Attachment 1 DRAFT PWS - FY25 B1 Fort Cavazos Roofing Services 20240830.pdf

Performance Work Statement (PWS)

Roofing Preventive and Corrective Maintenance Services

Fort Cavazos Fort Cavazos, Texas

August 30, 2024 Version 1.0

Base Operations Program U.S. Army Engineering and Support Center Huntsville, Alabama

PWS FY25 B1 Fort Cavazos Roofing Services

Contents

SECTION 1 SCOPE

SECTION 2 GENERAL REQUIREMENTS

SECTION 3 PERSONNEL REQUIREMENTS

SECTION 4 PERFORMANCE REQUIREMENTS

SECTION 5 SAFETY REQUIREMENTS

SECTION 6 QUALITY REQUIREMENTS

SECTION 7 PRICING REQUIREMENTS

SECTION 8 INSTALLATION ACCESS AND SECURITY REQUIREMENTS

APPENDICES

APPENDIX A TECHNICAL EXHIBITS (TE)

Technical Exhibit 1 List of Facilities Technical Exhibit 2 Roof Preventive Maintenance Requirements Technical Exhibit 3 Monthly Reporting Template Technical Exhibit 4 Service Order Forms Technical Exhibit 5 Engineer Form 3394 Technical Exhibit 6 Roof Preventative Maintenance Checklists

APPENDIX B RESERVED

APPENDIX C PERFORMANCE REQUIREMENTS SUMMARY (PRS)

APPENDIX D REQUIRED SUBMITTALS, REQPORTS, AND MEETINGS

APPENDIX E RESIDENT MANAGEMENT SYSTEM

APPENDIX F APPLICABLE CODES, STANDARDS, AND REGULATIONS

APPENDIX G ACRONYMS AND DEFINITIONS

APPENDIX H SERVICE ORDER (SO) PROCESS

Performance Work Statement (PWS)

1. Scope

1.1. Introduction

This is a non-personal service contract to provide Preventive (PM) and Corrective Maintenance (CM) service for roofing, including certain facility management and support services as defined in this PWS at Fort Cavazos for the Fort Cavazos Directorate of Public Works (DPW). Fort Cavazos is located in Fort Cavazos, TX.

1.2. Mission

The Contractor will assemble a dedicated team of facility management and construction personnel to carry out surveys/assessments, preventive and corrective maintenance on various roofing systems, structures, and components at Fort Cavazos. The primary objective is to achieve and extend the normal life expectancy of roofs in alignment with their intended design function.

Roofs serve a critical role in shielding buildings from weather elements, and different types of roofing systems (such as flat roofs, pitched roofs, and green roofs) necessitate specific maintenance approaches.

1.3. Background

The Contractor shall perform Roofing Surveys/Assessments, Preventive and Corrective Maintenance Repairs Replacement Services for the Fort Cavazos Installation. Fort Cavazos is located near Killeen, Texas and consists of approximately 218,823 acres and 5,838 buildings.

The on- post population consists of approximately 65,000 military, Government civilians, Contactor personnel, and resident family members. Fort Cavazos supports an overall population of nearly 500,000, to include retirees, off post family members, and survivors.

1.4. Scope

The Contractor shall perform all required services as defined in this PWS at the facilities listed in TE-1. The Contractor shall provide all personnel, equipment, tools, vehicles, materials, supervision, subcontracts, and other items and service necessary to perform all PM and CM tasks for designated sites and facilities.

1.4.1. Roofs to be Maintained.

The contractor shall perform surveys, assessments, preventive maintenance, and corrective maintenance on all roofs and associated systems identified in TE-1. The Contractor shall include the cost of PM for all roofs as indicated in TE-1 as part of the Firm Fixed Price (FFP) portion of the contract in accordance with Section 4. The Contractor shall provide for Corrective Maintenance of roofs and related systems as defined in this PWS. During the contract period of performance, the Government may request deletions and additions of roofs to or from the original contract list, and it shall be incumbent on the Contractor to arrange for equitable modifications to the contract list to provide for PM and CM services on such roofs. The Government may replace, renovate, update, or install new roofs at Government expense and by means not associated with this contract, and the Contractor shall arrange for equitable modifications to adjust for any changes in the level of PM and CM effort that the Government requests to be provided by the Contractor.

1.5. Authority

Work shall be performed to the standards of this contract. The award for services under this scope of work shall be limited to the services identified in the Contract Line-Item Numbers (CLINs) awarded in the contract and its modifications. In the event of a conflict between this PWS and any other term or provision of the scope of work, this PWS shall prevail.

2. General Requirements

2.1. Non-Personal Services

This is a non-personal services contract to provide inspection and repair services and certain related facility management services at Fort Cavazos. The government will not exercise any supervision or control over the contract service providers. The Contractor shall perform to the standards specified in this PWS. Contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the government. No changes to this contract shall occur without the expressed written direction of the Contracting Officer (KO). The Contractor shall not use Government sources of supply to procure personal services in support of this contract. If the Contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the Contractor's responsibility to notify the KO immediately.

