B. PWS (27May25) FINAL.pdf

Performance Work Statement (PWS)

Recurring Maintenance, Inspection and Repair of category USAG Bavaria emergency power supply systems:

- Uninterruptible Power Supply (UPS) and

- Diesel Power Generators Systems (GEN) at

USAG Bavaria – Military Community:

- Garmisch

Table of Contents

1.0 INTRODUCTION 4 ERROR! BOOKMARK NOT DEFINED. ....... ERROR! BOOKMARK

NOT DEFINED.

1.0 INTRODUCTION

1.1 Background

1.2 Objectives

1.3 Climatic Conditions

1.4 Facility Access (fire emergencies)

1.5 Traffic Flow

1.6 Drainage - N/A

1.7 Restoration of Landscape Damage

1.8 Dust Suppression

2.0 REQUIREMENTS

2.1 Description of Services

2.2 General Information

2.3 Emergency Services

2.4 Contract Administration and Management

2.5 Work Management

2.6 Contractors Cost Estimate (CE) and Demand Repair Orders (DROs)

2.7 Preventive Maintenance Plan (PMP)

2.8 Warranty Program

2.9 Technical Document Library Operation

2.10 Maintain As-Builts

2.11 Historic Property or Archaeological Site N/A

2.12 Security

2.13 Contractor and Vendor Access

2.14 Security Training

2.15 Reporting of Fire and Safety Hazards

2.16 Training, Physical Requirements, or other Expertise Required

2.17 Recycled Content Materials

2.18 Perform Hazardous Material Work

2.19 Contingency Plans

2.20 Service Contract Reporting

3.0 PERFORMANCE REQUIREMENTS AND STANDARDS

3.1 Quality Assurance

3.2 Quality Control Plan (QCP)

4.0 PERFORMANCE TASK REQUIREMENTS, STANDARDS AND ACCEPTABLE

QUALITY LEVELS (AQLS)

5.0 COMMON LEVELS OF SUPPORT (CLS)

6.0 DELIVERABLES

7.0 RELATED DOCUMENTS

7.1 Definitions and Acronyms

7.2 Applicable Directives, Publications

7.3 Attachment Technical inventory lists (TIL)

7.4 Contractor-Furnished Material (CFM)/Equipment (CFE)

1.0 Introduction

This is a non-personal services contract to provide Base Operation and Support Services for the U.S. Army Garrison Bavaria (USAG Bavaria) Military Community Garmisch in the Federal Republic of Germany, State of Bavaria. 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 parts required for Preventive Maintenance (PM) and all repair parts required for Demand Repair Orders (DROs).

1.1 Background

The service includes maintenance, trouble-shooting, and repair of the overarching category - Emergency Power Supply Systems (EPSS). This includes Emergency Power Generators (GEN) and Uninterruptible Power Supplies (UPS) systems at USAG Bavaria Garmisch, which are necessary to provide electrical power for mission essential facilities and infrastructure.

1.2 Objectives

USAG Bavaria, is procuring a contract for the design, installation, operation, and maintenance of a permanent and fully functional Emergency Power Supply System (EPSS) at the Military Community in Garmisch. The system will integrate Uninterruptible Power Supplies (UPS) and Emergency Power Generators (GEN) to provide reliable backup power in the event of an electrical power loss or outage.

1.2.1 The Contractor shall ensure all work in support of mission requirements tendered to the Government for acceptance conforms to the measurable performance standards of quality, timeliness, and quantity specified in the PWS of this contract. Without additional expense to the Government, the Contractor shall obtain/ensure subcontractors obtain all licenses and permits required to perform this work under this contract. The intent is to establish work requirements that are performance-based and results oriented. This approach is intended to allow the Contractor to determine the best and most cost-effective ways to fulfill base operations and their component needs, emphasizing innovation and commercial best practices.

1.2.2 Objective is to keep the systems in good operational condition. Immediate repair of malfunctions and immediate response in case any emergency on-calls are placed.

The contract calls for: Performance of preventive Maintenance and repair of USAG Bavaria Garmisch Generator systems and UPS systems.

1.3 Climatic Conditions

USAG Bavaria Garmisch is located in the South of Germany in an alpine region. During the summer, the temperature can be around 28 degrees Celsius. The winters are generally strong with heavy snowfall and icy street conditions.

1.4 Facility Access (fire emergencies)

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 USAG Bavaria Fire Department point-of-contact (POC), Attachment 02, prior to outages that will impact the function of the system, special problems or circumstances, which requires an inspection of the USAG Bavaria’s Fire Department. The Fire Department will reset alarm systems to operational status.

