Attachment A-YUMA PWS Annex A 08 AUG 2023.docx

Performance Work Statement (PWS) Base Operations (BASOPS)

Annex A

U.S. Army Garrison Yuma Directorate of Public Works Installation Support Services

08/08/2023

Annex A (Overarching Base Operations PWS) to OPORD 18-011): IMCOM Enterprise Base Operations (BASOPS) Performance Work Statement (PWS) Templates (U)

Table of Contents

1.0 Introduction. This is a non-personal services contract to provide Base Operations Support (BASOPS). 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, 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. U.S. Army Yuma Proving Ground (YPG) is a Major Range Test Facility Base (MRTFB) and Federal Laboratory Consortium, which falls under the authority of the Army Test and Evaluation Command (ATEC). YPG is a developmental and operational test facility; remotely located in the desert southwest, with over 60 years of experience in testing Military Weapon Systems, air combat systems, and equipment of all types and sizes in a joint Military services environment. YPG conducts tests on medium and long-range artillery; aircraft target acquisition equipment and armaments; armored and wheeled vehicles; a variety of munitions; research and development of various precision airdrop technologies; and a variety of Military personnel gear. Testing programs are conducted for U.S. Military Services, friendly foreign nations, and private industry. The U.S. Army Installation Management Command (IMCOM) through the U.S. Army Garrison Yuma (USAG Yuma) supports the YPG Senior Commander’s mission by working to provide effective and efficient services, facilities, and infrastructure to Soldiers, Civilians, and Families. YPG is located in Yuma, Arizona (AZ) and consists of approximately 837,969 acres and 2,203 buildings and structures. The population base consists of approximately 2,880 Military, Government civilian, and Contactor personnel, as well as 569 resident family members.

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. Work includes all required maintenance, labor, materials and repairs to facilities, structures, buildings, and utilities that are classified as real property unless otherwise stated in this contract, to include installed building equipment as defined in Army Regulation (AR) 420-1, Army Facilities Management. In addition, the Contractor shall provide demand maintenance support for Army Test and Evaluation Command (ATEC) assets identified in TE #47. The scope of this PWS is for real property facilities, installed equipment and ATEC property unless specifically stated otherwise. The Contractor shall perform all related Contractor administrative services required to perform work such as, but not limited to, material requisitioning, quality control (QC), financial control, and correspondence.

1.3 Climatic Conditions. The average annual rainfall is 3.2 inches; with the wettest months being August and September. The average frost-free period growing season during the year is about 350 days. The first killing frost may be expected about December, and the last killing frost generally occurs in January. The average annual maximum and minimum temperatures are approximately 20 and 106 degrees Fahrenheit. Monthly normal temperatures ranged from a low of 20 degrees in the month of December/January to a high of 106 degrees in the month of June - September. Summer temperatures often reach 106-120 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 watch.

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 at no additional cost to the Government. The COR/ACOR will decide the method of restoration for trees or whether damaged trees will be removed.

1.8 Dust Suppression. Contractor shall keep dust and other types of air contaminants to a minimum in an open area where construction, repair leveling or clearing operations, demolition activities or earth moving/excavating activities are taking place by good modern practices such as using an approved dust suppressant or adhesive soil stabilizer, paving, covering, landscaping, continuous wetting, detouring, barring access or other acceptable means.

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 YPG 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 YPG SharePoint identified on TE #36 Excavation Permit 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 keep record of every permit, assign a unique number, provide locator and marking service, coordinate marking with the communications Contractor, etc. and provide status to the Government. The Contractor shall notify the requestor within twenty-four (24) hours of receiving a processed excavation permit package.

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

2.0 Requirements.

2.1 Description of Services. See Section 5.0 for the specific Common Level of Support (CLS).

2.1.1 Non-Personal Services. This is a non-personal services Firm-Fixed Price Contract to provide Operations and Maintenance service order 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. Such contract service providers shall be accountable solely to the contractor who, in turn is responsible to the government IAW FAR; 52.246-4 Inspection of Services. Non-personal service contracts are authorized by the Government IAW Federal Acquisition Regulation (FAR) Subpart 37.104, under general contracting authority, and do not require specific statutory authorization.

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) calendar 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.

2.1.2.2 Transition (Phase-Out). Sixty (60) calendar 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. The work to be performed under this contract will be performed at YPG.

2.1.3.2 Hours of Operation. The Contractor work schedules shall vary to accommodate requirements as specified in the functional areas. Variances in working hours, other than those specified in the functional areas, must be approved by the COR / KO. Core operational hours for YPG are 0600 to 1630. Monday through Thursday excluding Federal Holidays and administrative closures. At times the contractor will be required to support non-Emergency work scheduled during non-duty hours other than what is listed as core operational hours (e.g., utility shutdown support for repairs after hours).

Federal Holidays. The Contractor’s performance shall not be required on the Federal public holidays listed below. Holidays occurring on weekends will be observed as directed by the Federal calendar (5 U.S.C. 6103).

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.

