Attachment 1 Performance Work Statement.pdf

Performance Work Statement (PWS) Lease & Installation of Heating, Ventilation and Air conditioning (HVAC) Equipment to

Support Military Working Dog (MWD) Kennels Joint Base San Antonio-Lackland (JBSA-Lackland)

JBSA Lackland Buildings: 7634, 7638, 7640, 7642, 7599, 7600 1239 Knight St., San Antonio, Texas 78236

01 May 2025

1. DESCRIPTION OF SERVICES. The Contractor shall provide all equipment and tools necessary to meet the mission requirement of installing and maintaining temporary cooling and heating equipment for Military Working Dog (MWD) kennels, as a means of climate control, to promote a consistently comfortable environment with temperatures ranging between 45 – 85°F.

1.1.1. Scope of Work. The Contractor shall perform initial and post-work Scope surveys to ensure compliance with HVAC industry standards to include, State and Federal codes, and Environmental requirements/regulations listed in this contract. The Contractor shall furnish all equipment, labor, layouts of work features, and supervision needed to lease, install, operate and maintain HVAC equipment in the various locations as shown in Attachment A – Conceptual Framework. The Contractor shall provide all maintenance/servicing of generators, auxiliary tanks, HVAC units, drywell for HVAC equipment condensate, and appurtenances such as electrical conductors and their installed ductwork that will connect to the Government’s existing property. This includes providing and refueling generators as needed in order to maintain continuous operation of the HVAC units. The Contractor shall provide maintenance services, including emergency maintenance response times, 24 hours a day, 7 days a week.

Contractor must return emergency calls within 1 hour and physically respond to emergency within 2 hours and be onsite, after original phone call (48 hours for non-preventative non- emergency). The Contractor is responsible for conducting a site visit prior to any work being performed to assess exact site conditions. The Contractor is responsible for devising a plan to install and maintain all lease equipment for the duration of the project, to include maintaining fuel levels during the lease agreement.

The Contactor shall haul, remove equipment and restore site to original condition at the end of the rental lease agreement. The Contractor shall provide a work plan narrative detailing the Contractors approach, prior to installation, and allow the Government to review. Work Plan Narrative will be use during the Technical Evaluation process The Contractor shall procure and install all required “turnkey” operational hardware, appurtenances, including electrical infrastructure to supply power to the HVAC equipment. The Contractor shall remove and dispose of all debris from the jobsite daily and maintain the area around equipment to promote a safe environment. The Contractor shall submit work schedule as part of the work plan Narrative and will be use as part of the Technical Evaluation. Contractor shall provide all necessary dumpsters required to haul all refuse and for cleanup effort.

1.1.2. Existing Conditions. Prior to any work, the Contractor shall visit the site and examine the attachments and PWS to determine the extent of the work, no later than (NLT) fourteen (14) calendar days after the award. One day before starting any alteration or removal work, the Contractor shall document the current existing condition of nearby structures and facilities adjacent to the areas of alteration or removal. This documentation should be compiled into a report and a copy submitted to the Contracting Officer Representative (COR) prior to the onset of work. Digital photographs will be acceptable as a record of existing conditions.

1.1.3. Building Description. The 6 kennels housing the military dogs are metal, car-port type structures with a fixed roof and metal fencing around the structure, atop a concrete foundation, approximately 50 ft x 100 ft each. The Kennels are used to house MWDs.

The area is occupied and MWD training may be occurring in the vicinity. Some areas may require escorts to enter. Contractor shall maintain egress in and out of main entrance to kennels, access to kennels shall not be blocked. The contractor shall coordinate with the PM and COR for entry. There is no power available in the area and HVAC equipment must run on generator power. Kennel structures are approximately 50 feet from one another.

