Boiler MX PWS - Final.pdf

PERFORMANCE WORK STATEMENT (PWS)

BOILER MAINTENANCE

21 April 2026

1. DESCRIPTION OF SERVICES: The Contractor must provide all management, personnel, vehicles, equipment, supplies, tools, materials supervision, and other items and non-personal services necessary to perform boiler operation and maintenance as defined in this Performance Work Statement (PWS).

1.1. OVERVIEW AND OBJECTIVE: The Contractor must possess all necessary licenses to comply with local, state and federal regulations for the inspection, repair, and installation of gas-fired boilers. Work will consist of Preventive Maintenance (PM), Corrective Maintenance (CM), and inspections of 94 existing boilers/water heaters located in 71 facilities across base, as listed in the table below. The Contractor must assume maintenance of any new boilers installed for the duration of the boilers warranty (1) year from date of completed installation.

Contractors will also be required to remove and dispose of existing boilers as well as install new boilers, up to 12 per year, not to exceed two every 30 days. Boilers will be purchased by the government and installed by the Contractor.

1.2. INVENTORY: Please see Appendix 1

1.3. Inventory Validation: The Contractor shall provide an updated inventory to the Contracting Officer's Representative (COR) within 10 days of contract award. If the updated inventory is not provided by the Contractor to the COR within this timeframe, the Contractor will be deemed to have accepted the inventory as is.

2. WORK INCLUDED:

2.1. Work Schedule: A proposed work schedule for the installation and removal of each new boiler must be coordinated with the Contracting Officer. This work shall be scheduled during the non-heating season, which runs from June 1st through October 31st. Work must be scheduled so that heating systems are available during normal heating seasons. The expected heating season is from October 1st to June 1st.

2.2. Daily Cleanup: Contractor personnel must keep the premises free from accumulations of waste materials, rubbish, or construction debris. At the completion of each workday, all cartons, waste materials, rubbish, debris, wrapping, etc., must be removed from the work area.

2.3. Operating Manuals: The Contractor must maintain one original copy of the manufacturer's owners or operations manuals, and original copy of the manufacturer’s maintenance manual that includes illustrated parts breakdown, and a parts number listing for all system components must be provided for such equipment or system before final acceptance by the Government. This applies to future boilers and water heaters installed and included in this contract.

2.4. Warranties: The Contractor must maintain a record of all manufacturer warranties of any boilers added to the contract. Any existing warranties that are still valid will be transferred to the Contractor upon award of the contract.

2.5. Preventative Maintenance: The Contractor must provide monthly, quarterly, and annually scheduled maintenance for boilers and water heaters identified in this contract; the schedule must be updated to include all future boilers that may be added as part of this contract. Equipment maintained by the

Contractor must have a notice on or near each piece of equipment directing Government and other contractor personnel not to perform maintenance work on the equipment and contact the Contracting Officer Representative (COR) for any issues. The notification must provide the name and phone number of the person to contact for maintenance.

2.5.1. The following services are not included in the boiler maintenance contract:

2.5.1.1. Any heat exchanger and/or boiler replacement that is covered under warranty by the boiler manufacturer.

2.5.1.2. Replacement of venting and chimney in whole or substantial part.

2.5.1.3. Boiler water chemical treatment beyond the monthly glycol testing and annual scale removal.

2.5.1.4. Repair of pumps and leaks on the hydronic system separate from the boiler.

2.5.1.5. Problems relating to the Direct Digital Control system are not included.

2.6. Corrective Maintenance: While performing maintenance for the boiler and water heaters, the Contractor must make notes of any repairs that need to be made and provide that information to the COR within 48 hours. The Contractor will be responsible for replacing any damaged parts of the boilers/water heaters but will not be responsible for purchasing parts.

2.6.1. Emergency Response: For any boiler failure resulting in a loss of heat when the outside air temperature is at or below 32°F, the Contractor must have a qualified technician on-site within 2 hours of notification and must restore the system to an operational state within 12 hours.

2.6.2. Emergency Repair Standard: 100% of emergency repairs are restored to service within the 12-hour requirement. (Failure to meet this standard once results in an "Unsatisfactory" rating for the month).

2.6.3. Urgent Response: For any boiler failure during the designated heating season (1 Oct - 1 Jun), the Contractor must restore the system within 48 hours of notification. ≥ 95% of all urgent and routine repairs are completed within the specified timelines.

2.6.4. Routine Response: For all other corrective maintenance, the Contractor must complete repairs within 14 business days of notification.