2.2. Business Relations

The Contractor shall successfully integrate and coordinate all business activities to execute the PWS requirements. The Contractor shall provide effective business management of all subcontractors. The Contractor shall seek to ensure customer satisfaction and professional and ethical behavior of all Contractor personnel.

2.3. Contract Administration and Management

The following subsections specify requirements for contract, management, and personnel administration. The Contractor shall not disclose any information relative to this contract, except as authorized by the Contracting Officer.

2.3.1. Contract Administration

The Contractor shall establish processes and assign appropriate resources to effectively administer the requirement. The Contractor shall assign work effort and maintain proper and accurate time keeping records of personnel assigned to work on the requirement to assure all documentation is adhered to for this contract. The Contractor shall establish clear organizational lines of authority and responsibility to ensure effective management of the resources assigned to the requirement.

2.3.2. Contract Management

The Contractor shall maintain continuity between the on-site support operations and the Contractor’s corporate offices. The Contractor shall establish a Project Management Office (PMO) to ensure timely support to Fort Cavazos facilities and adherence of Contractor services as defined in this PWS.

2.3.3. Contractor Communication

The Contractor shall have a single point of contact between the Government and Contractor personnel assigned to support this contract. The assigned Contract Maintenance Manager (CMM) shall have a cellular phone for communication with the Contracting Officer’s Representative (COR) or other designated Government representative. The Contractor shall provide a 24-hour/7 day-per-week telephone number and email address. All Contractor personnel assigned to this contract shall understand, read, write, and speak English.

2.3.4. Contractor Documentation

The Contractor shall document all activities and outcomes as defined in Section 4, Appendix C, and Appendix D. All documentation completed on-site will require the printed name and signature of Government representative and the Contractor personnel.

2.3.5. Contract Administration Change

The Contractor shall notify the KO or the Contracting Officer’s Representative (COR) if adjustments in the Contractor’s schedule are required to accommodate Fort Cavazos tenant needs. Any change to the schedule shall be submitted to and approved by the KO or COR. The Government is not responsible for any costs incurred by the Contractor resulting from failing to coordinate work with the KO, COR, or Designated Government Representative (DGR). (Note:

DGR refers to the Designated Fort Cavazos Representative (A Government employee) that liaisons with the Contractor and USACE Huntsville Center (HNC)).

2.4. Self-Performing and Subcontracting

The Contractor may self-perform work, subcontract work, or a combination of both. Prime Contractor and subcontractor personnel must be capable of site access (to include acquisition of necessary credentials if required) independently to facilitate response without incurring supervisory and oversight costs for minimal on-site efforts.

2.4.1. Contractor Personnel, Disciplines, and Specialties

The Contractor shall accomplish the assigned work by employing qualified personnel with appropriate combinations of education, training, qualifications, and experience. The Contractor shall match personnel skills to the work or task with a minimum of under/over employment of resources. The Contractor shall provide the necessary resources and infrastructure to manage, perform, and administer the contract.

2.4.2. Subcontractor Management

The Contractor shall be responsible for any subcontract management to execute PWS requirements and shall be responsible and accountable for subcontractor performance. The Contractor may add subcontractors to their team after approval from the KO or COR.

2.4.3. Subcontractor Qualifications

Subcontractors used to perform surveys, assessments, maintenance, repair, and inspection tasks on facilities, systems, or equipment included in this contract shall be qualified and, if required, certified and/or licensed to perform that work. The KO reserves the right to refuse the use of any proposed subcontractor due to unsatisfactory ratings on past performance or due to insufficient qualifications. The Contractor shall submit all required certifications to the Government and updated certification upon renewal or expiration dates.

2.5. Work Hours

The Contractor shall perform the services required under this contract primarily during the normal duty hours, 0700-1630, Monday through Friday, excluding federal holidays.

2.5.1. Work Restrictions

There may be mission situations that require the Contractor to work other than normal duty hours and during holidays. Examples of these situations are military exercises, contingency operations, or weather emergencies. When access to work areas conflicts with a Fort Cavazos tenant mission requirement, work shall be rescheduled to another time during normal duty hours to minimize the disruption. If rescheduled work must be completed outside of normal duty hours, then it shall be initiated via Service Order to reimburse the Contractor if extra expenses are incurred.

2.5.2. Federal Holidays

Federal holidays are listed below. Holidays occurring on weekends will be observed as directed by the Federal calendar (5 U.S.C. 6103).

New Year’s Day 1 January Martin Luther King's Birthday 3rd Monday in January Washington's Birthday 3rd Monday in February Memorial Day Last Monday in May Juneteenth 19 June Independence Day 4 July Labor Day 1st Monday in September Columbus Day 2nd Monday in October Veteran's Day 11 November Thanksgiving Day 4th Thursday in November Christmas Day 25 December

2.6. Support from Other Service Providers

Other service providers, if requested by the Government may respond to emergencies to preserve life or minimize damage to government property. The Contractor shall coordinate their contractual activities with such authorized parties.

2.7. Coordination with Others

The Government may award other contracts for additional work, and the Contractor shall fully cooperate with such other Contractors and government employees and carefully schedule work under this contract to not conflict with such additional work as may be directed by the KO or COR.

