BELVSC-24-001-SVC BASOPS - PWS.docx

Overarching

Performance Work Statement (PWS)

Base Operations

Fort Belvoir, Virginia

01 FEB 2024

Table of Contents

2.1.3.2.1 Installation Closures…………………………………6

2.1.6.2.3 BOID Division ..…………………………………….8

2.8 Security ……………………………………………………………………………………..20

2.14 Staging Area ……………………………………………………………………………..22

2.21 Environmental Requirements ...…………………………………………………………28

3.1 Quality Assurance ………………………………………………………………………….30

1.0 Introduction. This is a non-personal services contract to provide Installation operations support services at Fort Belvoir, Virginia (FBVA). 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, 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 PMOs and all repair parts required for DMOs (See TE WD1 for historical cost data).

Background . FBVA Main Post is located in Fairfax County, Virginia on the Potomac Peninsula, 11 miles southwest of Alexandria and 18 miles southwest of Washington, D.C. The associated work sites include:

· Belvoir North Area (BNA), Virginia (approximately 600 acres consisting of a fire station, two (2) child development centers, water tank w/pump station, utilities and fencing)

· Tysons Corner, Virginia Communication Tower (approximately 2.5 acres consisting of a communications center, communications tower, utilities and fencing)

· Suitland, Maryland Communication Tower (approximately 1.4 acres consisting of a communications center, communications tower, utilities and fencing)

1.1.1 Physical Description.

1.1.1.1 Population. FBVA consists of approximately 9,000 acres and 396 buildings. The population base consists of approximately 45,000 military, government civilian and Contractor personnel, as well as 7,000 resident family members. The Contractor shall support the Directorate of Public Works (DPW) in performing Real Property Maintenance Activity (RPMA) services on current and future facilities, structures, and grounds on the installation as part of this contract.

1.1.1.2 Planned Buildings, Structures and Facilities. FBVA's building, structures, and facilities inventory will be changing throughout the term of the contract. Preventative Maintenance Orders (PMO), Demand Maintenance Orders (DMO), Operational Work Orders (OWO), and Project Work Orders (PWO) may be used by the DPW for ordering RPMA services on the buildings & structures listed in TE BS1. The Contractor shall be responsible for maintaining the currency of TE BS1 throughout the life of the contract. At a minimum, the Contractor shall update TE BS1 by 1 October every year. A list of historical buildings is referenced in TE BS2. A list of Government furnished facilities and equipment is referenced in TE GEN2A and TE GEN2B.

Services associated with the Skills Training Facilities will be required as of 1 October 2018. The contractor shall provide grounds and landscaping for the Skills Training Facilities (buildings 3245 & 3246, approx. combined 100,000 sq. ft.). No further base operations services are required for the Skills Training Facilities on this contract.

1.1.1.3 Electricity. The primary electrical distribution system on Main Post is privatized, owned and operated by Dominion Energy, Virginia. The BNA, Tysons Corner, VA Communication Tower, and Suitland, and MD Communication Tower electrical distribution systems are Government owned and operated. Auxiliary generators and Uninterruptible Power Supplies (UPS) are used for backup power sources for various critical functions.

1.1.1.4 Water and Wastewater. The water storage and distribution system and wastewater collection systems on Main Post are privatized; i.e., owned and operated by American Water Operations and Maintenance, Inc. (AW). The BNA, Tysons Corner, VA Communication Tower, Suitland, MD Communication Tower water distribution and wastewater collection systems are Government owned and operated.

1.1.1.5 Natural Gas. Approximately 220,000 linear feet (LF) of lines transmit natural gas are owned and operated by Washington Gas Company. Gas primarily serves family housing areas and office buildings. In addition, numerous facilities are serviced by liquid propane gas primarily for hot water heaters and space heaters.

1.1.1.6 Central Boiler Plants, Including Transmission and Distribution Lines. Approximately 65,000 LF of piping transmits steam produced by high pressure boiler plants.

1.1.1.7 Roads and Grounds. Ground improvements, including all access transportation facilities, roads and other paved areas, such as sidewalks and vehicular parking areas, cover an area of approximately 876 acres within the installation. There are approximately 128 miles of improved roads and approximately 20 miles of untreated roads. There are approximately 825,000 square yards (SY) of paved areas and approximately 1,000,000 SY of open storage area.

