Attachment 1 - AFM PWS Facility Maintenance_v2-31JUL2026.pdf

PERFORMANCE WORK STATEMENT

FOR

AIR FORCE MEMORIAL BASE OPERATIONS SUPPORT

AT

JOINT BASE ANACOSTIA-BOLLING

WASHINGTON D.C.

July 31, 2026

OVERVIEW

1.1 Background

1.2 Scope

2 DESCRIPTION OF SERVICES

2.1 Facility Manager

2.1.1 Communication

2.1.2 Key Control

2.1.3 Permitting Licensing & Compliance

2.1.4 Facility Manager’s Monthly Site Condition Reporting Duties

2.1.5 Equipment PM and Scheduled Service/Repair

2.1.6 Outdoor Faucets Winterization Shutdown and Drained

2.1.7 Operational Lighting Monitor

2.1.8 HVAC Seasonal Start-Up and Shutdown Procedures

2.1.9 Facility Manager’s Emergency Response

2.1.10 Project Standards

2.1.11 Safety Concerns

2.1.12 Parts Procurement and Reimbursements

2.1.13 Warranty and Installer Management

2.1.14 Pest and Animal Control 9

2.2 Event Support

2.2.1 Events Outside of Normal Business Hours

2.2.2 Meeting and Event Local Travel

2.3 Service Call Services

2.3.1 24/7 Service Calls

2.3.2 Service Call Log Management

2.3.3 Routine Service Calls

2.3.4 Emergency Service Calls

2.3.5 Billable Service Calls

3 SERVICES SUMMARY

4 DELIVERABLES

5 PROPERTY MANAGEMENT

5.1 Government Provided Equipment & Services

5.2 Replacement, Modernization, and Renovation

6 GENERAL INFORMATION

6.1 Personnel Qualifications

6.1.1 Facility Manager

6.2 Organizational and Employee Security Management Requirements

6.3 Labor Hour Reporting, Data Submission and Deadlines

6.3.1 Subcontractor Input in CMRA

6.4 Employee Transition, Right of First Refusal and Property Transfer

6.5 Operating with Customers and Air Force Memorial Staff

6.6 Installation Guidance and Reporting Procedures for Contractors in the National Capital Region (NCR)

6.7 Interruptions

6.8 Contractor professionalism

6.8.1 Contractor Dress, Appearance, and Conduct

6.8.2 Drug, Tobacco, and Alcohol Use Policy

6.8.3 Inherently Governmental Functions

6.8.4 Non-Personal Services

6.8.5 Ethics

6.9 Legal and Regulatory Compliance

6.9.1 For Official Use Only (FOUO)

6.9.2 Freedom of Information Act (FOIA)

6.9.3 Privacy Act

6.9.4 Emergency Operations/Mission Essential Personnel

6.9.5 Transition-Out Plan

6.10 Fixed-Pricing

6.11 Contract Staffing

6.12 Security Requirements

6.13 Weapons

OVERVIEW

1.1 Background

The Air Force Memorial (AFM) stands as a lasting tribute to the heroic legacy of the men and women who have served in the United States Air Force throughout this nation's history. It is a place of pride and solemn remembrance, honoring the profound sacrifice of our airmen and inspiring the men, women and children of all ages who visit. Dedicated on October 14, 2006, the memorial rises from a stretch of high ground overlooking the Pentagon and the Potomac River, marking the Virginia gateway to the National Memorial Corridor.

1.2 Scope

The contractor shall prioritize preservation and respectful maintenance of Air Force Memorial. This includes facility administration/preventative maintenance (PM), facility security and event support.

The AFM has an estimated 1,100 square feet of office and public buildings. The outside land covers

1.2 acres.

2 DESCRIPTION OF SERVICES

The contractor shall furnish all personnel, labor, equipment, transportation, tools, materials, supplies, supervision, quality control, management, and services necessary to perform:

Administration/facility PM Identification, Service Calls, Facility Security, and Event Support in accordance with this Performance Work Statement (PWS). All tasks must be performed to the highest standard of quality, ensuring every aspect of the memorial is maintained with precision, professionalism, and attention to detail. The contractor shall continually maintain all areas of the Air Force Memorial in a fully functioning manner and shall comply with all Federal, State, and Local regulations.

The contractor shall proactively identify and document any malfunctioning or deteriorating infrastructure, including but not limited to locks, doors and doorknobs, lighting fixtures, faucets, toilets, urinals, plumbing systems, HVAC equipment, generators, and bollards. Upon identification of issues, the contractor shall discuss a repair plan with the Contracting Officer Representative

(COR).

2.1 Facility Manager

In addition to dress and appearance standards identified in paragraph 6.8.1, the contracted facility manager shall wear identification badges displayed at all times.

2.1.1 Communication

The contracted facility manager shall communicate effectively with government personnel through various channels when requested by the COR. This includes the ability to convey information clearly in oral, written and email correspondence. The contractor shall provide their own communication devices, network (WIFI) systems and Microsoft office and adobe application to communicate with the government as required. The contractor shall fill out, complete and implement all tabs in the master contractor report (Appendix A) on what’s been accomplished throughout the week by the contractor and submit the document to the COR on a weekly basis via email (See Appendix A for format).

