Attachment 1- PWS for Food Service Equipment Preventive Maintenance and Repair.pdf

Performance Work Statement

Food Service Equipment Preventative Maintenance and Repair

55th Force Support Squadron

Offutt AFB, NE

5 August 2020

Table of Contents

1. DESCRIPTION OF SERVICES

1.1 SCOPE OF WORK

2. GENERAL SERVICE REQUIREMENTS

2.1 PREVENTIVE MAINTENANCE SCHEDULE AND CHECKLIST (CDRL A001)

2.2 INITIAL INSPECTION (CDRL A002)

2.3 EQUIPMENT INVENTORY (CDRL A003)

2.4 EQUIPMENT CONDITION ASSESMENT

2.5 MAINTENANCE PROGRAM

2.5.3 SERVICE CALL REPORTS (CDRL A004)

2.6 REPAIRS

2.7 EQUIPMENT ADDITIONS AND REMOVALS

3. ADMINISTRATIVE MAINTENANCE OF RECORDS AND REPORTS

3.1 REPORTS

4. SAFETY

4.1 EMERGENCY PROCEDURES

4.2 POTENTIAL THREAT

4.3 WEAPONS, FIREARMS, AND AMMUNITION

4.4 CELL PHONE USAGE

4.5 TRAFFIC LAWS

5. ENVIRONMENTAL MANAGEMENT

5.1 SAFETY DATA SHEETS (SDS)

5.2 ENVIRONMENTAL AND HAZARDOUS MATERIAL HANDLING

6. SECURITY

6.1 SECURITY REQUIREMENTS/SUITABILITY DETERMINATION

6.2 IDENTIFICATION CREDENTIAL

6.3 PASS AND IDENTIFICATION REQUIREMENTS

7. GOVERNMENT FURNISHED PROPERTY AND SERVICES

7.1 UTILITIES AND CONSERVATION PRACTICES

7.2 FIRE AND MEDICAL EMERGENCY SERVICES

7.3 SECURITY POLICE SERVICES

7.4 PROPERTY CONTROL

8. QUALITY CONTROL PROGRAM

8.1 QUALITY CONTROL PLAN (CDRL A007)

8.2 SERVICES SUMMARY

9. SPECIAL CONTRACT REQUIREMENTS

9.1 HOURS OF OPERATION

9.2 FEDERAL HOLIDAYS

9.3 MISSION ESSENTIAL (CDRL A008)

9.4 CONTRACTOR PANDEMIC PLAN (CDRL A009)

10. DELIVERABLES

APPENDIX A- DINING FACILITY EQUIPMENT LIST

APPENDIX B- SAMPLE REFRIGERANT REPORT

1. DESCRIPTION OF SERVICES

The Contractor shall provide management, supervision, labor, materials, diagnostic equipment, and supplies and is responsible for the efficient, effective, and economical performance of scheduled and unscheduled maintenance, and repair of Government-owned food handling, refrigeration, mechanical, and other related equipment necessary for the operations of the Ronald L. King Dining Facility, Offutt Air Force Base (AFB), Nebraska. The Contractor shall comply with all applicable Federal, state and local laws, regulations and codes, including any supplements or revisions, manufacturer’s instructions, and industry standards. The Contractor shall obtain all applicable licenses training, and permits necessary for the performance of the contract.

1.1 SCOPE OF WORK

The contractor shall be responsible to make the management and operational decisions to meet the quality standards required under this contract. Use innovation, technology and other means and methods to develop and perform the most efficient services for the maintenance and repair of the equipment covered under this contract. The Contractor shall implement an effective Quality Control Plan (QCP) as well as an effective service call system that results in prompt, professional, and courteous resolution of Contracting Officer or designee’s concerns. Additionally, the Contractor shall keep the Contracting Officer or designee informed of current status of the work being performed, provide work schedules, provide a major equipment and critical system break down or impairment form, and provide other pertinent information needed by the Contracting Officer or designee. It is the Contractor’s responsibility to provide training to contract employees that will stress stewardship in maintenance practices, i.e., the proper use, disposal, recycling of chemicals, dispensing equipment and packaging. While ensuring that contract employees are properly licensed and/or certified to operate necessary building systems or equipment for which licensed and/or certified personnel are required by federal, state or local law, codes or ordinances. Furthermore, the Contractor shall reduce the environmental impacts of work performed under this contract by using, to the maximum extent, environmentally sound practices, processes, and products.

1.1.1 CONTRACTOR QUALIFICATIONS

Contractor employees engaged in the work to be accomplished under this contract must possess the training and experience in the operation and maintenance of equipment and systems comparable in complexity to systems covered by this contract. All personnel or sub-contractor personnel must possess all required registrations, certifications and licenses required by State and local jurisdictions. The Contractor shall ensure that all certificates of training, licenses, permits, and bonds are current and valid. The Contractor agrees to utilize responsible, capable employees in the performance of tasks on this contract. The Contractor shall certify to the DFAC Manager, and Contracting Officer or designee, that the technician has had professional formal training on the specified equipment. Contractor personnel shall speak and understand English.