1.5 Traffic Flow

The Contractor shall maintain the free flow of vehicular and pedestrian traffic while conducting maintenance and repair activities. If applicable, contractor shall notify the designated Contracting Officer’s Representative (COR) in writing, a minimum of 25 business days in advance of any scheduled closure of streets. Emergency road closures shall be coordinated either with the Provost Marshall or the appropriate Directorate of Emergency Services (DES) and local installation operating procedures in conjunction with the designated COR, and will have to be presented in public information sessions on a monthly basis.

1.6 Drainage - N/A

Maintenance work performed under this contract shall not impede drainage.

1.7 Restoration of Landscape Damage

Trees or other landscape features, and irrigation systems damaged by the Contractor’s operations, shall be restored to the original state at no additional cost to the Government.

1.8 Dust Suppression

If applicable, the Contractor shall perform dust suppression when necessary, during maintenance and repair activities or as directed by the designated COR.

2.0 Requirements

2.1 Description of Services

Reference is made to 5.0 Common Level of Support (CLS), Attachment 01, for the specific description of services to be accomplished under this contract, respectively Performance Work Statement (PWS).

2.1.1 Non-Personal Services

The personnel rendering the services are not subject; either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the Government and its employees. Non-personal service contracts are authorized by the Government in accordance with (IAW) Federal Acquisition Regulation (FAR) Subpart 37.104, under general contracting authority, and do not require specific statutory authorization.

2.2 General Information

2.2.1 Transition (Phase In/Phase Out), N/A

2.2.2 Phase-out, N/A

2.2.3 Place of Performance and Hours of Operation

The work to be performed under this requirement will be performed throughout the entire area occupied by USAG Bavaria Garmisch. A greater printout map of USAG Bavaria Garmisch can be requested by assigned Government personnel Contracting Officer Representative.

USAG Bavaria Garmisch is located around 30 km north of the Austrian border and app. 80km south-east of Munich, Federal Republic of Germany, State of Bavaria.

2.2.3.1 Regular Hours of Operation

The Contractor shall conduct regular maintenance and regular repair business, between the hours of 07.30 a.m. to 16.00 p.m., Monday through Friday, excluding U.S. and Host Nations holidays or when the Government facilities are closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The Contractor shall maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons.

2.2.3.2 Emergency Hours of Operation

In case of emergency work, the contractor shall be responsible for conducting business on Saturdays, Sundays, American and Host Nation Holidays and outside the regular office hours. Further, subject contract operates in the demand of a permanent electrical emergency functionality, therefore a fluent repair operation service has also to be granted during local and national wide emergencies situations. Emergency repair service on a basis of 24 hours/7 days/365 year shall be established and granted.

2.2.3.3 Installation Closures

When an unforeseen but adequate announced installation closure occurs on a regularly scheduled day of work, the Contractor shall reschedule the work without any costs to the Government, to be performed the following day, unless the following day is a Saturday, Sunday, a recognized Federal holiday, and when routine work is not scheduled for that day; or reschedule the work for the next business day following the closure.

2.2.3.4 Inclement Weather Delay

If the Contractor determines unsafe weather conditions for continued operations, the Contractor shall notify the designated COR two (2) hours prior to curtailing operations due to inclement weather. The Contractor shall obtain designated COR approval to resume operations.

2.2.3.5 The Contractor shall coordinate with the designated COR in preparation for and during emergency operations situations, such as inclement weather, flood, active shooter, fire or other emergency situations. The Contractor may be called upon to deliver a wide variety of services to the installation through an emergency repair call in support of emergency response.

The Contractor shall be required to provide all normal services during an emergency response unless otherwise directed by the KO, however emergency response requirements will take precedence over normal repair and maintenance activities.

2.2.3.6 U.S. Federal Holidays:

The Contractor’s regular performance shall not be required on the U.S. Federal public holidays and Host nation (German) holidays, as listed below, unless otherwise directed by the KO or in case of an emergency.

U.S. Holidays:

New Year’s Day January 1st M. L. King Day 3rd Monday in January Presidents’ Day 3rd Monday in February Memorial Day last Monday in May Independence Day July 4th Juneteenth Day June 19th Labor Day 1st Monday in September Columbus Day 2nd Monday in October Veteran’s Day November 11th Thanksgiving Day 4th Thursday in November Christmas Day December 25th

2.2.3.7 Host Nation (German) Holidays:

Regular work shall not be performed on local Host Nation holidays occurring during the normal workweek unless otherwise directed by the KO or in case of an emergency. German national and local holidays are:

New Year’s Day January 1st Epiphany January 6th Good Friday Varies Easter Monday Varies Labor Day May 1st Ascension Day Varies Whit Monday Varies Corpus Christ Varies Assumption Day August 15th Day of German Unity October 3rd All Saints’ Day November 1st 1st Christmas December 25th 2nd Christmas December 26th

Training Holidays:

USAREUR has historically granted military personnel training holidays as compensation for time that they spent in field training. These are typically combined with regular holiday leave schedules (for example, Christmas half days or day-on-day-off schedules). Training holidays may affect access to military operated facilities. If scheduled work or access to facilities is required, coordination with occupants will be necessary or the work in affected facilities shall be rescheduled after the training holiday. However, announced training holidays or exodus of military personnel may provide the Contractor with an opportunity for unrestricted access to facilities and areas. The Contractor shall take full advantage of such opportunities by planning maintenance or actions that are better accomplished when such areas are vacant.