The contractor shall submit a comprehensive training plan outlining training procedures for all safety and equipment requirements within 30 days of contract start.

The contracted facility manager shall ensure the security of government facilities, equipment, and materials at the Air Force Memorial.

2.1.2 Key Control.

The contractor shall establish and implement methods to ensure all keys issued to the contractor by the government are inventoried and monitored monthly. The contractor shall provide the COR a plan illustrating the method(s) in which the contractor will control and monitor keys in writing within 30 days after contract award. The contractor shall not duplicate any keys issued by the government unless authorized by the COR in writing. The contractor shall immediately report to the COR any occurrences of lost or misplaced contractor's master keys or other single-entry keys, any use of keys by unauthorized persons, or improperly duplicated keys. If keys are lost by the contractor's employees, the contractor shall change or re-tumble all affected locks and provide the appropriate keys to the COR at the contractor's expense. The contractor shall ensure all new locks fit existing master key systems and be keyed to fit existing keys for the locks being replaced.

2.1.3 Permitting Licensing & Compliance

The contractor shall verify all required permits, licenses, certifications, and authorizations from subcontractors to perform work under this contract. The contractor shall comply with all the applicable federal, state and local laws and regulations. The contractor shall provide evidence of permits and licenses to the COR before work commences and at other times as requested by the COR or CO via email. The contractor shall track all permits and reports and shall maintain a current status of each. The contractor shall notify the COR immediately after a violation is discovered to include corrective actions taken to alleviate the violation.

The contractor shall execute repairs either directly or by coordinating with approved off-site vendors (sub-contractors), with the COR’s approval. The contractor shall prepare and coordinate detailed Statements of Work (SOW) forms for off-site vendors, clearly outlining the scope of work, repair procedures, and proposed completion dates to ensure timely and effective resolution of issues. It is the contractor’s responsibility to verify that all off-site vendors (sub-contractors) are in full compliance with Federal, State, and local regulations and standards in the performance of this PWS.

The contractor shall ensure services are performed in accordance with commonly accepted commercial practices and that maintenance standards are consistently achieved and maintained at a high level.

2.1.3.1 Inspection Records Electronic Management & Handover Procedures.

The contractor shall maintain management, operation instructions, maintenance manuals, and inspection records hard copy and electronically for each piece of equipment. The contractor shall ensure each file contains a detailed listing by nomenclature and manufacturer’s model number, all relevant manufacturer’s literature, brochures, and pamphlets, maintenance, operator, and parts manuals, warranty information, and copies of all completed Service Call Work Orders, minor job orders, and preventive maintenance report. The contractor shall provide a preventive maintenance report to the COR within three (3) days upon the completion of any scheduled preventive maintenance. The contractor shall provide all records to the government upon request or prior to contract completion.

The contractor shall ensure that the files include other pertinent information about the facility and installed equipment and systems. The contractor shall make maintenance logs available for inspection by the government upon request at any time. The contractor shall maintain a hard copy set of as-built drawings and record all physical changes in the drawings accordingly. The contractor shall submit all red line changes to a drawing to the COR within 30 calendar days of any change in the facility or system. All records created and received by the contractor in the performance of this contract shall be maintained and readily accessible. Records shall be converted electronically and remain the property of the government. The COR may request records from the contractor at any time in any format requested during the duration of this contract.

The contractor shall maintain and submit inspection records on the master contractor report (Appendix A) and provide an electronic record to the government weekly. If a specific report format is not specified herein, the contractor shall develop an electronic format using Microsoft Office and Adobe formats, submit it for approval, and obtain approval from the COR within 30 calendar days after contract award. All records and copies of reports shall be turned over to the COR within five (5) calendar days following contract completion or termination.

2.1.3.2 Facility Manager Inspection Deficiency Repair

The contractor shall treat deficiencies discovered during PM as service calls. See Para 2.4 for service call procedures. Repairs shall be made immediately when possible; if a deficiency cannot be repaired on-site, the contractor shall coordinate the repair with the COR. All repairs require verbal approval from the COR, with documentation of the approval in the master contractor report. The contractor shall make repairs under $500 with COR approval on site.

2.1.4 Facility Manager’s Monthly Site Condition Reporting Duties.

The contractor shall prepare a monthly site condition checklist to be submitted to the COR electronically/upon request by the fifth day of each month and shall ensure it is available for review.

They shall continuously monitor all systems, generate monthly efficiency reports, and provide recommendations based on manufacturer guidance to optimize performance and realize cost savings.

2.1.5 Equipment PM and Scheduled Service/Repair

The contractor shall develop and implement a preventive maintenance (PM) program checklist in writing for all systems and equipment. The contractor shall perform a walk-through daily of the complex during operational hours or as required, inspecting equipment deficiencies, non-working lights, clogged toilets, leaking sinks, or any fixture/equipment malfunctions. The contractor shall promptly notify the Contracting Officer’s Representative (COR) or Air Force Memorial staff via submission of the PM checklist . The contractor shall develop the initial PM checklist and provide a copy to the COR for approval within 30 days of the start of the contract. The contractor shall plan, schedule, and perform Scheduled PM services on all government and/or contractor owned equipment and systems in accordance with industry standards, manufacturer’s recommendations and manufacturers manuals.