2. GENERAL SERVICE REQUIREMENTS

2.1 PREVENTIVE MAINTENANCE SCHEDULE AND CHECKLIST (CDRL A001)

The Contractor shall coordinate with the Contracting Officer or designee and facility managers to establish and coordinate an effective system for scheduling and performing scheduled Preventive Maintenance (PM) on all equipment and systems requiring a PM procedure covered under the scope of this contract. The Contractor shall develop a PM checklist for each item listed in the equipment inventory list. Each checklist shall identify the PM tasks, services, and inspections required for the applicable interval frequency (i.e., monthly, bi-monthly, quarterly, annually).

The Contractor shall submit the checklists and scheduling system to the Contracting Officer or designee.

The schedule report shall include the list of items receiving a PM procedure, the specific maintenance standard or guide describing the PM procedure, and the frequency of maintenance. The schedule report shall be submitted for approval NLT 90 days after performance start date, and 90 days after the performance start date for each option year thereafter.

The approved schedule shall be followed to maximum extent practicable. Any changes or deviations from the approved schedule shall be coordinated and approved by the Contracting Officer and/or designee. Due to the nature of operations and mission requirements, the government may request changes or alterations to the approved schedule. Any changes requested by the Government will be submitted for Contractor acknowledgement at least 48 hours in advance of the requested change.

2.2 INITIAL INSPECTION (CDRL A002)

The Contractor and the Contracting Officer or designee, shall make a complete and systematic initial inspection during the startup or transition phase of the contract that will include all mechanical, electrical, and equipment list for which maintenance and repairs are covered by this PWS. The purpose of this inspection shall be to discover and list all equipment and deficiencies that may exist in the equipment and systems covered by this PWS. The existing deficiency list report shall not include any items that would be replaced, repaired, or adjusted during the performance of normal preventive or predictive maintenance.

2.2.1 EQUIPMENT AND INITIAL DEFICIENCY REPORT

The Contractor shall submit an initial equipment and deficiency report to the Contracting Officer or designee no later than (NLT) 90 days after performance start date of the contract. The equipment and deficiency report shall contain at a minimum the following details:

a. Item number, and location of the unit.

b. If no Item number was given, assign a number to equipment which is not already listed in appendix A.

c. Company Brand, Equipment Description, model, and serial number.

d. Maintenance performed.

e. Repairs required.

f. Date of inspection.

g. Inspector’s name.

h. Statement of the overall condition of the equipment.

Any dispute between the Government and the Contractor as to classification of initial deficiency list report items will be resolved under the Disputes Clause. The Contractor’s itemized estimates for correcting each deficiency shall remain in effect for 90 days after submission of the initial deficiency list report. Deficiencies discovered after the submission of the initial deficiency list report will not be considered pre-existing for purposes of this contract, unless equipment is operational and cannot be secured and inspected. Any piece of equipment or system that cannot be inspected shall be highlighted at the beginning of the deficiency list stating why it cannot be secured and inspected. An estimate of when the Contractor reasonably expects to be able to inspect the piece of equipment shall be provided. When an existing deficiency in an item is corrected, the Contractor shall assume full responsibility for the subsequent repair of the item as covered under the terms of this contract at no additional cost to the Government.

2.3 EQUIPMENT INVENTORY (CDRL A003)

The Contractor shall:

a. Maintain and update the building equipment inventory and equipment labeling.

b. Maintain equipment inventory and maintenance records in a Microsoft Office format.

c. Maintain the same asset identification system currently used for new and replacement equipment unless a national asset identification standard is provided. Some asset identification systems include bar-coding, radio frequency identification, or other equipment tagging.

d. Collect and maintain an inventory of all equipment types that require maintenance or certifications pursuant to the PWS Maintenance Standards, or applicable code requirements.

e. Collect and maintain the following equipment data: Equipment Identification, Equipment Type, Equipment Description, Asset Identification Code, Manufacturer, Model Number, Serial Number, Equipment Status, Building Number, and Location (room number).

f. The Contractor shall provide all data to the Government in a format approved by the Contracting Officer or designee with certification that the inventory is complete and accurate.

g. The Contractor shall annually certify that the Maintained Equipment Inventory is up to date and submit the certified inventory to the Contracting Officer or designee.

h. The Contractor shall update equipment data when equipment is added, removed, or retrofitted as part of a project, or discovered by Government or the Contractor.

i. The Contractor shall review and update equipment records including asset information, maintenance records and PM records any time maintenance is performed on a piece of equipment.

j. The Contractor shall report to the Contracting Officer or designee changes to the asset inventory and PM schedule within five (5) working days of collecting and gathering equipment information.

k. Omissions on existing inventory do not relieve the Contractor from the responsibility for the maintenance of the equipment. If the inventory data does not meet contract requirements, action to withhold payments may take place.

2.4 EQUIPMENT CONDITION ASSESMENT

During the performance of the requirements of this Contract, the Contractor shall note the condition and efficiency of equipment and systems on an ongoing basis. Any equipment or systems that the Contractor determines are reaching the end of their life cycle shall be brought to the attention of the Contracting Officer or their designee. When requested, the Contractor shall complete and submit to the Contracting Officer or their designee an itemized equipment condition assessment with their recommendation for equipment or system upgrades or replacements (that have reached their end of life cycle) , including a text description of each recommended upgrade or replacement and their life cycle cost analysis that shall include estimated project cost. The equipment condition assessment reports shall be produced in Word, Excel, or PDF format and submitted electronically as an email attachment to the Contracting Officer or designee.