1.1.1.8 Fishing Piers. 250 SY of fishing piers are located on Johnston and Morrow Roads, a 750 SY berthing pier on Wilson Road and various sea walls and moorings, and associated waterfront structures. There are no PMs or repairs associated with fishing piers under this contract.

Objectives . The Contractor shall ensure all work accomplished in the performance of this Performance Work Statement (PWS) meets all maintenance and repair standards consistent with the original equipment manufacturer’s recommendations, and all applicable federal, state, and local laws, regulations, and directives to include, but be not limited to, the applicable publications in Section 7. 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.

Climatic Conditions . The average annual rainfall is 41 inches; with the wettest months being April through July (TE GEN5). The average annual snowfall is 18 inches, with snowfall expected during the period of October through April. The average frost-free period (growing season) during the year is about 250 days. The first killing frost may be expected about October, and the last killing frost generally occurs in May. The average annual maximum and minimum temperatures are approximately 65 and 45 degrees Fahrenheit, respectively. Monthly normal temperatures ranged from a low of 23 degrees in January to a high of 86 degrees in July. Summer temperatures often reach 90+ degrees F, while sub-freezing weather is common during the winter months. The prevailing wind direction at Davison Army Airfield is northwest, followed by west, with an average annual wind speed of 9 miles per hour.

1.4 Facility Access. The Contractor shall ensure access to all fire detection and suppression systems in case of emergencies or for other Fire Department purposes. The Contractor shall inform the Fire Department point-of-contact (POC), prior to outages that will impact the function of the system, special problems or circumstances, which require Fire Department inspection. The Fire Department will reset alarm systems to operational status.

1.5 Traffic Flow. The Contractor shall maintain the free flow of traffic during surfaced area maintenance. The Contractor shall notify the Contracting Officer (KO), in writing, a minimum of fourteen (14) calendar days in advance of any scheduled closure of streets. Emergency road closures shall be coordinated with the Contracting Officer Representative (COR)/Alternate Contracting Officer Representative (ACOR).

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

1.7 Restoration of Landscape Damage. Trees or other landscape features damaged by the Contractor’s operations shall be restored at no additional cost to the Government. The COR/ACOR will decide the method of restoration for trees or whether damaged tress will be removed.

1.8 Dust Suppression. The Contractor shall perform dust suppression as directed by the COR/ACOR.

1.9 Utility Location. The Contractor shall locate and stake out underground utility pipes/cables prior to digging operations required by any contract on FBVA property. The Contractor shall be responsible for having the proper equipment to locate all underground utilities. Mechanical digging shall not be permitted within ten (10) feet of identified underground utilities.

1.9.1 Excavation Permits. All excavation permits shall be initiated on a DPW Excavation Permit FB (DPW) FM75 identified at Technical Exhibit GEN7 and processed through the work control office in this Contract. The Government requires up to 5 business days to review and approve excavation permits and provide this approval to the Contractor so the permit can be finalized and returned to the requestor. The Contractor shall keep record of every permit, assign a unique number, provide locator and marking service, coordinate marking with the communications Contractor, etc. and provide status to the Government. The Contractor shall notify the requestor within 24 hours of receiving a processed excavation permit package.

2.0 Requirements.

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

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

2.1.2 General Information.

2.1.2.1 Transition (Phase In/Phase Out). The Contractor shall prepare and submit a Phase In/Phase Out Plan to be implemented by the Contractor to include IT/Network accounts and access with the appropriate Government organizations. The plan shall specify a training program and a date for transferring responsibilities for the work and shall be subject to the KO's approval. The Contractor shall provide sufficient experienced personnel during the phase-in and phase-out period to ensure that the services are maintained at the required level of proficiency. During the 30 days prior to contract start, the Contractor's key personnel, as proposed and accepted in the solicitation, shall observe all operations pertinent to the requirements of the PWS, to include office functions, procedures, and operations, repair/maintenance operations, and any other operations as deemed necessary by the Contractor that will enable Contractor personnel to become both knowledgeable in, and familiar with, their assigned areas of responsibility.