The contractor shall contact the COR or Air Force Memorial staff if repair cannot be completed by the contractor. The contractor shall provide a detailed explanation of the work needed and reasons for any delay. The COR will approve or disapprove the request for delayed repairs. Once approved, the contractor shall have the authority to schedule and coordinate a sub-contractor to perform the work within the service call guidelines outlined in paragraph 2.4. The contractor shall maintain a comprehensive electronic log of all maintenance issues reported to include: approval/decline dates, and repair statuses using an Excel document compatible with current Department of the Air Force software versions. The contractor shall ensure the comprehensive electronic log stays current with updates. The contractor shall share this log with the COR weekly or upon request of the COR or Air Force Memorial staff.

2.1.5.1 Diesel Generators

The contractor shall ensure that the generator is supplied and maintained with type #2 diesel fuel.

The contractor shall seek a qualified subcontractor to perform all necessary services of the generator in strict accordance with the manufacturer's recommended procedures. This includes regular fuel polishing to prevent the accumulation of sludge and other contaminants, thereby ensuring optimal generator performance and reliability. The contractor shall ensure that a task assessment is accomplished and submitted to the COR no later than the fifteenth (15th) of each month.

2.1.5.2 Equipment Readiness and Storage.

All equipment necessary for the performance of the services under this contract must be installed and ready for use at the designated government location on the first day of service under the contract. Contractor is responsible for providing all equipment necessary to perform maintenance. No gas operated equipment is allowed to be stored inside facility. All safety features must be fully operational and meet established standards. Flammable materials shall be correctly identified and stored in accordance with safety protocols. Spill kit supplies will be maintained and inspected quarterly, and all spill kit materials will be disposed of properly in compliance with regulations. All safety features must be fully operational and comply with applicable standards. Flammable materials shall be properly identified and stored in accordance with State, Federal, and local safety regulations.

2.1.6 Outdoor Faucets Winterization Shutdown and Drained

The contractor shall perform a complete shutdown and drainage of all outdoor faucets at the Air Force Memorial at the midpoint fall season, or per guidance of the COR. This includes turning off the water supply to each outdoor faucet, verifying shutoff functionality, and thoroughly draining any remaining water to prevent freezing and damage during freezing temperatures. The contractor shall ensure all outdoor faucets are properly closed, secured, and drained. The contractor shall remove all hoses or accessories and shall ensure that the work area is left clean and secure. The contractor shall limit disruption to facility operations. The contractor shall document shutdown and drainage in the Master Contractor Report.

2.1.7 Operational Lighting Monitor

The contractor shall conduct a comprehensive inspection of all exterior and interior lighting at the Air Force Memorial to ensure proper function and operational integrity. The contractor shall perform troubleshooting to identify any lighting malfunctions, outages, or safety hazards, and shall provide any necessary repairs or replacements to restore full lighting functionality. The contractor shall document all findings, repairs, and maintenance activities in accordance with the Master Contractor Report, ensuring that all lighting systems are safe, reliable, and meet the specified performance requirements. The work shall be performed in a manner that minimizes disruption to the memorial and adheres to all relevant safety protocols.

2.1.8 HVAC Seasonal Start-Up and Shutdown Procedures

The contractor shall perform seasonal start-up and shutdown to ensure HVAC systems are prepared and activated at the start of each season and deactivated and preserved at the end of each season. The contractor shall perform start-up and shutdown of HVAC systems when directed by the COR. The contractor shall ensure a comprehensive seasonal maintenance service by a certified HVAC service technician is accomplished early Spring and late Fall per direction of the COR. Late Fall shutdown shall include securing and winterizing the air conditioning system and activating electric heat pump system and resetting all thermostats as required. Spring start-up shall include activating the air conditioning system and securing and preserving all heating coils or heat exchangers. The contractor shall repeat start-up and shutdown of each designated HVAC system as requested by the COR.

The contractor shall inspect and replace HVAC filters and perform icing checks on the HVAC system as needed, in accordance with the manufacturer's recommendations. The contractor shall monitor the condition of the filters and the system's operational performance and perform replacements or additional checks sooner if indicated by excessive dirt, wear, signs of icing, or other relevant factors. All maintenance shall ensure continuous compliance with manufacturer specifications and maintain optimal system performance

2.1.9 Facility Manager’s Emergency Response.

Outside of the scheduled hours listed in paragraph 6, General Information, the Facility Manager must be capable of physically responding to emergencies at the memorial within two hours. If the Facility Manager is unavailable, a designated secondary individual capable of addressing issues at the memorial may respond in their place.

2.1.10 Project Standards.

When material, equipment, and component selected for work items already accomplished are unacceptable to the government, the contractor shall, at no cost to the government, remove, replace, and rework material, equipment, and components so that compliance with the government's requirements are satisfied.

