Attachment A- Annex A-Performance Work Statement (PWS)-W5168W-24-R-0009-Fort Carson-18MAR2024.pdf

Annex A Performance Work Statement (PWS)

Fort Carson Base Operations

18 MAR 2024

Table of Contents

1.0 INTRODUCTION

1.1 Background

1.2 Objectives

1.3 Climatic Conditions

1.4 Facility Access

1.5 Traffic Flow

1.6 Drainage

1.7 Restoration of Landscape Damage

1.8 Dust Suppression

1.9 Utility Location

1.10 Excavation Permits

1.10.1 Work Clearance

2.0 REQUIREMENTS

2.1 Description of Services

2.1.1 Non-Personal Services

2.1.2 General Information

2.1.3 Place of Performance and Hours of Operation

2.1.4 Federal Holidays

2.1.5 Travel/Temporary Duty

2.1.6 Emergency Services

2.1.7 Contract Administration and Management

2.1.8 COR/ACOR Functions

2.1.9 Quality Control (QC)

2.1.10 Subcontract Management

2.1.11 Contractor Employees

2.1.12 Business Relations

2.2 Work Management

2.2.1 Coordination

2.2.2 General Fund Enterprise Business System (GFEBS)

2.2.3 Demand Maintenance Order (DMOs)

2.2.4. Preventive Maintenance Orders (PMOs)

2.2.5. O&M Manual Digital Library

2.2.6. Operations Work Orders (OWOs)

2.2.7. Project Work Orders (PWOs)

2.2.8. Warranty Program

2.3 As-Builts

2.3.1 Maintain As-Builts

2.3.2 Real Property Records Updates

2.4 Historic Property or Archaeological Site

2.4.1 Repair and Replacement

2.4.2 Salvage

2.5 Special Requirements

2.5.1 Security

2.5.2 Security Training

2.5.3 Safety

2.5.4 Training, Physical Requirements, or other Expertise Required

2.5.5 Environmental Requirements

2.5.6 Contingency Plans

3.0 PERFORMANCE REQUIREMENTS AND STANDARDS

3.1 Performance Task Requirements, Standards and Acceptable Quality Levels (AQLs)

3.2 Quality Assurance (QA)

3.3 Quality Control Plan (QCP)

3.4 Quality Control Files

3.5 Customer Feedback Program

4.0 PERFORMANCE REQUIREMENTS SUMMARY (PRS) MATRIX

5.0 COMMON LEVELS OF SERVICE (CLS)

6.0 DELIVERABLES

7.0 RELATED DOCUMENTS

7.1 Definitions and Acronyms

7.1.1 Definitions

7.1.2 Acronyms

7.2 Applicable Directives, Publications

7.3 Technical Exhibit (TE)

7.4 Government-Furnished Material (GFM)/Property (GFP)/Equipment (GFE)

7.4.1 Utilities

7.5 Contractor-Furnished Material (CFM)/Property (CFP)/Equipment (CFE)

7.5.1 Contractor-Furnished Material and Responsibilities

7.5.2 Contractor-Furnished Items

7.5.3. Contractor Facilities

7.5.4 Damage Caused by Contractor

7.5.5 Third Party Repair Damaged Areas

7.5.6 Equipment Replacement (Government Property)

7.5.7 Permits

7.6 U.S. Department of Labor (DOL) Wage Determination (WD)

1.0 Introduction. This is a non-personal services contract to provide base operations maintenance and repair of real-property on Fort Carson, CO. 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 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 materials required for Preventive Maintenance Orders (PMOs) and all repair parts required for Demand Maintenance Orders (DMOs).

1.1 Background. Fort Carson is located in El Paso County, Colorado and extends southward into Pueblo and

Fremont counties and consists of approximately 137,000 acres and 1100 buildings. The population base consists of approximately 125,000 Military, Government Civilian, and Contactor personnel as well as resident family members.

Pinon Canyon Maneuver Site (PCMS) is located approx. 150 miles southeast of Fort Carson in Las Animas County, Colorado and consists of approx. 235,896 acres and 44 buildings.

1.2 Objectives. The Contractor shall ensure all work accomplished in the performance of this PWS meets all applicable Federal, State, and local laws, regulations, and directives to include, but not limited to, the publications 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 14.26 inches; with the wettest months being May through August. The average annual snowfall is 23.4 inches, with snowfall expected during the period of September through May. The average frost-free period (growing season) during the year is about 160 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 86 and 20 degrees Fahrenheit, respectively. Monthly normal temperatures ranged from a low of 59 degrees in the month of June to a high of 86 degrees in the month of

July. Summer temperatures often reach 77+ 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.

