Performance Work Statement (PWS)

Operations and Maintenance Contract

Inspection, Preventive Maintenance, regular and emergency repair of comprehensive Fire Extinguishing Systems at

USAG Bavaria – Military Communities

I. Grafenwoehr (Tower Barracks) II. Vilseck (Rose Barracks) III. Hohenfels Training Area (HTA) IV. Garmisch-Partenkirchen (GAP)

Table of Contents

1.0 INTRODUCTION…………………………………………………..…………………………4

1.1 Background…………………...…………………………………..……………………4

1.2 Objectives……………………………………………...…………..…………………..4

1.3 Climatic Conditions…………...………………………………..…………………….. 4

1.4 Facility Access…………...……….………………………………......…….…………5

1.5 Restoration of Landscape Damage……………………………………......……….. 6

2.0 REQUIREMENTS……………………………………………….……………………………. 6

2.1 Description of Services………………………………………………………………...6

2.2 General Information……………………………………………………………........6-9

2.3 Emergency Services.…………….………………………………...…….……………9

2.4 Contract Administration and Management...……………………………….....10-17

2.5 Work Management........................................................................................17-20

2.6 Demand Maintenance Orders (DMOs)…………………………………………… 20

2.12 Security ………………..……………………….. 27

2.13 Security Training ………..…………………………. 28

2.14 Safety …………………………………...……………… 29

2.15 Training, Physical Requirements, or other Expertise Required 30

3.0 PERFORMANCE REQUIREMENTS AND STANDARDS………………………………34

3.1 Quality Assurance……………………………..……………………………………. 34

3.2 Quality Control Plan……………………………………………………………...…. 34

4.0 PERFORMANCE TASK REQUIREMENTS……………………………...………………35

5.0 COMMON LEVELS OF SUPPORT (CLS)……………………………………..………

6.0 DELIVERABLES ………………..………………. 40

7.0 RELATED DOCUMENTS………..…………………...………….……………………….. .46

7.1 Definitions and Acronyms……………………………………….......……… … …. 46

7.2 Applicable Directives, Publications…………..……………..………...….… ……..55

7.3 Technical Exhibit (TE) Index…………….………………………………………. …56

7.4 Government-Furnished Facilities (GFF) and Equipment (GFE)…………………..……..57

7.5 Contractor-Furnished Material (CFM)/Property (CFP)/Equipment (CFE)……….…….. 58

7.6 U.S. Department of Labor Wage Determination (DOL WD)……….………………..…...58

7.7 System for Award Management (SAM) Service Contract Report

(SCR).………….....……

1.0 Introduction.

This is a non-personal services contract to provide Operation and Support Services for the U.S. Army Garrison Bavaria at Grafenwoehr-Tower Barracks (TB), Vilseck-Rose Barracks (RB), Hohenfels Training Area (HTA) and Garmisch-Partenkirchen (GAP). 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.

1.1 Background.

Fire extinguisher system operators are obligated to initiate a visual or functional inspection on a regularly basis of all fire detection or extinguishing systems used in accordance with the German ordinance on workplaces (in German: Arbeitstaettenverordnung - ArbStättV); and the German ordinance on Industrial Safety and Health (Betriebssicherheit Verordnung - BetrSichV); as well as a broad variety of regulations from the U.S. National Fire Protection Association (NFPA) and the German Association of Electrical, Electronic and Information Technologies (in German: Verband der Elektrotechnik Elektronik Informationstechnik (VDE)).

Regulation requires the operator to inspect the systems on a daily, weekly and monthly basis.

In addition, the operator is obligated to commission the installer / manufacturer companies to proceed further detailed semiannual and annual inspections and repair necessary repair work.

1.2 Objectives.

The objective of this contract is to provide complete and full maintenance, inspection and repair work on various fire extinguishing systems such as water sprinkler extinguishing systems, gas extinguishing system, spark extinguishing system, wall hydrant and kitchen fire extinguisher systems at USAG Bavaria. 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 ensure subcontractors obtain all licenses and permits required to perform this work under the contract. The intent is to establish work requirements that are performance-based and results oriented. This approach is to allow the Contractor to determine the best and most cost-effective ways to fulfill operations and their component needs, emphasizing innovation and commercial best practices.

