ATTACHMENT 1 PWS.docx

PERFORMANCE WORK STATEMENT (PWS)

1.0 Introduction.

This is a non-personal services contract to provide Inspection, Testing, and Maintenance (ITM) of Mechanical Equipment at United States Army Garrison (USAG) Humphreys. Theses mechanical equipment includes indoor/outdoor Natural Gas Lines, Boilers, Heating Systems, Cooling Systems and Kitchen Equipment. The Contractor shall perform to the standards specified in this Performance Work Statement (PWS).

1.1 Background

. USAG Humphreys is in Pyeongtaek city, Gyeonggi Province, Korea, and consists of approximately 3,370 acres and 954 buildings. The Contractor shall perform maintenance and repair services of indoor/outdoor Natural Gas Lines, Boilers, Heating Systems, Cooling Systems and Kitchen Equipment as identified in Technical Exhibit (TE) #1 and as defined in this PWS through Preventive Maintenance (PM) program and unscheduled services to ensure reliable heating/cooling during all seasons.

1.2 Objectives

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

The Contractor shall compile historical data, prepare required reports, and submit all information as specified by the Deliverables presented in the contract. The Contractor shall ensure all work in support of mission requirements tendered to the Government for acceptance conform to the measurable performance standards of quality, timeliness, and quantity specified in the PWS of this contract.

The intent is to establish work requirements that are performance-based and results-oriented. The Contractor shall determine the best and most cost-effective ways to fulfill ITM of indoor/outdoor Natural Gas Lines, Boilers, Heating Systems, Cooling Systems, Kitchen Equipment, and their component needs while emphasizing innovation and commercial best practices.

1.3 Climatic Conditions

. The average annual rainfall is 53 inches; with the wettest months being July - August. The average annual snowfall is 11 inches, with snowfall expected during the period of December through February. The average frost-free period (growing season) during the year is about 225 days. The first killing frost may be expected about November, and the last killing frost generally occurs in February. The average annual maximum and minimum temperatures are approximately 90 and 15 degrees Fahrenheit, respectively. Monthly normal temperatures are ranged from a low of 26 degrees in the month of January to a high of 80 degrees in the month of August. Summer temperatures often reach above 95 degrees Fahrenheit, while sub-freezing weather is common during the winter months.

1.4 Facility Access. The Contractor shall ensure access to all mechanical rooms to inspect, repair & test the Gas alarm equipment including shut off valve in case of emergencies. 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.

1.5 Traffic Flow. The Contractor shall maintain the free flow of traffic during surfaced area maintenance. The Contractor shall notify the Contracting Officer Representative (COR), 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 Representative (COR) or Alternate Contracting Officer Representative (ACOR).

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 to the original state at no additional cost to the Government.

1.8 Dust Suppression. The Contractor shall perform dust suppression when necessary, during maintenance and repair activities or as directed by the COR.

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 USAG Humphreys 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 Humphreys Excavation Permit Form provided via TE #5 and processed through the work control office in this Contract. The Government requires up to five (5) business days to review and approve construction 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.

1.11 Work Clearance. For work involving digging/excavation operations, the Contractor shall obtain a properly approved digging permit before ground disturbance.

2.0 Requirements.

2.1 Description of Services. The Contractor shall provide all personnel, equipment, tools, vehicles, materials, supervision, and any other resources necessary for inspection, testing and maintenance of indoor/outdoor Natural Gas Lines, Boilers, Heating Systems, Cooling Systems and Kitchen Equipment at USAG Humphreys which listed in the TE #1, in strict compliance with all the provisions of the contracts as specified in this PWS.

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.

2.1.2.1 Period of Performance. The Period of Performance (PoP) shall be for 12-month Base Period, which consists of three (3) months Phase-In period and nine (9) months of service and four (4) Option Periods.