1.1.4. Environmental Requirements. Diesel powered generators must have and/or be fueled from a double-walled aboveground storage tank. If fuel tank is not double walled, shall be placed into Secondary Containment to protect it from fuel leaks and spills. Contractor shall utilize a drip pan and/or containment during the refueling of the generator fuel tanks, to ensure no spillage of fuel to the soils, grass or storm drains. Contractor shall place fuel as far away as feasible from any storm water drains, storm water inlets or inside stormwater swales. Contractor shall have a spill kit nearby with absorbent pads, pillows, etc. Contractor shall post "No Smoking" signs and have a portable fire extinguisher nearby. Contractor shall ensure fuel tanks have 5 feet of clear space on all sides, away from buildings and above it to ensure adequate ventilation. Contractor shall use grounding rods to ground equipment.

1.2. Lease Description. Provide sufficient amount of commercial-grade, no less than, 10-ton

HVAC units with duct sock accessories on trailers (estimating 2 units per kennel) to maintain systems (estimating total 12 units). Provide the manpower to place, install, maintain, and remove the equipment. Provide Work Plan Narrative. Provide 24 hour/7 days per week service capability to equipment. Provide necessary generators (estimating

12) with a maximum of 70 decibels range to supply sufficient power to equipment with accessories and wiring harnesses. Provide fuel and refueling for generators. Provide temporary fencing and signage around equipment for the duration of the contract. Install all required wiring, switches, and circuit breakers to support the proper function of the equipment. Contractors shall ensure all electrical wiring harnesses are safely covered and do not present a tripping hazard.

1.2.1. Pre-Construction Site Assessment and Documentation. Immediately after contract award, the Contractor must visit the site and review the attached documents and Performance Work Statement (PWS) to fully understand the scope of work. The Contractor will document existing conditions, including the state of structures and adjacent facilities slated for alteration or removal. Digital photographs are acceptable for documentation, but written authorization is required for photography in and around the MWD kennels

1.2.2. Equipment Placement and Installation. Ensure the terrain can support the trailer with the equipment. Safely chock the wheels of the trailer to prevent any roll back. Install duct socks using metal duct straps to prevent duct socks from falling into the area. The contractor shall determine placement of equipment while maintaining the integrity of the structure and return it to its original condition upon project completion. The contractor shall take necessary precautions to avoid damage to government property/existing items to remain in place. The Contractor shall install reinforce poly sheeting, or equal, to cover roof gables in effort to contain cool air produced by HVAC equipment.

1.2.3. Cleanup and Final Inspection. Clean up the work area, removing any debris or materials resulting from the installation process. Contractor shall be responsible for disposal of all generated debris off site. Conduct a final inspection with the designated CES representative to ensure satisfaction with the installation and operation of the lease equipment.

1.2.4. Site Coordination and Conditions. It is the Contractor's responsibility to verify and document all required outages which will be required during work, and to note these outages on the record document. The site visit results shall be submitted to the COR. The use of burning at the project site for the disposal of refuse and debris is prohibited.

1.2.5. Materials Testing and Inspections. The Contractor shall be responsible for coordinating all tests and inspections and shall schedule and request tests and inspections to be conducted as necessary to ensure equipment is fully operational. The Contractor shall submit a proposed monthly maintenance schedule for duration of contract, as per manufacturer recommendation, within fourteen (14) days of contract award, for Government review and approval. The schedule may be modified due to usage fluctuations, and all changes shall be coordinated with the designated CES representative at least two (2) business days in advance of the change. Contractor shall sign in with CE Project Manager at B5595 when conducting any service or maintenance.

1.2.6. 24 HR. Service. The Contractor shall designate a single individual that will serve as the main point of contact for all service calls. The Contractor shall be available to take calls 24 hours a day/ 7 days per week, and must return emergency calls within 1 hour and physically respond to emergency calls within 2 hours and be onsite, after original phone call. The response may consist of over-the-phone troubleshooting guidance or an in-person service call, with no additional cost to the government. The appropriate response shall be aligned with the ability to maintain kennel temperatures between 45 – 85°F, with no more than a 2-hour duration where temperatures are outside of the range. The contractor is to notify Government personnel of equipment repair status and diagnosis to include estimated completion period.