Replacement Parts: All parts and materials must be invoiced at the Contractor’s cost. If applicable, Contractors will abide by any existing active warranties. When repair is necessary, the Contractor must notify the COR and CO of the necessary parts to be ordered and the estimated costs of the parts. Once approved, the Contractor will have five business days to order the parts, and 30 business days to complete repairs once parts are received. The Contractor must keep records of dates parts are ordered and dates parts are received.

Each Corrective Maintenance, parts and materials invoice must be submitted on company letterhead, and must include:

1. Project number (sequentially numbered)

2. Date of proposal

3. Boiler number/location and original call number (if any)

4. Scope of repair work

5. Breakdown of materials and labor for repair

6. Indicate if boiler failed or was damaged

7. Estimate time to accomplish repair (include delivery of materials or parts)

8. Name, signature and telephone number of individuals preparing the proposal

9. A copy of receipt reflecting price paid for part(s)

This information must be submitted to the COR and CO for review/approval within 3 business days before invoicing.

2.7. Additional Boilers: The Government has the option to add additional boilers to the maintenance contract at a preset cost, up to a total of 110 boilers.

2.8. Boiler Installation: The Contractor must be capable of removing and replacing up to 12 boilers per year, at a rate not to exceed two every 30 days. The Contractor must provide a separate cost for the removal and disposal of existing boilers, and a cost for the installation of new boilers.

2.8.1. Government-Furnished Equipment: The Government will supply all new boiler units. The Contractor must provide all other parts, materials, and labor necessary to complete the installation.

2.8.2. Contractor furnished materials: The Contractor must furnish all materials required for the installation.

2.9. Gas Line and venting Installation: The Contractor must install new gas lines and venting systems as needed to meet manufacturer's specifications and code requirements. All gas piping must be properly sized, installed, and tested for leaks. Venting must be properly sized and installed to ensure safe and efficient exhaust of combustion gases.

2.10. Electrical Work: The Contractor must perform all necessary electrical work to connect the boilers to the power supply, including wiring, conduit, and circuit breaker installation. All electrical work must comply with the National Electrical Code (NEC) and Minot AFB regulations. All electrical work must be performed by licensed electricians only; the Contractor must submit proof of licensure to the Contracting Officer for each electrician proposed for the project prior to beginning any work (refer to paragraph 2.27).

2.11. Testing and commissioning: The Contractor must thoroughly test and commission each boiler installation to ensure proper operation and compliance with manufacturer’s specifications. This includes:

1. Pressure testing of gas and water lines.

2. Leak testing of venting systems.

3. Burner startup and adjustment.

4. Control system calibration.

5. Verification of safety devices.

2.12. Special Instruction: When conducting work or inspections at buildings 166, 173, 175, and 185 the Contractor must sign in at the front desk of these facilities before entering their mechanical rooms.

2.13. Interruption of Utility Services: The Contractor, including any subcontractors, must not shut off any utility service to any facility without prior coordination and approval of the COR. Request for an interruption of utility service must be made at least five business days in advance of planned interruption. The Contractor must coordinate all scheduled utility outages with the COR in advance of scheduled outage. For those utility outages accomplished to accommodate the Contractor, the Contractor must ensure full service is returned to all affected facilities. The Government will provide utility services for Contractor personnel. The Government will not be held responsible for interruptions of utility services and will not be liable for Contractor delays, damages, or increased costs caused by any such interruption of services.

2.14. Disposal of Materials: All scrap materials must be removed from the site by the Contractor, at no additional expense to the Government, and disposed of off base and in accordance with all federal, state, and local environmental regulations. The contractor must not use government containers for disposal of scrap materials.

2.15. Any required chemicals must be dispensed, ensuring no spillage to the ground or water. Periodic inspections of dispensing areas to identify leakage and initiate corrective action must be performed and documented. This documentation will be periodically reviewed by the Government. Chemical waste must be collected in corrosion resistant, compatible containers. Collection drums must be monitored and removed to a staging or storage area where contents are within 6 inches of the top.

Waste must be classified, managed, stored, and disposed of in accordance with Federal, State, and local laws and regulations.

2.16. Contractor Generated Hazardous Wastes/Excess Hazardous Materials: Water generated from the flushing of lines after disinfection or disinfection in conjunction with hydrostatic testing must be land applied in accordance with all Federal, State, and local laws and regulations for land application or discharged into the sanitary sewer with prior approval and/or notification to the 5 CES Water and Fuels Shop(701-723-6003).

2.17. Hazardous wastes are defined in 40 CFR 261 or are defined by applicable State and local regulations. Hazardous materials are defined in 49 CFR 171 - 178. The Contractor must, at a minimum, manage and store hazardous waste in compliance with 40 CFR 262 and must manage and store hazardous waste in accordance with the installation hazardous waste management plan.