2.1.2.2 Transition (Phase-In): The transition period is ninety (90) days that will be implemented by the Contractor and shall state the Contractor key personnel on board, to include IT/Network accounts and access with the appropriate Government organizations. The Contractor shall provide sufficiently experienced personnel during the Phase-In to ensure that the services are maintained at the required level of proficiency. During the Phase-In, the Contractor shall observe all operations pertinent to the requirements of the PWS, to include office functions, procedures, and operations, repair/maintenance operations, and any other operations as deemed necessary by the Contractor that will enable Contractor personnel to become both knowledgeable in, and familiar with, their assigned areas of responsibility. The Contractor shall commence all operations required by this PWS as of the first day of the contract period. Therefore, on the initial day of performance, the Contractor shall provide a work force which is fully qualified and capable of performing all work required under this contract.

Phase-In meeting with DPW in-House (Initial Meeting: Within Seven (7) Calendar days after phase-in start) Weekly or as required

NOTE: The contractor shall submit the written documents to explain the reason on task delay to the COR prior to due date of tasks listed in summary of Phase-In schedule.

2.1.2.3 Transition (Phase-Out): The Contractor shall develop and implement a plan to affect a smooth and orderly transfer of performance responsibility to a potential successor. The initial Phase-Out plan shall be submitted to the COR for approval Not Later Than (NLT) six (6) months after the start of the base contract year (full performance). The plan shall contain details that include but are not limited to; timelines for events, key personnel involved and interface with the Government and follow-on Contractor. The plan shall fully describe how the Contractor shall approach the following issues: Employee notification; Retention of key personnel; Turn-over of work-in-progress, inventories and transfer of Government furnished property; Removal of Contractor property; Data and information transfer; deletion of password access to Government systems, installation clearance actions including turn-in of windshield decals and Controlled Access Cards (CAC) and any other actions required to ensure continuity of operations. The plan shall also include a joint inventory among the incumbent, the Government, and the successor Contractor; reconciliation of all property accounts and requisitions, turn-in of excess property and cleanup of Contractor work areas.

The Contractor shall correct any damage to Government-Owned Property caused by employee negligence or mistake, intentional or otherwise. During the Phase-out period immediately prior to the end of the previous contract, the Contractor shall permit the successor Contractor (and the successor Contractor's employees) to observe and become familiar with any and all operations under the contract. The Contractor shall not defer any needed repairs or maintenance for the purpose of transferring responsibility to the successor Contractor. The Contractor shall fully cooperate with the successor Contractor and the Government so as not to interfere with their work or duties. The Contractor shall provide reasonable assistance to the Government's contract solicitation process such as verifying workload data and other factual information to be included in a new solicitation and providing access to the workplace for site visit(s) of prospective offerors.

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 at the locations listed in TE #1. The facilities to be serviced will be added/deleted with issuing modification IAW the Government’s needs.

2.1.3.2 Hours of Operation. The Government's normal operation hours are from 0730 to 1630 hours, except Republic of Korea (ROK) holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. 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 ROK Holidays

. The Contractor’s performance shall not be required on the ROK holidays listed below, unless there is a requirement to respond to a Priority 1, Emergency.

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

2.1.4.1 The Contractor shall receive service calls 24 hours a day/7 day a week and respond to emergency service calls. 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 reschedule the work to be performed the next business day following the closure unless the following day is a Saturday, Sunday, a recognized ROK Holiday, and when routine work is not scheduled for that day.

2.1.4.3 Inclement Weather Delay. If the Contractor determines unsafe weather conditions for continued operations, then the Contractor shall notify the COR if inclement weather suspends operations within two (2) hours. The Contractor shall resume operations with COR 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, NLT two (2) hours of the incident. The Contractor shall be responsible for the emergency medical treatment services for the Contractor personnel.

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. A completed typed original plus one (1) copy of Accident Report as shown on TE #6 shall be delivered to the KO within five (5) calendar days of occurrence, whenever an accident involving personal injury, or the 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 COR/ACOR will meet quarterly with the Contractor to review the Contractor's performance. Written minutes of meetings will be recorded by the Government and signed by both the CM and the COR. The written minutes will be distributed within five (5) workdays after the meeting. If the Contractor does not concur with any portion of the minutes, recorded by the Government, the non-concurrence shall be provided in writing to the COR within two (2) calendar 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 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.