2.3 Emergency Services

2.3.1 Contractor Employees 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 designated COR no 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 U.S. Government.

2.3.2 Contractor Employees Accident Reporting

The Contractor shall comply with Operational Safety laws (German:

Unfallverhuetungsvorschriften) and Health Administration (German: Arbeitsschutzgesetz) for record keeping and reporting of all accidents resulting in death, injury, occupational disease, or adverse environmental impact. The Contractor shall provide a verbal report to the designated COR within one (1) hour of each such occurrence. A completed typed original plus one (1) copy of ENG Form 3394 United States Army Corps of Engineers Accident Investigation Report:

https://www.formalu.com/forms/29112/united-states-army-corps-of-engineers-accident-investigation-report (or equivalent reporting form) shall be delivered to the designated COR within three (3) business days of occurrence, whenever an accident involving personal injury or Government owned property occurs.

2.4 Contract Administration and Management

2.4.1 Post Award Conference and frequently Performance Evaluation Meetings The Contractor shall attend the post award conference (after contract awarded) convened by the Requiring Activity and/or Contract Administration Office upon ten (10) business days after contract award. First work path orientation shall be presented from the contractor to the Government and discussed. If no personally attended post-award conference is conducted, contractor shall be available for online conferences and provide all post-award deliverables within 10 days after contract award.

2.4.1.1 The COR and appointed Team shall meet on request with the Contractor to review the Contractor's performance and discuss any problems at no cost to the Government.

The meeting shall be scheduled monthly on request by both parties and participating is obligated.

2.4.1.2 Written minutes of meetings shall be accountable recorded by the Contractor and signed by the Project Manager (PM), Siteforeman (SF) and the COR. Written minutes shall be distributed within five (5) Business days after the meeting. If the Government does not concur with any portion of the minutes, recorded by the Contractor, the non-concurrence shall be provided in writing by the COR within two (2) Business days following receipt of the minutes.

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. Deliverable A001

2.4.2 The following provides the roles and their respective authority during the performance of the contract:

2.4.2.1 Contracting Officer (KO)

The KO is the only person authorized to make any changes in any of the requirements listed on this PWS; 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 will be considered to have been made without authority and solely at the risk and expense of the Contractor. All contract administration will be effected by the KO. Communications pertaining to contractual administrative matters shall be addressed to the KO. No changes in or deviations from the terms and conditions shall be effected 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.

2.4.2.2 Contracting Officer’s Representative (COR)

The KO will appoint a COR during the performance of this requirement. Additional Government personnel may be designated 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 and shall be trained and appointed IAW Department of Defense Instruction (DoDI) 5000.72, Department of Defense (DoD) Standard for Contracting Officer’s Representative (COR) Certification. The COR will provide assistance in identification and resolution of problems, conflicts in priority, subtask requirement definitions, and other operations type problems. The COR will perform IAW the responsibilities and duties identified in the appointment letter.

2.4.2.3 COR Authority

A letter of designation will be issued to the COR 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, especially with regard to changes in cost, price estimates, or changes in delivery dates. The COR is not authorized to change any of the terms and conditions with regard to cost, quantity, or schedule of the resulting order.

2.4.2.4 COR

The COR shall monitor all technical aspects of the contract and assists in contract administration. The COR is authorized to notify both the KO and Contractor of any deficiencies and coordinate availability of Government-Furnished Property. The COR 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 provide direction or assistance for site entry requests of Contractor personnel.

2.4.2.4.1 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).

2.4.3 Contractor

A) ISO 9001 Certification: It is mandatory to provide a certification of ISO 9001 (Quality management systems) within this contract. Certification shall be presented with the submission of the bid. Certification shall be valid at the time of submission as well as throughout the entire contract Period of Performance (PoP).

B) Organization Chart: The contractor’s complete personnel (including key personnel) work force on this contract shall be designated in writing (Organization – Chart) to the COR at the start of the contract, including positions, phone numbers, mobile phone numbers, email addresses and granted availability and planned annual leave time (vacation), including their announced alternate.