The Contractor must take sufficient measures to prevent spillage of hazardous and toxic materials during dispensing. The Contractor must segregate hazardous waste from other materials and wastes, must protect it from the weather by placing it in a safe covered location, and must take precautionary measures such as berming or other appropriate measures against accidental spillage. The Contractor must be responsible for storing, describing, packaging, labeling, marking, and placarding hazardous waste and hazardous material in accordance with 49 CFR 171 - 178, State, and local laws and regulations.

Unused or partially used containers of hazardous materials (i.e., paint, adhesives) are not hazardous waste and will be taken off the facility for reuse by the Contractor. Spills of hazardous or toxic materials must be immediately reported to the Contracting Officer.

Cleanup and cleanup costs due to spills must be the Contractor's responsibility. The disposition of Contractor generated hazardous waste, and excess hazardous materials are the Contractor's responsibility.

2.18. Environmental Protection: The Contractor must perform all work in such a manner as to minimize the pollution of air, water, or soil, and to control noise and dust within reasonable limits in accordance with all applicable Federal, State, and Local codes and regulations.

2.19. Provide sufficient instrumentation to facilitate trouble shooting equipment, including but not limited to inlet and outlet temperature and pressure gauges. This must apply to new boilers that are added to the contract.

2.20. Provide an industrial tag for each valve, temperature control device, control system device, etc., installed in all new systems. The industrial tags will be logged in the boiler maintenance checklist Appendix 2.

2.21. Codes and Standards: General Compliance: All work performed by the Contractor under this contract must conform to the requirements specified herein and with all applicable federal, state, and local laws, regulations, codes, and standards. All products and equipment provided by the Contractor must be new and listed for their intended use by a Nationally Recognized Testing Laboratory, such as Underwriters Laboratory or Factory Manual.

2.22. Governing Codes and Editions: The Contractor must comply with the latest editions of the codes and standards legally adopted and enforced by the jurisdiction in which the work is performed.

Where no local or state codes are specified for a particular system, or in the event of a conflict, the Contractor shall comply with the most recent edition of the following national codes as a minimum baseline:

• International Building Code (IBC)

• International Fire Code (IFC)

• NFPA 70, National Electrical Code (NEC)

• NFPA 101, Life Safety Code

• Applicable OSHA Standards 29 CFR 1910 for General Industry or 29 CFR 1926 for

Construction

2.23. Contractor Qualifications, Licensing, and Certifications.

2.24. General Requirements: The Contractor must be licensed and certified to perform he work outlined in this contract, in full compliance with North Dakota state and local laws. All personnel must be appropriately trained and qualified for their specific roles. The Contractor shall provide proof of any required licenses and certifications to the government upon request.

2.25. Trade-Specific Licensing and Supervision: The Contractor must ensure all personnel meet the specific licensing requirements for their trade as mandated by the State of North Dakota or the relevant local jurisdiction.

2.25.1. Electricians: All electrical work must be performed by electricians licensed by the North Dakota State Electrical Board. An apprentice electrician must work under the personal supervision of a licensed journeyman or master electrician as required by North Dakota Century Code § 43-09-18.

2.25.2. Supervision: For every trade involved in this contract, the Contractor must provide, at a minimum, one journeyman-level (or equivalent) individual to supervise and train apprentice-level personnel.

2.26. Hazardous Materials and Waste Handling: The Contractor must ensure that all personnel involved in operations with potential exposure to hazardous substances comply with the OSHA Hazardous Waste Operations and Emergency Response (HAZWOPER) standard, 29 CFR §

1910.120. The level of training must be appropriate for the worker’s job function and responsibilities.

In addition to any previously mentioned regulations, the Contractor must adhere to all applicable guidelines referenced within the following regulations:

40 CFR, Parts 260-266 Amended 2/12/2026 29 CFR 1910 Amended 1/31/2026 40 CFR Part 63 Amended 2/12/2026 AFMAN 91-203 Air Force Occupational Safety, Fire, and Health Standards DoDM 5400.07_ AFMAN 33-30 AFMAN 33-363 Management of Records AFI 32-1068 Heating Systems and Unfired Pressure Vessels 14 May 2013 AFI 32-7040 Environmental Management 42 U.S.C. 13101-13109 42 U.S.C. 11001-11050 NFPA 85 Boiler and Combustion Systems Hazards Code (2019 Edition) NFPA 101 Life Safety Code (2015 Edition) NFPA 72 National Fire Alarm Code (2016 Edition) NFPA 13 Installation of Sprinkler Systems (2016 Edition) NFPA 54 National Fuel Gas Code (2015 Edition) NFPA 211 Chimneys, Fireplaces, Vents, and Solid Burning Appliances (2016 Edition) UFC 3-600-01 Fire Protection Engineering for Facilities UFC 3-430-09 Exterior Mechanical Utility Distribution

3. BOILER MAINTENANCE INCLUDED:

3.1. General

3.1.1. Perform labor for non-warranty repair on the gas valve train including the fuel gas piping inside the mechanical room.