2.5 MAINTENANCE PROGRAM

As part of the Contractor’s established system for scheduling, and performing scheduled PM, the Contractor shall propose preventive or predictive maintenance standards or guides for each piece of equipment, following the manufacturers installation, operation and service manual (where applicable) as the manufacturer or designer recommends PM. Minimally, the preventive or predictive maintenance standards or guides proposed by the Contractor shall be based on manufacturer’s recommended maintenance. The preventive or predictive maintenance standards proposed by the Contractor may be based on a combination of equipment manufacturer’s recommendations, PM Guide, sensor technology, diagnostic software, Contractor’s experience and other sources. The equipment requiring contractor proposed preventive maintenance standards or guides shall include all of the equipment when any of the following equipment characteristics apply:

a. The equipment normally requires periodic replacement of consumable components.

b. The equipment normally requires periodic or occasional cleaning.

c. The equipment has moving parts.

d. The equipment is prone to failure before overall obsolescence of the system it serves.

e. The equipment requires inspection, testing, and maintenance in accordance with the National

Fire Protection Association (NFPA) codes and standards.

f. The equipment requires maintenance in accordance with any other provision of this contract.

The Contractor shall schedule PM on new equipment when the extended maintenance service is completed by the installer and ensure that all pertinent warranty information and proposed maintenance plans are sufficient to uphold our obligations under the warranties.

2.5.1 PREVENTIVE MAINTENANCE

PM includes, but is not limited to greasing, oiling, adding refrigerant, changing filters, cleaning, adjusting, replacing belts, and replacing of other expendable items. It also includes scheduled work on items of equipment or systems required to provide continuing operation, to preclude unnecessary breakdowns and to prolong the life of equipment or systems. Such work will be required to be performed without disruption to the building occupants’ operations during their normal business hours.

The Contractor shall perform PM in accordance with Federal requirements, maintenance standards, and manufacturer’s manual for operation and maintenance, commercial practices, and the Contractor developed checklists. All PM equipment services must follow the PM Service intervals as required for the equipment and proposed by the contractor. All PM tasks, parts, labor, materials, equipment, tools, transportation, and supervision are part of the standard services and shall not incur any additional cost to the government. Any costs deemed outside the standard PM service shall be submitted to the Contracting Officer or designee with a detailed cost estimate (parts and labor breakdown) within 24 hours of inspection. If the contractor furnishes its own materials, the price to be paid for such materials shall not exceed the contractor’s established catalog or market price. All other materials will be reimbursed on the contractor’s actual cost. Fee or profit cannot be paid on materials. All labor hours performed under a prime contract that meet the requirements of a labor category, or categories of that prime contract are to be paid at a fixed rate set in the prime contract, regardless of whether the labor hours are performed by the prime contractor or by a subcontractor. The cost estimate and additional work must be approved by the Contracting Officer or designee via written communication, prior to the Contractor purchasing necessary parts or initiating additional repairs. Once written approval from the Contracting Officer and/or designee is received, the Contractor shall begin repair within 2 business days. Reimbursement for any costs deemed outside of the standard PM service shall be governed by the invoicing provisions in this document (see paragraph 2.6.5).

2.5.2 SERVICE REQUEST AND ADMINISTRATIVE SUPPORT

The Contractor shall operate a service request and administrative support function, to act as a central point of contact for the Government to make service requests, and to track and maintain service request records. The Contractor shall provide a point of contact or customer service line that capable of receiving and/or managing service requests. The point of contact or customer service line shall be accessible 24 hours per day, 7 days per week (24/7).

The Contractor shall respond to service requests and initiate corrective actions and identify any repair requirements during normal working hours. The Contractor shall respond to emergency service requests at all times. The Government may transmit work orders to the Contractor for non-emergency service request or emergency service request orally, by email, or by creation of a work order by a Government employee or representative. The Contractor shall respond according to specified service response times.

2.5.2.1 EMERGENCY SERVICE REQUEST

Emergency service requests are service requests where the work consists of correcting failures that constitute an immediate danger to personnel or property or any work considered by the Contracting Officer or their designee to be of an emergency nature.

The Contractor shall respond to emergency service request immediately (within the shortest possible time consistent with the mechanic's location) during normal working hours and within four (4) hours after normal working hours. The emergency repair service cost is for the flat rate of service to respond, diagnose, provide a quote, and perform a permanent repair or replacement of parts or unit. The quote and estimated time of completion is required 24 hours after response to the service request. The contractor shall assess the emergency situation and secure or deem the site safe. In the case of repairs that may require parts that are not in the possession of the Contractor at the time of response to the emergency call, the Contractor is authorized to depart the site to obtain such parts after the site has been made safe/secured. The Contractor shall ensure the emergency has been secured and adequate temporary repairs have been made prior to final departure from the site. Permanent repairs shall be governed by the repairs provisions in this document

2.5.2.2 NON-EMERGENCY SERVICE REQUEST

The Contractor shall respond promptly within 12 hours, or next duty day on non-emergency work requests. The non-emergency repair service cost is for the flat rate of service to respond, diagnose, and provide a quote for the repair or replacement of parts or unit. The quote and estimated time of completion is required 24 hours after response to the service request. The contractor shall assess the emergency situation and secure or deem the site safe. In the case of repairs that may require parts that are not in the possession of the Contractor at the time of response to the emergency call, the Contractor is authorized to depart the site to obtain such parts after the site has been made safe/secured. The Contractor shall ensure the emergency has been secured and adequate temporary repairs have been made prior to final departure from the site. Permanent repairs shall be governed by the Repairs provisions in this document.

