Attachment 1 - Annex A Overarching PWS_12 Apr 22.docx

Performance Work Statement (PWS)

Base Operations Support Services

(BASOPS)

ANNEX A

Dugway Proving Ground, Utah

11 May, 2021 Annex A ( Overarching Base Operations PWS) to OPORD 18-011: IMCOM Enterprise Base Operations (BASOPS) Performance Work Statement (PWS) Templates (U)

Table of Contents

1.0 INTRODUCTION. This is a non-personal services contract to provide Base Operations and Maintenance Services at Dugway Proving Ground, Utah. The Government will not exercise any supervision or control over the contract service providers. The Contractor shall perform to the standards specified in this Performance Work Statement (PWS). Contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government. The Contractor shall provide all personnel, equipment, supplies, transportation, tools, materials, supervision, and other items and non-personal services necessary as defined in this PWS. The Contractor is responsible for providing all parts required for Preventive Maintenance Orders (PMOs) and all repair parts required for Demand Maintenance Orders (DMOs).

Background Dugway Proving Ground (DPG) is a remote site located approximately ninety (90) miles southwest of Salt Lake City, Utah and forty (40) highway miles over a mountain pass from the nearest town with services (Tooele, Utah). The Installation covers in excess of 800,000 acres, which sometimes requires the Contractor to function outdoors in isolated, high desert environments. Contractors may be required to travel up to 150 miles one-way from Salt Lake City, UT to reach some work sites. All employees are expected to be available during scheduled duty hours. DPG is part of the Army Materiel Command (AMC) Installation Management Command (IMCOM), which was formed in October, 2006. As the nation’s designated chemical and biological Major Range and Test Facility Base (MRTFB), DPG provides testing and support for chemical and biological defense and related programs. Dugway Proving Ground is located in Tooele County, Dugway, Utah and consists of approximately 800,000+ acres and 560 buildings and 1294 structures. The population base consists of approximately 1,717 Military, Government civilian, and Contactor personnel, as well as 407 resident family members.

Objectives . The Contractor shall ensure all work accomplished in the performance of this PWS meets all applicable Federal, State, and local laws, regulations, and directives to include, but not limited to, the publications in Section 7, Related Documents.

1.2.1 The Contractor shall ensure all work in support of mission requirements tendered to the Government for acceptance conforms to the measurable performance standards of quality, timeliness, and quantity specified in the PWS of this contract. Without additional expense to the Government, the Contractor shall obtain/ensure subcontractors obtain all licenses, and permits required to perform this work under this contract. The intent is to establish work requirements that are performance-based and results oriented. This approach is intended to allow the Contractor to determine the best and most cost-effective ways to fulfill Base Operations and their component needs, emphasizing innovation and commercial best practices.

Climatic. Conditions The average annual rainfall is 7.8 inches; with the wettest months being (March through May). The average annual snowfall is 15.3 inches, with snowfall expected during the period of (December through March). The average frost- free period (growing season) during the year is about 122 days. The first killing frost maybe expected about (September), and the last killing frost generally occurs in (May). The average annual maximum and minimum temperatures are approximately 65 and 37 degrees Fahrenheit, respectively. Monthly normal temperatures ranged from a low of 16 degrees in the month of (January) to a high of 109 degrees in the month of (July). Summer temperatures often reach 100 degrees Fahrenheit, while sub-freezing weather is common during the winter months.

1.4 Facility Access. The Contractor shall ensure access to all fire detection and suppression systems in case of emergencies or for other Fire Department purposes. The Contractor shall inform the Fire Department point-of-contact (POC), prior to outages that will impact the function of the system, special problems or circumstances, which require Fire Department inspection. The Fire Department will reset alarm systems to operational status.

1.4.1 Outage Request Applications. Provide outage request applications, DPG Form 420-E, to government construction representatives, Military units, or commercial Contractors in possession of a DPW approved DA Form 4283 or active USACE project number.

1.5 Traffic Flow. The Contractor shall maintain the free flow of traffic during surfaced area maintenance. The Contractor shall notify the Contracting Officer (KO), in writing, a minimum of fourteen (14) calendar days in advance of any scheduled closure of streets. Emergency road closures shall be coordinated with the Contracting Officer (or designated representative) and will have to be presented in public information sessions on a monthly basis.

1.6 Drainage. Maintenance work performed under this contract shall not impede drainage.

1.7 Restoration of Landscape Damage. Trees or other landscape features damaged by the Contractor’s operations shall be restored at no additional cost to the Government.