3.1.2. Any maintenance activities that require a boiler to be taken off-line will be coordinated with a Minot AFB HVAC Shop 723-2762 and the COR 723-7581.

3.1.3. Any maintenance activities that require change out of gas valves, blower motors, variable frequency drives, and regulators will require a combustion analysis and tuning of the boiler upon start up with documentation provided to the COR.

3.1.4. All maintenance performed must be in accordance with the manufacturer’s specifications

3.2. Annual Inspection:

3.2.1. Check combustion chamber for air or gas leaks.

3.2.2. Inspect and clean burner and ignition assembly where applicable.

3.2.3. Inspect fuel systems for leaks and change fuel filter elements, where applicable. Contractor will be responsible for acquiring filters.

3.2.4. Check electrical wiring to burner controls and burner.

3.2.5. Clean firebox (sweep and vacuum).

3.2.6. Clean fire side of water jacket boiler.

3.2.7. Check boiler operation through complete cycle, up to 30 minutes.

3.2.8. Test glycol sample for appropriate concentrations and contaminants and replace as necessary.

3.2.9. Perform combustion analysis and tuning of boiler and provide results to COR.

3.2.10. Fill out maintenance checklist and report deficiencies. Please see Appendix 2

3.3. Quarterly Inspection:

3.3.1. Check for proper operations response of burner to thermostat controls.

3.3.2. Check and lubricate burners and blower motors.

3.3.3. Check condition of flue pipe, damper, and exhaust stack.

3.3.4. Fill out maintenance checklist and report deficiencies. Please see Appendix 2

3.4. Monthly Inspections:

3.4.1. Check fuel line and connections for damage.

3.4.2. Check main flame failure protection and main flame detection scanner on boiler equipped with spark ignition.

3.4.3. Check operation of control switches.

3.4.4. Check operation and condition of safety pressure relief valve.

3.4.5. Check operation of boiler low water cut off devices.

3.4.6. Check fuel level gauge pole, add as required.

3.4.7. Check the glycol level in boiler water and record reading monthly. Report any deficiency to the

MAFB HVAC Controller 723-2762 and COR 723-7581.

3.4.8. Measure pressure drops across water basket strainer, and clean if necessary. Notify the COR in writing if the strainer requires cleaning more frequently than once per month. Even though the Contractor is to provide this monthly service, the responsibility for the boiler water contaminants must remain with Base (see the following heading titled “The following services are not included in the boiler maintenance contract”). The buildup of scale within the boiler is not considered boiler water contamination. Scale removal is addressed in the annual inspections.

3.4.9. Visually inspect the natural gas meter/regulator set (located outside of the building) and notify the Contracting Officer of any observed deficiencies or irregularities. Any issues related to the gas meter/regulator set must be addressed under the Base’s Natural Gas Line Privatization contract.

3.4.10. Fill out maintenance checklist and report deficiencies. Please see Appendix 2

3.5. Typical Corrective Maintenance - not limited to the following:

3.5.1. Replace burner blower

3.5.2. Replace burner blower bearing

3.5.3. Replace blower motor

3.5.4. Replace burner fire eye

3.5.5. Replace burner gas regulator

3.5.6. Replace burner auto gas valve

3.5.7. Replace burner solenoid valve

3.5.8. Repair controls

3.6. Limitation of Boiler Maintenance Contract

3.7. As this Contract is for routine maintenance, the Contractor is not the first responder for facility

“no-heat” calls, emergencies, or after hours calls. The 5 CES HVAC shop will retain responsibility for responding to emergencies and no-heat calls, and is responsible for trouble shooting these issues, correcting the problem, and re-lighting the boilers once the problem is rectified; this responsibility includes boilers installed under this contract still under warranty.

The Contractor is not liable for problems that result from an event that is out of its control. This includes all costs of service calls, repairs or lost savings resulting from any failure that is determined to have been caused by: An act of any person other than Contractor staff and/or its Subcontractors.