1.3 Climatic Conditions. N/A

1.4 Facility Access.

A) The Contractor shall ensure access to all fire detection and suppression systems in case of emergencies or for other Fire Department purposes.

B) During regular maintenance and repair operations:

The Contractor shall inform the Fire Department point-of-contact (POC), the DPW Utilities POC’s of the individual Military Communities, prior to outages that will impact the function of the system, scheduled maintenance, repair work, special problems or circumstances, which require the Fire Department inspection. The Fire Department will reset alarm systems to operational status.

During each day’s lunch time from 12.00 noon until 1 p.m. the testing shall pause.

The contractor shall show consideration for the fire department and shall comply with stated instructions directed from the Fire Department’s Dispatcher during the daily maintenance and repair service.

Acceptable Quality Level (AQL): One hundred percent (100%) Compliance.

Fire Department point-of-contact (POC) and DPW Utilities POC’s of the individual Military Communities are listed on Attachment 02.

1.4.1 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 for 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. 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 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 person 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 KO.

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.

Acceptable Quality Level (AQL): One hundred percent (100%) Compliance.

1.5 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.

2.0 Requirements

2.1 Description of Services. Reference is made to Attachment 01 – Common Level of Support CLS 411, Paragraph 5.1 – 5.2.2.14 for the specific description of services to be accomplished under this contract respectively Performance Work Statement

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). Phase in and Phase out transition periods will not be used for this contract.

2.2.2 Phase-out. N/A

2.2.3 Place of Performance and Hours of Operation.

2.2.3.1 Place of Performance.

The work to be performed under this contract will be performed at USAG Bavaria Military Communities Tower Barracks Grafenwoehr, Rose Barracks Vilseck, Hohenfels Training Area and Garmisch-Partenkirchen.

USAG Bavaria Tower Barracks Grafenwoehr is located between the towns Nürnberg and Weiden app. 70km north-east of Nürnberg, Federal Republic of Germany.

USAG Bavaria Rose Barracks Vilseck is located between the towns Nürnberg and Weiden app. 50km north-east of Nürnberg, approx. 22 km south-west of Tower Barracks Grafenwoehr, Federal Republic of Germany.

USAG Bavaria Hohenfels is located near the town of Hohenfels, approx. 50 km south-east of Nürnberg, Federal Republic of Germany.

USAG Bavaria Garmisch-Partenkirchen is located near town Garmisch-Partenkirchen, approx. 90 km south of Munich in the south area of the Federal Republic of Germany. USAG Garmisch also includes the following Border Stations:

Munich House Bldg. No 5943, Kepplerstrasse 15, 81679 München; (90 km from Garmisch)

Recreation Resort Frasdorf - Chiemsee, Ebnat 5, 83112 Frasdorf; (135 km from Garmisch)

Recreation Resort Berchtesgaden, Hinterbrand, 83471 Berchtesgaden; (210 km from Garmisch)

NATO School Oberammergau, Am Rainenbichl, Bldg. No 612-633, 82487 Oberammergau;

(25 km from Garmisch)

2.2.3.2 Hours of Operation.

The Government facility office hours, facility operating hours, and the Contractor support hour requirements often coincide, however, they may differ. Please refer to the following.

i. Government Facility Office Hours: The Government facility office hours are from

07.30 am through 16.00 pm, Monday through Friday except U.S. Holidays and Host nations identified in paragraph 2.2.3.6 or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings.

ii. Contractor Support Hours: 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.

iii. 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 permanent functionality, therefore a fluent repair operation service has to be installed. 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 installation closure occurs on a regularly scheduled day of work, the Contractor shall reschedule the work to be performed the following day unless the following day is a Saturday, Sunday, a recognized Federal or US holiday (Refer to para. 2.2.3.6), 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 Contracting Officer (KO) or Contracting Officer Representative (COR) two (2) hours prior to curtailing operations due to inclement weather. The Contractor shall obtain KO/COR approval to resume operations.

