Attachment A - Annex A Overarching PWS.docx

Annex A - Overarching Performance Work Statement (PWS)

Base Operations and Maintenance Services Contract

Rivanna Station Charlottesville, VA

17 December 2024

Annex A (Overarching Base Operations Performance Work Statement (PWS)) - Rivanna Station Base Operations and Maintenance

Annex A (Overarching Base Operations PWS) - Rivanna Station Base Operations and Maintenance Services

Table of Contents

1.0 Introduction. This is a non-personal services contract to provide Installation operations support services at Rivanna Station, Virginia (RSVA). The Government will not exercise any supervision or control over the contract service providers. The Contractor shall perform to the standards specified in this Performance Work Statement (PWS). Contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government. The Contractor shall provide operations and maintenance for custodial service at the Child Development Center (CDC) and the access control point buildings, solid waste management, grounds maintenance, pavement clearance/snow and ice removal, facilities maintenance, surfaced and unsurfaced areas, pest management and utilize the facilities management instructions. An annex list of the services is at TE 1 and the annexes for services attached to the PWS. The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary as defined in this PWS. The Contractor is responsible for providing all parts required for Preventive Maintenance Orders (PMOs) and all repair parts required for Demand Maintenance Orders (DMOs).

1.1 Background. Rivanna Station is located in Albemarle County, Virginia near Charlottesville, Virginia and consists of approximately 75.5 acres, 17 buildings and one (1) earthen dam (low impact). The workforce population consists of approximately 2,300 Military, Government civilian, and Contactor personnel. There are no resident family or troop housing, and no leisure activities facilities on the compound.

1.2 Objectives

. The Contractor shall ensure all work accomplished in the performance of this PWS meets all maintenance and repair standards consistent with the original equipment manufacturer’s recommendations; applicable Federal, State, and Local Laws, Regulations, and Directives to include, but not limited to, the publication s in Section 7, Related Documents.

1.2.1 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 Base Operations and Maintenance Services and their component needs, emphasizing innovation and commercial best practices.

1.3 Climatic Conditions. The average annual rainfall is 39 inches; with the wettest months being April and July. The average annual snowfall is 17 inches, with snowfall expected during the period of October – April. The average frost-free period (growing season) during the year is about 250 days. The first killing frost may be expected about October, and the last killing frost generally occurs in May. The average annual maximum and minimum temperatures are approximately 85 and 45-degrees Fahrenheit, respectively. Monthly normal temperatures ranged from a low of 26 degrees in the month of January to a high of 85/90-degrees in the month of July. Summer temperatures often reach 90+ degrees Fahrenheit, while sub-freezing weather is common during the winter months.

1.4 Facility Access. The Contractor shall ensure access to all fire detection and suppression systems in case of emergencies or for other Fire Department purposes. The Contractor shall inform the Fire Department point-of-contact (POC), prior to outages that will impact the function of the system, special problems or circumstances, which require Fire Department inspection. The Fire Department will reset alarm systems to operational status, if he/she is on-site. Otherwise the Contractor will reset alarm systems to operational status once outage or other function is complete and inspected and inform the Contracting Officer Representative (COR)Fire Department POC by email once system is reset.

1.5 Traffic Flow. The Contractor shall maintain the free flow of traffic during surfaced area maintenance. The Contractor shall notify the Contracting Officer (KO), in writing, a minimum of fourteen (14) calendar days in advance of any scheduled closure of streets. Emergency road closures shall be coordinated with the COR or Alternate Contracting Officer Representative (ACOR). Emergency road closures shall be coordinated with the Rivanna Station Directorate of Emergency Services (DES) and local installation operating procedures in conjunction with the KO or COR/ACOR and will have to be presented in public information sessions monthly.

1.6 Drainage. Maintenance work performed under this contract shall not impede drainage and shall not damage or change any conveyance structures without permit approvals prior to work performance.

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 KO or COR. The contractor will report to this information monthly or as requested by the Government, if less than monthly (i.e., the number or water truck loads and gallons of water used for dust suppression, etc.).