1.8 Dust Suppression. The Contractor shall follow the Fugitive Dust Control Plan by performing dust suppression when necessary during maintenance, construction, and repair activities. The contractor will report to the COR by providing the applicable Fugitive Dust Control Plan Form associated with the activity being performed at the completion of the project or activity. Completed forms will also be provided to the Environmental Programs Office.

1.9 Utility Location. The Contractor shall perform utility cuts in pavements as required to repair existing utilities after obtaining a digging permit to do so. The Contractor shall locate and stake out underground utility pipes/cables prior to digging operations required by any contract on DPG Property. The Contractor shall be responsible for having the proper equipment to locate all underground utilities. Mechanical digging shall not be permitted within ten (10) feet of identified underground utilities.

1.10 Excavation Permits. All excavation permits shall be initiated on a (SPECIFY FORM USED) identified at Technical Exhibit (LIST TE NUMBER) and processed through the work control office in this Contract. The Government requires up to five (5) business days to review and approve excavation permits and provide this approval to the Contractor so the permit can be finalized and returned to the requestor. The Contractor shall keep record of every permit, assign a unique number, provide locator and marking service, coordinate marking with the communications Contractor, etc. and provide status to the Government. The Contractor shall notify the requestor within twenty-four (24) hours of receiving a processed excavation permit package. Comment by Dyer, Tilson H CIV USARMY ACC MICC (USA): Missing TE

2.0 REQUIREMENTS.

2.1 Description of Services. See Section 5.0 for the specific CLS.

2.1.1 Non-Personal Services. The personnel rendering the services are not subject; either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the Government and its employees. Non-personal service contracts are authorized by the Government in accordance with (IAW) Federal Acquisition Regulation (FAR) Subpart 37.104, under general contracting authority, and do not require specific statutory authorization.

2.1.2 General Information.

2.1.3 Place of Performance and Hours of Operation.

2.1.3.1 Place of Performance. The work to be performed under this contract will be performed throughout the entire area occupied by Dugway Proving Ground. A map of Dugway Proving Ground is located at Technical Exhibit (TE) MMMM.

2.1.3.2 Hours of Operation. The Contractor shall conduct business, between the hours of 0700 to 1730, Monday through Thursday excluding Federal holidays or when the Government facilities are closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The Contractor shall provide personnel support within two (2) hours of notification outside of normal hours of operation to support the Directorate of Public Works (DPW) mission. The Contractor shall maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons.

2.1.4 Federal Holidays

The Contractor’s performance shall not be required on the Federal public holidays listed below. Holidays occurring on weekends will be observed as directed by the Federal calendar (5 U.S.C. 6103). The preponderance of the Contractor's employees are not required to work during the Federal holidays listed below. Any of the holidays falling on a Sunday shall be observed on the following Monday. Any of the holidays falling on a Friday or Saturday shall be observed on the preceding Thursday. If any documentation (deliverables) submittals deadlines fall on a holiday, the observations as noted herein will apply as the deadlines for submittals. The Federal Government will designate all holiday dates.

Federal holidays also include any Presidential or Congressionally designated days off other than the holidays listed above.

NOTE: Per the Utah State Wage Determination, Utah has twelve (12) paid holidays, the eleven (11) federal observed holidays and one added holiday to be used at the Contractors discretion. The eleven (11) paid holiday can be used on any day Monday through Thursday and in conjunction with federal holidays. The Contractor can determine how the holiday is to be used by their employee, example would be to allow the employee to take their birthday (the week prior or after) as their eleven (11) paid holidays.

2.1.4.1 The Contractor shall provide personnel support within two (2) hours of notification outside the normal hours of operation as required, including holidays, to support the Directorate of Public Works (DPW) mission. Prior to performance of services outside the locally established hours of operation, the Contractor shall request and obtain, in writing, approval from the KO. The Project Manager shall be available after normal hours to serve as the central point of contact for Contractor operations. Contractor personnel shall not be scheduled for overtime work.

2.1.4.2 Installation Closures. When an unforeseen installation closure occurs on a regularly scheduled day of work, the Contractor shall:

a. Reschedule the work to be performed the following day unless the following day is a Saturday, Sunday, a legal public holiday, and when routine work is not scheduled for that day; or

b. Reschedule the work on any day mutually satisfactory.

2.1.4.3 Inclement Weather Delay. If the Contractor determines unsafe weather conditions for continued operations, then the Contractor shall notify the KO if inclement weather suspends operations within two (2) hours. The Contractor shall resume operations with KO approval.

2.1.5 Travel/Temporary Duty. N/A

2.1.6 Emergency Services.

2.1.6.1 Emergency Medical Treatment. The Contractor or their employees shall immediately notify their supervisor of any accident requiring emergency medical treatment. The Contractor shall notify the KO or COR/ACOR immediately, not later than (NLT) two (2) hours of the incident.