1.2.7. Safety. The Contractor shall continuously evaluate the condition of the working site and take immediate action to protect all personnel working in and around the project site.

The contractor shall install temporary fencing around equipment and comply with JBSA Safety Program standards and regulations applicable to this Project.

1.2.8. Deliverables. The Contractor shall submit all deliverables electronically and produce reports using the Microsoft Office Suite of applications. All deliverables must meet professional standards, and the requirements outlined in the contractual documentation.

The Contractor shall be responsible for delivering all end items specified.

1.3. Service Summary. The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success. The Services Summary (SS) and the Contractor’s Quality Control Plan (QCP) is the expected level of Contractor performance, and the acceptable method of Government validation and confirmation of services provided. These thresholds are critical to mission success. Procedures as set forth in the Federal Acquisition Regulation (FAR) 52.212-4(a), “Contract Terms and Conditions - Commercial Items,” Inspection/ Acceptance, will be used to remedy all deficiencies.

PO#

PERFORMANCE OBJECTIVE

PWS

Paragra ph

PERFORMANCE

THRESHOLD

1 Provide all necessary equipment to maintain kennel temperature between 45-85 degrees Fahrenheit or all rental units are functioning per manufacturer specifications.

1.1.1 No more than 3

days

2 Conduct monthly preventative maintenance per manufacture specification.

in Appendix 1 (Generator)

1.2.5 Zero Defects

allowed

3 Conduct monthly preventative maintenance based on item in Appendix 2 (HVAC)

1.2.5 Zero Defects

allowed

4 Conduct quarterly preventative maintenance based on item in Appendix 3 (HVAC)

1.2.5 Zero Defects

allowed

5 Conduct yearly preventative maintenance based on item in Appendix 4 (HVAC)

1.2.5 Zero Defects

allowed

6 Return emergency calls within 1 hour and physically respond to emergency within 2 hours and be onsite, after original phone call (48 hours for non-preventative non-emergency).

1.2.6 Zero Defects

7 Ensure the contractor signs in at Bldg. 5595, located at

1555 Gott St., when the contractor performs service and shall notify personnel of work plans and sign out after completion

1.2.5 Zero Defects

1.4. Quality Control Plan (QCP). The contractor shall develop and maintain a quality program to ensure the maintenance and training performed are IAW commonly accepted commercial practices. A written QCP shall be submitted to the Contracting Officer (CO) no later than 14 days after award. The plan shall specifically address the Contractor’s strategy to provide quality workmanship, continual process improvement, and for correcting deficiencies as required

1.4.1. Contracting Officer (CO) and Contracting Officer Representative (COR) (Quality Assurance Personnel). The CO will appoint a primary and alternate COR for managing the day-to-day activities of the contract. The identity, title, and authority of this representative will be provided in writing to the Contractor after contract award.

1.5. Quality Assurance. The Government shall inspect and evaluate the contractor’s performance to ensure services are received IAW requirements set forth in this contract.

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

When a performance threshold has not been met, the COR will initiate and provide the CO with a Contract Discrepancy Report (CDR) DD 2772 for issuance to the contractor. The contractor shall respond to the CDR IAW instructions provided and return it to the CO within the suspense established on the CDR.

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

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

1.6. Performance Management. The COR shall evaluate and document the Contractor’s performance IAW the procedures outlined in the PWS. The results of surveillances shall be maintained as Past Performance information and utilized to prepare and support annual Contractor Performance Assessment Report System (CPARS) reporting.

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

2. GOVERNMENT FURNISHED PROPERTY AND SERVICES.

2.1. Facilities. The Government will provide police and fire protection. In the event of a medical emergency, a base ambulance service for transporting an injured employee to a local hospital is available on a cost reimbursement basis.