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 Rivanna Station property. The Contractor shall be responsible for having the proper equipment to locate all underground utilities and/or obtain subcontractor/vendor services to perform this work. Mechanical digging shall not be permitted within ten (10) feet of identified underground utilities.

1.9.1 The Contractor shall locate all utilities except for telephone lines, cable television (TV) and natural gas lines in excess of 30 pounds per square inch (PSI). The Contractor shall coordinate with tenants, National Grounds Intelligence Center (NGIC) and Defense Intelligence Agency (DIA) personnel and the commercial cable company to request location of Rivanna Station’s communication lines. Any drawing or prints shall be provided to the communication personnel to assist in area identification. Charlottesville Gas shall be contacted should the excavation location be in the vicinity of gas lines above 30 PSI.

1.9.2 A routine site clearance shall be completed within five (5) business days from the date of the Government request or as required by priority DMOs or Emergency Project Work Orders (PWOs). No excavation shall occur until the site clearance procedure has been completed. In emergency situations the site clearance requirements may be waived by the KO or COR/ACOR). The Contractor shall use the uniform marking code, red (electric), yellow (gas), orange (communications/CATV), blue (water), green (sewer), purple (reclaimed water), pink (temporary survey), and white (proposed excavation). The Contractor shall repair all damage to utilities as a result of an unacceptable utility location marking at no cost to the Government. Any utility location surface marking further than 18 inches from the physical perimeter of the utility being located shall be considered unacceptable.

1.10 Excavation Permits. All excavation permits shall be initiated on a DPW Excavation Permit FB (DPW) FM75 identified at Technical Exhibit (TE) DIG1 and processed through the work control office in this Contract. The Government requires up to thirty (30) calendar days to review and approve excavation permits and provide this approval to the Contractor so the permit can be finalized and returned to the requestor. Approved excavation permits are valid for a period of ninety (90) calendar days. 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.

1.12 Vendor Access. The Contractor will provide the ACP Guards with all vendor staffing and delivery driver information populated on DA Form 21 (TE 2) to have background checks performed to verify personnel can enter the RS Compound. Any vendor employee or delivery driver not clearing the background check will not be allowed to enter and/or perform tasks on Rivanna Station.

The Contractor is responsible to visually inspect their vendors performing exterior tasks and responsible to perform full escorting during period of per percent of time for vendor work being performed on the interior/exterior of facilities and structures.

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 Transition (Phase In/Phase Out). The Contractor shall prepare and submit a transition plan within ten (10) business days after contract award. The transition plan will have a sixty (60) business day transition period that will be implemented by the Contractor and shall state Contractor key personnel on board, to include IT/Network accounts and access with the appropriate Government organizations. The Contractor shall provide sufficient experienced personnel during the phase-in and phase-out period 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.

2.1.2.1.1 Phase In/Phase Out for Incumbent Contractor.

If the Contractor is the incumbent Contractor, the phase out/phase in period shall be no more than thirty (30) calendar days and will primarily consist of administrative transition under the new contract number. All documents shall be updated with the new contract number and new dates and submitted for approval. All previous approvals under the old contract are invalid. The Deliverable XX shall have a list of all documents to be updated and re-approved.

2.1.2.2 Transition (Phase-Out). Sixty (60) business days prior to contract expiration will constitute the phase-out period. 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 no later than six (6) months after the start of the base contract year. 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 thirty (30) business day transition 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 throughout the entire area occupied by Rivanna Station as referenced in paragraph 1.1 of this PWS. A map of US Army Rivanna Station is located at TE MAP1.

2.1.3.2 Hours of Operation. The Government's regular (normal) hours are from 0700 – 1600 hours, excluding Federal 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. A Demand Maintenance Order (DMO) Desk phone with voice message capability will be operated 24 hours a day, 7 days a week. The Contractor shall be capable of response to DMOs as needed and respond to afterhours tasks upon notification from the COR/ACOR.

2.1.4 Federal Holidays

. The Contractor’s performance shall not be required on the Federal public holidays listed below, unless there is a requirement to respond to a Priority 1, Emergency. Holidays occurring on weekends will be observed as directed by the Federal calendar (5 United States Code (U.S.C) § 6103, Government Organization and Employees, Holidays).