2.1.11 Safety Concerns.

The contractor is solely responsible for compliance with OSHA standards for the protection of their employees. The government is not responsible for ensuring that contractors comply with “personal” safety requirements that do not present the potential to damage government resources. The contractor will provide a copy of the company safety plan for review and approval from the COR five (5) days following the award of the contract. The contractor is expected to hold monthly safety meetings with the crew and have daily toolbox topics to discuss. The contractor shall make available all training and incident reporting/investigation to the COR upon request to include identification of an contracted employees and/or name of guests contact information. The contractor shall comply with all industry standards. The contractor shall ensure employees are supplied with and properly utilize safety equipment (i.e., fall protection, gloves, safety boots, safety glasses, safety reflective vest, eye wash station, hard hats if required, hearing protection, all personal protective equipment (PPE)). The contractor shall follow safe work procedures and ensure personnel in the vicinity of the job site are properly protected from harm. The government is not responsible for providing PPE. All work shall be done in accordance with all federal, local, and state laws and regulations.

2.1.11.1 Memorial Grounds

The contractor shall ensure that the memorial grounds and parking lot areas are blown off with a leaf blower once a day or as needed. No gas blowers are to be used.

The contractor shall daily perform specialized cleaning of three Spires on each side, up to a height of approximately 8 feet or the second connecting spire seam from the base of each spire, the trim plates around each spire at the base, the guard booth on all four sides, all bollards and trim plates, and the trim plates for the missing man glass and honor guard statues. The contractor must consult with a professional metal conservator to obtain guidance, best methods and treatment of these sensitive metal architectural elements and read/research all on-site facility manuals before attempting to clean.

Spires up to 8 feet in height are to be cleaned thoroughly daily or as needed leaving them fingerprint and streak-free.

The contractor shall clean both sides of the honor guard statues, missing man glass and spire glass and railings each day. The definition of cleaning shall include the removal of all dirt, dust, streaks, bird residue, fingerprints, and all other substances foreign to glass. Ensure handrails, glass fence and glass memorial wall are free of dirt, grime, streaks and excessive moisture and not cloudy. Care should be taken so as not to damage or destroy government property by the contractor’s staff. The Contractor shall be responsible for any damage or destruction caused by negligence during the cleaning process. The contractor shall place safety signs on memorial grounds in hazardous conditions and by direction of the COR.

The contractor shall power wash all granite walls and pavement to include the designation wall the pioneer wall, medal of honor recipient wall, campaign walls, board of trustee exhibits, architect display, the five (5) pointed star area, both sides of the sponsor wall, seating area and the honor guard statues, once a month in the months of April through November.

The contractor shall annually ensure that hard floor surfaces are professionally polished and that carpets and floor mats are steam cleaned at least once per year, using EPA Safer Choice-certified equipment and methods approved by the Carpet and Rug Institute. This process shall result in a uniform, clean appearance after cleaning.

The contractor shall, hourly, seven (7) days a week, remove and clean accumulated bird feces from all hard surfaces to uphold health and safety standards. Continuous litter/limbs pick up across the complex, to include the entire complex; flower beds, sidewalks, and parking area, shall be performed to maintain cleanliness, and fingerprints shall be cleaned from displays, spires, bronze statues, glass surfaces, and other fixtures specified by the Contracting Officer Representative (COR). Ensure pavement, sidewalks, and grounds free of debris, soil, and other materials specified by Contracting Officer Representative (COR).

The contractor shall ensure the removal of gum or other sticky substances from all areas of the memorial complex to include the trash receptacles. Removal of substances will not damage surfaces or the receptacles. Each trash receptacle should be wiped down inside and out as needed.

The contractor shall ensure that equipment will be moved from one location on the memorial to another, if necessary.

The contractor shall notify AFM staff when adverse weather conditions create safety concerns. The contractor shall distribute government provided safety signs to ensure visitor awareness in the immediate area of concern.

2.1.12 Parts Procurement and Reimbursements.

The contractor shall be responsible for obtaining all necessary parts for the performance of this contract and shall be reimbursed at price, with no additional cost for overhead, profit, general, or G&A expenses. Shipping and handling costs shall be permitted but must be annotated on the submitted invoice. The contractor shall obtain at least three (3) quotes, if possible, for all individual parts in excess of $2,500. The contractor shall submit original vendor receipts along with any invoices and supporting documentation to the COR for reimbursement within five (5) days of purchase. The contractor shall submit all reimbursement requests with the following basic information:

(1) Manufacturer or brand name of the item

(2) Unit of issue

(3) Actual cost to the Contractor

(4) How the item was used

Materials required for PM, cleaning supplies, trashcan liners, and restroom supplies are not reimbursable. The contractor shall provide new parts and components when performing maintenance and repair services as described herein. The contractor shall ensure all replacement units, parts, components, and materials used in the maintenance, repair, and alteration of facilities and equipment are compatible with existing equipment, are of equal or better quality than original equipment specifications, and comply with applicable government, manufacturer, commercial, or industrial standards. Materials/Parts shall be used in accordance with the original design and manufacturers' intent. If the original manufacturer has updated the quality of parts for current production, the contractor shall ensure parts supplied under this contract are equal to or exceed the updated quality.

