERFORMANCE WORK STATEMENT (PWS)

FOR

Heating, Ventilation and Air Conditioning (HVAC) Maintenance Service for Estate Nazareth Military Compound (ENMC)

1.0 General:

1.1 Scope: The contractor shall provide all personnel, labor, materials, equipment, tools, supervision and transportation necessary to perform complete HVAC maintenance services as defined in the PWS. Services include systems maintenance, inspection, testing, diagnostics and corrective repair recommendations. The contractor shall perform on-site maintenance, calibration, performance verification and quality assurance to start-up and operate the systems. All services must be in accordance with equipment manufacturer’s recommendations, applicable codes and industry’s best practices. The service is required to be performed on a monthly basis.

1.1.1 Objectives: The objectives of this contract are to provide a clean and healthy atmosphere which is compliant with all regulatory requirements such as the Occupational Safety and Health Administration (OSHA) guidelines; maintain continuous operation of the HVAC systems; and control temperatures throughout the buildings.

1.2 Background: The Virgin Islands National Guard (VING) utilizes HVAC systems to support operational readiness, occupant comfort and equipment protection across multiple buildings and facilities. These systems include air handling units, split systems and building automation systems. This service is to provide routine, preventive and corrective maintenance to the specified air conditioning systems at the SFC Leonard B. Francis (LBF) Readiness Center and the Field Maintenance Shop (FMS) #2 located at the Estate Nazareth Military Compound (ENMC) on the island of St. Thomas, USVI.

1.3 1.4 Period of Performance (PoP): The contract period of performance shall be for one (1) 12-month base period, four (4) 12-month option periods and the six (6)-month option at FAR 52.217-8.

1.4 General Information:

1.4.1 Place and Performance of Work: The contractor shall perform work between the hours of 08:00 a.m. and 5:00 p.m. on Monday through Friday, except on recognized United States (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. Arrangements to work at different times or days must be coordinated through the Construction and Facilities Management Office (CFMO) to gain access to the facility. Performance shall be at the SFC LBF Readiness Center and FMS #2 at the ENMC in St. Thomas, VI. The contractor shall always maintain an adequate workforce for the performance of all tasks defined within this PWS and in accordance with the approved project schedule 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 workforce are essential.

1.4.1.1 Reserved

1.4.1.2 Unscheduled gate closures by the Security 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.

1.4.1.3 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 from Government property or revoke access to Government systems 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.

1.4.2 Recognized Holidays: The contractor shall not perform services on recognized US holidays. A full list of federal holidays can be found at https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/. Most Federal employees work on a Monday through Friday schedule. For these employees, when a holiday falls on a non-workday (Sunday), the holiday usually is observed on Monday. When the holiday falls on Saturday, the holiday is observed on Friday. The contractor shall be responsible for knowing when Federal holidays are recognized as this may impact the status of Federal facilities and contractor access to such facilities.

1.4.3 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 1, Performance Requirements Summary (PRS). A final QCP shall be submitted to the Contracting Officer Representative (COR) NLT 10 days after contract award (Deliverable #1). 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.

1.4.4 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).

1.4.5 Installation Access and 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 (see PWS 6.0). Should the Force Protection Condition (FPCON) change, the Government may require changes in contractor security matters or processes.

1.4.5.1 For contractors that do not require a CAC, but require access to a DoD facility or installation: Contractor and all associated subcontractors 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), and applicable installation, facility and area commander installation/facility access, and local security policies and procedures. The contractor shall submit a completed DD369 Police Record Check for each employee to the COR and VING Security Branch within 10 calendar days after contract award (Deliverable #2). The usual wait time for police record check validation and access clearance is between one (1) to four (4) weeks.

1.4.5.2 Awareness Training (AT) Level 1: All contractor employees, including subcontractor employees, requiring access to Army installations, facilities, and controlled access areas shall complete AT Level 1 training within 30 calendar days after contract start date and within 30 calendar days of new employees commencing performance. The contractor shall submit certificates of completion for each affected contractor and subcontractor employee to the COR and VING Security Branch within 15 calendar days after completion of training by each employee or subcontractor personnel (Deliverable #3). AT Level 1 awareness training is available at the following website: https://jko.jten.mil/courses/at-level1/launch.html.