NOTE: When a holiday falls on a Sunday, the following Monday will be observed as a holiday, and, when a holiday falls on a Friday or Saturday, the preceding Thursday is observed as a holiday by U.S. Government Agencies. Federal holidays also include any Presidential or Congressionally designated days off other than the holidays listed above.

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

2.1.4.2 Installation Closures.

When an unforeseen Installation closure occurs on a regularly scheduled day of work, the Contractor shall reschedule the work to be performed the next business day following the closure unless the following day is a Saturday, Sunday, a recognized Federal 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 KO if inclement weather suspends operations within two (2) hours. The Contractor shall resume operations with KO/COR approval.

2.1.4.4 Curtailment of Operations. When operations are curtailed due to manmade or natural conditions on a working day, it may be necessary for the KO/COR to interrupt that day’s work under this contract. The Contractor shall reschedule the work on any day acceptable to the Government. If the KO agrees, the Contractor may continue the work as scheduled. The KO will provide verbal announcements of immediate curtailment of operations to the Contractor.

2.1.4.5 Days of No Scheduled Activities (DONSA). The Installation has historically granted Military personnel (Enlisted and Officers) DONSA, for example, the Friday after Thanksgiving, in addition to the listed Federal Holidays above.

· DONSA are not considered a day of excused absence for the Government civilian work force or Contractor employees.

· If a DONSA affects scheduled contract work or access to facilities, the work in affected facilities may be rescheduled to compensate for the DONSA.

· However, announced DONSA or exodus of Military personnel may provide the Contractor with an opportunity for unrestricted access to facilities and areas or uninterrupted performance of work (i.e., training facility and area maintenance and supply inventories).

The Contractor shall vary work schedules to take full advantage of such opportunities by planning maintenance that is better accomplished when personnel are not using facilities during those times.

2.1.5 Emergency Services.

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

The Contractor shall be responsible for the emergency medical treatment services for Contractor personnel.

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 ENG FORM 3394 United States Army Corps of Engineers Accident Investigation Report shall be delivered to the KO within five (5) calendar days of occurrence, whenever an accident involving personal injury or government owned property occurs.

2.1.7 Contract Administration and Management.

2.1.7.1 Post Award Conference/Performance Evaluation Meetings. The Contractor shall attend the post award conference convened by the contracting activity or contract administration office IAW FAR Subpart 42.5, Post-award Orientation. The KO and COR/ACOR will meet quarterly with the Contractor to review the Contractor's performance. Written minutes of meetings will be recorded by the Contractor and signed by both the Project Manager and the KO/COR. The written minutes will be distributed within five (5) calendar days 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/ACOR 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 Alternate Contracting Officer’s Representative (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 Alternate Contracting Officer Representative (ACOR) will serve as on-site representatives of the COR in performance of actual contract surveillance, if they meet all COR training, experience requirements, and are appointed by the KO as an ACOR. The COR/ACOR will provide assistance in identification and resolution of problems, conflicts in priority, subtask requirement definitions, and other operations type problems. The COR/ACOR will perform IAW the responsibilities and duties identified in the appointment letter.

2.1.10 Subcontract Management. Management of subcontractors used for preventive maintenance and PWO/OWOs is the responsibility of the Contractor.

2.1.11 Contractor Employees. With exception to the custodians for the Child Development Center and the Access Control Point facilities where a clearance is not required, all key personnel shall have or be able to obtain and maintain a Tier 4, Top Secret (TS) clearance with eligibility for Sensitive Compartmented Information (SCI) at time of the contract start date and for the life of the contract. Also, all non-key personnel permanently assigned to work in the Nicholson Building shall be cleared for TOP SECRET clearance with eligibility for Sensitive Compartmented Information (SCI) within 30 days of date of contract award. Contractor employees requiring access to secure areas shall be free of felony convictions, and prior military service members shall have an honorable discharge (See DD Form 254, Department of Defense Contract Security Classification Specification). If non-key personnel, permanently assigned to the Nicholson Building, does not possess the required security clearances within 30 days of date of contract award other allowances may be granted by the KO.