2.2.3.5 N/A

2.2.3.6 Federal Holidays.

U.S. Holidays:

The contractor shall perform regular work on all U.S. holidays, except when a U.S. holiday coincides with a recognized Host Nation (German) holiday. In the event both holidays fall on the same day, the contractor is not required to perform work unless otherwise directed by the Contracting Officer or in case of an emergency.

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

Host Nation Holidays:

Regular work shall not be performed on local Host Nation holidays occurring during the normal workweek unless otherwise directed by the Contracting Officer 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.

2.2.3.7 Travel/Temporary Duty. N/A

2.3 Emergency Services.

2.3.1 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 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 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

i) Post Award Conference and frequent 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.

ii) Frequent Performance Evaluation Meetings:

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 at a minimum on a quarterly basis on request by both parties and participating is obligatory.

2.4.1.2 Written minutes of meetings shall be accountably recorded by the Contractor and signed by the Project Manager (PM), Siteforemen (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 AQL: 95% Compliance = no more than two deviances

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 assist in contract administration. 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 notify both the KO and Contractor of any deficiencies; coordinate availability of Government-

Furnished Property, and provides 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

The contractor must have a minimum of one (1) year of relevant experience acquired within the last five (5) years.

Organization Chart: The contractor’s employees including key personnel work force on this contract shall be designated in writing and presented in an Organizational – Chart to the COR at the start of the contract, including positions, short description of their responsibilities, 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 follows

Appointed key personnel shall be available 24/7/365, including U.S Federal and Host Nation holidays and in any emergency. 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 full obligations. (Deliverable A002)

2.4.3.1.1 Project Manager.

Contractor Project Manager (PM) serves as part of Key Personnel. The Contractor shall provide a Project Manager (PM). The project manager is entirely responsible for the execution of the contract and shall have full authority to act for the Contractor on all contract matters relating to overarching operation, delivery task orders questions and financial operations, invoices, reports and all emergencies of the contract. The PM shall be involved in all communication concerning the performed work, financial budgeting, accounting matters including invoicing and reporting and overall management and coordination for all places of performance outlined in Para 2.2.3.1..

The Project manager shall be available/reachable during the specified operation and emergency hours. (Refer to Paragraph 2.2.3.2)

2.4.3.1.2 Site Foreman (SF) (German: Vorsteher, Einsatzleiter) as part of Key Personnel (2.4.3.1) The Contractor is required to assign a Site Foreman (SF) to each military community. As Tower Barracks (Grafenwoehr) and Rose Barracks (Vilseck) are designated as a single community, they can be managed by the same SF.

This is supported by section 2.2.3.1 of the document, which lists the military communities requiring a Site Foreman ; which is in detail: 1) Tower Barracks, Grafenwoehr including Rose Barracks,Vilseck, 2) Hohenfels Training Area and 3) Garmisch-Partenkirchen including described subsidiaries who acts as the first POC for the COR for the daily operation and all emergencies of the Contract. SF shall have the authority over assigned workforces and to negotiate on or make decisions for the Contractor on all matters pertaining to the day-to-day business of this contract and work performance. The Site Foreman shall be visual present at the Military Community site and available and reachable during the specified operation hours.

(Refer to Paragraph 2.2.3.2).

The assigned site foreman is the primary point of contact for each community regarding maintenance and repairs. The Site Foreman for each communitie, shall be present on-site for all maintenance and repair work.

AQL: 95% Compliance = no more than two deviances per year

As stated in the German ordinance on Industrial Safety and Health; German:

Betriebssicherheit Verordnung (BetrSichV). In accordance with Section 2 (6) BetrSichV, a skilled person must have the expertise required to test work equipment. Therefore, the SF shall demonstrate the following:

a) Successfully completed apprenticeship as electrician or plumber journeymen, certified by the chamber of craft or equivalent.

b) A certificate from an authorized training institute approved by the prevailing Association of Property Insurers; in German: Verband der Schadenversicherer (VdS) (Association of damage insurers) demonstrating the following:

1. Verified specialized sprinkler attendant per German Industrial Safety Ordinance and in accordance with VdS guideline 6007: Qualified person in accordance with BetrSichV for testing automatic stationary fire extinguishing systems.