Any unavailability shall be immediately reported within one (1) working day to the assigned COR. Deliverable A002

2.4.3.1. Contractors Key Personnel as followed

Appointed key personnel shall be available 24/7/365, including U.S Federal and Host Nation holidays and in any emergency situation. These individuals designated as key personnel shall be able to understand, speak, read, and write the English language according to Level III as referenced in the USAREUR Pamphlet 690-70 (source:

https://media.defense.gov/2020/Sep/08/2002492241/-1/-1/0/AEP690-70.PDF) Any unattainability (e.g. planned vacations) shall be reported to the Government in writing in an unsolicited way one (1) month in advance and an alternate shall be appointed with fully obligations. Filled in Deliverable A002

2.4.3.1.2 Contractor Project Manager (PM, Chief Engineer) serves as part of Key

Personnel

The Contractor shall provide a Project Manager (PM) who is responsible for the complete performance of the work. The PM shall have full authority to act for the Contractor on all contract matters relating to overarching daily operation and all emergencies of the contract. The PM shall clearly be the first point of contact and be involved in all communication concerning the performed work.

The PM shall:

1. Have a minimum of three (3) years of relevant experience within the last ten (10) years, in building services engineering (German: Gebäudetechnik) base support management or similar.

“Relevant” experience is defined as performance of efforts involving requirements that are similar or greater in: Scope (types of services identified and defined in the PWS requirements) and Magnitude of Effort (a contract or aggregated contracts during the 10-year time period totaling at least $500,000). At a minimum, an offeror shall provide the following information at the Post Award Conference for each contract that it relies upon to meet the relevant professional experience requirements:

(a) Job title;

(b) Organization or company’s name;

(c) Contract number (if such a designation exists);

(d) A narrative explaining the requirement and how it is relevant to this requirement;

(e) Contract performance dates; and

(f) Total contract value.

2. Have experiences in the field of electrical engineering (Elektrotechnik) due to his qualification either because of a bachelor’s / master’s degree from a university/technical College or German craftsmen’s master diploma: Meister Elektrotechnik, Schwerpunkt Energie- und Gebäudetechnik. Certification shall be submitted with the offer.

3. Be professional training and have a certificate of at least one (1) Project Management course provided by a private economy or state institution. Certificate shall be provided at the Post Award Conference. Be a certified technical electrical engineer focused on energy and automation engineering, alternate accepted due greater field of Generators services, a completed apprenticeship with certificate of mechatronics technician/previous car mechanics and a mandatory knowledge in electrician generator power supply systems. This expertise shall be provided at the post award conference. Deliverable A003.

4. Be certified by independent approved certifying organizations (e. g. TÜV or DEKRA) or equal test organizations and be aware of current host nation’s state of regulations and norms. The following certification of training courses shall be submitted at the Post Award Conference:

• A) DGUV 3 Unfallverhütungsvorschrift Elektrische Anlagen und Betriebsmittel. - Accident Prevention Regulations, Electrical Installations and Equipment.

• B) DIN VDE 0105-100 Anlagenprüfung - Betrieb von elektrischen Anlagen.

Inspection - Operation of electrical systems.

• C) VDE: Arbeiten unter Spannung (AuS); regulations of working on live voltage;

certain UPS systems live voltage cannot be turned-off or battery system voltage exceeds 120V DC or 50V AC.

Certifications shall be valid at the time of submission, as well as throughout the entire contract Period of Performance (PoP). Deliverable A003.

2.4.3.1.3 Contractor Operations and Maintenance (O&M) Siteforeman (SF) (German:

Vorsteher, Einsatzleiter) as part of Key Personnel 2.4.3.1.

The Contractor shall designate an O&M SF, if it is not in person the PM itself, who shall be responsible and visible for the daily operations e.g. maintenance services and all emergencies of the Contract. The O&M SF shall be on site during normal duty and all emergencies’ hours.

The O&M SF shall:

1. Have a minimum of three (3) years of relevant experience within the last ten (10) years, in a managing lead position subject building facilities maintenance or similar.

“Relevant” experience is defined as performance of efforts involving requirements that are similar or greater in: Scope (types of services identified and defined in the PWS requirements) and Magnitude of Effort (a contract or aggregated contracts during the 10-year time period totaling at least $500,000). At a minimum, an offeror shall provide the following information at the Post Award Conference for each contract that it relies upon to meet the relevant professional experience requirements:

(g) Job title;

(h) Organization or company’s name;

(i) Contract number (if such a designation exists);

(j) A narrative explaining the requirement and how it is relevant to this requirement;

(k) Contract performance dates; and

(l) Total contract value.

2. Be a certified technical electrical engineer focused on energy and automation engineering, alternate accepted due greater field of Generators services, a completed apprenticeship with certificate of mechatronics technician/previous car mechanics and a mandatory knowledge in electrician generator power supply systems. This expertise shall be provided at the post award conference. Deliverable A003.