The contractor shall use material safety data sheets in the event of use of hazardous or flammable materials are used and maintain a binder with all chemical products used and shall comply with all Federal, State, and Local regulations.

2.1.12.1 Inventory Management.

The contractor shall maintain sufficient off-the-shelf materials on hand to support service call and repair requirements. The contractor shall establish and maintain a systematic inventory management process to ensure the rotation of maintenance products, preventing the use of expired materials. This system must include regular monitoring, proper labeling, and timely replacement of products to maintain safety and efficacy. All procedures shall comply with applicable safety and health regulations.

The contractor shall maintain sufficient replacement parts and equipment. All bench stock items are considered reimbursable parts and equipment to complete service calls and repair within the time limits specified outlined in this PWS. This system must include regular monitoring, proper labeling, and timely replacement of equipment to maintain efficiency. All procedures shall comply with applicable safety regulations.

2.1.13 Warranty and Installer Management.

The contractor shall fully utilize manufacturers and contract warranties and shall maintain on-site records of equipment bearing warranties. The contractor shall not remove, replace, or correct deficiencies for any equipment, components, and parts, other than that installed under this contract, while they are still under warranty from the manufacturer or the installer without prior approval of the COR. The contractor shall annotate PM records showing warranted items and warranty expiration dates on all government and contractor furnished equipment. The contractor shall report all defects in material or workmanship, defective parts, or improper installation and adjustments found by the contractor to the CO so that necessary action may be taken. The contractor shall provide support documentation for any warranty claims within ten (10) calendar days of addition to the Air Force Memorial. The contractor shall maintain a listing of the equipment, parts, and components that are covered by warranty and the duration of such warranties. The government will furnish available warranty information upon contract award.

2.1.14 Pest and Animal Control

The contractor shall provide, establish and maintain a safe, effective, and environmentally sound integrated pest management (IPM) program to prevent or control pests and disease vectors that may adversely affect the health of personnel or damaging structures, materiel, or property. The contractor shall employ methods to control pests to include, but not limited to:

insects, rodents, birds, and domestic animals at all locations. The contractor shall inspect for, control and treat infestations including but not limited to, mosquitoes, wasps, fungi, termites, beetles, and ants. The contractor shall provide miscellaneous pest control to include the removal of dead or dying rodents or other small animals. The contractor shall implement a mosquito-monitoring program. Chemical application records complete with dates of application, EPA registration numbers, and current weather conditions must be filed on site and made available to COR, upon request.

2.2 Event Support

The contractor shall carefully set up and take down various equipment and furnishings necessary to support dignified and organized ceremonies. Equipment to be assembled and disassembled may include flags, flagpoles, tables, podiums, wreath stands, chairs, barrier equipment, traffic cones, and signage used to control access and ensure safety during events. The contractor shall ensure all items are handled with respect and care, positioned according to staff instructions, and removed and placed back in storage shed promptly after ceremonies to maintain the memorial’s appearance and functionality. A list of events, and time and date of requirement will be supplied to the contractor at least one week prior to the event. The contractor shall ensure that all necessary ceremonial or event equipment is fully assembled at least two (2) hours prior to the scheduled start time of the ceremony or event. Additionally, the contractor shall disassemble and remove all such equipment within thirty

(30) minutes following the conclusion of the event. The Contracting Officer's Representative (COR) has the authority to request the contractor to commence assembly or disassembly at any time as needed. Contractors must be aware that events can occur at a moment's notice. Contractor is responsible for daily flag-raising and lowering duties, which must be completed by 0730 and by no later than 1700, seven (7) days a week. There may be periods requiring flag raising and lowering during the middle of the day, as requested by the COR. There may be events requiring additional personnel, or that fall outside the hours of 0700 to 1700, if so, these events will be treated as a service call.

The Government/COR will provide the contractor with ceremonial diagrams and layout plans as the standard for event setups. Staff will be trained on these standard configurations and are expected to execute the setups independently of the COR, ensuring precise final arrangements in accordance with the provided plans. The COR may request additional plans or configuration changes at any time to accommodate specific requirements or adjustments. The contractor will brief the COR on any malfunctions with water, electrical, or bollard support sources.

The COR will provide a list of future events, dates and times to the contractor at least one week prior to the event. Short-notice events can occur at a moment's notice.

2.2.1 Events Outside of Normal Business Hours

Events requiring additional personnel, or that fall outside the hours as listed in paragraph 6, and on weekends will be treated as a service call.

2.2.2 Meeting and Event Local Travel.

Local travel to attend meetings or events may be required at no cost to the government. Travel within the National Capital Region commuting vicinity is considered a cost of doing business and shall not be separately reimbursed.

2.3 Service Call Services

2.3.1 24/7 Service Calls.

The contractor shall provide a single contact telephone number for service calls. The contractor shall receive and respond to calls at this number, 24 hours per day, seven days per week. A service call consists of all personnel, labor, equipment, transportation, tools, materials, supplies, supervision, quality control, management and other items and services necessary to provide the service call repairs IAW this PWS. It does not include travel time, or breaks taken while on the job site. Job site is defined as the actual repair/service work location.