In German: Befähigte Personen nach BetrSichV und Sprinklerwart nach VdS 6007 zur Prüfung von automatischen, ortsfesten Feuerlöschanlagen.

2. Verified specialized Gas extinguishing system maintainer in accordance with VdS guideline 6007 Qualified person in accordance with BetrSichV for testing automatic stationary fire extinguishing systems In German: Befähigte Personen nach BetrSichV und Gaslöschanlagenwart nach VdS 6007 zur Prüfung von automatischen, ortsfesten Feuerlöschanlagen.

Certification and training certificates for Siteforemen (SF) shall be provided with the submission of the bid.

In the event of the Site Foremen’s personnel change the contractor shall provide the required certificates to the COR within five (5) days of the Site Foremen’s commencement of the new employment. Deliverable A003

2.4.3.2 Quality Control Manager (QCM) part of key personnel

The Contractor shall designate a QCM auditing quarterly to verify the repair and maintenance work. The designated employee shall review succeeded maintenance and repairs and prove records keeping for each operating device in each operating log (per VdS 2240). The auditing results shall be presented to the COR quarterly. The appointment for the audit presentation to the COR shall be scheduled by the QCM in accordance with the Preventive Maintenance Plan (Para 2.7) and be marked in the PMP as auditing.

The QCM shall have at least two (2) years of relative experience and shall be responsible for the overall management and implementation of the Contractor's Quality Control Plan.

Evidence of two years' experience in quality management shall be provided in the form of employment references or certificates from accredited educational institutions at the Post- Award Conference. Deliverable A004. Awarded QCM shall be visible next to all other appointees in the organization chart filled in deliverable A002 organizational chart.

2.4.4 Contractor Requirements.

2.4.4.1 U.S. Residency. N/A

2.4.4.2 Certain administrative personnel will require a Common Access Card (CAC) N/A

2.4.4.3 Qualification Standards.

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

2.4.4.3.1 Special Qualifications / Certifications:

Contractor:

i) Requirements for the monthly inspections of the sprinkler systems, water spray extinguishing systems, foam extinguishing systems and gas extinguishing system:

contractor shall assign verified a) specialized sprinkler attendants and b) gas extinguishing system maintainer which are trained qualified persons according to German Industrial Safety Ordinance (In German: Betriebssicherheitsverordnung - BetrSichV) and the VdS.

In German: Befähigte Personen nach BetrSichV und VdS 6007 zur Prüfung von automatischen ortsfesten Feuerlöschanlagen.

All service technicians identified as said workforce shall be trained as sprinkler attendants and gas extinguishing system maintainer.

The workforce operates under the supervision of the site foreman. (Refer to Para 2.4.3.1.2).

Contractor shall provide a) sprinkler system maintenance technician and b) gas extinguishing system maintenance technician certifications at the Post-Award Conference. In the event of personnel change the contractor shall provide the required certificates to the COR within 5 days of the commencement of the new employment. Deliverable A005

ii) Requirements for the semiannual, annual maintenance inspections and repair work:

All included semiannual, annual inspections and the entire repair work for the:

-fire sprinkler, -CO2 extinguishing systems, -inert gas extinguishing systems (nitrogen/argon) -stationary gas warning systems -and any other suppression systems specified within the Technical Exhibits shall be obligatory maintained by a verified original constructor company respectively manufacturer, which is identified as a registered VdS-approved constructor / installation / manufacturer company.

VdS stands for Association of Property Insurers.

In German: VdS steht für Verband der Sachversicherer.

All service technicians identified as workforce semiannual / annual / repair service technician shall be identified as technicians employed from a registered

VdS-approved constructor / manufacturer company.

The workforce operates under the supervision of the site foreman. (Refer to Para 2.4.3.1.2).

Contractor shall provide affiliation certifications of the workforce: technicians assigned to subject semiannual, annual and repair work from a registered VdS-approved constructor / manufacturer company at the Post-Award Conference. In the event of personnel change the contractor shall provide the required certificates to the COR within 5 days of the commencement of the new employment.