1.4.5.3 iWATCH Training: The contractor and all associated subcontractors with an area of performance within an Army-controlled installation, facilities or area shall brief all employees on the local iWATCH program (training standards provided by the requiring activity Antiterrorism Officer (ATO)). This locally developed training shall be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR or the KO. This training shall be completed within 30 calendar days of contract award and within 30 calendar days of new employees commencing performance. The contractor shall report completion for each contractor employee and subcontractor employee to the COR and VING Security Branch within 15 calendar days after completion of training (Deliverable #4). Please watch the short “iWatch Video” on how you, as a contractor, can be vigilant and report suspicious activities – See Something, Say Something – as you perform your job in support of the U.S. Army contract. (Approximately 8 min and 28 sec). The video can be found at https://www.mepcom.army.mil/Home/Contractors/.

1.4.5.4 OPSEC Training. In accordance with AR 530-1, Operations Security, new contractor employees shall complete Level 1 OPSEC training within 30 calendar days of their reporting for duty and annually thereafter. The contractor shall submit certificates of completion for each contractor employee to the COR and VING Security Branch within 15 calendar days after completion of training (Deliverable #5). The course can be found at https://securityawareness.dcsa.mil/opsec/index.htm.

1.4.5.5 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.

1.4.5.6 All deliverables in PWS paragraph 1.4.5 and its subsequent sub-paragraphs shall be submitted within the specified timeframes to the COR, who shall be identified after contract award, and to the VING Security Branch at ng.vi.viarng.mbx.g34@army.mil.

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.

1.4.7 Special Qualifications: The contractor shall ensure all employees possess all required licenses for operating Air Conditioning Systems and Components used in the performance of this contract. This does not include education or other qualifications for the position in which the contractor employee is performing, dress codes, or other information. (NOTE: The Government does not provide training to contractors. Contractors must ensure that any personnel performing under a contract are fully trained, licensed, certified, and otherwise qualified to provide services.)

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 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 Identification of Contractor Employees: All contractor personnel attending meetings and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression that they are Government employees. The contractor shall ensure that all documents or reports produced by contractor personnel are suitably marked as contractor products or that contractor participation is appropriately disclosed. The contractor’s status as a “contractor” shall be predominantly displayed in all correspondence types (to include signature blocks on e-mail) and dealings with Government or non-Government entities. Contractor personnel shall wear identification badges distinguishing themselves as such. The badges shall have the company name, employee name and the word “contractor” displayed.

1.4.10.1 The contractor shall retrieve all identification media (including vehicle passes) from its employees who depart employment for any reason. The contractor shall return all identification media (i.e., badges and vehicles passes) to the COR within 14 days of an employee’s departure (Deliverable #6).

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 Organizational Conflicts of Interest (OCI): The contractor and subcontractor personnel performing services under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent OCIs, as defined in FAR Subpart 9.5. The contractor shall notify the KO immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the KO to avoid or mitigate any such OCI. The contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the KO. In the event the KO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the KO may impose other remedies as he or she deems necessary, including prohibiting the contractor from participating in subsequent contracted requirements which may be affected by the OCI.

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

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

2.1.4 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.

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

2.1.6 Quality Assurance: The Government procedures to verify that services being performed by the contractor are performed according to acceptable standards.

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

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

2.1.9 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

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

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 Conduct a site survey and initial inspection of all systems covered under this contract within the first five (5) days of the contract award. The contractor shall provide a written report to the COR within 20 days of any/all services performed, inspection findings, actions taken and/or recommendations for any further actions (Deliverable #7).

5.2 Provide routine, preventive and corrective maintenance services listed below on all HVAC systems. The maintenance services are to be performed monthly unless otherwise recommended by the system manufacturer.

5.2.1 Replace filters and belts; lubricate motors and moving parts; check and repair refrigerant leaks, if any; clean condensate lines; clean drain pans; inspect controls; inspect mechanical and electrical components.

5.2.2 Filters shall be marked with the date on which they are replaced.

5.2.3 Clean air conditioning vents and registers in the offices, hallways and other rooms served by the air conditioning unit.