2.1.11.1 Key Personnel.

2.1.11.1.1 Project Manager (PM). The Contractor shall provide a PM who is responsible for the performance of the work. The PM shall have full authority to act for the Contractor on all contract matters relating to daily operation of the contract. Five (5) years of experience is desired for the PM in base support management or a contract similar in scope and breadth to this solicitation. The name of the PM shall be provided by the Contractor to the KO. In the circumstances when the PM is not available, the Contractor shall designate an alternate who can perform the same duties during the absence of the Project Manager. The name of this person and an alternate who shall act for the Contractor when the manager is absent shall be designated in writing to the contracting officer at the start of the contract. The PM or alternate shall be available 24/7/365 including Federal holidays. The PM shall be available between 0700 - 1600 hours, Monday through Friday except Federal holidays or when the Government facility is closed for administrative reasons. The Project Manager performing work under this contract shall have and maintain a Tier 4, Top Secret clearance with eligibility for Sensitive Compartmented Information (SCI) at time of the contract start date and for the life of the contract. The PM and any individuals designated as key personnel shall be able to understand, speak, read, and write the English language.

2.1.11.1.2 GFEBS PM Coordinator Lead. The GFEBS PM Coordinator Lead shall have demonstrated experience in successfully utilizing GFEBS on a Military Installation. The name of the GFEBS PM Coordinator Lead shall be provided by the Contractor to the COR/ACOR. The GFEBS PM Coordinator Lead shall be available between 0800 - 1600 hours, Monday through Friday, except Federal holidays or when the Government facility is closed for administrative reasons. The GFEBS PM Coordinator Lead performing work under this contract shall have and maintain a Tier 4, Top Secret clearance with eligibility for Sensitive Compartmented Information (SCI) at time of the contract start date and for the life of the contract. The GFEBS PM Coordinator Lead shall have the following roles in GFEBS:

· A76 DPW Contractor PM Master Data Maintainer

· A76 DPW Contractor Preventative Maintenance Controller

· A76 DPW Contractor GR Processor

· A76 DPW Contractor Physical Inventory Maintainer

· A76 DPW Contractor PM Material Requirement Planning Maintainer

· A76 DPW Contractor PM Order Approver

· A76 DPW Contractor PM Order Maintainer

· A76 DPW Contractor PM Reporter

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

2.1.11.1.4 Common Access Card (CAC). Certain administrative personnel will require a CAC to access Government systems. CAC permits Installation and facility computer access to all contract employees. These persons working in the Nicholson building shall have, at a minimum, a Tier 4, Top Secret clearance with eligibility for Sensitive Compartmented Information (SCI).

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

2.1.11.1.6 Qualification Standards. The Contractor shall inspect, repair, and maintain systems and components associated with facilities listed in real property records as required throughout this contract utilizing properly trained, skilled, and qualified employees or Sub-contractor personnel.

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

2.1.11.1.8 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.

2.1.11.1.9 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.

2.1.11.1.10 Contractor Staffing, Non-Key Personnel. The Contractor shall provide an adequate number of support staff, technicians, and vendors to perform the tasks in this PWS and associated maintenance IAW the attachments and TE’s. All staff assigned to perform work in the Nicholson building shall have or be able to obtain and maintain a (Tier 4) Top-Secret clearance with eligibility for Sensitive Compartmented Information (SCI) at time of the contract start date and for the life of the contract.

2.1.11.1.11 Vendors shall be used for all small and large volumes of refrigerant evacuation and recharging. These vendors shall be certified to handle CFC’s and other refrigerants in the State of Virginia.

2.1.11.1.12 Petroleum Fuel Operator. The Contractor shall have at least two persons certified as a Class A Operator and at least one person as a Class B Operator. It is preferred that the Contractor have alternates and for best management practices to have multiple staff certified as Class C Operators. This requirement shall be part of technician’s duties for escorting and assisting fuel company while refilling the generator tanks on Rivanna Station. This is a State and Federal requirement.