3.7.1. A force majeure event including but not limited to:

3.7.2. Act of God

3.7.3. Acts of Terrorism

3.7.4. Fire

3.7.5. Water damage from roof or equipment leaks

3.7.6. Electrical power failures, voltage surges, voltage sags

3.7.7. Severe weather, including wind, lightning, floods, etc.

3.7.8. Other events beyond the control of the Contractor

At the request of the Government, the Contractor will provide a quote to affect repairs for any of the situations listed above. If the Government decides to proceed, the Contractor will receive written notification stating that the work is to be performed. Upon completion of the work, the Government will be invoiced for the quoted amount within 5 business days.

3.8. Records: The Contractor will be required to create a logbook for each of the listed boilers to be kept in the mechanical rooms and available for inspections. The logbooks will address all inspection items, date of inspections, date of repairs, and note any deficiencies or repairs needed. The logbook is to be updated every time the boilers are visited. In addition to a logbook, the Contractor must complete AF form 1222 (1 July 2024) in accordance with AFI 32-1068 (16 June 2020). Forward all completed inspections and forms to the COR within 5 business days from completion of inspection.

4. SERVICES SUMMARY:

4.1. Performance Evaluation: The purpose of the Services Summary is to define performance evaluation. The Performance Objective (column 1) describes what the Government will survey.

Performance of a service will be evaluated to determine whether it meets the Performance Threshold (PT) of the contract. When the PT is exceeded, the COR will document the file with a Corrective Action Report (CAR) or a Performance Assessment Report (PAR) and forward these documents to the Contracting Officer for their determination, if further action is necessary.

4.1.1. The Government will evaluate the Contractor’s performance throughout the life of the contract by appointing a representative(s) to monitor performance to ensure services are received. The Government representative will evaluate the Contractor’s performance through inspections of reports and contract services documentation. The Government may inspect each task as completed or increase the number of quality assurance inspections if deemed appropriate because of repeated failures. Likewise, the Government may decrease the number of quality assurance inspections if performance dictates.

4.2. Services Summary (SS) The Contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. The SS and the Contractor’s Quality Control Plan provide information on contract requirements, the expected level of Contractor performance and the expected method of Government surveillance and confirmation of services provided. These thresholds are critical to mission success. All inspections performed by the COR must be rated “Acceptable or Unacceptable”. The results of the total number of inspections accomplished during the month must be assigned to one of the following five ratings based on the number of inspections passed versus completed. For example, COR inspects 10 aircraft Arrivals with the following results: 8 “Acceptable” and 2 “Unacceptable”.

Divide the total “Acceptable” by the total inspections (8/10=0.80) 80% for a “Satisfactory” rating. This will be the monthly rating and should be reflected in the monthly QA reports. The average of the monthly ratings will be used in determining the annual CPARS rating.

Exceptional 95-100% Very Good 90-94.99% Satisfactory 80-89.99% Marginal 75-79.99% Unsatisfactory 0-74.99%

Performance Objective

PWS

Paragraph

Performance Threshold Method of Surveillance

System Availability

2.6 2.6.1 2.6.2 2.6.4

Boiler fleet maintains > 98% Operational Availability during the heating season (1 October – 1 June).

Failure is defined as any instance where a boiler is non-operational for more than 24 hours after a reported failure.

Contractor-provided availability reports, random sampling, and periodic inspection.

Operational Efficiency

3.1.3 3.2.9

All maintained boilers must operate at a combustion efficiency level that meets or exceeds the manufacturer’s original specifications.

Review of annual documented combustion analysis reports.

Regulatory Compliance

2.11 2.21-2.26

All boiler systems must pass required state, local, and DOD safety and environmental inspections on first commissioning of boiler.

100% compliance verified by review of inspection certificates and reports.

Emergency Repair 2.6.1 2.6.2

100 % of emergency repairs are restored to service within the 12-hour requirement as outlined in paragraph 2.6.2. (Failure to meet this standard once results in an “Unsatisfactory” rating for the month.)

100 % review of all emergency services call and repair logs.

4.3. Quality Control (QC). The Contractor must develop and maintain a quality control program to ensure boiler maintenance services are performed in accordance with commonly accepted commercial practices and services identified in this PWS. The QC program must be documented in a written Quality Control Plan (QCP). The program/plan must identify a quality control inspector telephone number and email address with whom the Government can discuss quality issues.

A written QCP must be submitted to the Contracting Officer for review and feedback. The plan must be submitted no later than 10 working days after award. Once reviewed and accepted, the QCP must not be changed without prior review by the CO. The Contractor must develop and implement procedures to identify and prevent defective service and/or non-performance. As a minimum, the Contractor must develop quality control procedures addressing the Performance Objectives identified in this Services Summary section. The QCP must specifically address the Contractor’s strategy to provide quality workmanship and continual process improvement for preventing and correcting deficiencies as required.