The Contractor shall be responsible for the emergency medical treatment services for Contractor personnel. However, the Government will provide, on an emergency basis, medical services for injuries incurred while an employee is performing under the contract. The Contractor shall reimburse the Government for emergency medical services provided, upon receipt of invoice from the medical facility. Reimbursement shall be made to the US Government.

2.1.6.2 Accident Reporting. The Contractor shall comply with Operational Safety and Health Administration (OSHA) for record keeping and reporting of all accidents resulting in death, injury, occupational disease, or adverse environmental impact. The Contractor shall provide a verbal report to the KO and COR within one (1) hour of each such occurrence. A completed typed original plus one (1) copy of ENG FORM 3394 United States Army Corps of Engineers Accident Investigation Report shall be delivered to the KO within five (5) calendar days of occurrence, whenever an accident involving personal injury or Government owned property occurs.

2.1.7 Contract Administration and Management.

2.1.7.1 Post Award Conference/Performance Evaluation Meetings. The Contractor shall attend the post award conference convened by the contracting activity or contract administration office IAW FAR Subpart 42.5. The KO, COR and DPW management will meet monthly with the Contractor to review the Contractor's performance. Written minutes of meetings will be recorded by the Contractor and signed by both the Project Manager and the KO. The written minutes will be distributed within five (5) business days after the meeting. If the Government does not concur with any portion of the minutes, recorded by the Contractor, the non-concurrence shall be provided in writing by the KO within two (2) business days following receipt of the minutes.

2.1.7.2 Notwithstanding the Contractor’s responsibility for total management during the performance of this contract, the administration of the contract requires maximum coordination and cooperation between the Government and the Contractor.

2.1.7.3 Government Roles. The following provides the roles and their respective authority during the performance of the contract:

2.1.7.3.1 Contracting Officer (KO). The KO is the only person authorized to direct changes in any of the requirements under this contract, and, notwithstanding any provisions contained elsewhere in this contract, said authority remains solely with the KO. In the event the Contractor makes any change at the direction of any person other than the KO, the change shall be considered to have been made without authority and solely at the risk of the Contractor. All contract administration will be affected by the KO. Communications pertaining to contractual administrative matters shall be addressed to the KO. No changes in or deviation from the terms and conditions shall be affected, without a written modification to the contract, executed by the KO authorizing such changes. The KO will approve all submittals and plans required in this PWS.

2.1.7.3.2 Contracting Officer’s Representative (COR). The KO will appoint a COR during the performance of this contract. Additional Government personnel may be assigned to assist in contract oversight IAW AR 70-13, Management and Oversight of Service Acquisitions. Other surveillance personnel may be designated as COR or ACOR, and shall be trained and appointed IAW DoDI 5000.72, DoD Standard for Contracting Officer’s Representative (COR) Certification and DFARS 201.602-2. The ACOR will serve as on-site representatives of the COR in performance of actual contract surveillance, if they meet all COR training, experience requirements, and are appointed by the KO as an ACOR. The COR/ACOR will provide assistance in identification and resolution of problems, conflicts in priority, subtask requirement definitions, and other operations type problems. The COR/ACOR will perform IAW the responsibilities and duties identified in the appointment letter.

2.1.10 Subcontract Management. N/A

2.1.11 Contractor Employees.

2.1.11.1 Key Personnel.

2.1.11.1.1 Project Manager. Contractor shall provide a Project Manager who is responsible for the performance of the work. The Project Manager shall have full authority to act for the Contractor on all contract matters relating to daily operation of the contract. The Project Manager shall have a baccalaureate degree from an accredited College or University and five (5) years of experience in base support management or a contract similar in scope and breadth to this solicitation. The name of the Project Manager shall be provided by the Contractor to the KO. In the circumstances when the Project Manager is not available, the contractor shall designate an alternate who can perform the same duties during the absence of the Project Manager. The name of this person and an alternate who shall act for the Contractor when the manager is absent shall be designated in writing to the contracting officer at the start of the contract. The PM or alternate shall be available 24/7/365 including Federal holidays. The Project Manager and any individuals designated as key personnel shall be able to understand, speak, read, and write the English language.