2.2. Equipment. All tools and vehicles will be supplied by the contractor.

3. GENERAL INFORMATION

3.1. Hours of Operation/Holidays. All work shall be performed during the typical duty day, 8:00 A.M. to 4:00 P.M., Monday through Friday, except for federal holidays and unforeseen requirements. When access to facility permits, service may begin earlier upon approval of authorized government personnel. The Contractor is not required to provide routine services on the following approved holidays:

New Year’s Day 1st of January Martin Luther King’s Birthday Third Monday in January President’s Day Third Monday in February Memorial Day Last Monday in May Juneteenth 19th of June Independence Day 4th of July Labor Day First Monday in September Columbus Day Second Monday in October Veteran’s Day 11th of November Thanksgiving Day Fourth Thursday in November Christmas Day 25th of December

NOTE: If the holiday falls on a Saturday, it will be observed on the preceding Friday. If the holiday falls on a Sunday, it will be observed on the proceeding Monday.

3.2. Security Requirements. The Contractor shall comply with all requirements and procedures IAW DAFFARS5352.242-9000, "Contractor Access to Air Force Installations." Contractor employees shall be required to obtain and display identification badges. Anticipate delays in getting commercial vehicles on base and allow time for commercial vehicles to reach their destination by driving designated routes at posted speed limits throughout the base. Procedures for commercial vehicle access to the base are subject to change without prior notice. The Contractor shall also obtain personnel and vehicle identification and passes as required for entry to the installation. The government will provide all forms and procedures to the Contractor to obtain personnel identification and vehicle passes during the pre-performance conference. It is the Contractor 's responsibility to renew passes/badges in a timely manner to ensure no interruption of service. During performance of the contract, the Contractor shall be responsible for obtaining required identification for newly assigned personnel and for prompt return of credentials and vehicle passes for any employee who no longer requires access to the work site. Upon completion or termination of the contract or expiration of the identification passes, the Contractor ensures that all base identification passes issued to Contractor employees are returned to the issuing office. If a contract employee has been terminated, the pass will need to be retrieved and returned to Security Forces (SF) so that employee does not have base access. If the pass is not retrieved, then SF will need to be notified, so base access is not allowed. Failure to comply with these requirements may result in the withholding of final payment.

3.3. Pass and Identification Items. Non-Department of Defense (DOD) persons (Contractors, vendors, etc.) requiring entry to JBSA-Lackland shall be sponsored by an authorized Defense Biometric Identification System (DBIDS) registered DOD ID card holder. Contractors requiring access to JBSA shall provide the credential information for their employees to the CES representative to process access. All Contractor employees shall:

Possess and provide one form of valid picture identification.

Provide personal (full name, date of birth, place of birth, home address, and driver license number) and vehicle information. Foreign Nationals are submitted independently of natural U.S. Citizens. For this project, only U.S. Citizen personnel shall be employed by Contractors and Subcontractors.

A memo from the Contractor on business letterhead stating the reason for entry, contract number, project start and end date, and the location at JBSA of where the jobsite is located.

3.3.1. Personnel employed by the contractor must get a pass for their privately owned vehicle with proof of the following:

Liability Insurance Current License Plates Valid State Driver License A phone number for sponsor on base

3.3.2 Vehicles owned by the contractor with the company name permanently printed on them are not required to obtain a pass if a current work order is presented at the time of entry.

However, current liability insurance, state inspection sticker, and registration are required.

The person driving the vehicle must have a valid operator license for the type of vehicle.

3.4. Safety Requirements and Reports. The contractor shall perform work in a safe manner as required by Occupational Safety and Health Administration (OSHA). Provide a verbal report to the CO as soon as possible of each occurrence of damage to Government property or an accident resulting in death, injury, occupational disease, or adverse environmental impact. Provide a completed copy of the required Accident Investigation Reports to the CO and COR within 5-calendar days of each occurrence.