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 Contracting

Officer Representative (COR) or Alternate Contracting Officer Representative (ACOR).

1.6 Drainage. Maintenance work performed under this contract shall not impede drainage.

1.7 Restoration of Landscape Damage. Trees or other landscape features damaged by the Contractor’s operations shall be restored to the original state at no additional cost to the Government.

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

1.9 Utility Location. The Contractor shall perform utility cuts in pavements as required to repair existing utilities after obtaining a digging permit to do so. The Contractor shall locate and stake out underground utility pipes/cables prior to digging operations required by any contract on Garrison property. The Contractor shall be responsible for having the proper equipment to locate all underground utilities. Mechanical digging shall not be permitted within ten

(10) feet of identified underground utilities.

1.10 Excavation Permits. All excavation permits shall be initiated on a Fort Carson Form 86-E, Facilities

Engineering Dig Permit Request and processed through the work control office in this Contract. The Government requires up to five (5) business 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. The Contractor shall track and 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. All data shall be kept for contract duration and available to the Government when requested and at the end of the contract. The Contractor shall notify the requestor within twenty-four (24) hours of receiving a processed excavation permit package.

1.10.1 Work Clearance. The Contractor shall obtain a properly approved digging permit before any ground disturbance as part of their contractual requirements.

2.0 Requirements.

2.1 Description of Services. See Section 5.0 for the specific CLS or Functional Area (FA).

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. All documents are 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 (NLT) 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.Place of Performance and Hours of

Operation.

2.1.3.1 Place of Performance. The work to be performed under this contract will be performed at the locations listed in TE-A.2.1.3A Fort Carson Installation Map, TE-A.2.1.3B PCMS Installation Map, TE-A.2.1.3C Fort Carson

Cantonment Map, TE-A.2.1.3D ADACG and Bldg 20000.

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 DPW Work Control desk will be operated twenty (24) hours a day, seven (7) days a week and will transmit work orders to the Base Operations Contractor and/or customer requests outside of standard working hours.

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).

New Year’s Day 1st day of January

Martin Luther King Jr.'s Birthday 3rd Monday of January

Presidents Day 3rd Monday of February

Memorial Day Last Monday of May

Juneteenth 19th day of June

Independence Day 4th day of July

Labor Day 1st Monday of September

Columbus Day 2nd Monday of October

Veterans Day 11th day of November

Thanksgiving Day 4th Thursday of November

Christmas Day 25th day of December

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 (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:

a. Reschedule the work to be performed the following day unless the following day is a Saturday, Sunday, a legal public holiday, and when routine work is not scheduled for that day; or

b. Reschedule the work on any day mutually satisfactory.

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 one (1) hour. 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 Government 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 Travel/Temporary Duty. When Travel to Pinon Canyon from Fort Carson is required, the contractor shall submit a Temporary duty request NLT 15 days prior to travel. An example of this request is at TE-A.2.1.5

Travel/Training Request. No Temporary duty costs will be incurred without the express approval of the KO. Temp

Duty shall be limited and only when absolutely required. The contractor shall make every attempt to minimize multiple trips by scheduling and consolidating re-occurring efforts simultaneously.

2.1.6 Emergency Services. Emergency services may include but are not limited to, response to address the results of natural disasters, conditions affecting potential loss of life or limb, potential security breaches, actual or potential damage to equipment, facilities, priority utilities and infrastructure.

2.1.6.1 Emergency Medical Treatment. The Contractor or their employees shall immediately notify their supervisor of any accident requiring emergency medical treatment. The Contractor shall notify the KO or COR/ACOR immediately, not later than (NLT) two (2) hours of the incident. The Contractor shall be responsible for the emergency medical treatment services for Contractor personnel. However, the Government may provide, on an emergency basis, medical services for injuries incurred while an employee is performing under the contract. The

Contractor shall reimburse the Government for emergency medical services provided, upon receipt of invoice from the Medical Facility. Reimbursement shall be made to the United States (US) Government.

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 DA Form 285-AB United States Army

Abbreviated Ground Accident Report (AGAR) 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. The written minutes will be distributed within two (2) business days after the meeting.

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 Army Regulation

(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.