2.1.11.1.2 GFEBS PM Coordinator Lead. The GFEBS PM Coordinator Lead shall have demonstrated experience in successfully utilizing GFEBS on a Military installation. The name of the GFEBS PM Coordinator Lead shall be provided by the Contractor to the COR/ACOR. The GFEBS PM Coordinator Lead shall be available between 0700 - 1730 hours, Monday through Friday, except Federal holidays or when the Government facility is closed for administrative reasons. The GFEBS PM Coordinator Lead shall have the following roles in GFEBS:

· A76 DPW Contractor PM Master Data Maintainer

· A76 DPW Contractor Preventative Maintenance Controller

· A76 DPW Contractor GR Processor

· A76 DPW Contractor Physical Inventory Maintainer

· A76 DPW Contractor PM Material Requirement Planning Maintainer

· A76 DPW Contractor PM Order Approver

· A76 DPW Contractor PM Order Maintainer

· A76 DPW Contractor PM Reporter

2.1.11.1.3 GFEBS Certification. The Contractor’s shall possess a working knowledge of GFEBS and shall complete GFEBS training modules provided by the Government within thirty (30) business days of being employed. The Contractor shall provide certificates of completion for all roles required to perform the requirements of the position. The Contractor shall be responsible for GFEBS data entry and reporting. The GFEBS PM Coordinator Lead shall have at a minimum three (3) years of GFEBS experience, specifically dealing with Property, Plant, and Equipment (PPE), business intelligence, and projects.

2.1.11.1.4 Common Access Card (CAC). Certain administrative personnel will require a CAC to access Government systems. CAC permits installation access to all contract employees. These persons shall have at a minimum, a favorable Tier 1 (Investigation) Clearance.

2.1.11.1.5 All Contractor employees shall be legal U.S. residents. The Contractor shall immediately remove any employee that is not a legal U.S. resident. The Contractor personnel shall be able to communicate clearly in the English language.

2.1.11.1.4 Qualification Standards. The Contractor shall inspect, repair, and maintain systems and components associated with facilities listed in real property records as required throughout this contract utilizing properly trained, skilled, and qualified employees or subcontractor personnel. The Contractor shall provide objective evidence of key personnel qualifications and years of experience to the KO for review and acceptance.

2.1.11.1.6 Contractor Identification. The Contractor shall ensure all personnel be identified as a Contractor to distinguish themselves (e.g., badge, company logo, or uniform) from Government employees. The Contractor shall ensure all correspondence and reports produced are marked as Contractor products or that Contractor participation is disclosed.

2.1.11.1.7 Standards of Conduct. The Contractor personnel’s conduct shall not reflect discredit upon the Government. The Contractor shall ensure all personnel present a professional appearance while working on the Government installation. The Contractor’s employees shall observe and comply with all local policies and procedures concerning fire, safety, environmental protection, sanitation, security, and possession of firearms or other lethal or illegal weapons or substance. The Contractor shall ensure all Contractor employees, providing services under this contract, conduct themselves and perform services in a professional, safe, and responsible manner. The Contractor shall remove, from the job site, any employee for reasons of misconduct or security. The Contractor shall ensure employee conduct complies with 41 USC 423, Procurement Integrity. The Contractor shall also ensure that no Contractor employees conduct political related activities or events on the installation. The removal of such a person shall not relieve the Contractor of the requirement to provide personnel to perform adequate and timely service.

2.1.11.1.8 Contractor Hiring Restrictions. The Contractor shall not hire or subcontract with off duty or former Government employees whose employment would result in a conflict with AR 600-50, Standards of Conduct.

2.1.11.1.9 Terminated Employees. When an employee is terminated from employment on the contract for any reason, the Contractor shall have an out-processing checklist that identifies the Government issued CAC card and Installation Access Badge/Pass has been turned in to the COR and property items accounted for and back in proper custody. A signature shall be required on the checklist from the appropriate person acknowledging receipt of the items. Checklists shall be retained for the duration of the contract.

2.1.12 Business Relations. The Contractor shall successfully integrate and coordinate all activity needed to execute the requirement of this PWS. The Contractor shall manage the timeliness, completeness, and quality of problem identification to a degree acceptable to the Government. The Contractor shall provide to the KO corrective action plans, timely identification of issues, and effective management of subcontractors. The Contractor shall ensure customer satisfaction and professional and ethical behavior of all Contractor personnel.

2.1.13 Manual Operations. The Contractor shall establish a contingency plan for manual operation if power or other utilities prevent the computer processing of the DMO and PM related work documentation. The plan shall be delivered to the Contracting Officer within fifteen (15) calendar days of the start of the contract. Provision should also be made for providing work related data to the DMO Desk to update data into the Government system (GFEBS and/or ArMA) on a delayed basis in case the network or system is down. The contingency plan shall include coordination with DMO Desk and its operations.