The Contractor shall not commit or permit any acts that will interfere with the performance of work by any other Contractor or by any government employee without direct authorization from the COR. The COR will resolve all work schedule conflicts between this contract and the additional work contracts awarded to other Contractors. The COR or KO will provide written direction to the Contractor to reschedule work when required. Any additional work requirements (not within the scope of this contract) that are created as a result of work performance of other Contractors shall be brought to the attention of the COR.

2.8. Worksite Appearance

The Contractor shall keep work areas including mechanical/equipment rooms clean and free from accumulations of waste material, rubbish, tools, scaffolding, equipment, and materials. Upon completion of the job or when away from the work site, the Contractor shall leave the work area and premises in a clean, neat, safe, and workmanlike condition, e.g., properly dispose of trash and secure chemicals and other hazardous materials in a locked container approved by DPW Environmental/FCFD or remove from premises. An initial inspection of mechanical and electrical rooms shall be jointly performed by the Contractor and the COR or COR designee to assess the condition of these areas. All approved items stored in mechanical/equipment rooms shall be in accordance with (IAW) building code and DPW Environmental/FCFD standards.

2.9. Accommodation of Guests

The Contractor shall assist and cooperate as needed in routine facility inspections and studies and shall provide for the general accommodation of all requests as determined by the COR or as mission requires. Such guests may include representatives of local and state environmental agencies, OSHA, or the Environmental Protection Agency. A Government staff representative will normally be appointed to act as a liaison for such visits. Government personnel other than KO, COR and QAE may periodically observe operations.

2.10. Resident Management System

The Contractor shall use the Resident Management System (RMS) for all submittals and supporting documentation, to include contract deliverables, Requests for Information (RFI), and pay requests for invoicing. See Appendix E.

2.11. Conservation of Utilities

The Contractor shall ensure employees practice utilities conservation. The Contractor shall operate under conditions that prevent the waste of utilities to include, but are not limited to, the following:

a) Turn off water faucets or valves when not in use (for prolonged periods).

b) Turn off lights when not in use (unoccupied areas).

c) Report all types of water/liquid leaks and drips.

d) Report ripped, torn or missing insulation.

e) Support energy conservation initiatives and programs.

f) Provide recommendations to reduce utility usage.

2.12. Contractor Furnished Items and Services

Except those items or services specifically stated in paragraph 2.13 and any subparagraphs of paragraph 2.13 as Government provided, the Contractor shall furnish everything needed to perform this contract according to all of its terms.

2.12.1. Contractor Furnished Materials, Equipment, Parts, and Supplies The Contractor shall provide all personnel/labor, parts, tools, test equipment, equipment, materials, and supplies required to accomplish the services identified in this PWS. All materials, parts, and supplies provided by the Contractor shall be of equal or greater quality than the items to be replaced. Replacement items shall be standard products from manufacturers regularly engaged in the production of such materials, parts, and supplies. Materials, parts, and supplies supplied by the Contractor shall meet installation standards.

2.12.1.1. Replacement Parts, Components, and Materials

New or factory reconditioned parts (comparable to new), components, and materials shall be provided when accomplishing preventive and corrective maintenance and repair services as described herein. All replacement parts and components to be used in the maintenance and repair of roofs and components shall be compatible with the existing item, shall be of equal or better quality as original item specifications, shall conform to the applicable specifications and used according to original design and manufacturer intent. Items without technical specifications shall be of acceptable industrial grade and quality. If the original manufacturer has updated the quality of materials for current production, materials supplied under this contract shall equal or exceed the updated quality. Reconditioned parts, components, and materials that are refurbished and warrantied by the manufacturer, or its certified representative, may be used, subject to COR and KO approval.

2.12.1.2. Use of Contaminated or Damaged Equipment, Parts

The Contractor shall not use or install dirty, contaminated, or damaged equipment, parts, components, and materials without prior cleaning in accordance with manufacturer’s instructions.

Any parts, components, or materials that are contaminated or damaged due to improper

Contractor storage practices and procedures shall be repaired or replaced by the Contractor at no additional cost to the Government.

2.12.1.3. Office Supplies

The Contractor shall provide, at Contractor expense, all office supplies, and services such as (but not limited to) copying machines, fax machines and paper, toner and associated expendable office supplies required to perform this contract.

2.12.2. Storage of Contractor-Furnished Materials, Equipment, Parts, and Supplies All Contractor-furnished materials stored by the Contractor at a Contractor-furnished storage site, shall be stored in a safe and secure manner that precludes any soiling or damage prior to installation and in accordance with the USACE EM 385-1-1, Section 14, Material Handling, Storage and Disposal. The Contractor’s storage procedures and practices shall reflect the following:

2.12.2.1. Storage of Flammables and other Hazardous Materials The Contractor is responsible to provide safe and adequate storage for flammables, acid/corrosive materials, pesticides, etc. The Contractor shall not store paints, acids, pesticides, or other hazardous materials in or around work areas. Flammables must be stored in an appropriate UL approved storage container. The Contractor shall transport flammables and other hazardous materials when needed and remove all waste and remaining materials from the site at the end of the maintenance visit. The Contractor shall provide UL approved storage containers to secure flammables and other hazardous materials on site when not in use. The Contractor shall not leave storage containers on site. The Contractor shall provide a list of flammables and/or other hazardous materials to the DGR for approval prior to bringing any hazardous material on Government property.