2.1.7.3.2.1 COR Authority. A letter of designation will be issued to the COR/ACOR by the KO. A copy of the letter will be sent to the Contractor. The letter of designation states the responsibilities and limitations of the COR/ACOR, especially regarding changes in cost, price estimates, or changes in delivery dates. The COR/ACOR is not authorized to change any of the terms and conditions regarding cost, quantity, or schedule of the resulting order.

2.1.7.3.3 The Contractor shall not in any way represent the United States (U.S.) Government, or that it has the authority to contract or procure supplies for the account of the United States of America (USA).

2.1.8 COR/ACOR Functions. The COR/ACOR monitors all technical aspects of the contract and assists in contract administration. The COR/ACOR is authorized to perform the following functions: assure the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements; monitor, document, and report Contractor's performance and notify both the KO and Contractor of any deficiencies; coordinate availability of Government-Furnished Property, and coordinate site entry of Contractor personnel.

2.1.9 Subcontract Management. If the Contractor subcontracts part of the work to be executed within this contract, the Contractor (Prime) has total responsibility of subcontractor’s performance, and the U.S. Government will not supervise subcontractor. The contract is between the prime Contractor and the U.S. Government and will be administered and executed as such. The Contractor shall submit the Subcontract Management Plan (SMP) with initial proposal. The SMP to the KO and COR within 30 calendar days from the beginning date of Phase-in. The SMP shall contain at a minimum, but not limited to the:

a. Name of subcontract

b. Past performance and experiences of subcontract

c. Business Licenses or Permit

d. Responsibilities in this contract

e. Quality Control plan for subcontractor’s performance

2.1.11 Contractor Employees.

2.1.11.1 Key Personnel. The Contractor shall provide full-time key personnels who are solely dedicated to the contract. The key personnels consist of CM, Quality Control Manager (QCM), Safety Officer (SO), Gas Engineer, and Air-Conditioning Engineer. The key personnels must be the direct employees of the prime contractor throughout the contract performance periods. Key personnel cannot serve more than one position. As an example, CM cannot be both CM and QCM.

In case of key personnel changes occur, the Contractor shall submit key personnel change requests to the KO and COR in writing. Upon notification of a vacancy of key personnel, the Contractor has up to fifteen (15) calendar days to fill the position with an individual who is equal to or exceeds the initially proposed experience periods and other qualification criteria of the person being replaced. In interim (while a back-fill is being sourced), the deputy may fulfill those roles to ensure contract performance for up to fifteen (15) calendar days. The Contractor shall notify the KO and COR and obtain the Government concurrence for the replacement of key personnel. Qualifications for all key personnel are listed below:

2.1.11.1.1 Contract Manager (CM). The Contractor shall provide a CM who shall be responsible for the performance of the work. The CM shall have full authority to act for the Contractor on all contract matters relating to daily operation of the contract. During normal duty hours, the CM shall respond within one (1) hour from the time notified by the COR to meet on the installation at the location specified by the COR. After duty hours and weekends, the CM shall respond within two (2) hours from the time notified by the COR to meet on the installation at the location specified by the COR. The CM shall have at least two (2) years of experience as CM in repair and maintenance of indoor/outdoor Natural Gas Lines, Boilers, Heating Systems, and Cooling Systems. The CM shall be able to understand, speak, read, and write the English language effectively.

2.1.11.1.2 Quality Control Manager (QCM). Along with the CM, a QCM supervises the quality control functions and activities of the contract performance on-site to include quality control inspection schedules, the collection of quality records and conduct data analysis to improve contractor performance. The QCM shall have minimum three (3) years of experience as QCM in the field of Heating system and Cooling system. The QCM shall have a valid license of Engineer General Machinery (일반기계기사) or Engineer Air-Conditioning Refrigerating Machinery (공조냉동기계기사) or Engineer Energy Management (에너지 관리기사) issued by ROK Government. The QCM shall be able to understand, speak, read, and write the English language effectively.