2.1.7.3.2.1 COR Authority. A letter of designation will be issued to the COR/ACOR by the KO. A copy of the letter will be sent to the Contractor. The letter of designation states the responsibilities and limitations of the

COR/ACOR, especially with regards to changes in cost, price estimates, or changes in delivery dates. The

COR/ACOR is not authorized to change any of the terms and conditions with regards to cost, quantity, or schedule of the resulting order.

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

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

Furnished Property, and coordinate site entry of Contractor personnel.

2.1.9 Quality Control (QC). Quality Control is the responsibility of the Contractor. The Contractor shall provide a Quality Control Plan (QCP) five (5) business days before contract start. The Contractor shall provide and maintain a QCP that is acceptable to the KO. Changes to the Contractor’s QCP shall be submitted to the KO for review and approval within five (5) business days prior to implementation.

2.1.10 Subcontract Management. N/A

2.1.11 Contractor Employees.

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. The PM shall have a baccalaureate degree from an accredited College or University and five (5) years of experience 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 PM. 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 3, Secret) clearance 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 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 access to all contract employees. These persons shall have, at a minimum, a (favorable Tier 1 (Investigation), Tier 3 (Secret) or Tier 4 (Top Secret) Clearance).

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 subcontractor 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 AR 600-50, Standards of Conduct.

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 (10) 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 fifteen (15) calendar days of the start of the contract, P-

A.2.1.13 Manual Operations Contingency Plan. Provision should also be made for inputting and updating data into the Government System on a delayed basis in case the network or system is down. The contingency plan shall include coordination with DPW Service Order Desk (SOD) and its operations.

2.2 Work Management. Applicable only for CLS 411, 414, 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 TE-H.1.3.3, IMCOM Facility Maintenance Instruction.

2.2.2.1.1 Contingency Plan: The Contractor shall include in the Contingency plan the continuing Work Control

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: DMOs and OWOs assigned to any unaccompanied housing related facilities shall be primarily processed in the ArMA followed by GFEBS processing, or as required by the Government. All

CATCODEs/Army Real Property are in ArMA.

Notifications created by the ArMA website in GFEBS, shall be updated and processed in GFEBS by the Contractor.

2.2.2.1.4 Duplicate Orders. The Contractor shall monitor for duplicate orders. If more than one (1) service order is received 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. Don’t cancel cases in ArMA these can be bundled so all customers receive an update.

NOTE: Government systems and database of records are subject to updates, modifications, end of service life preparation and migration to new systems will occur at the discretion of the Army.

2.2.3 Demand Maintenance Order (DMOs).

2.2.3.1. DPW Work Reception Desk. The Contractor shall receive notification of work from the DPW work reception desk. The Contractor is authorized to execute DMOs that do not exceed thirty-two (32) work hours in labor. DMOs exceeding the Contractor’s authorized limit shall be executed IAW Annex B, Facilities Maintenance

Instruction. The work control team shall have at least one (1) year of experience entering maintenance orders into

GFEBS, charging time and materials on the orders, and running/analyzing maintenance order reports. Subsequent hires to fulfill work control functions shall also 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.

https://army.deps.mil/army/cmds/imcom_kc/pw_university/Pages/Main_ArMA_Overview.aspx

2.2.3.2. DMO Call Receipt and Entry. The DPW work reception desk assigns all DMO priorities and enters the service request into ARMA. All DMO notifications entered into GFEBS shall be executed by the Contractor within the following timelines:

• Priority 1 (Emergency) Upon receipt of a Priority 1 Service call, the Contractor shall provide an immediate response to resolve the issue. The Contractor shall create a case in ArMA and complete triage. After completion of triage, the Contractor shall create a Priority 1 DMO within GFEBS. All priority 1 DMOs 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 DPW Work Control 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.

• Priority 3 (Routine) DMOs received via ArMA or directly to the DMO Work Control Desk shall be entered within thirty (30) minutes into GFEBS by the Contractor and completed within thirty (30) calendar days of receipt.

2.2.3.2.1 GFEBS and/or ArMA Case Number. The Contractor shall notify the customer of the GFEBS and/or

ArMA Case Number assigned unique number for each DMO. This GFEBS and/or ArMA Case number shall function as a reference number for customer inquiries and Government Surveillance purposes.

2.2.3.3. Completed Work. The Contractor, certifying the work was satisfactorily performed, shall identify within

GFEBS (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.), and the total materials/parts costs. Within seven (7) days of DMO completion, the Contractor shall TECO the DMO to close out the order.