2.1.2.1.1 Workforce. The Contractor shall commence all operations required by the contract as of the first day of the contract period. Therefore, on the initial day of performance, the Contractor shall provide a work force which is fully qualified and capable of performing all work required under this contract. During the thirty (30) calendar day period immediately prior to the end of the contract (if the Contractor is not awarded the subsequent contract for this service), the Contractor shall permit the successor Contractor (and the successor Contractor's employees) to observe and become familiar with any and all operations under the contract. The Contractor shall not defer any needed repairs or maintenance for the purpose of transferring responsibility to the successor Contractor. The Contractor shall fully cooperate with the successor Contractor and the Government so as not to interfere with their work or duties.

2.1.3 Place of Performance and Hours of Operation.

2.1.3.1 Place of Performance. See PWS paragraph 1.1. A map of Fort Belvoir is referenced in TE A1. A map grid of Fort Belvoir is referenced in TE A2. Refer to TE GEN3 for a map of base maintenance parking lots.

2.1.3.2 Hours of Operation. The Government's regular (normal) hours are from 0700 – 1600 hours, except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government-directed facility closings. The Contractor shall conduct business during regular hours. The Contractor shall provide personnel support within two (2) hours of notification outside the normal hours of operation as required, including holidays, to support the Directorate of Public Works’ (DPW) mission. Prior to performance of services outside the locally established hours of operation, the Contractor shall request and obtain, in writing, approval from the KO.

2.1.3.2.1 Installation Closures. When an unforeseen installation closure occurs on a regularly scheduled day of work, the Contractor shall:

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

b. Reschedule the work on any day mutually satisfactory.

2.1.3.2.2 Inclement Weather Delay. If the Contractor determines unsafe weather conditions for continued operations, then the Contractor shall request approval from the COR to suspend services. The Contractor shall suspend operations because of inclement weather only after receiving notification from the COR. The Contractor shall resume operations upon receipt of COR concurrence.

2.1.4 Federal Holidays

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

2.1.5 Emergency Services.

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

The Contractor shall be responsible for the emergency medical treatment services for Contractor personnel. However, the Government will provide, on an emergency basis, medical services for injuries incurred while an employee is performing under the contract. The Contractor shall reimburse the Government for emergency medical services provided, upon receipt of invoice from the medical facility. Reimbursement shall be made to the US Government.

2.1.5.2 Accident Reporting. The Contractor shall comply with Operational Safety and Health Administration (OSHA) for record keeping and reporting of all accidents resulting in death, injury, occupational disease, or adverse environmental impact. The Contractor shall provide a verbal report to the COR/ACOR within four (4) hours 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 shall be delivered to the COR within five (5) calendar days of occurrence, whenever an accident involving personal injury or government owned vehicles occurs.

2.1.6 Contract Administration and Management.

2.1.6.1 Post Award Conference/Performance Evaluation Meetings. The Contractor shall attend the post award conference convened by the contracting activity or contract administration office IAW FAR Subpart 42.5. The KO and COR/ACOR will meet monthly with the Contractor to review the Contractor's performance. Written minutes of meetings will be recorded by the Contractor and signed by both the Project Manager and the KO. The written minutes will be distributed within two (2) workdays 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 to the KO within two (2) calendar 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.

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

2.1.6.2.1 Director, Directorate of Public Works (DPW). The DPW acts as the Garrison Commander's (GC) principal staff officer for all matters pertaining to facilities engineering and RPMA services required under the contract. The Director plans, programs, prioritizes, and coordinates all facilities engineering and RPMA services required under the contract.

2.1.6.2.2 Operations and Maintenance (O&M) Division. The Operations and Maintenance Division consists of the CORs/ACORs and the Quality Assurance Evaluators (QAEs) and in coordination with other DPW Divisions direct, supervise, and coordinate facilities engineering activities related to all RPMA services required under the contract.

2.1.6.2.3 Business and Operations Integration (BOID) Division. The BOID Division provides support to all internal Public Works customers in the areas of Information Technology, Administration, Budget, Training, Security, and Process Measurement and Improvement.

2.1.6.2.4 Contracting Officer (KO). The KO is the only person authorized to direct changes in any of the requirements under this contract, and, notwithstanding any provisions contained elsewhere in this contract, said authority remains solely with the KO. In the event the Contractor makes any change at the direction of any person other than the KO, the change will be considered to have been made without authority and solely at the risk 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 deviation 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.