4.4. Quality Assurance (QA). The Government will inspect and evaluate the Contractor’s performance to ensure services are received in accordance with requirements set forth in this PWS. The COR will inspect by watching actual task performance, physically checking the attribute of the completed task, checking a management information report, investigating customer complaints, conferring with facility managers, or otherwise inspecting the task or its results to determine whether performance meets the standards contained in this PWS. The CORs will use the Contractor’s work schedule or modified version thereof to record surveillance results. Results of the surveillance then become the official Air Force record of the Contractor’s performance. When a performance threshold has not been met or Contractor performance has not been accomplished, the COR will initiate and provide the CO with a Contract Discrepancy Report (CDR) for issuance to the Contractor.

4.4.1. Performative Management Team (PMT). A PMT will be established IAW AFI 63-138 (2 May 2022) consisting of the Contract Manager with the Contracting Officer, Contract Administrator, COR, QA Personnel, and other Government personnel. The team will establish how often meetings are needed based on contract complexity. The Contractor may request a meeting with the Contracting Officer when the Contractor believes such a meeting is necessary. If the Contracting Officer or Contract Administrator deems necessary, written minutes of any such meetings must be recorded by the Contractor: in the contract file, signed by the Project Manager and the Contracting Officer or Contract Administrator. If the Contractor does not concur with any portion of the minutes, such nonoccurrence must be provided in writing to the Contracting Officer within 10 calendar days following receipt of the minutes.

4.4.2. Failing to meet the performance threshold as outlined in the services summary for any of these performance objectives in any combination for any two or more consecutive or non-consecutive months during a contract year may result in a warning or letter of concern from the CO.

4.5. Surveillance Methods. The Government will surveil Contractor performance using the methods listed below:

4.5.1. Periodic Surveillance. This method requires the COR to employ a “spot check” style of evaluation based on the Contractor’s schedule. Periodic surveillance will be conducted and may be adjusted, based on quality trends. Any unsatisfactory inspection (defect) result will be recorded, and the Contractor must re-perform the service after notification by the COR within 24hours.

4.5.2. Random Sampling: This method requires the COR to utilize the total number of completed work orders to determine sample lot size to determine the acceptability of the entire lot. Re-work required by inadequate maintenance must be performed within 24 hours.

4.5.3. Customer Complaints. The COR will receive and investigate customer complaints. The COR will initially validate customer complaints. The Contracting Officer must make final determination of the validity of customer complaint(s) in cases of disagreement between the COR and the Contractor. Validated customer complaints must be re-performed within 24 hours of notification.

4.5.4. Periodic Progress Meetings. The CO, Functional Commander, COR, other Government personnel as appropriate, and the Contractor must periodically meet to discuss the Contractor’s performance. The following issues must be discussed: opportunities to improve the contract, any modifications required of the contract, unsatisfactory inspections and trends against each performance objective observed, positive performance, and steps taken by the Contractor to prevent unsatisfactory occurrences in the future. The Contractor must provide a summation of unsatisfactory inspections and customer complaints and provide insight into any identified trends. The Contractor may request a meeting with the CO. The minutes of these meetings will be signed by the CO and any other individuals deemed appropriate and distributed to the functional area and the Contractor. Should the Contractor not concur with the minutes, the Contractor must provide a written notification to the CO identifying areas of non-concurrence for resolution within five (5) calendar days.

5. GOVERNMENT FURNISHED PROPERTY AND SERVICES:

5.1. Utilities: All reasonable quantities of utilities must be made available at no cost to the Contractor.

5.2. Storage: Material and equipment storage will not be provided. Materials and equipment can be stored on- site for limited periods of time during repair and maintenance actions when approved by the

CO.

5.3. Damage to Government Property: The Contractor must notify the Government when damage to Government property is discovered. Any damage to Government property caused by the Contractor must be repaired or replaced by the Contractor at the Contractor’s expense. The Contractor must annotate on the inspection report, the damage, the cause of the damage, (if known) and a projected proposal for repair.

6. GENERAL INFORMATION:

6.1. Federal Holidays: The Contractor shall refer to the U.S. Office of Personnel Management (OPM) website for the official and most current list of federal holidays.

6.2. Base Closures: Work scheduled but not accomplished because of base closure due to weather, exercises, or actual alerts must commence as soon as possible after reopening the base, unless otherwise directed by the CO through coordination of the COR.

6.3. Security Requirements: Contractor personnel will be limited to work areas. The COR will identify facilities requiring additional escorts upon receipt of contract award.

6.3.1. Access, Passes, and Entry Authorization: The Contractor is responsible for obtaining all necessary passes or other items required for access to the areas in which work will be performed. This process is managed through an Entry Authority List (EAL).