2.1.14 Interactive Customer Evaluation (ICE). The Contractor shall obtain access to the ICE system, shall respond to all ICE comments addressed to contractor, shall provide replies to initiators of ICE comments and shall provide updates in the ICE reporting system within seventy-two (72) hours of receipt of comment. The contractor shall provide quarterly ICE data and reports, or as requested.

2.2 Work Management. Applicable only for CLS 411, 414, and 420.

2.2.1 Coordination. The Contractor shall schedule and coordinate with the COR/ACOR to minimize disruptions to the facility mission.

2.2.1.1 Range Operations Office. The Contractor shall coordinate with the Range Operations Office to gain access to ranges. Ranges are identified in TE-MMMM, Real Property per Category Code (CATCODE) Unit of Measure. Contractor activity taking place in or adjacent to any range shall be cleared for access by the Range Operations Office and DPW-ED. All work and activities for work to be accomplished at the Ranges, the Contractor shall telephone the Directorate of Plans, Training, Mobilization and Security (DPTMS) Range Operations Office or appropriate Point of Contact (POC) to schedule work during available timeframes. When possible, the Contractor shall schedule, process, coordinate all work, demolition, and ground disturbing maintenance with DPW-ED (Environmental Division) a minimum of twenty (20) days prior to commencement. In cases that require quicker response time, such as for Priority 1 and Priority 2 work, the contractor shall obtain verbal or email approval from both Range Operations Office and DPW-ED.

2.2.1.2. Work Clearance. For work involving digging operations, the Contractor shall obtain a properly approved digging permit before ground disturbance, NEPA Excavation Request, DPW approved DA form 4283 or active USACE project number before work commences. The Contractor shall be responsible for line spotting and marking secondary underground electric, water, sewer, propane, and gas lines as required. Work shall be completed within two (2) working days.

2.2.1.3. Work Status. The status of all assigned work shall be available to the COR/ACOR within one (1) hour of Contractor receipt of request during normal working hours, and three (3) hours at all other times. For emergency DMOs, the Contractor shall respond within ten (10) minutes to any inquiries from the KO, COR, Quality Assurance Representatives (QAR), and DPW management.

2.2.2 General Fund Enterprise Business Sytems (GFEBS). GFEBS is the web-based asset and accounting system that is used as the key component for work that is performed on the Installation. The Government will use GFEBS as a production scheduling and contract monitoring system for determining the status of work, maintenance, and repair expenditures against individual facilities, as well as minor construction and alteration (new work) project expenditures. The Government will establish and provide the Contractor with work center(s), activity types, and activity rates upon contract award. GFEBS is the official system of record for all Real Property Maintenance Activity (RPMA).

2.2.2.1 Army Maintenance Application (ArMA). A web service available for customers to request maintenance services by use of computer or mobile devices (smart phone) and receive status updates on requests or orders. Requests received through ArMA will follow the same classification and priority of services needed as in Annex B.

2.2.2.1.1 Contingency Plan. The Contractor shall include in the Contingency plan the continuing Service Order Desk operations to cover the ArMA system. The Plan shall include coordination with the DPW Contractors during the events, the entry of ArMA requests backlog and work-related documentation once the system is available.

2.2.2.1.2 Transition (Phase-in) Plan. The Contractor shall include in the Transition (Phase-in) Plan in the transition of the operations to include the ArMA website.

2.2.2.1.3 ArMA and GFEBS. DMOs and OWOs assigned to any unaccompanied housing related facilities shall be primarily processed in the ArMA followed by GFEBS processing or as required by the Government. The Government is forecasting that all CATCODEs will be added to ArMA. The Contractor shall monitor ArMA in real-time, create requests and publications affecting the barracks when provided, process requests, respond and communicate with customers, and close orders. In the event when ArMA and GFEBS do not interface; the Contractor shall manually update both systems when required. The Contractor shall ensure ArMA and GFEBS information are identical for all applicable fields. The Contractor shall process unassigned requests immediately upon receipt.

Notifications created by the ArMA website in GFEBS shall be updated and processed in GFEBS.

2.2.2.1.4 Duplicate Orders. The Contractor shall monitor for duplicate orders. If more than one service order is submitted for work, similar in nature, associated to the same building and room number (if applicable), the orders shall be treated as a single order and documented as one in ArMA. The Contractor shall reconcile duplicate orders with the customers in the ArMA website and cancel duplicate orders in ArMA.

NOTE: Government systems and database of records are subject to updates, modifications, end of service life preparation and migration to new systems will occur at the discretion of the Army.