2.5.3 SERVICE CALL REPORTS (CDRL A004)

The Contractor shall submit a detailed estimate with part numbers, labor, cost, and estimated time of completion to the Contracting Officer or designee. If the Contractor furnishes its own materials, the price to be paid for such materials shall not exceed the Contractor’s established catalog or market price. All other materials will be reimbursed on the Contractor’s actual cost.

Fee or profit cannot be paid on materials. All labor hours performed under a prime contract that meet the requirements of a labor category or categories of that prime contract are to be paid at a fixed rate set in the prime contract, regardless of whether the labor hours are performed by the prime contractor or by a subcontractor. The Contracting Officer or designee will review and validate the Contractor's estimate. The Contractor shall receive written authorization from the Contracting Officer and/or designee prior to ordering any parts or proceeding with either non-emergency or emergency repair service. Reimbursement for any repair costs shall be governed by the invoicing provisions in this document (see paragraph 2.6.5). Following the repair, the Contractor shall prepare and submit to the Contracting Officer or designee a written report detailing the date and time of the service call, the unit or equipment serviced, the repair performed, and the name of the technician preforming the repairs. The service call report shall be submitted NLT two (2) business days after the service call repair completion.

2.5.4 MONTHLY PROGRESS REPORTS (CDRL A005)

The Contractor shall develop and submit to the Government a summary of preventative maintenance service and inspections completed during the preventative maintenance cycle. The Contractor shall use the specific equipment PM checklist as governed by the general maintenance provisions within this document. The report and checklists shall be submitted NLT the fifth (5th) day of the following month in which the inspection services were performed (i.e., for any inspections service accomplished in May, a report and checklists shall be submitted NLT 5 June). The government will not accept any invoices until the accurate report is received and accepted. The service report shall identify the following:

a. Copies of quality control inspections performed during the month attached to the report.

Refrigerant control logs shall be updated as required, and a copy sent with the monthly report.

b. Operating schedule changes if any along with the description of any lost time accidents or other safety problems, including incidents involving hazardous materials that occurred during the performance month.

c. The maintenance tasks and inspections performed and not performed and a description of any corrective action requirements noted that are needed for completing the maintenance tasks and inspections.

d. Unit identification number, manufacturer, model number, serial number, machine efficiency, type of work performed, actual time on job site, job number and location of work.

e. Include system condition and operational status information, replacement parts, and recommended replacement parts that may not immediately affect operation or efficiency.

2.5.5 REFRIGERANT REPORTS (CDRL A006)

The contractor shall submit a Refrigerant Report to the Contracting Officer or designee whenever Refrigerant is removed or added to a system. The report must be submitted within two

(2) business days after any time refrigerant is added or removed to/from a system. The report shall be complete with Facility, Location, Identification number, Model number, Manufacturer, Serial number, Refrigerant type, Charge, Service description, Refrigerant recovered, Refrigerant added, Refrigerant Conversion From/To, Accidental release date, Estimated amount released, Leak notes and Parts used with part numbers. Refer to Appendix B, Refrigerant Report, for sample document required.

2.6 REPAIRS

The Contractor shall perform reimbursable and non-reimbursable repairs as described in this document.

Repairs are handled on a shared liability basis (see section 2.6.4). Relatively small value repairs (non-reimbursable repairs) are the responsibility of the Contractor in their entirety, and larger repairs (reimbursable repairs) shall be approved and funded by the Government for the cost amount above the Contractor threshold. If damage is caused by Contactor negligence, the Contractor shall be liable for the full cost of repair, any other provisions notwithstanding. All repairs shall use supplies, materials, and parts of the highest quality available that are appropriate for the repair of the given equipment or system.

Any replacement parts used during the course of this contract shall be of comparable or higher quality.

The Contractor shall stock commonly used items and/or have a network of suppliers that will deliver ordered items without any delay.

2.6.1 STANDARD PREVENTIVE MAINTENANCE REPAIR

The Contractor shall furnish the labor, tools and consumable materials as necessary to perform the standard interval frequency (i.e., monthly, bi-monthly, quarterly, annually) PM services as determined for facility equipment. Any costs deemed outside the standard PM service shall be submitted to the Contracting Officer and/or designee with a detailed cost estimate (parts and labor breakdown) within 24 hours of inspection. If the contractor furnishes its own materials, the price to be paid for such materials shall not exceed the contractor’s established catalog or market price. All other materials will be reimbursed on the Contractor’s actual cost. Fee or profit cannot be paid on materials. All labor hours performed under a prime contract that meet the requirements of a labor category or categories of that prime contract are to be paid at a fixed rate set in the prime contract, regardless of whether the labor hours are performed by the prime contractor or by a subcontractor. The cost estimate and additional work must be approved by the Contracting Officer and/or designee via written communication, prior to the Contractor purchasing necessary parts or initiating additional repairs. Once written approval from the Contracting Officer and/or designee is received, the Contractor shall begin repair within 48 hours. Reimbursement for any repair costs shall be governed by the invoicing provisions in this document (see paragraph 2.6.5). The Contracting Officer or designee must approve any delays due to material delivery/procurement.