If a certified technical engineer is not appointed as O&M SF by the contractor, the annual UPS maintenance and repair shall be operated at least due such minimum qualified technical electrical engineer.

German Job title: staatl. geprüfter Techniker in der Fachrichtung Elektrotechnik Schwerpunkt Energie- und Automatisierungstechnik. Alternativ: abgeschlossene

Berufsausbildung als Mechatroniker/Mechaniker mit belegbaren erweiterten elektrotechnischen Kenntnissen. Die UPS Wartungen und Reparaturen sollen belegbar von einem ausgebildeten Elektrotechniker ausgeführt werden.

3. Have mechanical knowledge in the field of Diesel power engine Generators. Certificates shall be submitted at the Post Award Conference. Deliverable A003.

2.4.3.1.4 Personnel other than Key Personnel:

All other contractor’s technicians that are to perform any work under this contract shall be certified by independent approved certifying organizations (e. g. TÜV or DEKRA) or equal test organizations and be aware of current host nation’s state of regulations and norms. For each technician the following certification of training courses shall be submitted at the Post Award Conference:

• A) DGUV 3 Unfallverhütungsvorschrift Elektrische Anlagen und Betriebsmittel. - Accident Prevention Regulations, Electrical Installations and Equipment.

• B) DIN VDE 0105-100 Anlagenprüfung - Betrieb von elektrischen Anlagen.

Inspection - Operation of electrical systems.

• C) VDE: Arbeiten unter Spannung (AuS); regulations of working on live voltage;

certain UPS systems live voltage cannot be turned-off or battery system voltage exceeds 120V DC or 50V AC.

Certifications shall be valid at the time of submission, as well as throughout the entire contract Period of Performance (PoP). Deliverable A003.

2.4.4 Contractors Quality Control Manager (QCM) part of key personnel

The Contractor shall designate a QCM auditing quarterly the repair and maintenance work. As a minimum, the QCM shall possess work experience in process control, quality data analysis, quality auditing, statistical sampling, and subcontractor quality control. The QCM shall have at least two (2) years of relevant experience and shall be responsible for the overall management and implementation of the Contractor's Quality Control Plan.

“Relevant” experience is defined as performance of efforts involving requirements that are similar or greater in: Scope (types of services identified and defined in the PWS requirements) and Magnitude of Effort (a contract or aggregated contracts during the 10-year time period totaling at least $500,000). At a minimum, an offeror shall provide the following information at the Post Award Conference for each contract that it relies upon to meet the relevant professional experience requirements:

(m)Job title;

(n) Organization or company’s name;

(o) Contract number (if such a designation exists);

(p) A narrative explaining the requirement and how it is relevant to this requirement;

(q) Contract performance dates; and

(r) Total contract value.

Awarded QCM shall be visible next to all other appointees in the organization chart. Deliverable A003.

All, contractors and sub-contractor technicians performing maintenance, inspection and repair work on assigned Systems, shall be Qualified Persons or Technical Experts for building services engineering as UPS and Generators systems and certified by independent approved certifying organizations, e.g. Chamber of crafts, TÜV, DEKRA, Technical Review Board or equal test organizations. The Contractor personnel shall be able to communicate about the requirements of the repair and maintenance work in the English language.

2.4.5 Contractor Requirements

2.4.5.1 Personnel will require access to the various military bases, they need a so-called Installation Pass. To obtain the Installation Pass, German citizens must pass a security check, which requires a valid identity card or passport, a current certificate of good conduct and the completion of a questionnaire. For employees who do not have German citizenship, the procedure is similar, but may involve additional steps.

2.4.5.2 Contractor Identification

The Contractor shall ensure that 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. Contractor owned/leased vehicles and equipment should be identified.

2.4.5.3 Standards of Conduct

Contractor personnel’s conduct shall not reflect discredit upon the Government. The Contractor shall ensure all personnel present a professional appearance while working on the Government installation. The Contractor’s employees shall observe and comply with all local policies and procedures concerning fire, safety, environmental protection, sanitation, security, and possession of firearms or other lethal or illegal weapons or substance. The Contractor shall ensure all Contractor employees, providing services under this contract, conduct themselves and perform services in a professional, safe, and responsible manner. The Contractor shall remove any employee from the job site for reasons of misconduct or security. The Contractor shall ensure employee conduct complies with 41 USC 423, Procurement Integrity, https://www.justice.gov/jmd/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 obligation to provide personnel to perform adequate and timely service.

2.4.5.4 Contractor Hiring Restrictions

The Contractor shall not hire or sub-contract with off-duty or former Government employees whose employment would result in a conflict with AR 600-50, Standards of Conduct, https://armypubs.army.mil/.