2.2.3.4. Materials. The Contractor shall be responsible for all materials required for DMO repair work. For clarity, the price for DMOs reflected in the Pricing Matrix and applicable contract CLINs shall be inclusive of all DMO related repair costs. The Contractor shall be responsible for maintaining the Materials Master to capture accurate material costs for all repair/maintenance actions.

2.2.4. Preventive Maintenance Orders (PMOs). The Contractor shall perform all PMOs for the facilities and equipment listed in subsequent, applicable Technical Exhibits(TE) throughout this PWS. The Contractor technicians shall complete scheduled PM work within five (5) days for monthly PM’s, fourteen (14) days for quarterly PMs, and thirty (30) days for semi-annual and annual PMO’s. Until the PMO program as described in paragraph 2.2.4.1 below is complete, the Contractor shall execute PMOs in accordance with historical PM data provided in TE-A.2.2.4

Historical PM Data. Within seven (7) days of PMO completion, the contractor shall TECO the PMO in GFEBS and/or ArMA.

2.2.4.1. PMO Program. The Contractor shall develop and execute a PMO program. The Contractor shall first verify and update the equipment in the buildings listed in TE-H.1.11 Real Property Facilities During the equipment inventory assessment, the Contractor shall at a minimum, collect the equipment 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 and/or ArMA. The PMO program shall be completed and fully operational in GFEBS and/or ArMA no later than ninety (90) days after contract start date. The Contractor shall be responsible for maintaining the accuracy and currency of the equipment list and associated PM Schedules in GFEBS and/or ArMA throughout the life of the contract.

2.2.4.2. 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.

2.2.4.3. 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 Maintenance Control Designation

(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 an 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.

2.2.5. O&M Manual Digital Library. The Contractor shall create and maintain a current electronic repository of all

O&M Manuals from the manufacturer or supplier for all facilities and equipment delineated in the Contractor’s

PMO program. The Contractor shall also create and maintain a technical document library for equipment and real property documents such as O&M manuals, Test and Balance or commissioning reports, training videos, etc. The

Technical Reference Libraries shall be updated as required to ensure that all information therein is correct. The

Technical Reference Libraries shall be considered Government property. These documents shall be managed in such a way to allow access to the documents by Government and Contractor personnel, including service providers other than the Contractor. The Warranty Manager and the Technical Document Manager may be the same person. The repository shall be organized by shop/work center.

2.2.6. Operations Work Orders (OWOs). The Contractor shall respond to, and complete individual tasks related to

OWOs. An OWO is recurring maintenance, cyclical in nature, outside of GFEBS scheduled PM, requested demand maintenance, or projects. Support for recurring OWOs is referenced in each applicable CLS. If a new OWO is required in addition to those identified, then a DA Form 4283, Facilities Engineering Work Requests, will be issued and shall serve as the authorization document for the initiation and execution of the OWO. In addition to performing

OWOs, the Contractor shall perform duties including but not limited to maintaining and updating the technical exhibits (TE's) referenced in the TE Index as needed. The Contractor shall provide TE updates and TE Index updates electronically to the COR/ACOR as needed throughout the life of the Contract.

2.2.7. Project Work Orders (PWOs).

2.2.7.1. DA Form 4283, Facilities Engineering Work Requests, shall serve as the authorization document for the initiation and execution of PWOs. The DA Form 4283 shall be submitted to the DPW Work Reception for processing and approval. For DMO generated PWOs, a DA Form 4283 is not required. These PWOs are included in the fixed price CLIN for maintenance services. TE-A.2A 2018 Workload Data, TE-A.2B 2019 Workload Data, TE-

A.2C 2020 Workload Data and TE-A.2C 2021 Workload data provides historical data on the number of PWOs generated from DMOs. The PWO (DA Form 4283) should cover the following parameters:

a. Actual labor hours, materials, and costs for items other than pre-expended bin materials expended.

b. COR signature indicating work has been performed and date. If representative is not available, the

Contractor shall so note on the DMO document.

c. Maintenance Control Designator (MCD) number of equipment item and/or facility worked on under the

DMO.

d. As-built information for any utility infrastructure changes made during the course of the work, or operation and maintenance manuals for any installed equipment (as applicable).

e. Site sketch indicating area where work was performed and schematic of activities (as applicable).

f. Digital photos before and after work performance (as applicable).