2.1.11.1.3 Safety Officer (SO). The SO regularly conducts on-site inspections to determine hazardous situation, implements and enforces safety policies by applying updated knowledge on safety methods and standards that reduce the risk of accidents, and communicates with the COR regarding all safety related matters. The SO shall have minimum three (3) years of experience as SO working with the design, construction or maintenance of indoor/outdoor Natural Gas Lines, Boilers, Heating Systems, Cooling Systems and Kitchen Equipment. The SO shall have a valid license of Engineer Industrial Safety (산업안전기사) or higher grade issued by ROK Government. The Safety Officer shall be able to understand, speak, read, and write the English language effectively.

2.1.11.1.4 Gas Engineer. The Contractor shall provide a Gas Engineer as key personnel who has valid license of Engineer Gas (가스기사) issued by ROK Government. Gas Engineer shall inspect, maintain, repair, and test the gas lines and relevant equipment in USAG Humphreys to prevent risk factors of facilities in advance from the management stage to actual use. The Gas Engineer shall have minimum two (2) years of experience in repair and maintenance of gas lines and equipment.

2.1.11.1.5 Air-Conditioning Engineer. The Contractor shall provide an Air-Conditioning Engineer as key personnel. The Air-Conditioning Engineer shall have a valid license of Engineer Air-Conditioning Refrigerating Machinery (공조냉동기계기사) issued by ROK Government. The Air-Conditioning Engineer shall have minimum three (3) years of experience in the field of repair and maintenance of Cooling system.

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

2.1.11.3 Standards of Conduct. 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.

2.1.11.4 Contractor Hiring Restrictions. The Contractor shall not hire or sub-contract with off duty or former Government employees whose employment would result in a conflict with Joint Ethics Regulation (JER) DoD 5500.07-R.

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 COR/ACOR corrective action plans, timely identification of issues, and effective management of subcontractors within (2) days or at a mutually agreed upon date. 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 in the event that power or other utilities prevent the computer processing of the Demand Maintenance Order (DMO), Project Work Order (PWO), and Preventive Maintenance Order (PMO) related work documentations. The plan shall be delivered to the COR within fifteen (15) calendar days from the beginning date of Phase-in as shown on Deliverable A003, Manual Operations Contingency Plan. Provision should also be made for inputting and updating data into the Government System on a delayed basis in case the network or system is down. The contingency plan shall include coordination with DPW Service Order Desk (SOD) and its operations.

2.2 Work Management.

2.2.1 Coordination. The Contractor shall schedule and coordinate with the COR to minimize disruptions to the facility mission. All correspondence shall be submitted within the established suspense dates. All extensions, releases, or other relief of suspense requirements shall be obtained from the originating office by the Contractor.

2.2.2 General Fund Enterprise Business System (GFEBS): GFEBS is the web-based asset and accounting system that is used as the key component for work that is performed on USAG Humphreys and other Garrisons. 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).

a. The Contractor shall document, manage, control all work performed under this contract into DMO from GFEBS upon receipt of work request from Army Maintenance Application (ArMA) or DPW Work Reception. Upon completion of all DMOs, the Contractor shall obtain POC signature, date and phone number indicating acceptance and completion of order. All POC signatures shall be uploaded to GFEBS under the corresponding DMO and provided to the Government upon request. All work performed should be documented in GFEBS. The Contractor shall record, manage, and report, in a chronological order, all work performed under this Contract in a detailed level to clearly and fully describe the repairs performed for each DMO.

b. As a means to document all work performed, the Contractor shall ensure that the time of each Contractor employee who works on DMOs, PMOs, or PWOs shall be fully recorded including labor, equipment, and maintaining the Materials Master to capture accurate material costs for all repair/maintenance action.

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. Current IMCOM ArMA Business Rules can be found at Main_ArMA_Overview (deps.mil). Requests received through ArMA will follow the same classification and priority of services needed as in TE #4, Annex B Facilities Maintenance Instruction.