2.1.4.2 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, the Contractor shall notify the KO and COR two (2) hours prior to curtailing operations due to inclement weather. The Contractor shall obtain KO approval to resume operations.

2.1.4.4 Curtailment of Operations. When YPG 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.

2.1.5 Travel/Temporary Duty. N/A

2.1.6 Emergency Services.

2.1.6.1 Emergency Medical Treatment. The Contractor or their employees shall immediately notify their supervisor of any accident requiring emergency medical treatment. The Contractor shall notify the KO or COR/ACOR immediately, 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 will 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 IMWE 1236, Record of Injury; and the Army Ground Accident Report (AGAR) Form shall be delivered to the KO within five (3) calendar days of occurrence, whenever an accident involving personal injury or Government owned property occurs. The contractor shall provide a verbal report to the COR within thirty (30) minutes of occurrence.

2.1.7 Contract Administration and Management.

2.1.7.1 Post Award Conference/Performance Evaluation Meetings. The Contractor agrees to attend any post award conference convened by the contracting activity IAW Federal Acquisition Regulation Subpart 42.5, Post Award Orientation. The KO/COR, and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. In progress reviews (IPR) will be held at least quarterly (each third (3rd) month, counting from the performance start date). At a minimum, the KO, COR, and Contractor lead shall attend these IPRs. At these meetings the Government will apprise the Contractor of how the Government views the Contractor's performance and the Contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government. Written minutes of meetings will be recorded by the Government and signed by both the PM and the KO. The written minutes will be distributed within five (5) working 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 KO within two (2) working days following receipt of the minutes.

2.1.7.2 The Contractor shall provide effective communication and necessary information that relates to the services required by the Government under this contract by conducting, attending, and participating in scheduled and unscheduled meetings, conferences, and briefings as requested by the Government.

2.1.7.2.1 Performance Update Meeting. The Contractor shall provide performance update meetings on a weekly basis, unless cancelled by the Government. These update meetings shall provide metrics on meeting contract performance requirements to the Government including status of work being performed and any issues completing work or meeting contract performance. There shall be data indicating performance in each shop, facility maintenance, Unaccompanied Personnel Housing (UPH) repairs, DMO completion, Preventative Maintenance Order completion, Operational Work Order completion and other information. Specific meeting information will be discussed with the Contractor. The contractor shall prepare and record meeting minutes and submit to the COR NLT than (2) two days of meeting being conducted.

2.1.7.3 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.

2.1.7.3.1 Contracting Officer (KO). The KO is the only person authorized to direct changes in any of the requirements under this contract, and, notwithstanding any provisions contained elsewhere in this contract, said authority remains solely with the KO. In the event the Contractor makes any change at the direction of any person other than the KO, the change shall be considered to have been made without authority and solely at the risk of the Contractor. All contract administration will be affected by the KO. Communications pertaining to contractual administrative matters shall be addressed to the KO. No changes in or deviation from the terms and conditions shall be affected, without a written modification to the contract, executed by the KO authorizing such changes. The KO will approve all submittals and plans required in this PWS.

2.1.7.3.2 Contracting Officer’s Representative (COR). The KO will appoint a COR during the performance of this contract. Additional Government personnel may be assigned to assist in contract oversight IAW AR 70-13, Management and Oversight of Service Acquisitions. Other surveillance personnel may be designated as COR or ACOR, and shall be trained and appointed IAW DoDI 5000.72, DoD Standard for Contracting Officer’s Representative (COR) Certification and DFARS 201.602-2. The ACOR will serve as on-site representatives of the COR in performance of actual contract surveillance, if they meet all COR training, experience requirements, and are appointed by the KO as an ACOR. The COR/ACOR will provide assistance in identification and resolution of problems, conflicts in priority, subtask requirement definitions, and other operations type problems. The COR/ACOR will perform IAW the responsibilities and duties identified in the appointment letter.

2.1.8 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. The Contractor shall provide designated key personnel. If key personnel substitutions or changes occur, the Contractor shall immediately notify the KO and the COR of such change(s).

2.1.11.1.1 Project Manager (PM). The Contractor shall provide a PM who is responsible for the performance of the work. The Project Manager 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 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 the alternate PM shall be designated in writing and submitted to the KO and the COR 10 working days after the start of the period of performance. The KO shall be notified immediately of any change. The PM or alternate shall be available 24/7/365 including Federal holidays. The PM 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 0600 - 1630 hours, Monday through Thursday, 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 Department of Public Works (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 Common Access Card (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 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, speak, read and write 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 a Contractor employee from the job site shall not alleviate the Contractor of the requirement to provide sufficient personnel to perform the services required by the contract

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.

2.1.12 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 sub’s within (10) calendar days or at a mutually agreed upon date. The Contractor shall ensure customer satisfaction and professional and ethical behavior of all Contractor personnel.

2.1.12.1 Frequency Coordination of Radio Equipment. Handheld radios and radio frequency assignments and authorizations will be controlled and furnished by the Government. Communications equipment operation by the Contractor shall be IAW Federal, state, and local regulations.