2.2.3 Demand Maintenance orders (DMOs).

2.2.3.1 DMO Desk. The Contractor shall establish a DMO desk for the initiation and execution of all DMOs. The Contractor shall provide a DMO Dispatcher to input all DMO data into GFEBS on a daily basis. This individual(s) shall be on duty Monday through Thursday from 0700 hours to 1730 hours. The contractor shall also produce upon request by the COR/ACOR the following reports: Installation Status Reports (ISR), Strategic Management System (SMS), Project Status, and Unfunded Requirements lists. The Contractor shall receive notification of work from authorized customers by means of telephone call, in person customer request, email, or directly from the KO or designated representative. The Contractor shall establish a dedicated telephone number to be used exclusively for receipt of DMOs. The line shall be available to receive calls twenty-four (24) hours a day, seven (7) days a week, throughout the entire calendar year. During normal duty hours, the service call desk shall be manned. The person(s) performing work reception shall be fully familiar with the Contractor's organization and procedures as well as the terms and response factors specified herein. During non-duty hours, a voice messaging system shall be available to receive calls. The Contractor shall respond to voice messages the next business day. The Contractor is authorized to execute DMOs that do not exceed thirty-two (32) work hours in labor. DMOs exceeding the Contractor’s authorized limit shall be executed IAW Annex B. The work control team shall have at least one year of experience entering maintenance orders into GFEBS, charging time and materials on the orders, and running/analyzing maintenance order reports.

2.2.3.2 DMO Call Receipt and Entry. The Contractor shall maintain ongoing awareness of DMO requests submitted through the ArMA system and enter all DMOs into GFEBS in accordance with the priority timelines listed below. As part of the receipt process the Contractor shall take down all required customer information: work/problem nature; location of service work requirement, including the facility number; name and telephone number of requestor, and priority level and enter it into GFEBS. Based on the customer provided information and the criteria established in Annex B, the Contractor shall establish the priority and assign it to the appropriate shop. For life threatening emergencies (DMO priority 1), the service call desk shall notify the appropriate shop within five (5) minutes and complete the work in one calendar day. Once the DMO has been completed by the appropriate technician, the contractor will charge hours and time against the order in GFEBS. The customer will request maintenance orders through the Government group distribution email or by telephone. All DMOs shall be entered into GFEBS within the following timelines:

• Priority 1 (Emergency) DMOs received via ArMA or directly to the DMO Desk shall be entered within thirty (30) minutes of receipt into GFEBS. Additionally, the Contractor shall notify the COR of the DMO within thirty (30) minutes of receipt of the service call. DMOs are classified as Emergency (Priority 1) when immediate action is required to eliminate life threatening or serious injury hazards to personnel. These DMOs are responded to as soon as possible and no later than one (1) hour after the request. Emergency/Critical DMOs are completed within twenty-four (24) hours of request, unless the urgency of the work has been reduced to a Priority 2 or 3.

• Priority 2 (Urgent) DMOs received via ArMA or directly to the DMO Desk shall be entered within thirty (30) minutes into GFEBS by the contractor and completed within seven (7) calendar days from receipt, unless reduced to a Priority 3.

• Priority 3 (Routine) DMOs received via ArMA or directly to the DMO Desk shall be entered within thirty (30) minutes into GFEBS by the contractor and completed within thirty (30) calendar days of receipt.

2.2.3.2.1 GFEBS and/or ArMA DMO Number. The Contractor shall notify the customer of the GFEBS and/or ArMA assigned unique number for each DMO. This GFEBS and/or ArMA DMO number shall function as a reference number for customer inquiries and Government Surveillance purposes.

2.2.3.3 Completed Work. The Contractor, certifying the work was satisfactorily performed, shall identify within GFEBS and/or ArMA (using GFEBS and/or ArMA T-CODE IW38) the total labor hours the technician worked and the fully burdened rate based on shop (e.g…carpentry, electrical, plumbing, etc.), and the total materials/parts costs. Within seven (7) days of DMO issuance, the contractor shall TECO the DMO to close out the order.

2.2.3.4 Materials. The Contractor shall be responsible for all materials required for DMO repair work. For clarity, the price for DMOs reflected in the Pricing Matrix and applicable contract CLINs shall be inclusive of all DMO related repair costs

2.2.4 Preventive Maintenance Orders (PMOs). The Contractor shall perform all PMOs for the facilities and equipment listed in TE-P. The Contractor technicians shall complete scheduled PM work within five (5) days for monthly PM’s, fourteen (14) days for quarterly PM’s, and thirty (30) days for semi-annual and annual PMO’s. Until the PMO program as described in paragraph 2.2.4.1 below is complete, the Contractor shall execute PMOs in accordance with historical PM data provided in TE-Q-1. Within seven (7) days of PMO completion, the contractor shall TECO the PMO in GFEBS and/or ArMA.