2.12.2.2. Prohibited Storage in Interstitial, Mezzanine, or Crawl Spaces No supplies, tools or equipment repair items shall be stored in the interstitial, mezzanine, or crawl spaces located within Government facilities and property. No "shops" shall be established in any interstitial or crawl space at any time.

2.12.2.3. Cleanliness of Stored Parts and Materials

All parts and materials stored at a Contractor-furnished storage site, shall be stored in accordance with manufacturer’s instructions. Stored water and air filters shall be sealed from interior environmental moisture, dirt, dust and contaminates prior to use. The Contractor shall store parts and materials sealed by the manufacturer (e.g., filters) so that seals are not compromised.

2.12.3. Personal/Contractor Owned Property

The Contractor shall ensure that personal property or Contractor-owned property brought in U.S.

Government facilities is clearly marked to preclude misidentification as Government property.

Additionally, the Contractor shall ensure that personal property or Contractor-owned property meets safety specifications as set forth by OSHA, EM 385-1-1, and State and local laws and regulations. The Contractor shall ensure that all personal property or Contractor-owned property is removed from U.S. installations when contract services are completed.

2.12.4. Contractor Vehicles

The Contractor shall provide and maintain all vehicles necessary to perform the requirements of this contract. Vehicles shall have the company name prominently displayed on both sides of the vehicle and be maintained to present a neat, professional appearance. Electrical, low emissions vehicles are encouraged. Electrical, propane, and gas carts, gators, etc. shall be road safety compliant per safety standards and state laws. The Contractor shall register all Contractor-owned or operated vehicles and trailers operating on the installation within five (5) working days of contract start date. The Contractor shall complete all applications with the Provost Marshal Vehicle Registration section located in Building 36065. Evidence of vehicle ownership and vehicle liability insurance must be presented upon application of vehicle registration. All vehicles used in the performance of this contract shall be in operable condition and meet the local, state, and federal safety requirements. Vehicles found unsafe and unable to function as designed, shall be removed from Government property at Contractor expense. Vehicular repairs shall not be done on Government property except emergency breakdown repairs to allow the vehicle to be safely removed from the base for repair. The Government may inspect vehicles at any time and direct the removal of any unsafe or objectionable vehicle from Government property. Contractor-owned vehicles shall be parked in authorized parking spaces. All vehicles shall have a state registration.

2.12.5. Work Permits

The Contractor shall acquire and renew any permits or work clearances required in performance of this contract before performing the work.

2.12.5.1. Work Clearance

The Contractor shall prepare and process a work request clearance through the COR and DPW in-turn for all excavation type work, such as digging, trenching, etc. that may interfere with the normal flow of traffic or disrupt utilities. Obtaining proper coordination/clearance from SPW and other authorities shall be the responsibility of the Contractor. The Contractor shall have a completed/approved request prior to starting such work.

Any construction project or training on Fort Cavazos that includes excavation or penetration of the surface of the ground or any impoundment or use of surface waters, must first obtain an approved FC FORM 200-10 FOR LAND EXCAVATION AND WATER USE, most commonly referred to as a Dig Permit. The Contractor can obtain the FC FORM 200-10 DIG PERMIT here. The Contractor can save this form to their computer, fill out the front page completely, and email it to DPW ENV

DIG PERMITS (email to: usarmy.cavazos.id-readiness.mbx.dpw-env-dig-permits@army.mil). If additional information is required, The Contractor will receive an email with the requested information. Once all required information for the request is provided, The Contractor will receive an email confirming the submittal of their request and the assigned control number. If The Contractor do not receive a confirmation email or a request for more information within 3 business days, call 254-287-4507 or 254-287-3220.

If the Contractor needs to pick-up and/or submit a hard copy form, the Contractor can visit the DPW Environmental Division, Bldg. 4622 at Engineer Dr. and 79th St (next to the 79th St. ACP), during the hours of 0730 – 1600 to obtain and drop-off the form at the front desk.

2.12.5.2. Hot Work/Burn Permit

Burning of any material is prohibited without a burn permit. The Contractor shall obtain approved hot work/burn permit from the installation Fire Department (Fort Cavazos) or coordinate through the DGR with monitoring services any disabling and re-enabling of fire alarm devices, prior to beginning any hot work (e.g., brazing/welding) operations or any other work requiring open flames. Contractor shall always establish a specific limited time frame for a fire alarm device to be unsupervised, to be actively reassessed daily. Contractor shall ensure the DGR is made aware what/when safety risks are increased due to hot work and device outages. All hot work shall comply with EM 385-1-1 Section 9-8.3(1). The Contractor shall obtain approval from the

Fort Cavazos Fire Department (254-288-5820) prior to performing any hot work or work that shall require the use of an open flame. All Contractor work performance shall be in accordance with FC 420-1, Fire and Emergency Services.