3.5. Reporting Requirements. The Contractor shall comply with Air Force Instruction

(AFI) 71-101, Volume- 1, Criminal Investigations, and Volume-2, Protective Service Matters, requirements. Contractor personnel shall report to the designated CES Representative any information or circumstances of which they are aware may pose a threat to the security of DOD personnel, Contractor personnel, resources, and classified or unclassified defense information. Contractor employees are to be briefed by their immediate supervisor upon initial on-base assignment and as required thereafter.

3.6. Physical Security. Areas controlled by Contractor employees shall comply with base

Operations Plans/instructions for Force Protection Conditions (FPCON) procedures, Random Anti-terrorism Measures (RAMS) and local search/identification requirements.

The Contractor shall safeguard all government property, including controlled forms, provided for Contractor use. At the close of each work period, government training equipment, ground aerospace vehicles, facilities, support equipment, and other valuable materials will be secured.

3.7. Traffic Laws. The Contractor and their employees shall comply with base traffic regulations. If, for any reason, the Contractor must close access to a road, the Contractor must submit requests for a minimum of 60 days in advance and may not close until approved and base notification is made.

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

-END-

ATTACHMENT A

Conceptual Framework

Appendix 1

The appendices provide reference and guidance on government expectations for maintenance intervals. Contractors should adhere to the manufacturer's recommended maintenance schedules for their proposed equipment.

Appendix 2

Monthly Preventative Maintenance Schedule

Task # PERFORMANCE OBJECTIVE 1 Replace Pleated 2” air filters (2 per unit).

2 Check for loose belts on blower units. Make all adjustments as needed for proper pulley tension and replace as required.

3 Adjust blower motor belts and replace if needed.

4 Check for proper pressure on both the high and low side Freon pressure line.

5 Check for icing up on exterior coils.

6 Remove all debris from electrical control compartment (rat nests; ants; mud dobber next, etc.).

7 Oil motor bearings.

8 Full inspection of cooling system:

a. Check units thoroughly for refrigerant leaks.

b. Check the refrigerant operating pressures (only if it is determined that the leaving air temperature is lower than designed).

c. Recharge units with refrigerant in accordance with manufacturer’s specifications.

d. Accomplish refrigerant recovery actions in accordance with state and federal guidelines.

e. Check and calibrate safety controls and overloads.

f. Check compressor motor and valves.

g. Check voltage and amperage on all motors and compressors.

h. Check main breaker, tighten all break terminals and check contacts for wear.

i. Check main power fuses for corrosion and wear.

j. Tighten motor terminals and control panel terminals.

k. Lubricate fan bearings.

l. Check condenser and blower motor bearings.

m. Inspect and adjust all bolt alignments and tension.

n. Check damper operation. Lubricate and adjust in accordance with product specifications.

o. Check and calibrate thermostat operation.

p. Clean out condensation pan and drain line.

9 Full inspection of heating system.

a. Check reversing valve operation.

b. Check the defrost thermostat and control board.

c. Check the defrost cycle and termination.

d. Check the refrigerant operating pressures.

e. Check emergency heat operation.

10 Inspection of interior thermostat for proper operation.

11 Inspection of heat strip 15,000 watts.

a. Inspection of electrical connections and contractors.

b. Check and calibrate all operating safety controls.

c. Inspect electrical resistance strips (strip heaters).

The appendices provide reference and guidance on government expectations for maintenance intervals. Contractors should adhere to the manufacturer's recommended maintenance schedules for their proposed equipment.

Appendix 3

Quarterly Preventative Maintenance Schedule

1 Pressure wash condenser coils to ensure they are clean and free of dirt and debris (every

90 days).

The appendices provide reference and guidance on government expectations for maintenance intervals. Contractors should adhere to the manufacturer's recommended maintenance schedules for their proposed equipment.

Appendix 4

Yearly Preventative Maintenance Schedule

1 Check refrigerant levels yearly (once a year) (May/June).

The appendices provide reference and guidance on government expectations for maintenance intervals. Contractors should adhere to the manufacturer's recommended maintenance schedules for their proposed equipment.