2.2.7.1.1 Conversion Prior to Execution. The Contractor shall stop work immediately upon determining that a DMO will exceed the thirty-two (32) hour threshold. The Contractor shall then complete the following tasks:

• The Contractor shall notify the KO/COR in writing of the reason for expecting the DMO to exceed the

$5000.00 cost threshold and a preliminary cost estimate.

• The Government may initiate a PWO, cancel the DMO or adjust the DMO scope.

• If the Government initiates a PWO and determines the requirement urgent then the Contractor shall proceed as described in the IMCOM Facilities Maintenance Instruction.

• If the Government initiates a PWO and does not determine the requirement urgent then the Contractor shall proceed as if receiving a normal PWO request.

2.2.7.2. Cost Estimates for PWOs. The Government will provide the Contractor with the DA Form 4283 that delineates the scope of the project. New Work is defined in the IMCOM Facilities Maintenance Instruction and results in the creation or addition to an existing facility or of a building component or system which did not exist prior to the work, irrespective of whether the work is funded from a construction or an operation and maintenance (O&M) account. New Work that exceeds $150,000 shall be accomplished through a separate contractual vehicle.

The OWO/PWO will be negotiated as follows:

a. The Contractor shall provide the preliminary desktop (scoping), design as required, and cost estimate based on the DA Form 4283 to the COR within five (5) working days of receipt.

b. When requested in writing by the COR, the Contractor will provide detailed scoping, design, and cost estimates within ten (10) working days of receipt of the request.

c. All other OWO/PWO detailed scoping, design, and cost estimates shall be submitted within thirty (30) business days of receipt of the request.

d. Negotiate the terms and conditions of the OWO/PWO, to include a scheduled completion date.

e. KO will issue a notice to proceed memorandum to the Contractor to perform the OWO/PWO effort agreed upon.

f. The Contractor shall bill for all approved OWOs/PWOs consistent with the direction provided at FAR

52.232-5, Payments under Fixed-Price Construction Contracts.

2.2.7.3. Preparation of Detailed Estimates. The Contractor shall prepare detailed estimate of the labor, equipment and materials required to complete PWO work using industry accepted estimating procedures and data from R.S.

Means, Building Construction Cost Data, or other appropriate estimating sources approved by the COR. Estimates shall be prepared electronically, using WinEst Estimating System. All estimates, supporting information, documentation, and calculations shall be submitted to the COR.

2.2.7.4. Subcontract Work. PWOs subcontracted IAW with the Contractor’s purchasing system where three (3) independent offers are obtained, and the low offer is accepted will not require a detailed cost estimate. Work, which the Contractor proposes to subcontract, shall be identified in the estimate. Information, documentation, and calculation required for subcontract work is the same as that required for work to be performed by the Contractor's work force.

2.2.7.5. Specialty Subcontracting Work. For specialized services where R.S. Means or other estimating standards are not applicable, the Contractor shall prepare a proposal that shall include a minimum of three (3) subcontractor quotes. Quotes shall include all labor, material and equipment necessary for subcontractor to complete the work to be performed on the work request. If the work is of such a type that only one (1) subcontractor can be found to perform the work, then a proposal, including breakout of costs, shall be provided sufficient for the KO to determine that the price is reasonable. If only one (1) subcontractor is solicited the Contractor shall provide information to the

KO sufficient to justify the sole source procurement.

2.2.7.6. Execution of PWO Work. The Contractor shall provide proposals for all PWO Work addressing the scope, performance schedule and proposed price. The proposal shall provide supporting data presented including labor, and other direct costs such as equipment, material, and subcontract estimates. The COR will evaluate the Contractor's estimate to determine if: (1) the scope has been clearly and accurately identified, (2) the task hours have been properly estimated with supporting data presented, and (3) equipment, material, and subcontract estimates are reasonable and properly documented and provide recommendations to the KO. After the estimate has been reviewed, the KO will determine whether to approve or negotiate elements of the PWO. Upon KO acceptance or negotiation of the proposed PWO, the KO will issue a notice to proceed.

2.2.7.7. Wage Rates for PWOs. Specific work shall be subject to wage rates under current Construction Wage Rates as identified in Section J of the contract.

2.2.7.8. PWO Bi-weekly Meetings. The Contractor shall attend a biweekly meeting with DPW personnel to provide schedule updates for all current PWOs. Schedules shall include as a minimum for each work order: (a) Change

Order Number (if applicable), (b) Facility Designation, (c) Priority, (d) Initials of Quality Assurance Specialist assigned to…