6.3.2. Initial Request: A template for the EAL will be provided with the contract award. The Contractor shall request passes by submitting this completed template through the Contracting Officer (CO) no later than 10 days after contract award.

6.3.3. EAL Submission: 30 working days prior to the initial commencement of work, the contractor must submit the finalized EAL to the CO or Contracting Officer's Representative (COR). This list will be used to grant personnel and vehicles access to the facility. The submission must include: A summarized list of all employees requiring access. Foremen, supervisors, and superintendents must be clearly identified. A summarized list of all mission-essential contractor-owned, leased, or rented vehicles. For each employee, the contractor must provide the full name, social security number, date of birth, work phone, home phone, and a legible photocopy of a government-issued photo ID.

6.3.4. Vetting and ID Requirements: Each employee must have their identity proofed and vetted through the National Crime Information Center (NCIC) database and the Security Forces Information Management System. The employee's DOB and full SSAN are used for this vetting process only and are not included on the final EAL used for field access. All personnel must adhere to the REAL ID Act to ensure access is granted. The pass requests will be forwarded by the CO to the 5th Security Forces Squadron Visitor’s Control Center for approval and issuance.

6.3.5. EAL Updates: Additions/Changes: To add employees or vehicles, the contractor must submit a new EAL list and legible photocopies of employee IDs in writing, thirty (30) working days prior to the required access date. Deletions: To remove employees or vehicles, the contractor must submit the request in writing. A new EAL is not required for deletions.

6.3.6. Retrieval of Passes: Upon completion or termination of the contract, or an individual’s release from employment, the Contractor shall retrieve all issued identification and surrender it to the 5th Security Forces Squadron Pass and Registration Section located in the Visitor Control Center.

6.3.7. Contractor Responsibility: Any delays caused by a lack of proper EAL data or failure of personnel to have proper identification shall be at no cost to the government. Reporting Requirements. Contractor personnel must report to an appropriate authority, any information or circumstances they believe may pose a threat to the security of DoD personnel, contractor personnel, resources, and classified or unclassified defense information. The contractor’s employees must be briefed on this requirement by their immediate supervisor prior to entering the base.

6.3.8. Reporting Requirements: Contractor personnel must report, to an appropriate authority, any information or circumstances they believe may pose a threat to the security of DoD personnel, Contractor personnel, resources, and classified or unclassified defense information.

Contractor’s employees must be briefed by their immediate supervisor prior to entering the base.

6.4. Notification of Environmental Spills: The Contractor or their authorized representative must report any spills immediately by calling the Fire Department at 723-2461 or 911 from a standard phone. If the Contractor spills or releases any substance listed in 40 CFR 302, Designation, Reportable Quantities, and Notification or general fluids into the environment, then the type of material and quantity spilled must be reported. The Contractor must be held liable for the spill or release of such substances and is expected to clean up all spills of less than 25 gallons. The Contractor must be liable for the cleanup and cost of any spill greater than 25 gallons that occur and is determined to be Contractor negligence.

6.4.1. The Contractor must be familiar with and follow the most current "Installation Emergency Management Plan 10-2". The Contractor is required to have and maintain Safety Data Sheets (SDS) on all Hazardous Material. The Contractor must provide a list of all Hazardous Material to the CO at least 30 days prior to entering the base. The CO will distribute the list to all appropriate agencies for approval. The list must contain the following information: the expected Hazardous Material to be used including a copy of the SDS, an estimate on the quantity of the Hazardous Material expected to be used during the performance of the contract, and anticipated storage location for each Hazardous Material intended for use.

6.5. Compliance with Laws and Regulations: The Contractor must be knowledgeable of and comply with all applicable federal, state, and local laws, regulations, and requirements regarding environmental protection to include:

AFI 32-7080 (12 May 1994), Pollution Prevention Program, AFMAN 32-7002 (4 Feb 2020), Environmental Compliance and Pollution Prevention.

ACC Manual 32-7051, Environmental Quality Manual, 40 CFR 273, 40 CFR 133, North Dakota Administrative Code 33-24-02- 06, and base Hazardous Waste Management Plan (July 2012) 5 BW-32-7043. In the event of environmental laws/regulations/requirements change during the term of the contract, the Contractor must comply with such laws/regulations as changed. The Contractor must comply with the base Hazardous Waste Management Plan (July 2012) when turning in wastes generated from spill cleanup.

6.6. Traffic Laws: The Contractor and its employees must comply with base traffic regulations.

6.7. Weapons, Firearms, and Ammunition: Contractor employees are prohibited from possessing weapons, firearms, or ammunition, on themselves or within their Contractor-owned or privately owned vehicle while on Minot Air Force Base.