2.1.6.2.5 Contracting Officer’s Representative (COR). The KO will appoint a COR during the performance of this contract. Additional Government personnel may be assigned to assist in contract oversight IAW AR 70-13, Management and Oversight of Service Acquisitions. Other surveillance personnel may be designated as COR or ACOR, and shall be trained and appointed IAW DoDI 5000.72, DoD Standard for Contracting Officer’s Representative (COR) Certification and DFARS 201.602-2. The ACOR will serve as on-site representatives of the COR in performance of actual contract surveillance, if they meet all COR training, experience requirements, and are appointed by the KO as an ACOR. The COR/ACOR will provide assistance in identification and resolution of problems, conflicts in priority, subtask requirement definitions, and other operations type problems. The COR/ACOR will perform IAW the responsibilities and duties identified in the appointment letter. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements; monitor, document, and report Contractor's performance and notify both the KO and Contractor of any deficiencies; coordinate availability of Government-furnished property, and coordinate site entry of Contractor personnel. The Contractor shall not in any way represent the United States (U.S.) Government, or that it has the authority to contract or procure supplies for the account of the United States of America (USA).

2.1.7.1 Key Personnel.

2.1.7.1.1 Project Manager. The Contractor shall provide a Project Manager who is responsible for the performance of the work. The Project Manager shall have full authority to act for the Contractor on all contract matters relating to daily operation of the contract. The Project Manager shall have a baccalaureate degree from an accredited College or University and five years of experience in base support management or a contract similar in scope and breadth to this solicitation. The name of the Project Manager shall be provided by the Contractor to the KO. The Project Manager shall be available between 0700 - 1600 hours, Monday through Friday, except Federal holidays or when the Government facility is closed for administrative reasons. In the circumstances when the Project Manager is not available, the contractor shall designate an alternate who can perform the same duties during the absence of the Project Manager. The Project Manager and any individuals designated as key personnel shall be able to understand, speak, read, and write the English language.

2.1.7.1.2 GFEBS PM Coordinator Lead. The GFEBS PM Coordinator Lead shall have demonstrated experience in successfully setting up a GFEBS PM Program on a military installation. The name of the GFEBS PM Coordinator Lead shall be provided by the Contractor to the COR/ACOR. The GFEBS PM Coordinator Lead shall be available between 0700 - 1600 hours, Monday through Friday, except Federal holidays or when the Government facility is closed for administrative reasons. The GFEBS PM Coordinator Lead shall have the following roles in GFEBS:

· A76 master Data Maintainer

· A76 Material Requirement Planning Maintainer

· A76 Plant Maintenance Order Approver

· A76 Plant Maintenance Order maintainer

· A76 Plant Maintenance Reporter

· Goods Receipt Processor

2.1.7.2 Other Non-Key Personnel Requirements

2.1.7.2.1 GFEBS DPW Liaisons. There will be two GFEBS DPW Liaisons embedded in Building 1442 and work directly with DPW, specifically the Business Operation and Integration Division. They shall be responsible for entering data into and extracting reports out of collaborative projects (cProjects) within GFEBS, initiating, processing, and tracking all dig permits, initiating and entering all PWOs into GFEBS, tracking PWO progress, outputting PWO progress reports. Additionally, the GFEBS DPW liaisons shall collect all DA Form 1354’s, update/maintain the warranty information for all equipment, and update/maintain the O&M Manual Digital Library. The GFEBS DPW Liaisons shall be available between 0700 - 1600 hours, Monday through Friday, except Federal holidays or when the Government facility is closed for administrative reasons.

2.1.7.2.2 Work Control Lead. The GFEBS Senior Work Control Lead shall have demonstrated experience in responding to DMOs from customers on a daily basis. The Senior Work Control Lead shall demonstrate problem solving skills, conflict management, and customer service. The GFEBS Senior Work Control Lead shall be available between 0700 - 1600 hours, Monday through Friday, except Federal holidays or when the Government facility is closed for administrative reasons.

2.1.7.2.3 Reserved

2.1.8 Contractor Requirements.

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

2.1.8.2 Certain administrative personnel will require a Common Access Card (CAC) to access Government systems. CAC permits installation access to all contract employees. These persons shall have, at a minimum, a favorable National Agency Check (NAC).

2.1.8.3 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.

2.1.8.4 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.

2.1.8.5 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.

2.1.8.6 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.

2.1.9 Business Relations

. The Contractor shall successfully integrate and coordinate all activity needed to execute the requirement of this PWS. The Contractor shall manage the timeliness, completeness, and quality of problem identification to a degree acceptable to the Government. The Contractor shall provide to the COR/ACOR corrective action plans, timely identification of issues, and effective management of subcontractors. The Contractor shall ensure customer satisfaction and professional and ethical behavior of all Contractor personnel.