2.12.5.3. Permits for Off-Installation Dumping

The Contractor shall obtain permits for off-installation work such as dumping of Contractor refuse from maintenance or repair projects.

2.12.6. Laboratory Tests and Analysis

The Contractor shall pay all costs associated with permits, tests, and analysis. The Contractor shall plan, coordinate, and acquire all necessary permitting, tests, and analyses that include, but are not limited to, equipment oil analyses; RO and DI water testing and analyses; boiler water analyses; boiler stack emissions; incinerator stack emissions; back-flow prevention testing and certifications; environmental sampling, testing, and monitoring; elevator load testing and certifications; and others required by codes, industry standards, and regulations as applicable.

2.12.7. Contractor-Provided Facilities

The Contractor shall not bring any mobile storage facilities, except as allowed in paragraph

2.12.2.1 for hazardous materials, on Government property.

2.12.8. Fines and Penalties

The Contractor shall work closely with the Government to avoid fines or penalties imposed by regulators for noncompliance associated with testing and monitoring requirements as well as other compliance issues.

2.12.9. Telephone and Internet

The Contractor shall be responsible for obtaining commercial telephone service (local and long distance) and internet for Contractor’s use.

2.12.10. Two-Way Radios

The COR must approve use of Contractor-provided two-way radios for communication between personnel. The Contractor shall submit a written request to use the radios to the COR. The request shall detail proposed equipment, operating frequencies, and other particulars. Further, the use of two-way radios shall comply with the local instruction prohibiting their use in designated areas.

2.13. Government Provided Facilities, Property, Information, and Services The Government will provide the facilities, equipment, materials, and services listed in the following paragraphs.

2.13.1. Government Provided Facilities

Mechanical rooms or communication rooms shall not be used as Contractor office space. Storage space for maintenance supplies and equipment used for maintenance activities typically is not allocated; however, consideration may be given to allocating limited space for storage of certain proposed items should the Government deem that having such items readily ‘at-hand’ on-site is overall beneficial to the Government. Any such material and equipment storage areas will be heated in the winter to preclude freezing temperatures from damaging stored items, unless specifically determined to be unnecessary for approved items. Government provided facilities shall be used only in the performance of this contract. Government provided facilities and equipment shall not be used to work on any project, proposal, or bid which does not relate to this contract.

2.13.1.1. Maintenance of Government Facilities

All custodial, upkeep and maintenance to government-provided office areas will be provided at government expense (which may include the provisions of this contract if applicable). The Contractor shall maintain housekeeping standards in provided office spaces, mechanical rooms, workshops, and break areas allocated for Contractor use, if any are allocated.

2.13.1.2. Modifications to Government Facilities

All custodial, upkeep and maintenance to government-provided office areas will be provided at government expense (which may include the provisions of this contract if applicable). The Contractor shall maintain housekeeping standards in provided office spaces, mechanical rooms, workshops, and break areas allocated for Contractor use.

2.13.1.3. Facility Abuse

The Contractor shall notify the COR of all suspected facility abuse or vandalism. The Government will determine validity of all suspected facility abuse or vandalism. Any repairs will not begin unless directed by the COR or KO. The Contractor shall provide the COR with written cost estimates of repair of all suspected facility abuse when requested by the COR.

2.13.1.4. Parking

The Government will provide parking space near the Contractor’s work location for parking of Contractor vehicles.

2.13.2. Government Property

Any Government Property (materials and equipment) provided to the Contractor for the performance of this contract will be incidental to the place of performance as the contract requires Contractor personnel to be located on the Government site or installation, and the property will be used by the Contractor within the location and will remain accountable to the Government in accordance with (IAW) Federal Acquisition Regulation (FAR) Subpart 45(b)(5). The Contractor shall sign for the Government property furnished to them via hand receipt (DA Form 1062). As stewards of the Government’s property, the Contractor’s responsibility extends from the initial acquisition and receipt of property, through stewardship, custody, and use until formally relieved of responsibility by authorized means. Contractor personnel shall:

a) Use the Government property provided to them only for performing this contract, unless otherwise provided for in this contract or approved by the KO.

b) Use, consume, move, and store Government Property only as authorized under this contract. The Contractor shall promptly disclose and report Government property in its possession that is excess to or no longer needed for contract performance.

c) Unless otherwise directed by the Contracting Officer or the Government’s Primary Hand Receipt Holder (PHRH), the Contractor shall investigate and report to the Government all incidents of property loss as soon as the facts become known. Loss of Government property includes, but is not limited to, items that cannot be found after a reasonable search; theft; damage resulting in unexpected harm to property requiring repair to restore the item to usable condition; or destruction resulting from incidents that render the item useless for its intended purpose or beyond economical repair.

d) Unless otherwise authorized by the Contracting Officer and the Government’s PHRH of the property provided to the Contractor, Government property shall NOT be removed from the Government’s facility where the property is located and used by the Contractor. If any equipment is needed by Contractor personnel for offsite use, justification and approval shall be required through the Contracting Officer and the PHRH.