2.6.1.1 APPROVAL OF WORK

When the Contractor determines that a repair is needed that exceeds the non-reimbursable repair threshold, the Contractor shall immediately notify the Contracting Officer or designee. The Contracting Officer or their designee shall issue a work order approval to the Contractor before the Contractor may proceed with the repair. The Contractor may defer performance of the reimbursable repair by placing the corresponding work order into a “waiting for funding” status from the time a valid proposal is given to the Contracting Officer or their designee until the time an order is given to the Contractor.

The time during which the work order is in “waiting for funding” status will not count against the Contractor in calculating timeliness.

2.6.2 NON-REIMBURSABLE REPAIRS

A non-reimbursable repair is a repair requiring under $25.00 in cost for repair parts and materials. The cost of consumable parts and materials necessary to accomplish the standard PM tasks, which cost is less than $25.00 shall not be calculated as part of the Contractor’s repair parts and material costs. Non-reimbursable repairs are entirely the Contractor’s responsibility with no reimbursement from the Government. All parts, components, and consumables costing less than $25.00 each shall be the Contractor’s responsibility. The reimbursement process does not apply to the parts that the Contractor proposed to in support of the basic PM service for this contract (i.e., monthly, bi-monthly, quarterly and annual services). All replacement parts must meet original manufacturer’s specifications.

2.6.3 REIMBURSABLE REPAIRS

Reimbursable repairs will be identified as single incident, not an accumulation of various repairs (bundling). If the cost of consumable parts and materials necessary to accomplish the standard PM tasks exceeds the non-reimbursable repair cost threshold established above and has been approved and verified by the Contracting Officer or designee, it becomes a reimbursable repair.

Reimbursable repairs are reimbursable to the Contractor, once approved by the Contracting Officer or designee, for the portion (shared liability) of the cost exceeding the non-reimbursable threshold of $25.00 (See paragraph 2.6.4 below).

Reimbursement of parts under this paragraph shall be charged and invoiced against the appropriate reimbursement Contract Line Item Number (CLIN) dependent upon fiscal year purchase of such parts. Consumables, components, parts, and labor for non-emergency repair service or emergency repair service will be included in the parts and labor CLIN. The Contractor must submit to the Contracting Officer or designee an itemized quote when replacing parts more than $25.00 each. The quote will include part number, manufacture name, and detailed costs for all parts. If the Contractor furnishes its own materials, the price to be paid for such materials shall not exceed the Contractor’s established catalog or market price. All other materials will be reimbursed on the Contractor’s actual cost. Fee or profit cannot be paid on materials. All labor hours performed under a prime contract that meet the requirements of a labor category or categories of that prime contract are to be paid at a fixed rate set in the prime contract, regardless of whether the labor hours are performed by the prime contractor or by a subcontractor. Reimbursement for any repair costs shall be governed by the invoicing provisions in this document (see paragraph 2.6.5).

2.6.4 REPAIR SHARED LIABILITY EXAMPLE

A repair is identified and estimated by the Contractor to cost $1,200.00 for repair parts, materials and labor. The repair required is the replacement of a pump. The defective pump was discovered during a scheduled PM inspection. The Contracting Officer or their designee will verify and approve both the need for the repair and the $1,200.00 estimated cost of repair parts, materials, and labor. In this example, the Contractor will pay for the lubricant used during the inspection and the first $25.00 of the repair and the Government will pay the remaining $1,175.00.

a. Total estimated approved cost for repair parts and materials to complete repair:

$1,200.00.

b. Contractor’s shared liability amount to be subtracted (same amount as the non-reimbursable threshold): $25.00.

c. Total to be paid by the Government to the Contractor for the repair: $1,175.00.

The required completion date for reimbursable repairs shall be established when the Contracting Officer or their designee approves the work, as mutually agreed upon by the Contracting Officer or their designee and the Contractor.

2.6.5 INVOICING

The Contractor shall invoice the Government for completed reimbursable repairs authorized, separately upon completion and acceptance of work. Invoicing must be submitted against the appropriate reimbursement CLIN dependent upon fiscal year purchase of such parts. If the Contractor directly purchased parts or components, copies of receipts shall be attached. In general, a receipt shall be obtained from the business or supplier and it must show the date of purchase, place of purchase, part number, nomenclature, model number, and amount paid.

Receipts shall be provided for any parts or materials for which the contractor’s costs exceed $25.00. Reimbursable repairs authorized and verified by the Contracting Officer or designee, may be invoiced separately upon completion and acceptance of work.