2.3.2 Service Call Log Management.

The contractor shall annotate the required information in the service call log for all routine and emergency service calls. This includes work completed by the on-site personnel. The contractor shall develop, implement and maintain a service call log in sufficient detail to describe services performed under each call. The service call log format shall be electronically submitted to the COR by the contract start date. The service call log shall contain, at a minimum, the name and telephone number of the complainant, date and time the call was received, nature of the call, and the date and time when the call was completed. The contractor shall submit a copy of the service call log to the COR each week, and shall be due by the end of day, Monday of the following week. Any work outside of a service call will be included on the service call log. Any additional information may be requested by the COR and the contractor will add it to the service call log.

2.3.3 Routine Service Calls.

The contractor shall receive routine service calls throughout the week to perform technical work beyond the contractor’s certification and/or skill level. The prime contractor shall provide direct oversite and provide access to the sub-contractor until the routine service call is completed. The contractor shall respond to the work site, for all routine calls no later than the following business day.

2.3.4 Emergency Service Calls.

Service Calls shall be classified as emergency calls when the work consists of correcting failures, which constitute an immediate danger to personnel, threaten damage to property, or that impact the daily operations of the Air Force Memorial. Emergency service call notification shall be considered as received by the contractor at the time and date the call is made to the single point of contact or discovered during on-site manager/technician walk through. The contractor shall respond to the work site within two (2) hours or less after receipt of an emergency service call. The contractor shall work continuously without interruption and shall address the emergency conditions before departing the job site. Additionally, the contractor must provide the COR with a resolution for the emergency that is approved by the COR prior to leaving the job site.

2.3.5 Billable Service Calls.

The contractor shall bill the Service Call Contract Line Item Number (CLIN), only for COR pre-approved work time that extends beyond normal business hours listed in paragraph 6. The COR will request a quote when the need for specialized services are necessary. The contractor shall quote the service call by estimated man hours, itemizing hours per labor category and reimbursable parts. The contractor shall immediately contact the COR at any point actual costs exceed those originally proposed. Upon completion, the contractor shall bill actual man hours performed and parts provided. The billing for the actual hours of each labor category shall be added together for a total cost. The contractor shall annotate in the comment line below the CLIN in Wide Area Workflow (WAWF), the actual labor category breakout for hours billed.

Service tickets are required for all billable service calls. Only service tickets which have been agreed to by the COR or facility manager (FM) with the start time, completion time and the appointed COR's or FM's signature will be accepted for payment. Service tickets shall have a unique identification number and shall include the date work was issued, the work location (building, room, or distinct location), the equipment serviced, a description of the service performed, description of reimbursable parts, technician's name, company and job title. A service ticket shall be supplied to the COR directly after each billable service call.

3 SERVICES SUMMARY

The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement and will be assessed on an “Acceptable” or “Unacceptable” basis. These thresholds are critical to mission success.

PERFORMANCE OBJECTIVE PWS

REFERENCE

PERFORMANCE

THRESHOLD

PM identified deficiencies 2.1.3.2, 2.1.5, 2.1.13, 98% Correctable to 100% inspection threshold

Lighting management 2, 2.1.7 98% Correctable to 100% inspection threshold

HVAC management 2, 2.1.8, 6.1.1 98% Correctable to 100%

Equipment preventive maintenance 2, 2.1.1, 2.1.3.1, 2.1.5, 2.1.5.2, 2.1.10, 2.1.11, 2.1.12, 2.1.13, 2.3.1, 2.3.5

98% Correctable to 100%

Event Support 1.2, 2, 2.2, 2.2.1, 2.2.2, 6.10

95% Correctable to 100%

Contractor Dress, Appearance, and Conduct.

2.1, 6.8.1 95% Correctable to 100%

Routine Service Calls 2.3.2. 2.3.3 100% available to the sub-contractor while work is being performed

Emergency Service Calls 2.6.4 100% response within 2 hours

4 DELIVERABLES

The Contractor shall provide deliverable(s) in a format mutually agreed upon by the government and the Contractor. The following enumerated deliverables are not expected to change. Due Date intervals are not expected to change but actual dates may need to be revised depending on actual contract start date.

DELIVERABLE PWS

PARA

DUE DATE DELIVERY

Monthly Site Condition Checklist

2.1.4 By the fifth day of each month. By email to the COR.

Contractor Training Plan 2.1.1 Within thirty (30) days of contract start

By email to the COR.

Key Management 2.1.2 The contractor will provide the COR in writing within 30 days after contract award, a plan illustrating the method(s) in which the contractor will control and monitor keys.

By email to the COR.

Permits, licenses and certifications for sub-contractors

2.1.3 Before work commences and as

requested by the COR or CO.

Maintain current status of each.

By email to the COR in Microsoft Word, Excel, or Adobe format MSDS binder on site.

PM report 2.1.3.1 Within three (3) days upon completion of any scheduled preventive maintenance

By email to the COR

PM checklist 2.1.5 Within thirty (30) days of start of contract.