Deliverable A006.

iii) Requirements for the semiannual maintenance at the Ansul® kitchen extinguishing systems: The maintenance of professional Ansul® kitchen fire suppression systems should be carried out by trained and certified professional. A Ansul® identification card for technicians identifies them as qualified and trained experts. Ansul® is a Johnson Controls;TYCO (U.S.) premium brand for professional fire extinguishing systems. An Ansul® identification card for service technicians or a written confirmation from a certified Ansul® distributor that assigned technicians are authorized to maintain Ansul® fire extinguishing systems shall be submitted at the Post Award Conference. Deliverable A007.I

iv) Requirements for the Guardian private kitchen extinguishing systems; contractor shall provide (if it is not the same workforce as identified above), evidence that all performing personnel have at a minimum an accompanying German Journeyman’s Certificate (Gesellenbrief) in the field of technical or electrical professions, which is a Level 4 European Qualifications Framework (EQF) qualification, e.g., completed apprenticeship in a technical profession, or at least 3 years of proven experience in assembly and maintenance in a technical profession.

The Contractor shall provide respective evidence at the Post-Award Conference and within 5 days after new staff is hired. Deliverable A007.II

2.4.4.4 Contractor Identification.

All Contractor personnel attending meetings, answering Government telephones, and working in other situations where their Contractor status is not obvious to third parties must identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. The Contractor shall ensure that all correspondence, documents or reports produced by Contractors are suitably marked as Contractor products or that Contractor participation is appropriately disclosed. The Contractor shall ensure that personnel are identified as a Contractor to distinguish themselves (e.g., badge, company logo, or uniform) from Government employees. Contractor owned/leased vehicles and equipment should be identified.

2.4.4.5 Standards of Conduct.

Contractor personnel’s conduct shall not reflect discredit upon the Government. The Contractor shall ensure all personnel present a professional appearance while working on the Government installation. The Contractor’s employees shall observe and comply with all local policies and procedures concerning fire, safety, environmental protection, sanitation, security, and possession of firearms or other lethal or illegal weapons or substance. The Contractor shall ensure all Contractor employees, providing services under this contract, conduct themselves and perform services in a professional, safe, and responsible manner. The Contractor shall remove, from the job site, any employee for reasons of misconduct or security. The Contractor shall ensure employee conduct complies with 41 USC 423, Procurement Integrity. The Contractor shall also ensure that no Contractor employees conduct political related activities or events on the installation. The removal of such a person shall not relieve the Contractor of the requirement to provide personnel to perform adequate and timely service.

2.4.4.6 Contractor Hiring Restrictions.

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

2.4.5 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 to the KO corrective action plans, timely 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.

Work requirements and timelines shall include coordination with the COR and DPW Utilities and Department of Safety Branches.

2.5.1 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 shall be succeeded. The contractor shall acquire knowledge about the buildings, restaurants, kitchen, dining facilities and training facilities. Each access into each building falls into full responsibility of the contractor, any repeating re-scheduling shall be included in the proposed maintenance rate and shall not be billed twice, except a written justification handed to the COR.

2.5.2 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. Any Government- or occupant-owned property damaged by the Contractor shall be repaired or replaced immediately at contractor’s expense.

2.5.3 On-Call Services for Repair: Routine repairs will be ordered directly to the contractor through the COR. Orders for repairs will be in electronic writing via email.

Response time (On-Call Repair): The contractor's response time to an on-call repair service shall be within four (4) hours of its receipt.

2.5.3.1 Immediate Work Status / List

The status of all assigned repair 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 an 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 monthly automatically via Email to the COR in ref. with 2.6.3. Monthly Status Overview. This immediate list serves the present status. Deliverable A008 AQL: 95 % Compliance = no more than two deviances per month.

2.5.3.2 For emergency, the Contractor shall respond latest within thirty (30) 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 A003.

2.5.3.3 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.

2.5.3.4 Damage Caused by Contractor

Damages caused by Contractor employees shall be repaired at no cost to the Government. In all instances were 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.