2.2 Work Management. Applicable to CLS 404, 411, 420 and 501.

2.2.1 Coordination. The Contractor shall schedule and coordinate with the COR/ACOR to minimize disruptions to the facility mission.

2.2.1.1 Work Coordination. The Contractor shall prearrange and coordinate with the requestor for access to facilities. The Contractor shall report to the COR/ACOR instances where access could not be obtained to facilities because the requestor failed to be available at the prearranged time. The Contractor shall contact the COR/ACOR for resolution. When reporting such instances, the Contractor shall provide the COR/ACOR with a copy of the work document and pertinent facts related to the incident. If work requires scheduled or unscheduled interruption, disconnect or cut-off of any utility to or within the facility, or that a facility be vacated, the Contractor shall take action (five (5) work days in advance if interruption is scheduled) to (a) notify customers/facility users and the COR, (b) avoid damage to customer equipment, and (c) minimize disruption of the activity's operation. Historically, customers meet the scheduled appointment 90% of the time.

2.2.1.2 Work Clearance. For work involving digging operations, the Contractor shall provide the COR/ACOR with an approved DPW Excavation Permit FB (DPW) FM 75 (TE GEN7) before work commences

2.2.2 Work Status. The status of all assigned work shall be available to the COR/ACOR within one (1) hour of Contractor receipt of request during normal working hours, and three (3) hours at all other times.

2.2.3 General Fund Enterprise Business System (GFEBS). GFEBS is the web-based asset and accounting system that is used as the key component for work that is performed on the Garrison. The Government will use GFEBS as a production scheduling and monitoring system for determining the status of work, maintenance, and repair expenditures against individual facilities, as well as minor construction and alteration (New Work) project expenditures.

2.2.3.1 Facilities Maintenance Instruction (Attachment 400). This instruction addresses the Standard Operating Procedure for Maintenance & Repair in GFEBS to include scheduled tasks: PMOs and OWOs, unscheduled tasks: DMOs, and PWOs, and priority levels in GFEBS.

2.2.4 Demand Maintenance Orders (DMOs).

2.2.4.1 DMO Desk. The Contractor shall establish a DMO desk for the initiation and execution of all DMOs. The Contractor shall provide a GFEBS DMO Dispatcher(s) to input all DMO data into GFEBS on a daily basis. This individual(s) shall be on duty Monday through Friday from 0700 hours to 1600 hours. The contractor shall also produce upon request by the COR/ACOR the following reports: Installation Status Reports (ISR), Strategic Management System (SMS), Project Status, and Unfunded Requirements lists. The Contractor shall receive notification of work from authorized customers by means of telephone call, in person customer request, e-mail, or directly from the KO or designated representative. The Contractor shall establish a dedicated telephone number to be used exclusively for receipt of DMOs. The line shall be available to receive calls twenty-four (24) hours a day, seven (7) days a week, throughout the entire calendar year. During normal duty hours, the service call desk shall be manned. The person(s) performing work reception shall be fully familiar with the Contractor's organization and procedures as well as the terms and response factors specified herein. During non-duty hours, a voice messaging system shall be available to receive calls. The Contractor shall respond to voice messages the next business day. The Contractor is authorized to execute DMOs that do not exceed 32 work hours in labor. DMOs exceeding the Contractor’s authorized limit shall be executed IAW Attachment 400. The work control team shall have at least one year of experience entering maintenance orders into GFEBS, charging time and materials on the orders, and running/analyzing maintenance order reports.

2.2.4.2 DMO Call Receipt and Entry. The Contractor shall enter all DMOs into GFEBS in accordance with the priority timelines listed below. As part of the receipt process the Contractor shall take down all required customer information: work/problem nature; location of service work requirement, including the facility number; name and telephone number of requestor, and priority level and enter it into GFEBS (See TE GEN10). Based on the customer provided information and the criteria established in Attachment 400, the Contractor shall establish the priority and assign it to the appropriate shop. For life threatening emergencies (DMO priority 1), the service call desk shall notify the appropriate shop within five (5) minutes and complete the work in one calendar day. Once the DMO has been completed by the appropriate technician, the contractor will charge hours and time against the order in GFEBS. The customer will request maintenance orders through the Government group distribution email address usarmy.belvoir.id-sustainment.mbx.service-desk@mail.mil or by telephone. All DMOs shall be entered into GFEBS within the following timelines:

· Priority 1 (Emergency) DMOs shall be entered within 30 minutes of receipt of service call into GFEBS by the Contractor. Additionally, the Contractor shall notify the COR of the DMO within 30 minutes of receipt of the service call. DMOs are classified as Emergency (Priority 1) when immediate action is required to eliminate life threatening or serious injury hazards to personnel. These DMOs are responded to as soon as possible and no later than one (1) hour after the request. Emergency/Critical DMOs are completed within twenty-four (24) hours of request, unless the urgency of the work has been reduced to a Priority 2 or 3.

· Priority 2 (Urgent) DMOs shall be entered within 30 minutes into GFEBS by the contractor and completed within 7 calendar days from receipt, unless reduced to a Priority 3.

· Priority 3 (Routine) DMOs shall be entered within 30 minutes into GFEBS by the contractor and completed within 30 calendar days of receipt.

2.2.4.3 GFEBS DMO Number. The Contractor shall notify the customer of the GFEBS-assigned unique number for each DMO. This GFEBS DMO number shall function as a reference number for customer inquiries and Government surveillance purposes.

2.2.4.4 Completed Work. The Contractor, certifying the work was satisfactorily performed, shall sign completed work authorizations. After the completion of each work order, the Contractor shall identify (using GFEBS T-CODE IW38) the total labor hours the technician worked and the fully burdened rate based on shop (e.g. - carpentry, electrical, plumbing, etc.). Within seven days of DMO issuance, the contractor shall TECO the DMO to close out the order.

2.2.5 Preventive Maintenance Orders (PMOs). The Contractor shall perform all PMOs for the facilities and equipment listed in TE BS1 and TE GG1. The Contractor technicians shall complete scheduled PM work within five days for monthly PM’s, fourteen days for quarterly PM’s, and 30 days for semi-annual and annual PM’s. Until the PMO program as described in paragraph 2.2.5.1 below is complete, the Contractor shall execute PMOs in accordance with historical PM data provided in TE WD1. Within seven days of PMO completion, the contractor shall TECO the PMO in GFEBS.

2.2.5.1. PMO Program. The Contractor shall develop and execute a PMO program. The Contractor shall first verify and update the equipment listed in TE GG1 for the buildings listed in TE BS1. During the equipment inventory assessment, the Contractor shall at a minimum, collect the equipment MCD (serial) number, equipment description, work center (shop), building number, frequency basis for that equipment (e.g.- monthly, quarterly, annually, etc.), maintenance plan and task list. Upon completion of the equipment verification, the PMO program shall be developed and entered into GFEBS. The PMO program shall be completed and fully operational in GFEBS no later than 90 days after contract start date. Refer to TE GEN11 for a sample of commonly used GFEBS transaction codes that the Contractor shall have experience in utilizing to create and maintain the PMO Program. The Contractor shall be responsible for maintaining the accuracy and currency of the equipment list and associated PM Schedules in GFEBS throughout the life of the contract.

2.2.5.2. PMO Schedules. Once the PMO Program is established in GFEBS, the contractor shall create a PM scheduler. The Contractor shall continually update the list as required with the DPW BOID PM Coordinator. The PM scheduler shall be MS Excel based and include work center, maintenance plan, equipment number, equipment description, building number, frequency, task list, date called/scheduled, and any additional notes pertinent to the PM (e.g.- date added, new building, etc.). Additionally, by close of business each week, the Contractor shall provide the COR in MS Excel, a project PM planning schedule of work to be accomplished in the following week.

2.2.5.3 Approved PM Schedule. The Contractor shall strictly adhere to the scheduled PM dates to facilitate verification of work by the COR/ACOR in GFEBS. If the Contractor finds it necessary to reschedule a PM, a written request shall be made to the COR/ACOR detailing the reasons for the proposed change at least five (5) working days prior to the originally scheduled PM date. No scheduled PM dates shall be changed without the prior written approval of the COR/ACOR.