2.2.2.1.1 ArMA and GFEBS: DMOs assigned to any facilities shall be primarily processed in the ArMA followed by GFEBS processing IAW TE 4, or as required by the Government. The Contractor shall monitor ArMA in real-time, create requests IAW TE 4 create publications affecting the facilities 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, the Contractor shall be updated and processed in GFEBS IAW TE 4.

2.2.2.1.2 Duplicate Orders. The Contractor shall monitor for duplicate orders. If more than one (1) 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 (1) 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 Order (DMO).

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 GFEBS DMO Dispatcher(s) to input all DMO data into GFEBS on a daily basis. This individual(s) shall be on duty Monday through Friday from 0730 to 1630 hours. The Contractor shall also produce upon request by the COR 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, via ArMA, email, or directly from the COR. The Contractor shall establish a dedicated telephone number to be used exclusively for receipt of DMOs. 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. DMOs exceeding the Contractor’s authorized limit shall be executed IAW TE 4, Annex B Facilities Maintenance Instruction. The work control team shall have at least one (1) 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 enter all DMOs into GFEBS IAW 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. 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 of service call into GFEBS by the Contractor. 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 NLT 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 by the COR.

· 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.

2.2.3.3 GFEBS and/or ArMA Case Number. The Contractor shall notify the customer of the ArMA case number for each DMO. This ArMA Case number shall function as a reference number for customer inquiries and Government surveillance purposes.

2.2.3.4 Completed Work. The Contractor, certifying the work was satisfactorily performed, shall sign completed work authorizations. After the completion of each work order, the Contractor shall identify (using GFEBS T-CODE IW44) the total labor hours the technician worked, and the fully burdened rate based on shop. Within seven (7) days of DMO issuance, the Contractor shall TECO the DMO to close out the order.

2.2.4 Preventive Maintenance Order (PMO). The Contractor shall perform all PMOs for the facilities and equipment listed in TE #1. The Contractor technicians shall complete scheduled PM work within five (5) days for monthly PM’s, fourteen days for quarterly PMs, and thirty (30) days for semi-annual and annual PM’s. Until the PMO program as described in paragraph 2.2.5 below is complete, the Contractor shall execute PMOs IAW historical PM data provided in TE #2 and TE # 3. Within seven (7) days of PMO completion, the Contractor shall TECO the PMO in GFEBS.

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 #1. During the equipment inventory assessment, the Contractor shall at a minimum, collect the equipment Maintenance Control Designation (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. The PMO program shall be completed and fully operational in GFEBS NLT ninety (90) days from the beginning date of Phase-in. Examples of commonly used GFEBS transaction codes includes IW31 thru IW33 to create, edit, and view PMOs, and IW44 for inputting labor hour and material cost that the Contractor shall have experience in utilizing to create and maintain the PMO Program. The Contractor shall be responsible for maintaining the accuracy and currency of the equipment list and associated PM Schedules in GFEBS throughout the life of the contract.

2.2.4.2 PMO Schedules. Once the PMO Program is established in GFEBS, the Contractor shall create a PM scheduler. The Contractor shall continually update the list as required with the DPW BOID PM Coordinator. The PM scheduler shall be Microsoft 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 Microsoft 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. 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 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 a Labor & Equipment (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-by-GFEBS 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 NLT 0900 hours 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.

2.2.5 Project Work Order (PWO).

2.2.5.1 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 to the BOID 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. TE #3 provides historical data on the number of PWOs generated from DMOs. The PWO (DA Form 4283) should cover the following parameters:

2.2.5.2 Cost Estimates for PWOs. The Contractor will provide the Government with a DA Form 4283 that delineates the scope of the project. PWOs that exceeds $150,000 shall be accomplished through a separate contractual vehicle.

The PWO will be negotiated as follows:

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

It is estimated that the number of detailed estimates required under this contract would be ranged twenty (20) to eighty (80) per each contract year.

2.2.5.3 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 RS Means, Building Construction Cost Data, or published price in the Information on Commodity Price (ICP) Book (한국물가정보, www.kpi.or.kr), commercial market price lists, or other appropriate estimating sources approved by the COR. All estimates, supporting information, documentation, and calculations shall be submitted to the COR.