2.2 Work Management. Applicable only for CLS 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 Installation. 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: DMOs and OWOs assigned to any unaccompanied housing related facilities shall be primarily processed in the ArMA followed by GFEBS processing IAW TE #25 GFEBS Field Requirements and TE #26 ArMA Field Requirements, or as required by the Government. The Government is forecasting that all CATCODEs will be added to ArMA. The Contractor shall monitor ArMA in real-time, create requests IAW TE #25 GFEBS Field Requirements and TE #26 ArMA Field Requirements, create publications affecting the barracks when provided, process requests, respond and communicate with customers, and close orders. In the event when ArMA and GFEBS do not interface; the Contractor shall manually update both systems when required. The Contractor shall ensure ArMA and GFEBS information are identical for all applicable fields. The Contractor shall process unassigned requests immediately upon receipt.

Notifications created by the ArMA website in GFEBS, the Contractor shall be updated and processed in GFEBS IAW TE #26 ArMA Field Requirements.

2.2.2.1.4 Duplicate Orders. The Contractor shall monitor for duplicate orders. If more than one 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 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 Thursday from 0600 to 1630 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, via ArMA, directly or 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. Voice messaging system shall direct emergency calls to the YPG Police dispatch at (928) 328-2720. The Contractor shall respond to non-emergency voice messages the next business day. The Contractor is authorized to execute DMOs that do not exceed thirty-two (32) work hours in labor or $25,000 in material costs. DMOs exceeding the Contractor’s authorized limit shall be executed IAW Annex B. The work control team shall have at least one year of experience entering maintenance orders into GFEBS, charging time and materials on the orders, and running/analyzing maintenance order reports.

2.2.3.2 DMO Call Receipt and Entry. The Contractor shall enter all DMOs into GFEBS in accordance with (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 per TE #25 GFEBS Field Requirements. Based on the customer provided information and the criteria established in Annex B, the Contractor shall establish the priority and assign it to the appropriate shop. For DMO repairs of ATEC equipment identified in TE #47, the Contractor shall ensure that all data entered into GFEBS is clearly identifies that the associated repair action is in support of ATEC. Additionally, DMOs executed in support of ATEC shall be aligned under the ATEC DMO line item on the Contract and invoiced accordingly. 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 calendar day. Once the DMO has been completed by the appropriate technician, the contractor will charge hours and time against the order in GFEBS. All DMOs shall be entered into GFEBS within the following timelines.

· Priority 1 (Emergency) DMOs received via ArMA or directly to the DMO Desk shall be entered within thirty (30) minutes of receipt of service call into GFEBS by the Contractor. Emergency calls received after hours shall be entered within thirty (30) minutes of the start of the next business day. 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 by the COR.

· 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. Once a DMO and/or ArMA case number is established, it shall not change even if the DMO priority is lowered.

2.2.3.4 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 issuance, the contractor shall Technically Complete (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 #1, Real Property and TE #5 Installed Building Equipment and Equipment in Place for the buildings. Assets listed in TE #47, ATEC Non-Real Property will be maintained by repair by replacement through an ATEC DMO. 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 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 #02 Workload History. 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 #5 for the buildings listed in TE #1. During the equipment inventory assessment, the Contractor shall at a minimum, collect the equipment Maintenance Control Designation (MCD), serial number, equipment description, work center (shop), building number, frequency basis for that equipment (e.g., monthly, quarterly, annually, etc.), maintenance plan and task list. Upon completion of the equipment verification, the PMO program shall be developed and entered into GFEBS. The PMO program shall be completed and fully operational in GFEBS no later than ninety (90) days after contract start date. Refer to TE #40 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 and provide by request to the COR. The PM scheduler shall be MS 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 MS 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 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 a Labor & Equipment 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. The COR/ACOR will direct the Contractor to: (1) repair the deficiency if potential damage may result from deferring repairs; or (2) clean the work area and stop work. The Contractor shall not receive payment for work not authorized by the COR/ACOR which is performed on warranted equipment, unless the COR/ACOR concurs that such work was a legitimate response to a true emergency condition.

2.2.4.6 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.

2.2.5 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 TE #41, Recurring OWO. If a new OWO is required in addition to those identified in TE #41, Recurring OWO, 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. The Contractor shall submit requests for TE updates and TE Index updates electronically to the COR/ACOR as needed throughout the life of the Contract.

2.2.6 Project Work Orders (PWOs).

2.2.6.1 Work Requests. 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 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 #37, PWO/IJO History provides historical data on the number of PWOs generated from DMOs. In addition to the performance of PWOs associated with real-property repair and maintenance, the Contractor shall also perform PWOs in support of the ATEC testing mission. Performance of these PWOs will also be initiated using a DA Form 4283 and the resulting work will be captured under the ATEC PWO CLIN. 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. YPG DPW representative 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).

2.2.6.2 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 Annex B, 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.

2.2.6.3 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/WinEst, Building Construction Cost Data, or other appropriate estimating sources approved by the COR. Estimates shall be prepared electronically, using R.S. Means/WinEst Estimating System.