2.4.5.5 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 corrective action plans in time to the COR, in identification of issues, and effective management of subcontractors. The Contractor shall ensure customer satisfaction and professional and ethical behavior of all Contractor personnel.

2.5 Work Management

Applicable to CLS. All coordination requirement in this section and inherent to this Contract shall be taken into consideration with the COR and reflecting operations. Work requirements and timelines shall include coordination with the COR and responsible Subject Matter Experts.

2.5.1 Building access Coordination

As a part of the work scheduling process, the Contractor shall coordinate all work with the Building/Facility Manager in charge of the facility where the work is to be done. A Building owner list can be requested at responsible DPW key office through the COR.

2.5.2 Key Issue / Key Control

The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons.

NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key control that shall be included in the Quality Control Plan, and the Contractor’s Security Plan.

https://armypubs.army.mil/

Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any incidents of lost or duplicate keys/key cards to the COR and Contracting Officer. In the event keys, other than master keys, are lost or duplicated, the Contractor shall, upon direction of the Contracting Officer (KO), re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the Contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the Contractor. The Contractor shall prohibit the use of Government issued keys/key cards by any persons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the COR. The Contractor shall establish and implement methods of ensuring that all lock combinations are not revealed to unauthorized persons. The Contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations. These procedures shall be included in the Contractor’s Quality Control Plan. A Key log file shall be implemented by the contractor with Name of Key Holder, Key received date and keys shall be pro-active renewed. Deliverable A004

2.5.3 Immediate Work Status / List

The status of all assigned work shall be available to the COR within three (3) hours of Contractor receipt of request during normal working hours. All repair orders shall be listed in a MS Excel file with location numbers, building numbers and inventory numbers and repair status and repair parts status. (This work status list shall be updated frequently and be sent automatically monthly via Email to the COR in ref. with 2.6.2. Work Scheduler). This immediate list serves the present status Deliverable A005

2.5.4 For emergency, the Contractor shall respond latest within fifteen (15) minutes to any inquiries from the KO or COR. An Emergency Mobile Phone Point of contact (POC) shall be established and published within the Post Award Conference. Announced with Deliverable A002 (Orga Chart)

2.5.4.1 After Duty Hours calls through Department of Safety (DES)

In the event of after duty hours from Monday through Friday after 4 pm, and the entire day on weekends including U.S. and Host Nations holidays’, the Department of Safety (Fire station and Military Police Office) take the responsibility and are delegated to place an emergency call for service.

2.5.5 Work Standards.

The technical specifications within this PWS define the quality of maintenance and repair accomplished under this Contract. When a standard is not directed, the Contractor shall perform required work to meet industry trade customs and practices and manufacturer's recommendations. If floors, cabinets, appliances, foundations, and other items are removed in order to gain access to the system component to be repaired, the Contractor shall return any repaired area to a condition comparable to the original construction after work is completed.

2.5.5.1 Damage Caused by Contractor

Damages caused by Contractor employees shall be repaired at no cost to the Government. In all instances where Contractor’s employees damage Government property or equipment, the Contractor shall provide a verbal report to the COR/KO within 24 hours of occurrence. The Contractor shall notify the COR and return the damaged area to its previous condition. All damage done by the Contractor and/or his sub-contractor/s shall become the Contractor’s responsibility. The Contractor shall furnish all labor, materials and equipment to perform the repair work including cultivating and applying seed, sprigging, or placing sod. All turf repair work shall be maintained to ensure successful growth.

2.5.5.2 Third Party Repair Damaged Areas

In the event the Contractor discovers damages caused by another party, the Contractor shall notify the KO and COR of the extent of the damage and proposed corrective action. The Contractor shall make no repairs until authorized by the KO.

2.5.6 Disposal

All refuse generated by Contractor under this Contract shall be legally disposed at contractor’s own responsibility and contractor’s own costs and in meeting all German Federal, State of Bavaria, counties and U.S. Military Installation guidelines for disposal, including disposal of hazardous materials, e.g. such as waste oil or batteries. Hazardous waste materials shall be disposed of IAW applicable German and local Bavarian statutes. Refuse shall be disposed of on a regular basis in order to ensure a neat and orderly appearance of the Contractor's area of responsibility and its surrounding areas. Roll-offs shall be used for large quantities of refuse.

Large and bulk items shall be broken down to maximize the roll off dumpsters’ capacities. The burning of debris, waste material, and other salvageable items is prohibited on the Installation.

The Contractor may be able to use Government provided recycling containers, as available, strictly for recyclable materials accepted by the Recycling Service Contract in effect at the time.

Papers, plastics 1-7, aluminum and tin cans shall be recycled. Any misuse of the recycling containers shall be corrected by the Contractor, as directed by the DPW or the applicable

Quality Recycling Program (QRP) representative, the recycling contractor, or the COR.