2.2.5.4 PMO Stickers/Log. Upon completion of the PM inspection, the Contractor shall attach a sticker to the equipment item (or in the immediate vicinity thereof) indicating the equipment Maintenance Control Designation (MCD) number, the date of maintenance, and the initials and identification number of the Contractor employee who performed the work. PM will not be considered performed unless the sticker is current and affixed and an L&E Utilization Preventive Maintenance (EHSC Form 4288-2) line entry is made to document the PM action. The PM sticker information which includes the MCD number, date of maintenance and warranty information will be added into GFEBS by GFEBS T-code “IE01.” In instances where a PMO sticker is not practicable, then the Contractor may elect to maintain a current PMO log in lieu of a sticker.

2.2.5.5 Warranty Program. The Contractor shall establish and maintain a Warranty Program to warrant all equipment, parts, components, where the manufacturer's provide a warranty and shall be exercised for the duration of this contract. The Contractor shall input the warranty information into GFEBS and provide the COR/ACOR & PM Coordinator with a copy of the warranty and manual for all equipment in an excel sheet format. The warranty excel sheet should be updated as warranty information changes for the equipment. The warranty information in the excel sheet should match exactly what is in GFEBS. The Contractor shall provide a plan for managing warranties with the technical proposal. All warranty data shall be returned to the Government at contract completion. When Contractor personnel determine that a warranted item not installed by the Contractor requires service, the Contractor shall notify the COR in writing no later than 9:00 AM the next working day, or give telephone notification within fifteen (15) minutes of detection if the deficiency threatens damage to personnel or property. The COR/ACOR will direct the Contractor to: (1) repair the deficiency, if potential damage may result from deferring repairs; or (2) clean the work area and stop work. The Contractor shall not receive payment for work not authorized by the COR/ACOR which is performed on warranted equipment, unless the COR/ACOR concurs that such work was a legitimate response to a true emergency condition.

2.2.5.6 O&M Manual Digital Library. The Contractor shall create and maintain a current electronic repository of all O&M Manuals from the manufacturer or supplier for all facilities and equipment delineated in the Contractor’s PMO program. The repository shall be organized by shop/work center.

2.2.6 Operations Work Orders (OWOs). The Contractor shall respond to and complete individual tasks related to OWOs. An OWO is recurring maintenance, cyclical in nature, outside of GFEBS scheduled PM, requested demand maintenance, or projects. Support for recurring OWOs are referenced in TE GEN6. If a new OWO is required in addition to those identified in TE GEN6, then a DA Form 4283, Facilities Engineering Work Requests, will be issued and shall serve as the authorization document for the initiation and execution of the OWO. In addition to performing OWOs on TE GEN6, The Contractor shall perform duties including but not limited to: maintaining and updating the technical exhibits (TE's) referenced in the TE Index as needed. The Contractor shall provide TE updates and TE Index updates electronically to the COR/ACOR as needed throughout the life of the Contract.

2.2.7 Project Work Orders (PWOs).

2.2.7.1. DA Form 4283, Facilities Engineering Work Requests, shall serve as the authorization document for the initiation and execution of PWOs. The DA Form 4283 shall be submitted to the BOID for processing and approval. For DMO generated PWOs, a DA Form 4283 is not required. These PWOs are included in the fixed price CLIN for maintenance services. TE WD1 provides historical data on the number of PWOs generated from DMOs. The PWO (4283 form) should cover the following parameters:

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

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

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

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

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

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

2.2.7.2 Cost Estimates for Non-DMO Generated PWOs. The Government will provide the Contractor with the DA Form 4283 that delineates the scope of the project. New Work is defined in attachment 400 (Facilities Maintenance Instruction) and results in the creation or addition to an existing facility or of a building component or system which did not exist prior to the work, irrespective of whether the work is funded from a construction or an operation and maintenance (O&M) account. New Work that exceeds $150,000 shall be accomplished through a separate contractual vehicle.

The OWO/PWO will be negotiated as follows:

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

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

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

d. KO will issue a contract modification incorporating the OWO/PWO into the contract.

It is estimated that the number of detailed estimates required under this contract will be approximately 2,500 per year.

2.2.7.3 Preparation of Detailed Estimates. The Contractor shall prepare detailed estimate of the labor, equipment and materials required to complete PWO work using industry accepted estimating procedures and data from R.S. Means, Building Construction Cost Data, or other appropriate estimating sources approved by the COR. Estimates shall be prepared electronically, using WinEst Estimating System. All estimates, supporting information, documentation, and calculations shall be submitted to the COR.

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

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