2.2.5.4 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 require a detailed breakdown. 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.

2.2.5.5 Specialty Subcontracting Work. For specialized services where estimating software or other estimating standards are not applicable, the Contractor shall prepare a quotation 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 quotation, 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.

2.2.5.6 Execution of PWO Work. The Contractor shall provide quotation for all PWO Work addressing the scope, performance schedule and proposed price. The quotation 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 execute a task order.

2.2.5.7 Wage Rates for PWOs. N/A.

2.2.5.8 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 and BOID PM Coordinator within two (2) business days.

2.2.5.9 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. All records are the property of the Government and shall be turned over to the Government upon completion or termination of the contract.

2.2.5.10 PWO Reporting Requirements. The Contractor shall provide a monthly report on PWO’s NLT the fifth (5th) day of every month to the COR. Format changes can be implemented and/or approved by the COR as needed.

2.2.6 Warranty Program. The DPW PM Plan within GFEBS identifies warranty of all equipment, parts, components, where the manufacturers provide a warranty and shall be exercised for the duration of this contract. GFEB Records identify the item, the nature and expiration date of the warranty, and the name and location of the firm to contact about entitlement under the warranty. The Contractor shall update within GFEBS warranty records on any items of equipment or repair items to which the Government will take title, which shall be installed on Government property.

2.2.6.1 Warranty Enforcement Manager. The Contractor shall designate a Warranty Manager or POC to monitor and track all Government-owned equipment as identified by the Government as having a warranty.

2.2.6.2 Warranty Management. The Warranty Manager shall receive a daily listing of all DMOs from the DPW Work Reception and review all DMOs (including DMOs assigned to other service providers) in facilities under warranty for possible warranty items.

2.2.6.3 Routing of Warranty DMOs. The Contractor personnel shall be familiar with all facilities and equipment under warranty to notify the Warranty Manager of DMOs requests impacting warranties. For DMOs assigned to other service providers, the Warranty Manager shall notify the service provider, who shall then determine if the problem is a valid warranty item. If the item is a valid warranty request, the service provider shall route the DMO back to the Warranty Manager and the DMO shall be routed to the warranty provider for repair. If the repair requirement item is not covered by the warranty, the DMO shall be completed by the service provider. Warranty items that may have been overlooked by the DMO review may be flagged by technicians or workmen as warranty items. In such cases, the DMO shall be routed back to the Warranty Manager and the DMO shall be routed to the warranty provider for repair. Contractor shall place warranty calls and track status until warranty repair has been completed.

2.2.6.4 Warranty Records. The Contractor shall comply with standard Army execution and warranty claim action reporting programs as defined in AR 700-139.

2.2.6.5 Exceptions. The existence of a warranty does not alleviate the Contractor’s responsibility to perform work needed to prevent potential damage to personnel and property or to prevent unnecessary shutdown of facilities and functions.

2.2.6.6 Technical Document Library Operation. The Contractor shall store, maintain, and make technical documents available to all Government personnel and others approved by DPW upon request. If electronic versions are available, the Contractor shall provide these via e-mail or other electronic media. If no electronic copy is available, the hardcopies will be scanned and sent to the Government personnel and others approved by DPW. Contractor shall obtain and record adequate contact information from the borrower, and the documents will be checked out for no longer than five (5) days. In the case where only one hardcopy exists, and the document cannot be scanned; the documents shall be made available for reference or for copies. The Contractor shall maintain all warranty documents in an electronic data base.

2.3 As-Builts and Geospatial Information System (GIS).

2.3.1 Maintain As-Builts. The Contractor shall maintain as-built drawings. The Contractor shall be provided one (1) hard copy and an electronic connection to GIS for the detailed installation map. The maps to be provided are the following: Natural Gas Lines, Heating & Cooling System, Kitchen Equipment, and other relevant systems. Utility repairs, component replacements, modifications, alterations, and additions to all systems and components shall be electronically redlined as well as on the hard copy maps upon completion of work.