2.5.3.5 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 propose corrective action. The Contractor shall make no repairs until authorized by the KO.

2.5.3.6 Disposal.

All refuse generated by this Contract shall be legally disposed of, meeting all Federal, State, county, and Installation guidelines for disposal (including disposal of hazardous materials).

Hazardous waste materials shall be disposed of IAW applicable Federal, State, and local 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 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.

2.5.3.7 As-Built Drawings.

The Contractor shall refer to the as-built drawings for each instance that work performed impacts existing real property. When discrepancies in drawings are found during work, the Contractor shall notify the KO or COR.

2.5.3.8 Maintenance of Work Site.

The Contractor shall remove from the work area, at the end of each day and completion of the job, all waste, material, and by-products resulting from work 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.

2.5.3.9 Installation Recycling Program.

The Installation Recycling Program is a resources conservation effort managed and operated by the USAG Bavaria DPW-Utilities and Service Contract Management Branch.

2.5.3.10 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 and in cooperation with the COR.

2.5.3.11 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 KO/COR for acceptability prior to installation.

2.5.3.12 Energy Conservation Standards.

The Contractor shall provide material and equipment (such as lamps) which meets all Environmental Standards. 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, the contractor shall issue self-directed a Cost Estimate to the COR.

Cost Estimates shall be issued within two (2) business days after notifying the repair. Except Emergencies which require immediate action.

An assumption of realistic Labor Hours and material spare parts (2.6.5) shall be noted in the cost estimate.

An acceptance by the COR shall be provided, if a repair is greater than the total of EUR 5.000.00 before the contractor can start the repair. If the repair work is lower than EUR

5.000.00 contractor can start self-directed, never less, the CE shall be sent to the COR as information at any time.

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: One hundred percent (100%) Compliance.

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. summarization of Labor hours and identified spare parts

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

h. 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, detailed name 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. If the COR is not at site for the inspection, also a responsible building owner or similar can sign the Work Certificate.

Deliverable A009

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.

2.6.3 Monthly repair 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) Initials of contractor’s employees assigned to the work order

d) Total sum spare parts

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 CE proposal

i) Date Contractor submitted CE proposal to Government

j) Date Demand Repair Order received from Government by Contractor

k) Date DRO 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, start amount minus used amount, end amount costs and pipeline for upcoming repairs, inclusive status of used maintenances

The overviewing DRO status scheduler shall be issued monthly 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 repair status overview report to the COR no later than the last business day of the first week of each new month. 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 A010 Performance Standard: The Contractor shall submit one (1) complete and accurate Monthly Repair Status Overview Report per month, containing all required elements (a through n). The report must be received by the COR no later than the end of the first week of the following month.

Acceptable Quality Level (AQL):

• Timeliness: Maximum of one (1) late submission per quarter is permitted, provided it is received by the end of the second week of the month. Submission after the second week is unacceptable.

• Accuracy: 100% compliance required for the inclusion of all mandatory reporting elements (a through n).

2.6.4 Completed demanded repair order (DRO)

The Contractor, certifying the work was satisfactorily performed, shall identify points 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 and/or facility worked on under the DRO. Total labor hours the technician worked and the full 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 about 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. The prices for parts in the 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.

The contractor shall present original prices of the proposed spare parts at every cost estimate.

- 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 the original market price published by issuing procurement source. In conflict with accurate fees, the KO will make the determination.

AQL: 5% Deviation from performance standard

2.7 Preventive Maintenance Plan (PMP)

The COR will approve the Preventive Maintenance and monthly Inspection 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 eight (8) days after contract is awarded to the COR and shall be in use for one (1) maintenance year. The next year plan shall be submitted two months in time before prior’s plan ending. Deliverable A011.

2.7.1 PM Schedule time

The Contractor personnel shall complete scheduled preventive maintenance work within ten

(10) business days for monthly preventive maintenance per each military community, fourteen

(14) business days for quarterly preventive maintenance, and thirty (30) business days for semi-annual and annual PMs. In case named business days are not enough, a longer period will be agreed at the post award conference.