2.6.6 WARRANTIES

The Contractor shall contact installers or manufacturers, as appropriate, for work that is covered under a warranty and maintain records of warranty service. The Contractor shall avoid actions that would invalidate a warranty, unless authorized by the Contracting Officer or designee. If an installer or manufacturer fails to comply with the terms of a warranty, the Contractor shall immediately notify the Contracting Officer or designee.

2.6.7 QUALITY OF MATERIALS AND REPLACEMENT PARTS

Replacement components and materials shall be of similar or better quality than the components replaced, considering energy efficiency, operational characteristics, power quality, control and data acquisition, maintainability, and durability. The Contracting Officer or their designee may require replacement of components with components from the same manufacturer to maintain consistency throughout the equipment. Materials and parts that are visible to building occupants shall be to building standard and maintain the same appearance as similar materials and parts in the occupied space. Components of control systems shall be replaced so as to maintain the tie-in to the control system with no degradation of data throughput, memory, point capacity, data acquisition, or programmability.

2.6.8 WARRANTY OF WORK

The Contractor shall warrant that work performed under this contract, including work performed by a subcontractor, shall conform to the contract requirements and shall be free of defects. The Contractor shall remedy, at the Contractor's expense, any damage to Government-owned or controlled real or personal property. The terms of this warranty shall continue for 30 days after the completion of this contract.

2.7 EQUIPMENT ADDITIONS AND REMOVALS

The Government may add or delete equipment to Appendix A, Dining Facility Equipment List, as required (i.e. new equipment purchased or outdated equipment removed). Equipment adjustments will be addressed by a modification, at which time, an equitable adjustment will be negotiated.

3. ADMINISTRATIVE MAINTENANCE OF RECORDS AND REPORTS

The Contractor shall ensure that all records required by the contract, or produced in performance of work under the contract, are maintained in an organized manner, in electronic format, and are made available to the Government when requested. The Contractor shall receive, maintain and gather data, as well as other materials including records and manuals, related to the support and operation of Government equipment and facilities. The Government retains ownership of all databases, information, and other materials received or developed by the Contractor in support of this contract at all times.

3.1 REPORTS

The Contractor shall develop and submit the following reports: Preventive Maintenance Schedule and Checklists, Initial Inspection Report, Equipment Inventory Report, Service Call Reports, Monthly Progress Reports, Refrigerant Reports, Quality Control Plan, Mission Essential Plan, and Contractor Pandemic Plan. The Contractor shall not destroy any records pertaining to the equipment, services and employees provided under this contract. The Contractor shall be required to provide within five (5) business days a copy of any record requested by the contracting Officer or designee.

3.1.1 PREVENTIVE MAINTENANCE SCHEDULE & CHECKLIST (CDRL A001)

The Contractor shall coordinate with the Contracting Officer or designee and facility managers to establish and coordinate an effective system for scheduling and performing scheduled PM on all equipment and systems requiring a PM procedure covered under the scope of this contract.

The Contractor shall develop a PM checklist for each unique equipment or system listed in the equipment inventory list. Each checklist shall identify the PM tasks, services, and inspections required for the applicable interval frequency (i.e., monthly, bi-monthly, quarterly, annually).

The Contractor shall submit the checklists and scheduling system to the Contracting Officer or designee. The schedule report shall include the list of items receiving a PM procedure, the specific maintenance standard or guide describing the PM procedure, and the frequency of maintenance. The schedule report shall be submitted for approval NLT 90 calendar days after contract start date, and NLT 90 calendar days after the performance start date for each option year thereafter.

3.1.2 INITIAL INSPECTION REPORT (CDRL A002)

The report shall be governed and accomplished in accordance with the initial inspection and equipment inventory provisions within this document. (See paragraph 2.2 for requirements)

3.1.3 EQUIPMENT INVENTORY REPORT (CDRL A003)

The report shall be governed and accomplished in accordance with the equipment inventory provisions within this document. (See paragraph 2.3 for requirements)

3.1.4 SERVICE CALL REPORTS (CDRL A004)

The report shall be governed and accomplished in accordance with the service call provisions within this document. (See paragraph 2.5.3 for requirements)

3.1.5 MONTHLY PROGRESS REPORTS (CDRL A005)

The report shall be governed and accomplished in accordance with the monthly progress report provisions within this document. (See paragraph 2.5.4 for requirements)

3.1.6 REFRIGERANT REPORTS (CDRL A006)

The report shall be governed and accomplished in accordance with the refrigerant report provisions within this document. (See paragraph 2.5.5 for requirements)

3.1.7 QUALITY CONTROL PLAN (CDRL A0007)

The report shall be governed and accomplished in accordance with the quality control plan provisions within this document. (See paragraph 8.1 for requirements)

3.1.8 MISSION ESSENTIAL PLAN (CDRL A008)

The report shall be governed and the Contractor shall comply with requirements detailed in DFARS 252.237-7023 (https://acquisition.gov/). (See paragraph 9.3 for requirements)

3.1.9 CONTRACTOR PANDEMIC PLAN (CDRL A009)

The report shall be governed and the Contractor shall comply with requirements detailed in components of Pandemic Planning at:

https://www2.ed.gov/admins/lead/safety/emergencyplan/pandemic/planning-guide/planning-guide.pdf. (See para 9.4 for requirements)