2.2.4.1 PMO Program. The Contractor shall develop and execute a PMO program. The Contractor shall first verify and update the equipment listed in TE-P for the buildings listed in TE-Q. During the equipment inventory assessment, the Contractor shall at a minimum, collect the equipment MCD (serial) number, equipment description, work center (shop), building number, frequency basis for that equipment (e.g. monthly, quarterly, annually, etc.), maintenance plan and task list. Upon completion of the equipment verification, the PMO program shall be developed and entered into GFEBS and/or ArMA. The PMO program shall be completed and fully operational in GFEBS and/or ArMA no later than 180 days after contract start date. The Contractor shall be responsible for maintaining the accuracy and currency of the equipment list and associated PM Schedules in GFEBS and/or ArMA throughout the life of the contract.

2.2.4.2 PMO Schedules. Once the PMO Program is established in GFEBS and/or ArMA, the contractor shall create a PM scheduler. The Contractor shall continually update the list and provide by request to the COR. The PM scheduler shall be MS Excel based and include work center, maintenance plan, equipment number, equipment description, building number, frequency, task list, date called/scheduled, and any additional notes pertinent to the PM (e.g.- date added, new building, etc.). Additionally, by close of business each week, the Contractor shall provide the COR in MS Excel, a project PM planning schedule of work to be accomplished in the following week

2.2.4.3 Approved PM Schedule. The Contractor shall strictly adhere to the scheduled PM dates to facilitate verification of work by the COR/ACOR in GFEBS and/or ArMA. If the Contractor finds it necessary to reschedule a PM, a written request shall be made to the COR/ACOR detailing the reasons for the proposed change at least five (5) working days prior to the originally scheduled PM date. No scheduled PM dates shall be changed without the prior written approval of the COR/ACOR.

2.2.4.4 PMO Stickers/Log. Upon completion of the PM inspection, the Contractor shall attach a sticker to the equipment item (or in the immediate vicinity thereof) indicating the equipment Maintenance Control Designation (MCD) number, the date of maintenance, and the initials and identification number of the Contractor employee who performed the work. PM will not be considered performed unless the sticker is current and affixed and an L&E Utilization Preventive Maintenance (EHSC Form 4288-2) line entry is made to document the PM action. The PM sticker information which includes the MCD number, date of maintenance and warranty information will be added into GFEBS and/or ArMA by GFEBS and/or ArMA T- code “IE01.” In instances where a PMO sticker is not practicable, then the Contractor may elect to maintain a current PMO log in lieu of a sticker.

2.2.4.5 Warranty Program. The Contractor shall establish and maintain a Warranty Program to warrant all equipment, parts, components, where the manufacturers provide a warranty and shall be exercised for the duration of this contract. The Contractor shall input the warranty information into GFEBS and provide the COR/ACOR & PM Coordinator with a copy of the warranty and manual for all equipment in an excel sheet format. The warranty excel sheet should be updated as warranty information changes for the equipment. The warranty information in the excel sheet should match exactly what is in GFEBS. The Contractor shall provide a plan for managing warranties with the technical proposal. All warranty data shall be returned to the Government at contract completion. When Contractor personnel determine that a warranted item not installed by the Contractor requires service, the Contractor shall notify the COR in writing no later than 0900 hrs the next working day or give telephone notification within fifteen (15) minutes of detection if the deficiency threatens damage to personnel or property. The COR/ACOR will direct the Contractor to: (1) repair the deficiency if potential damage may result from deferring repairs; or (2) clean the work area and stop work. The Contractor shall not receive payment for work not authorized by the COR/ACOR which is performed on warranted equipment, unless the COR/ACOR concurs that such work was a legitimate response to a true emergency condition.

2.2.4.6 O&M Manual Digital Library. The Contractor shall create and maintain a current electronic repository of all O&M Manuals from the manufacturer or supplier for all facilities and equipment delineated in the Contractor’s PMO program. The Contractor shall also create and maintain a technical document library for equipment and real property documents such as O&M manuals, Test and Balance or commissioning reports, training videos, etc. The Technical Reference Libraries shall be updated as required to ensure that all information therein is correct. The Technical Reference Libraries shall be considered Government Property. These documents shall be managed in such a way to allow access to the documents by Government and Contractor personnel, including service providers other than the Contractor. The Warranty Manager and the Technical Document Manager may be the same person. The repository shall be organized by shop/work center.