The Contractor shall have procedures to record and report promptly (to the COR) all available facts relating to each instance of damage to Government property or injury to either Government or Contractor personnel. The Contractor shall immediately secure and protect any accident scenes or wreckage until released by the accident investigative authority through the COR. The Contractor shall cooperate with and assist Government personnel in conducting an accident investigation.

2.13.2.1. Reserved for Future Use

2.13.2.2. Government Owned Web-Based Management System

The USACE Huntsville Center (HNC) intends to institute a HNC owned web-based CMMS. Once this system is instituted, the Government will issue additional instructions.

2.13.3. Government Provided Information

2.13.3.1. Operations and Maintenance Records

The Government will provide operations and maintenance records, to the extent available.

Records may include pending requisitions for equipment to be furnished by the Government, pending project case files required for contract performance or control logs or registers on which the serially sequenced entries must be continued by the Contractor.

2.13.3.2. Plans, Manuals, and Spare Parts Lists

The Government will provide to the Contractor available building plans (as-built drawings), maintenance and operating manuals, spare parts manuals, and spare parts lists as applicable to the projects executed under this contract. However, the non-availability of manuals will not relieve the Contractor from the performance required by this contract. All materials listed above shall be returned to the DGR at the expiration/termination of this contract.

2.13.4. Government Provided Services

2.13.4.1. Utilities

The Government will provide common utilities used in the performance of this contract at Government facilities.

2.13.4.2. Refuse Collection

Waste resulting from scheduled maintenance and minor corrective maintenance actions shall be disposed of in onsite dumpsters designated by Fort Cavazos DPW. All other waste generated by the Contractor shall be disposed of by the Contractor as designated by the DGR. No Hazardous waste, hazardous materials, or containers containing consumable hazmat, shall be disposed of in onsite dumpsters, trash cans, etc. The Contractor shall dispose of all such materials and or containers offsite IAW installation, local, state, and Federal regulations.

The Government will allow the Contractor to utilize the installation landfill for disposal of work-generated waste. The Contractor shall follow all installation rules regarding trash disposal. DPW will provide a RIC code for landfill rights.

2.13.4.3. Fire and Police Protection

The Government will provide fire and police protection services. The emergency telephone number is "911". The Contractor shall follow local fire prevention and security procedures and regulations. The Contractor shall post and maintain the telephone numbers of the Police and Fire Department for easy access by employees.

2.13.4.4. Emergency Medical Care

Medical services in case of a medical emergency, accident, or injury involving Contractor personnel during performance of duties under this contract are the responsibility of the Contractor (911, first aid, etc.). However, emergency medical treatment for Contractor employees will be provided for such emergency incidents at installations having hospital facilities in accordance with Local Instructions. An installation’s hospital facility may provide services to save life or limb,, prevent undue suffering, or to stabilize for transportation to local civilian medical treatment facility.

The Contractor shall reimburse the Government for emergency medical services. The Contractor shall file incident reports, within one business day of the incident, for employees who are injured on the job to the Installation Safety Office, if applicable, and to the COR. The Government will not provide occupational health or industrial hygiene service to Contractor employees.

3. Personnel Requirements

3.1. Contractor Personnel

The Contractor shall use personnel with skill sets, experience, and qualifications appropriate to the mission and scope of work to accomplish the work required by this contract. Inability of the Contractor to obtain qualified personnel will not constitute a reason for non-performance. The Contractor must exercise due diligence in its hiring practices to validate required skills and ensure probity and trustworthiness. Where required for task area work, Contractor personnel must be able to operate a personal computer with functional knowledge of all installed product software applications. The Contractor shall ensure that employees remain fully qualified to perform the work assigned. The Contractor shall maintain records of training qualifications, certifications, and licenses to demonstrate compliance with the above. All training, including the minimum required qualifications specified in this PWS, is the responsibility of the Contractor.

3.2. Removal of Personnel

The Contractor shall remove any employee from the job site for reasons of misconduct, for purposes of security, or any employee found to be, or suspected of being, under the influence of alcohol, drugs, or any incapacitating agent(s). Contractor employees shall be subject to dismissal from the premises upon determination by the Contracting Officer that such action is necessary in the interests of the Government. In accordance with (IAW) Department of Defense (DOD) Joint Ethics Regulation (JER), DOD 5500.7-R and 18 U.S.C. 1382 (1972), the installation commander has the authority to bar individuals from the installation. The removal of a Contractor employee from the job site does not alleviate the Contractor of the requirement to provide sufficient personnel to perform the services as required by this contract. All personnel that cease work on this contract shall surrender base passes to the DGR on their effective end date.

3.3. Employment Restrictions/Conflict of Interest

The Contractor shall not employ any person who is an employee of the United States Government if employing that person would create a conflict of interest or the appearance of a conflict of interest. Additionally, the Contractor shall not employ any person who is an employee of the DOD, either military or civilian, unless such persons seek and receive approval according to DOD Directive 5500.7, Joint Ethics Regulations (JER). It is the Contractor’s responsibility to avoid inadvertent Organizational Conflicts of Interest (OCI) caused by its employees being mistakenly given Government-only information.