2.5.7 Utility Clearances

Contractor is responsible for marking Primary utilities for those areas where the contractor operates with primary utilities throughout USAG Bavaria. Contractor shall mark utilities promptly.

2.5.7.1 Utility Location

When contractor shall perform utility cuts in pavements to repair existing utilities, he is only allowed after obtaining a digging permit to do so. The Contractor shall locate and stake out underground utility pipes/cables prior to digging operations required by any contract on USAG Bavaria 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.

2.5.7.2 The Contractor shall locate all utilities with the exception of telephone lines, cable television (TV) and natural gas lines in excess of 30 PSI. The Contractor shall coordinate with USAG Bavaria Network Enterprise Center (NEC) personnel and the commercial cable company to request location of USAG Bavaria’s communication lines. Any drawing or prints shall be provided to the communication personnel to assist in area identification. Utility Provider shall be contacted, should the excavation location be in the vicinity of gas lines above 30 pounds per square inch.

2.5.7.3 A routine site clearance (German: Erd-Aufschliessung) shall be completed within five (5) business days from the date of the Government request or as required by priority demands’ repair orders (DROs) or Emergency Work Orders. No excavation (German:

Erdaushub) shall occur until the site clearance procedure has been completed. In emergency situations, the site clearance requirements may be waived by the KO orCOR. The Contractor shall use the uniform marking code, red (electric), yellow (gas), orange (communications/CATV), blue (water), green (sewer), purple (reclaimed water), pink (temporary survey), and white (proposed excavation). The Contractor shall repair all damage to utilities as a result of an unacceptable utility location marking at no cost to the Government.

Any utility location surface marking (German: oberirdische Energieversorgung) further than 18 inches (German: 18 Zoll-18*2.54 cm) from the physical perimeter (German: tatsaechlichen Umfang) of the utility being located shall be considered unacceptable.

2.5.7.4 Excavation Permits

All excavation permits shall be initiated in writing and processed through the local installation operating procedures. The Government requires up to fifteen (15) 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 and provide locator and marking service. The Contractor shall notify the requestor within 24 hours of receiving a processed excavation permit package.

2.5.7.5 The Contractor shall implement the use of an excavation clearance form approved by responsible Electrical Engineer POC from USAG Bavaria Directorate of Public Works (DPW) and designated COR. The clearance form should note all utilities (electrical, natural gas, sanitary sewer, storm sewer, steam, chilled water and water) and shall have a comment area for noting other requests for utility locates, such as telephone, cable TV, high-pressure gas lines, and fiber optics. The form shall also include the NEC response and the Utility Providers Name, e.g. Bayernwerk, as applicable. The designated Contractor representative shall sign the clearance form when all utility locates have been completed. A copy of the clearance form shall be returned to the DPW POC and COR; a copy will be given to the excavation contractor and kept on the excavation site at all times and a copy of the excavation clearance form shall be filed and available for inspection by the Government.

2.5.7.6 As-Built Drawings. N/A

2.5.7.7 Maintenance of Work Site

The Contractor shall remove all waste, material, and by-products resulting from work area at the end of each day and completion of the job performed. If applicable, the Contractor shall return usable material to a designated storage area for reuse. The Contractor shall ensure all job sites are secured during inclement weather to avoid damages or windblown materials.

2.5.8 Facilities, Systems, and Equipment Identified for Future Replacement

Regardless of whether specific facilities, systems, or equipment have been identified for future replacement by the Government, the Contractor shall perform maintenance and repair of the equipment as outlined in this PWS, unless otherwise directed by the KO.

2.5.9 New Components

New components shall match or exceed existing components in both manufacture and quality.

The Contractor shall consider aesthetics (i.e., color, texture, and quality) in material selection.

If existing aesthetics cannot be matched, the Contractor shall submit variations to the COR for acceptability prior to installation.

2.5.10 Energy Conservation Standards

The Contractor shall provide material and equipment (e.g. batteries, LED lamps, Oil, thermostats) which meet the requirements of the host nation energy conservation program.

Electrical equipment and fixtures shall be high efficiency Energy Star rated equipment.

2.6 Contractors Cost Estimate (CE) and Demand Repair Orders (DROs)

2.6.1 Cost estimate (CE)

If a repair is recognized by the contractor due to regular maintenance or other, and cannot be fixed inner this portion, contractor shall inform the COR in order to discuss an immediate, quick fix or estimating a cost estimate to the Government.

Cost Estimates shall be issued within three (3) business days after notifying the repair. Except Emergencies which requires an immediate action.

An assumption of Labor Hours and material spare parts (2.6.2) shall be noted in the cost estimate.