4. SAFETY

4.1 EMERGENCY PROCEDURES

Contractor employees shall follow the direction of Government employees in regards to emergency procedures. Examples include fire, tornado, active shooter, bomb threats, etc. It is the Contractor’s responsibility to provide clear guidance and establish procedures for emergency response and accountability practices for employees. The Contractor shall participate in fire and other emergency drills (e.g., tornado, active shooter drills, etc.) as necessary. The Contractor shall be required to perform the services required by the contract and as identified by the Contracting Officer or designee to the extent possible during all emergency situations including, but not limited to, fires, accident and rescue operations, contractor personnel strikes, civil disturbances, natural disasters, and utility service outages.

https://acquisition.gov/

4.2 POTENTIAL THREAT

The Contracting officer or a designated representative may require the Contractor to remove any employee(s) from federally controlled buildings or other real property should it be determined that the individual(s) is/are either unsuitable for security reasons or otherwise unfit to work on federally controlled property. This shall include, but not be limited to, instances where an employee is determined, in the Government's sole discretion, to be incompetent, careless, insubordinate, unsuitable, or otherwise objectionable.

When the Government deems the employee’s continued employment to be contrary to the public interest, inconsistent with the best interests of security, or when the employee is identified as a potential threat to the health, safety, security, general well-being, or operational mission of the facility and its population.

4.3 WEAPONS, FIREARMS, AND AMMUNITION

Contractor personnel shall comply with Title 18, U.S.C., Section 930, which prohibits the knowing possession or the causing to be present of firearms or other dangerous weapons in Federal facilities and Court facilities.

4.4 CELL PHONE USAGE

Use of handheld wireless communication devices while driving on Offutt AFB is prohibited. The use of handheld wireless communication devices, including but not limited to, cellular telephones and smart phones (including text messaging), is not permitted while operating a car or other moving vehicle unless a hands-free device is used. Bluetooth, camera, or recording devices are prohibited while in controlled or restricted areas. Taking pictures on Offutt AFB is prohibited without prior authorization.

4.5 TRAFFIC LAWS

The Contractor shall comply with the installation traffic code as specified in Nebraska State Law and rules of the road on Offutt AFB.

5. ENVIRONMENTAL MANAGEMENT

The Contractor shall use to the extent practicable, the safest and most environmentally friendly products and processes available. The Contractor shall be cognizant of and comply with all Federal, State, and Local laws and regulations related to building management (permitting, inspection, testing and personnel safety, control of hazardous substances, and certification) to include materials and associated systems used or removed in the performance of this contract. Contractor shall comply with all such requirements, including record keeping. The Contractor shall comply with all Federal, State, and Local environmental and safety laws and regulations that relate to the maintenance and operation of equipment and systems within the scope of this contract. The Contractor will be responsible for any fines or penalties levied by any environmental or regulatory authority resulting from their action or inaction, (not actions or inactions from a third party or the Government) and may be charged the cost as a performance deduction. The Contractor’s maintenance, operations, materials and processes shall use green products and processes including, but not limited to products containing recycled content, environmentally sustainable products and services, bio-based products, and products and services that minimize the use of energy, water, and other resources.

5.1 SAFETY DATA SHEETS (SDS)

The Contractor shall make Safety Data Sheets (SDS) available to their employees in accordance with 29 CFR 1910.1200. SDS shall also be made available to the contracting Officer or designee upon request.

The Contractor shall prepare and submit a hazardous materials inventory as an appendix to the ‘preventative maintenance schedule report/plan’. The inventory shall itemize all hazardous materials by specific type as sold with individual SDS and include information pertaining to approximate quantities of each type and exact locations where hazardous materials are to be stored on the premises.

5.2 ENVIRONMENTAL AND HAZARDOUS MATERIAL HANDLING

The Contractor shall ensure that all lubricants, cleaners and chemicals used for the performance of duties under this contract are coordinated with the Contracting Officer or designee at least five (5) business days prior to the start of any work that will require the use of such materials. The Contractor shall prepare and provide SDS as stipulated above. The Contractor shall be responsible for the proper transportation, storage, use, and disposal of all lubricants, cleaners, hazardous waste, or chemicals used or resultant from the performance of duties under this contract. Air Force policy prohibits the purchase of R-12 refrigerant without prior written approval.

6. SECURITY

The Contractor shall be responsible for maintaining satisfactory standards of employee competency, conduct, appearance, and integrity and shall be responsible for taking such disciplinary action if necessary. Contractor personnel shall be easily recognizable while performing duties under this contract on the Installation. This shall be accomplished through the wear of distinctive clothing, overcoats, rain gear, or hats, bearing the company name or logo. The coloring or design of the items selected should be such that identifies personnel easily and quickly for reasons of safety and personal protection. The Contractor shall comply with all Installation and Agency security requirements in the building(s) where work is being performed.

6.1 SECURITY REQUIREMENTS/SUITABILITY DETERMINATION

All contract employees requiring routine access to federally controlled facilities and/or information systems will be required to undergo a suitability determination before a contractor badge and/or facility identification card is issued. Prior to the time that an identification card is issued, such employees will be required to comply with normal facility access control procedures, including sign-in, temporary badging, and escorted entry, as applicable.