3.4. Contractor Key Personnel

Key Personnel for this effort are identified as the Contract Maintenance Manager (CMM) and a Level I Safety and Health Officer. Changes to these personnel require approval from the KO. The Contractor shall submit resumes of all proposed key personnel with their proposal. If a key person is replaced, the Contractor shall submit a resume for the replacement to the COR. The Contractor shall provide a Key Personnel Contact Roster, including the name and business and home phone numbers, to the COR within 10 calendar days of Notice to Proceed (NTP). Requirements for these key positions are as follows:

3.4.1. Contract Maintenance Manager (CMM)

The Contractor shall provide a dedicated CMM with overall responsibility for the execution and management of this contract. The CMM, and an alternate or alternates having authority to act for the CMM when absent, shall be designated in writing to the KO prior to the contract start date.

The CMM shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. The CMM shall be capable of obtaining, and shall be responsible to use, a government-issued Common Access Card (CAC), in accordance with paragraph 8.2.2.1.

a) CMM Qualifications and Experience: The CMM shall be technically qualified in the field of Facilities Management and shall have a minimum of three (3) years’ experience in business occupancy facilities operations and maintenance, and servicing and/or renovating commercial buildings. This experience shall include the supervision of a diversified work force responsible for operations, maintenance, and repair of commercial building infrastructure systems. The CMM shall be familiar with the various codes and standards applicable to the O&M tasks covered by the PWS, NFPA, Environmental Protection Agency (EPA), and OSHA codes and standards. The CMM and alternate shall be able to read, write, speak, and understand English.

b) Duty Hours: The CMM or alternate shall be on-site during normal duty hours, see paragraph 2.5. After normal duty hours, the CMM or alternate shall respond promptly to the designated facility for situations requiring the Contractor’s presence on-site in accordance with Section 4.

c) Absence: The CMM shall notify the COR of planned or unplanned absences of one (1) workday or more. The CMM shall provide the name of the alternate/acting CMM who will be performing CMM duties during the absence.

d) Reachable 24/7/365: The CMM or alternate shall be reachable on their company cell phone 24/7/365. Whenever the CMM or alternate is contacted by the KO regarding an emergency, the CMM or alternate shall immediately provide guidance to Contractor personnel and then contact the COR.

e) Duties: The CMM shall:

a. Conduct overall management coordination and shall be the central point of contract (POC) with the COR and DGR for performance of all work under this contract.

b. Monitor systems performance against desired benchmarks and proactively identify corrective actions if required.

c. Maintain Government furnished manuals and publications as part of a reference library and maintain maintenance records and files as required by the COR.

d. Prepare and submit to the COR the reports, records, and service work orders as specified herein.

e. Implement subcontracts, if required, and maintains records of those subcontracts.

f. Provide training to successor Contractor and/or Government personnel on the

O&M of the facilities and the facilities' systems/equipment.

f) Additional Duties: For this contract, the CMM may perform additional duties including Level 2 Safety and Health Officer or Contractor Quality Control Manager. The CMM shall not be assigned more than one (1) additional duty.

3.4.2. Level I Safety and Health Officer (L1 SHO)

The Contractor shall employ one L1 SHO, typically a corporate safety officer, to oversee the safety program associated with this contract. The L1 SHO shall ensure overall safety compliance and appointment of all L2 and/or L3 SHOs for all worksites under this contract.

a) L1 SHO Qualifications and Experience. The L1 SHO shall be a direct hire of the Prime Contractor. The L1 SHO shall meet the minimum requirements of EM 385-1-1 paragraph 01.A.17.

b) L1 SHO Duty Location and Hours. The L1 SHO is not required to be onsite, except as noted below, and is not expected to charge 100% of her/his time to this contract.

Only charge labor hours to this contract that are directly supporting this effort (e.g., developing the Accident Prevention Plan (APP) and Activity Hazard Analysis (AHA), designating Level 2 (L2) and/or Level 3 (L3) SHO(s), etc.). The Contractor shall submit an appointment memo IAW Appendix D and the EM 385-1-1. The L1 is required to be onsite for work with a residual risk greater than medium.

3.5. Minimum Staffing

The Contractor shall determine and maintain an adequate work force for the uninterrupted performance of all tasks defined within this PWS during normal working hours when the Government facility is open (i.e., non-holiday or weekend days). The Contractor shall provide adequate staffing on stand-by to respond to emergency situations after duty hours. Contractor is typically expected to dispatch levels of staffing for each task sufficient to complete the work expeditiously, without unnecessary disruptions to facility operations, ongoing activities, or need for unusual oversight. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the work force are essential.

3.5.1. List of Employees

The Contractor shall prepare a written list containing the complete name, duties, and assigned shift of each employee who will perform under this contract and submit the list IAW Appendix D.

The Contractor shall submit an updated list within one (1) day upon change of employees.