By email to the COR

Inspection records 2.1.3.1 Thirty (30) calendar days after contract award.

By email to the COR.

As-built drawings and facility change records

2.1.3.1 Within thirty (30) calendar days

of any change in the facility or system.

By email to the COR.

Master Contractor Report 2.1.1, 2.1.3.1, 2.1.3.2, 2.1.6, 2.1.7

Within thirty (30) days after contract award.

Company safety plan 2.1.11 Within five (5) days following the award of the contract.

Original vendor receipts 2.1.12 Within five (5) days of purchase. By email to the COR.

Warranty Claims 2.1.13 Within ten (10) calendar days of addition to the Air Force Memorial.

Service Calls Log 2.3.2 The Contractor shall submit a copy of the service call and work log to the COR each week, by the end of day, Monday of the following week or as requested.

By email to the COR in Microsoft Word, Excel, Adobe format as requested by the

COR.

Organization Chart 6.2 Ten (10) days of contract start By email to the COR.

Uniform standards 6.8.1 Fifteen (15) days upon contract award

Transition-Out Plan 6.9.5 Ninety (90) days prior to expiration of contract.

By email to the COR.

Monthly Work Schedule 6.11 Provided no less than five (5) days before the start of each month.

By email to the COR.

Tank Assessment Report 2.1.5.1 Provided no later than the fifteenth (15th) of each month

By email to the COR

5 PROPERTY MANAGEMENT

5.1 Government Provided Equipment & Services.

The government will furnish the one storeroom/breakroom, approximately 100 sq ft located within the facility at 1 Air Force Memorial Drive. The contractor is not authorized to alter the structure of the facility w i t h o u t prior approval by the COR. At no time are items permitted to be displayed or mounted on walls without prior approval from the COR. The government will provide reasonable services and utilities (such as electricity), police & fire protection. The contractor shall notify the appropriate office for emergency services and shall cooperate with all police and fire programs, drills, and instruction. The contractor is responsible for internet services and cell phone services for the PM and designated assistant PM. The contractor is obligated to have services active on the first day of performance. The contractor shall keep workspace areas neat and orderly and avoid conditions leading to safety violations. The COR may request cleaning or provide further instruction to maintain the workspace.

Upon completion of the contract, any non-government owned property (i.e. chairs, telephones, and other non-government issued office equipment and office supplies will be transferred at the outgoing contractor and incoming contractors’ agreement.

5.2 Replacement, Modernization, and Renovation.

During the term of the contract, the government may replace, renovate, or improve equipment, systems, facilities, and components at the government's expense and by means not associated with this contract.

6 GENERAL INFORMATION

The contractor shall be available to support all functions outlined in this (PWS during the core hours of operation from 0700 to 1700 daily, seven days a week excluding the federal holidays listed below.

All other federally recognized holidays will be supported as a working day by the contractor. In the event of a national emergency, administrative closing, or other government-directed facility closure, the government will provide advance notice to the contractor. While the contractor's core hours will still apply, they may be required to provide customer support outside of these hours. In such cases, the COR will notify the contractor, and these services will be treated as a service call.

Federal Holiday Day of the Year Christmas Day 25th day of December

Thanksgiving Day 4th Thursday of the month of November New Year’s Day 1st day of January

6.1 Personnel Qualifications

6.1.1 Facility Manager

The contractor shall provide a Facility Manager that possesses a working knowledge of HVAC, general maintenance, redundant power systems, plumbing, electrical, and janitorial services. They must be certified and have two (2) years’ experience in HVAC and/or Generator Maintenance or be a Journeyman-level electrician or plumber with similar experience i.e. three (3) years. The contractor shall provide documented experience to the COR and will require approval prior to onboarding.

Proficiency in reading, writing, and speaking English is required.

The Contracting Officer Representative (COR) may approve candidates in the process of obtaining these certifications if their parent company holds the necessary certifications. The proposal submission shall include a resume for the proposed Facility Manager, and any replacement must be submitted to the COR for approval. Failure to provide a qualified Facility Manager resume will be considered as a non-technically acceptable proposal. The Facility Manager must be capable of repeatedly lifting 35-50 pounds with a maximum of 70 pounds.

6.2 Organizational and Employee Security Management Requirements.

The contractor shall provide an organizational chart to the COR within 10 days of contract start that includes all contact information for on-site management as well as regional and corporate management. The contractor shall maintain a current listing of employees assigned under this contract and define who are key personnel.

6.3 Labor Hour Reporting, Data Submission and Deadlines.

The contractor shall report ALL labor hours (including subcontractor labor hours) required for performance of services provided under this contract via the secure Contractor Manpower Reporting Application (CMRA) data collection site. The contractor is required to completely fill in all required data fields at: http://www.SAM.gov. Reporting inputs shall be for the labor executed during the period of performance for each government fiscal year (FY), which runs 1 October through 30 September. The UIC for AFDW is FF16M0. While inputs may be reported anytime during the FY, all data shall be reported not later than 31 October of each calendar year. The contractor may direct questions to the CMRA help desk.