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 sixty (60) 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 DMOs, OWOs, PWOs and PMOs related work documentation. The plan shall be delivered to the KO within thirty (30) calendar days of the start of the contract (TE DEVL Deliverable List). 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. Applicable only for ISR 411 and 420.

2.2.1 Coordination. The Contractor shall schedule and coordinate with the COR/ACOR 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 the Garrison. 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 upon receipt of DMO requests from GFEBS. 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, PWOs or Operational Work Orders (OWOs) 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 Annex B.

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

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

2.2.2.1.3 ArMA and GFEBS: Housing and barracks. N/A

2.2.2.1.4 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 Orders (DMOs).

2.2.3.1 DMO Desk. The Contractor shall establish a DMO desk for the initiation and execution of all DMOs. The Contractor shall provide a 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 0700 hours to 1600 hours. The Contractor shall also produce upon request by the COR/ACOR the following reports: Installation Status Reports (ISR), Strategic Management System (SMS), Project Status, and Unfunded Requirements lists. The Contractor shall receive notification of work from authorized customers by means of telephone call, in person customer request, via ArMA, email, or directly from the KO/COR. The Contractor shall establish a dedicated telephone number to be used exclusively for receipt of DMOs. The line shall be available to receive calls twenty-four (24) hours a day, seven (7) days a week, throughout the entire calendar year. During normal duty hours, the service call desk shall be manned. The person(s) performing work reception shall be fully familiar with the Contractor's organization and procedures as well as the terms and response factors specified herein. During non-duty hours, a voice messaging system shall be available to receive calls. The Contractor shall respond to voice messages the next business day. The Contractor is authorized to execute DMOs that do not exceed thirty-two (32) work hours in labor and/or $10,000.00 in materials. DMOs exceeding the Contractor’s authorized limit shall be executed IAW paragraph 2.2.6 if this PWS. 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.

a) The Contractor shall provide an answering service to accept after hour calls from customers and/or the COR for DMO requirements. This answering service will call the Project Manager and/or the Deputy Project Manager assigned to perform work on this contract. The PM and/or DPM shall contact the appropriate Contract staff to response to the DMO request within one hour, for priority one (1) DMO’s only.

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 (TE GFEBS). Based on the customer provided information and the criteria established in TE ANNEX A, the Contractor shall establish the priority and assign it to the appropriate shop. For life threatening emergencies (DMO priority 1), the service call desk shall notify the appropriate shop within five (5) minutes and complete the work in one (1) calendar day. Once the DMO has been completed by the appropriate technician, the Contractor will charge hours and time against the order in GFEBS. The customer will request maintenance orders through the email address provided to the Contractors Service Desk staff once established or by telephone. All DMOs shall be entered into GFEBS within the following timelines:

· Priority 1 (Emergency) DMOs received via ArMA or directly to the DMO Desk shall be entered within thirty (30) minutes of receipt 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 no later than one (1) hour after the request. Emergency/Critical DMOs are completed within twenty-four (24) hours of request unless the urgency of the work has been reduced to a Priority 2 or 3.

· Priority 2 (Urgent) DMOs received via ArMA or directly to the DMO Desk shall be entered within thirty (30) minutes into GFEBS by the Contractor and completed within seven (7) calendar days from receipt, unless reduced to a Priority 3 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 IW38) the total labor hours the technician worked and the fully burdened rate based on shop (e.g., carpentry, electrical, plumbing, etc.). Within seven (7) days of DMO issuance, the Contractor shall TECO the DMO to close out the order.

2.2.4 Preventive Maintenance Orders (PMOs). The Contractor shall perform all PMOs for the facilities and equipment listed in TE BS1 and TE BS3. 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 2.2.4.1 below is complete, the Contractor shall execute PMOs IAW historical PM data provided in TE BS2. 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 BS1 for the buildings listed in TE BS3. 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 no later than ninety (90) days after contract start date. Refer to TE CODES for a sample of commonly used GFEBS transaction codes 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 COR and 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 no later than 9:00 AM the next working day or give telephone notification within fifteen (15) minutes of detection if the deficiency threatens damage to personnel or property.