5.2.4 Wash and clean coils, fan blades and condenser casing to prevent the build-up of salt, rust and other harmful matter that can reduce the life of the system.

5.2.5 The contractor shall provide all materials and parts required to perform the maintenance service. The cost of the materials and parts shall be included in the cost of the service.

5.2.6 Maintenance shall be performed in accordance with the terms and conditions contained herein and the manufacturer’s recommended maintenance procedures. It is the sole responsibility of the contractor to schedule and perform all maintenance inspections in accordance with the mutually agreed to schedule. A copy of the maintenance report shall be provided to the COR within 20 days of the completion of the service (Deliverable #8). Maintenance shall be inclusive of all Original Equipment Manufacturer (OEM) recommended checklists for all HVAC equipment.

5.2.7 If, when conducting scheduled maintenance, the contractor identifies an issue requiring repair, the contractor shall notify the COR within 48 hours of identifying the issue(s) (Deliverable #9). The contractor’s notification shall include a description of the issue(s), repair recommendations, total cost and timeline for the repairs. The contractor shall not proceed with any repairs without written authorization from the COR.

5.3 On a monthly basis, visually inspect, clean, tighten, adjust and/or replace worn components needed to assure optimum performance.

5.4 On a monthly basis, physically check and/or test the following:

Flue stack assembly

5.5 Routine Service Calls. Routine service calls are for corrective repairs made outside of the normal preventive maintenance work.

5.5.1 Response Time and Troubleshooting. The contractor shall respond to routine service calls within 24 hours of notification shall perform initial troubleshooting to determine the nature and extent of the issue. If repairs can be made at the time of the initial response, the contractor shall immediately contact the COR to discuss recommended repairs and total cost. The contractor shall not proceed with the repairs until COR authorization is given. Initial COR authorization may be given verbally (on site) but shall be followed up with written authorization provided to the contractor point(s) of contact as soon as practicable.

5.5.2 Cost Estimate. For repairs that cannot be completed at the time of initial response, the contractor shall provide the COR with a list of issue(s) found, repair recommendations and cost estimate for the repairs within two (2) calendar days of completing initial troubleshooting (Deliverable #10). The cost estimate shall include an itemized listing of materials, labor costs, lead times and estimated repair start and completion dates. The contractor shall not proceed with repairs until COR authorization is provided in writing.

5.6 Additional Considerations:

5.6.1 The contractor shall submit technical data, documents and specifications to the CFMO. Submit copies of permits, licenses, certifications/certificates and similar documents established for compliance with standards and regulations and bearing on the performance of the work.

5.6.2 All repair work shall include a limited warranty in accordance with the manufacturer’s specifications. The limitation of this warranty would not include improper applications or repairs.

5.6.3 Contractor shall maintain housekeeping of all areas within the job site and ensure the job site is free of unnecessary trash. The installation does not provide garbage containers. The contractor is responsible for waste management, garbage collection, and disposal of all waste generated from this project. Contractor shall maintain disposal logs, records, and manifests for review and inspection upon request.

6.0 Applicable Publications: Publications applicable to this PWS are listed below:

Publication (Chapter/Page)

Federal Acquisition Regulation https://www.acquisition.gov/?q=browsefar

Defense Federal Acquisition Regulation Supplement http://www.acq.osd.mil/dpap/dars/dfarspgi/current/index.html or https://www.acquisition.gov/dfars

TECHNICAL EXHIBIT 1

Performance Requirements Summary (PRS)

5.2 Provide routine, preventive and corrective maintenance service Provide complete maintenance service in accordance with manufacturer’s checklist and recommendations. Work shall include replacement filters, lubrication, washing, etc.

5.2.1 Service HVAC system

5.3 Visual inspection, cleaning and adjustment

5.4 Physically test and check components

5.5.1 Routine service calls

TECHNICAL EXHIBIT 2

Deliverables Schedule

Quality Control (QC)

DD369 Police Record Check

Identification Media

Site Survey and Inspection Report

Maintenance Report

Identification of Issue(s)

Cost Estimate

Technical Exhibit 3 Air Conditioning Units