The Contracting Officer or designee, shall provide the Contractor with required forms for obtaining necessary clearances, base, and facility access to accomplish a suitability determination. These include but are not limited to: Contract employees will be required to complete a DD Form 1172, Application for Uniformed Services Identification Card, prior to issuance of an identification credential. The Contractor shall be required to ensure all forms are returned to the Government for processing NLT 14 calendar days following Government issuance.

6.2 IDENTIFICATION CREDENTIAL

Upon receipt of favorable suitability determination, Contractor employees requiring routine access to the installation may be issued an identification credential. Contract employees shall be in possession of and display the issued Government identification credential. The identification credential shall be displayed and be visible at all times while on Government property.

The Contracting Officer or designee, Government law enforcement, or security personnel may periodically inspect contractor personnel to verify credentials and personnel identification. Contractor employees shall comply with security verification procedures at all times.

The Contractor shall be responsible for controlling and accounting for all identification credentials. The Contractor shall be responsible for ensuring that all identification credentials are returned to the Contracting Officer or designee upon expiration or as necessary when employee(s) are terminated or resign. The Contractor is responsible for recovering the identification badges and all other entry/security documents from the employee and immediately (within one duty day) deliver these items to the Contracting Officer or designee. The Contractor shall immediately notify the Contracting Officer or designee and local Installation authorities (Security Forces) of any lost or stolen credentials. The Contractor will be responsible for paying the Government for replacement credentials at the current cost per badge.

Contract Completion. No later than five (5) business days after contract completion, the Contractor shalt return all badges to 55 SFS/Pass & ID office. All badges are returned collectively by the Contractor, not incrementally/individually by the Contractor personnel. The badge tum-in shall identify the contract name.

6.2.1 BADGE AND FINGERPRINT SCHEDULE

55 SFS/Pass & ID will notify the Contractor upon completion of background checks. Badging and fingerprinting shall be scheduled by contacting the Contractor by phone. Contractor personnel shall report to the 55 SFS/Pass & ID with a photo ID issued by a federal/state organization (i.e. Driver’s License, State ID card, U.S. Passport, etc.). If no photo ID is shown, a badge will not be issued.

6.3 PASS AND IDENTIFICATION REQUIREMENTS

The contractor shall ensure the pass and identification items required for contract performance are obtained and renewed (as required) for employees and non-government owned vehicles. An Air Force Form 75 (AF 75), Visitors Pass is required for all employees and vehicles. The AF Form 75 will be issued IAW OAFBI 31-101, section 8.5.11. Contractors shall access the base using the contractor gate (South entrance) and are subject to vehicle search. Contractors will be responsible for escorting all material trucks required for the project from the contractor gate to the job site and back off base. Escort privileges must be included in the AF Form 75 request for an individual to be an escort.

7. GOVERNMENT FURNISHED PROPERTY AND SERVICES

7.1 UTILITIES AND CONSERVATION PRACTICES

All utilities available within Government facilities will be accessible for contractor use during the performance of contractual duties. In the event that temporary utility connections are required outside of the existing building utility access points, the Contractor will be required to install, maintain, and remove the temporary connections.

The Contractor shall promote and instruct employees to follow utility conservation practices. The Contractor shall be responsible for operating under conditions that prevent the waste of utilities. The Contractor shall follow the normal conservation actions stipulated by Offutt AFB, which includes, lights shall be used only in areas where and when work is being performed and water faucets or valves shall be turned off when not in use.

7.2 FIRE AND MEDICAL EMERGENCY SERVICES

The Government will provide emergency services (Police and Fire protection) while on Offutt AFB. To access the base emergency services, call 911 and inform dispatch that your location is on Offutt AFB.

In the event of a medical emergency requiring ambulance services, the cost of ambulance services is solely the responsibility of the Contractor.

The Contractor shall comply with fire prevention rules and regulations as outlined and enforced by the Offutt AFB Fire Prevention Branch. For routine inquiries regarding fire prevention matters, contact the Fire Prevention Branch at (402) 294-3778.

7.3 SECURITY POLICE SERVICES

Security Police services on Offutt AFB are provided and enforced by the Security Forces Squadron. For emergency services call 911. Non-emergency services can be requested by contacting Security Forces at (402) 294-4302. To report crime in progress, contact (402) 294-5677.

7.4 PROPERTY CONTROL

The Contractor shall obtain approval from the Government Point of Contact, the Contracting Officer or designee before removing any item from its existing location.

8. QUALITY CONTROL PROGRAM

The Government may inspect the Contractor using a quality assurance program through random inspections, scheduled inspections, or any other method of inspection that the Government determines reflects the actual successful performance of this contract. The Government reserves the right to inspect areas not specifically addressed in the Services Summary.

8.1 QUALITY CONTROL PLAN (CDRL A007)

A QCP shall be developed and submitted for approval to the Contracting Officer or their designee within 90 calendar days after contract start date. Upon approval, the Contractor shall implement the QCP to ensure Contract compliance, and to ensure that potential problems with equipment and systems are identified, documented in reports and resolved prior to failure.