2.2.5 Operations Work Orders (OWOs). The Contractor shall respond to, and complete individual tasks related to OWOs. An OWO is recurring maintenance, cyclical in nature, outside of GFEBS and/or ArMA scheduled PM, requested demand maintenance, or projects. If an OWO is required a DA Form 4283, Facilities Engineering Work Requests, will be issued and shall serve as the authorization document for the initiation and execution of the OWO. In addition to performing OWOs.

2.2.6 Project Work Orders (PWOs).

2.2.6.1 Work Requests. DA Form 4283, Facilities Engineering Work Requests, shall serve as the authorization document for the initiation and execution of PWOs. The DA Form 4283 shall be submitted for processing and approval. For DMO generated PWOs, a DA Form 4283 is not required. These PWOs are included in the fixed price CLIN for maintenance services. The PWO (DA Form 4283) should cover the following parameters:

2.2.6.2 Cost Estimates for PWOs. The Government will provide the Contractor with the DA Form 4283 that delineates the scope of the project. New Work is defined in Attachment 400 (Facilities Maintenance Instruction) and results in the creation or addition to an existing facility or of a building component or system which did not exist prior to the work, irrespective of whether the work is funded from a construction or an operation and maintenance (O&M) account. New Work that exceeds $150,000 shall be accomplished through a separate contractual vehicle.

The OWO/PWO will be negotiated as follows:

e. The Contractor shall bill for all approved OWOs/PWOs consistent with the direction provided at FAR 52.232-5, Payments under Fixed-Price Construction Contracts.

2.2.6.3 Preparation of Detailed Estimates. The Contractor shall prepare detailed estimate of the labor, equipment and materials required to complete PWO work using industry accepted estimating procedures and data from R.S. Means, Building Construction Cost Data, or other appropriate estimating sources approved by the COR. Estimates shall be prepared electronically, using WinEst Estimating System. All estimates, supporting information, documentation, and calculations shall be submitted to the COR.

2.2.6.4 Subcontract Work. PWOs subcontracted IAW with the Contractor’s purchasing system where three (3) independent offers are obtained and the low offer is accepted will not require a detailed cost estimate. Work, which the Contractor proposes to subcontract, shall be identified in the estimate. Information, documentation and calculation required for subcontract work is the same as that required for work to be performed by the Contractor's work force.

2.2.6.5 Specialty Subcontracting Work. For specialized services where R.S. Means or other estimating standards are not applicable, the Contractor shall prepare a proposal that shall include a minimum of three (3) subcontractor quotes. Quotes shall include all labor, material and equipment necessary for subcontractor to complete the work to be performed on the work request. If the work is of such a type that only one (1) subcontractor can be found to perform the work, then a proposal, including breakout of costs, shall be provided sufficient for the KO to determine that the price is reasonable. If only one (1) subcontractor is solicited the contractor shall provide information to the KO sufficient to justify the sole source procurement.

2.2.6.6 Execution of PWO Work. The contractor shall provide proposals for all PWO Work addressing the scope, performance schedule and proposed price. The proposal shall provide supporting data presented including labor, and other direct costs such as equipment, material, and subcontract estimates. The COR will evaluate the Contractor's estimate to determine if: (1) the scope has been clearly and accurately identified, (2) the task hours have been properly estimated with supporting data presented, and (3) equipment, material, and subcontract estimates are reasonable and properly documented and provide recommendations to the KO. After the estimate has been reviewed, the KO will determine whether to approve or negotiate elements of the PWO. Upon KO acceptance or negotiation of the proposed PWO, the KO will issue a notice to proceed.

2.2.6.7 Wage Rates for PWOs. Specific work shall be subject to wage rates under current Construction Wage Rates of the contract.

2.2.6.8 PWO Bi-weekly Meetings. The Contractor shall attend a biweekly meeting with DPW personnel to provide schedule updates for all current PWOs. Schedules shall include as a minimum for each work order: (a) Change Order Number (if applicable), (b) Facility Designation, (c) Priority, (d) Initials of Quality Assurance Specialist assigned to the work order, (e) Total person hours as issued by ACO, (f) Level of work (II or III, as applicable), (g) Description of Scope of Work, (h) Date Contractor received request for proposal, (i) Date Contractor submitted proposal to Government, (j) Date work order received by Contractor, (k) Date work order will start and required completion date, (l) Percentage complete, and (m) Pertinent comments (i.e., phase of work currently in process, delivery date for materials, reason for stoppage or delay (if applicable), etc.). The Contractor will take meeting minutes during the meeting and will send to the COR within two (2) business days.

2.2.6.9 PWO Records. The Contractor shall maintain a record of all PWOs executed under the contract. All records related to PWOs shall be made available to the COR/ACOR upon request.