An acceptance by the COR has to be provided, before contractor can start the repair.

CE in detail showing costs in Labor hours and material parts will be confirmed electronically via email to Contractor’s Key Personnel and their administration.

AQL: No more than 15% defects per month allowed

2.6.2 Cost estimate shall take effect into a Demand Repair Order (DRO) DRO repair call - shall be followed by below FORM:

a. Order number

b. Requestor’s name

c. Approver’s name

d. Priority of service (Prio 1 - 3)

e. Type of service (on-demand service/emergency)

f. Location (building/facility/equipment/system)

g. Discrepancy/deficiency/cause of fault

2.6.2.1 DRO FORM Close out:

h. Date and time work started

i. Description of service in enough detail to be able to reconstruct work accomplished

j. Actual man-hours per person worked at job site

k. Unit quantities, source and costs of materials, parts used

l. Travel hours issued in Labor hours

m. Date and time work completed

n. Total working hours

o. Printed (legible) name and signature of person who performed the work

p. Printed (legible) name and signature of Government assigned Personnel /COR who performed the contract work inspection. Deliverable A006

2.6.2.2 All DROs shall be executed by the Contractor within the following timelines:

• Priority (Prio) 1 (Emergency) DROs are classified as Emergency (Priority 1) when immediate action is required. These DROs are responded to as soon as possible and no later than two (2) hours after the request. Emergency/Critical DROs are completed within 24 hours of request, unless the urgency of the work has been reduced to a Priority 2 or 3 only by COR/KO.

• Priority 2 (Regular Repair) These DROs shall be completed by the Contractor within eight (8) business days from receipt date, unless reduced to a Priority 3 only by COR/KO.

• Priority 3 (Flextime Repair) These DROs shall be completed by the Contractor within thirty (30) calendar days of receipt.

AQL: No more than 15% defects per month allowed

2.6.3 Monthly status overview report list

The Contractor shall create an overviewing DRO status scheduler. The Contractor shall continually update the list as required with the COR.

The status overview report list shall be MS Excel based and minimum include:

a) Repair Order Number (if applicable)

b) Facility Designation

c) Priority

d) Initials of contractor’s employee assigned to the work order

e) Total person hours

f) Level of Prio (I, II or III, as applicable)

g) Description of Scope of Work

h) Date Contractor received request for proposal

i) Date Contractor submitted proposal to Government

j) Date work order received by Contractor

k) Date work order will start and required completion date

l) Percentage complete, pertinent comments, i. e. phase of work currently in process

m) Delivery date for materials, reason for stoppage or delay (if applicable), etc.

n) CLIN / ELIN Status including all balances, costs and pipeline for up comings

The overviewing DRO status scheduler shall be issued on a monthly basis and shall carry all demand of repair orders from Prio 1 to Prio 3. Scheduler shall be sent by the contractor electronically self-directed and promptly to the COR.

The Contractor shall provide the monthly status overview report list not later than approx. the first week of the new month to the COR. The Contractor shall submit a report format for approval thirty (30) business days after contract award. Any format changes can be reviewed and/or approved by the COR as needed. Deliverable A007

2.6.4 Completed demanded repair work order (DRO)

The Contractor, certifying the work was satisfactorily performed, shall identify point below.

Within eight (8) business days and 30 (thirty) calendar days of DRO issuance, the COR shall technically complete the DRO to close out the order. Contractor shall present the DRO (2.6.2.)

to the U.S. Government self-directed and promptly electronically or in person.

The following parameters shall be taken into account:

a. Number of equipment item and/or facility worked on under the DRO. Total labor hours the technician worked and the fully materials/parts costs. (2.6.2.)

b. COR signature indicating work has been performed and date. If representative is not available, the Contractor shall note so on the document.

c. 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).

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

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

2.6.5 Materials, repair parts

The Contractor shall be responsible for all materials and parts required for regular Maintenance and repair work. For clarity, the price for parts applicable contract CLINs shall be inclusive of all related costs.

- All part components prices and articles shall be presented in original on every cost estimate, DRO and invoice from the manufacturer source or aftermarket supply chain source.

- An adequate handling fee will be accepted by the COR. Certain small repair parts components shall receive a smaller fee, than parts which can be rarely gotten from the global aftermarket. Fees shall be issued in the correct proportional manner but shall not exceed 20 % of origin market price published by issuing procurement source. In conflict of accurate fees, the KO will make the determination.

2.7 Preventive Maintenance Plan (PMP)

The COR will approve the Preventive Maintenance Plan (PMP).The PMP shall include details on use of requirements, staffing, personnel qualifications, supervision, material requirements and execution process to support the preventative maintenance addressed in this PWS/CLS.

The Preventive Maintenance Plan (PMP) shall be submitted within thirty (30) days after…