3.5.2. Level 2 and Level 3 SHOs

The L1 SHO shall appoint L2 and/or L3 SHOs on an appointment memo for all work with a residual risk of medium or low. The L2 and/or L3 SHOs may be any prime Contractor or subcontractor employee who meets the requirements in EM 385-1-1 paragraph 3-8.b. An appointment memo is included in Appendix B. The Contractor shall submit the designation letter and OSHA 30 for all L1 and L2 SHOs and a designation letter and competent person qualifications for all L3 SHOs.

When an employee is working alone, the employee shall meet the requirements for, and be appointed in writing as, a L2 SHO. During times when an employee is performing work alone with a residual risk of low or medium, the Contractor shall have a communication plan in place to direct how and how often the worker checks in with her/his supervisor. Method of communication shall be tested at the beginning of each shift to verify it effectively operates in the area/environment work will occur IAW EM 385-1-1 Section 3-8.b. For work with a residual risk of low or medium and the most severe consequence is “moderate”, check in may be at the start and end of the task. For work with a residual risk of low or medium and the most severe consequence is greater than “moderate”, the frequency of communication shall be adjusted based on the most severe consequence and travel time to respond. The Contractor shall ensure no employee works alone on tasks with a residual risk greater than medium.

3.6. Reading and Understanding Operating Instructions

Operators of any equipment or vehicles shall be able to read and understand the signs, signals, and operating instructions in use IAW EM 385-1-1. Where reading, understanding, and discussing safety and environmental warnings are an integral part of Contractor personnel’s duties, those personnel shall be able to understand, read, write, and speak English.

3.7. Physical Qualifications

All Contractor personnel shall be physically and medically qualified for performing the duties to which they are assigned. The Contractor, IAW EM 385-1-1, shall consider, at a minimum, personnel strength, endurance, agility, coordination, and visual and hearing acuity. Personnel shall meet the physical requirements for specific job tasks and hazards as required by the EM 385-1-1, the position, the job description, the Contractor’s Activity Hazard Analysis (AHA), and applicable federal requirements.

3.8. Licensing, Qualifications, and Experience Requirements

Copies of all applicable certificates, licenses, permits and bonds shall be maintained and made available to the COR/QAE immediately upon request. The Contractor shall comply with all state of Texas licensing requirements for the work being performed under this contract. The Contractor is responsible for ensuring all personnel have the required qualifications and, if applicable, have the required current and valid professional certifications and licenses in compliance with federal, state, local requirements, ordinances, laws, or other requirements imposed by federal or state agencies, courts, or localities. Journeypersons, crafts persons, and trades persons shall have a minimum of three (3) years’ experience in commercial facilities. The Contractor shall ensure all certificates, licenses, permits and bonds are kept current throughout this contract. Associated expenses shall be borne by the Contractor.

3.8.1 RCAT License

The contractor and all subcontractors performing PM or CM on roofing systems shall be licensed by the Roofing Contractors Association of Texas. Proof of current license shall be provided upon request by the KO.

3.9. Appearance and Identification

All Contractor personnel shall be required to clearly identify themselves as contracted employees by wearing company identification badges and a noticeably identifiable uniform, provided by the Contractor, with the company’s name visible on the fabric (e.g., embroidery, etc.) while on Government installations. When conversing with Government personnel during business meetings, over the telephone or via electronic mail, Contractor personnel shall identify themselves as such to avoid any perception that they may be Government employees and to avoid situations arising where sensitive topics might be better discussed solely between Government employees.

Electronic mail signature blocks shall identify Contractor/company affiliation. Documents or reports produced by Contractors shall be suitably marked as Contractor products or Contractor participation appropriately disclosed. Contractor personnel occupying co-located space in a Government facility shall identify their workspace area with their name and Contractor/company affiliation. At no time should jewelry be worn that creates a safety/OSHA risk.

3.10. Training

The Contractor shall provide both general and specific personnel training as set forth in this contract. Contractor personnel shall also participate in site-provided training. Requirements are as follows:

3.10.1. Contractor Provided Training

The Contractor shall develop, implement, and maintain a site-specific annual training plan that identifies the method and schedule to fulfill all required training and/or certification for each employee, to include subcontractor employees performing PM. The Contractor shall provide to the KO, COR, and DPW QAE an annual training plan no later than 30 calendar days after performance start date and no later than 5 calendar days after the start date of each option period IAW Appendix D. The Contractor shall provide all training required by federal, state, and local laws and directives, as well as regulatory agencies including, but not limited to, NFPA, OSHA, and the EPA. Additionally, the Contractor shall provide ongoing training for employees to ensure the highest level of service and code compliance. The Contractor shall ensure that employees obtain training necessary to maintain skilled trade licenses, manufacturer training updates on building animation systems, and OSHA Hazards training. Copies of all applicable training certificates or completion reports shall be maintained onsite and made available to the COR upon request.

3.10.2. Government Provided Training

From time-to-time during the life of the contract, the Government may identify on-site or off-site training courses, such as New Equipment Training (NET) when new equipment or systems are fielded, for which the Contractor may be afforded an opportunity to send its employees. The Contractor shall be responsible for any travel costs incurred by its employees to attend the courses.

3.10.3. Security Training

See Section 8 for security training requirements.

3.11.