6.3.1 Subcontractor Input in CMRA.

Prime contractors are responsible to ensure all subcontractor data is reported. Subcontractors will not be able to enter any data into CMRA, but will enter their information into a Bulk Loader spread sheet available from the AF CMRA helpdesk. Subcontractor shall fill in columns A-C then return it to the AF CMRA helpdesk after it's completed, and a technician team will enter the information into

CMRA.

6.4 Employee Transition, Right of First Refusal and Property Transfer.

Current employees under this contract may be interviewed for possible employment by a succeeding contractor; however, the contractor will have the first right of refusal. The current contractor may release any employee who the succeeding contractor chooses not to employ. The current contractor will assist by orienting assigned employees of the succeeding contractor during the last 30 days of the period of this contract, if directed by the CO.

6.5 Operating with Customers and Air Force Memorial Staff.

The contractor shall clearly identify themselves as contractors to prevent any misunderstanding that they represent the Department of the Air Force or the Air Force Memorial staff.

The contractor shall ensure they identify themselves as contractors when engaging with the Air Force Memorial Staff and visitors. The contractor shall state their contractor status and avoid discussing sensitive topics that are better addressed solely by government employees. The contractor shall identify themselves on attendance sheets and any coordination documents they review or sign while attending or responding to business meetings, phone conversations, or electronic communications. The contractor shall include the company affiliation and clearly distinguish contractor personnel from government staff in electronic mail communication signature blocks.

6.6 Installation Guidance and Reporting Procedures for Contractors in the National Capital Region (NCR).

During inclement weather, the contractor shall follow guidance of OPM to determine reporting schedules and/or if the base is closed. Guidance will be published on the following website:

http://www.opm.gov/status/.

6.7 Interruptions.

The contractor's services may be interrupted for fire drills, other emergency training exercises or classes in conjunction with the Pentagon Force Protection Agency Evacuation and Emergency Program. The contractor shall be expected to participate in fire drills, other emergency training exercises, or emergency training classes.

6.8 Contractor professionalism.

6.8.1 Contractor Dress, Appearance, and Conduct.

The contractor shall wear clean, well-maintained, and appropriate uniforms or clothing consistent with military or security standards and shall wear reflective safety vest when required. The contractor’s clothing shall be free of tears, stains, and excessive wear, the contractor shall maintain a professional appearance free from fads and trends at all times. The contractor shall wear black khakis, collared shirts to be tucked in, and shoes must compliment uniforms must include a belt. No open-toe footwear, (e.g. sandals, flipflops, or crocs) or bright neon colors. All contracted staff are prohibited from wearing headphones or Bluetooth devices anytime during their duty day to ensure safety and awareness. During colder seasons, both lightweight and heavy jackets are allowed, provided they are black and free of designs or additional colors. The contractor shall provide a copy of their uniform standards to the COR for approval fifteen (15) days upon contract award.

6.8.2 Drug, Tobacco, and Alcohol Use Policy.

The contractor shall not while on duty consume alcoholic beverages, recreational substances or illegal drugs and is strictly forbidden. The contractor shall report to work sober. The contractor shall immediately remove any employee who are under the influence of alcohol or drugs, or appears to be under the influence, or exhibits the smell of alcohol or drugs. There will be no drugs, tobacco or alcohol permitted on the Air Force Memorial property. Those found in violation of this directive are subject to apprehension, criminal charges and debarment from the installation.

6.8.3 Inherently Governmental Functions.

The contractor shall not perform inherently governmental functions as defined in the Federal Acquisition Regulation (FAR) Subpart 7.5 in relation to this PWS.

6.8.4 Non-Personal Services.

The government shall not supervise or task contractor employees or subcontractors in any manner that generates actions of the nature of personal services, or that creates the perception of personal services. It is the responsibility of the contractor to manage its employees directly and to guard against any actions that are of the nature of personal services, or the give the perception of personal services to the government or to government personnel. If the contractor feels that any actions constitute, or are perceived to constitute personal services, it is the contractor’s responsibility to notify the CO immediately.

6.8.5 Ethics.

The contractor shall not employ any person who is an employee of the US government if employing that person would create a conflict of interest. Additionally, the contractor shall not employ any person who is an employee of the Department of the Air Force, either military or civilian, unless such person seeks and receives approval according to DoDD 5500-7, Joint Ethics Regulation.

6.9 Legal and Regulatory Compliance

6.9.1 Controlled Unclassified Information (CUI).

The contractor shall comply with DoD 5400-7-R, Chapter 4, DoD Freedom of Information Act (FOIA) Program requirements. This regulation sets policy and procedures for the disclosure of records to the public and for marking, handling, transmitting, and safeguarding CUI material.

6.9.2 Freedom of Information Act (FOIA).

All official government records affected by this contract are subject to the provisions of the FOIA (5 U.S.C. 552/DoD 5400.7-R/AF Supplement). Any request received by the contractor for access/release of information from these records to the public (including government/contractor employees acting as private citizens), whether oral or in writing, shall be immediately brought to the attention of the CO for forwarding to the JBAB FOIA Manager to ensure proper…