6.8. Records: All records, files, documents, regardless of media (e.g., paper, electronic, etc.), as described in the PWS, that are the responsibility of the Contractor are the property of the Government and must remain so upon termination or completion of the contract. The Contractor must keep these items current and maintain and dispose of them in accordance with the requirements established in Air Force Instruction (AFI) 33-322, Records Management and Information Governance Program, and the Air Force Records Disposition Schedule which can be provided by the COR or CO upon request.

Records must be turned over to the Government upon completion of the contract unless otherwise stated. All records are subject to the Freedom of Information and Privacy Act. The Minot AFB Records Management Office (5 BW/IPR), 723-7917, will provide assistance and training to the Contractor to ensure compliance with Federal record keeping requirements.

6.9. Personnel: Contractor personnel must present a neat appearance. Contractor personnel, while performing work on this contract, must be easily recognizable while on the installation. This must be accomplished through the wear of distinctive clothing, overcoats, or hats bearing the company name or logo. The coloring or design of the items selected should be such that they identify personnel easily and quickly for reasons of safety and personal protection. The Government is authorized to restrict the employment under the contract of any Contractor employee or prospective Contractor employee who is identified as a potential threat to health, safety, security, general well-being, or operational mission of the installation and its population.

6.10. Fire and Emergency Reporting: Call 723-2461 or 911 from a standard phone.

Appendix 1: Inventory

# of Boilers Bldg. # Make Model Size (MBH) Fuel Source

1. 120 P-K Sonic CM399 399 Gas

2. 121 Thermal Solutions/Apex APX425CF 400 Gas

3. 122 Thermal Solutions EVA0500BN1-UABM 500 Gas

4. 123 Thermal Solutions EVA0500BN1-UABM 500 Gas

5. 128 P-K Sonic SC750 750 Gas

6. 130 Thermal Solutions EVA0500BN1-UABM 500 Gas

7. 135 Thermal Solutions EVA1500BN1-UABM 1500 Gas

8. 140 RBI WB-1500 1500 Gas

9. 145 Thermal Solutions EVA1500BN1-UABM 1500 Gas

10. 155 Thermal Solutions EVA0500BN1-UABM 500 Gas

11. 155 Thermal Solutions EVA0750BN1-UABM 750 Gas

12. 156 P-K Sonic SC-1500 1500 Gas

13. 166 Thermal Solutions/Apex APX625C 625 Gas

14. 166 Thermal Solutions/Apex APX625C 625 Gas

15. 166 Thermal Solutions/Apex APX625C 625 Gas

16. 173 Thermal Solutions EVA0750BN1-UABM 750 Gas

17. 173 Thermal Solutions EVA0750WN1-UAFM 750 Gas

18. 174 Thermal Solutions EVA1500BN1-UABM 1500 Gas

19. 175 Thermal Solutions EVA0750BN1-UABM 750 Gas

20. 175 Thermal Solutions EVA0500BN1-UABM 500 Gas

21. 185 Thermal Solutions EVA0750BN1-UABM 750 Gas

22. 185 Thermal Solutions EVA0250WN1-UAFM 250 Gas

23. 188 Velocity Boiler Works RPTR399HZ1SU 400 Gas

24. 210 Thermal Solutions EVA1500WN1-UAFM 1500 Gas

25. 211 Thermal Solutions EVA1500WN1-UAFM 1500 Gas

26. 213 P-K Sonic SC750 750 Gas

27. 220 Thermal Solutions EVA0500BN1-UABM 500 Gas

28. 248 Thermal Solutions EVA2500BN1-UCBM 2500 Gas

29. 248 Thermal Solutions EVA2500BN1-UCBM 2500 Gas

30. 284 Thermal Solutions EVA0500BN1-UABM 500 Gas

31. 286 P-K Sonic SC1000 1000 Gas

32. 290 HARSCO Industrial SC750 750 Gas

33. 290 HARSCO Industrial SC750 750 Gas

34. 291 Thermal Solutions EVA1000BN1-UABM 1000 Gas

35. 292 Thermal Solutions EVA1000BN1-UABM 1000 Gas

36. 294 Thermal Solutions EVA1000BN1-UABM 1000 Gas

37. 420 Lochinvar WHB199N 183 Gas

38. 425 Thermal Solutions EVA3000BN1-UEBM 3000 Gas

39. 426 Thermal Solutions EVA1500BN1-UABM 1500 Gas

40. 430 Thermal Solutions EVA0500BN1-UABM 500 Gas

41. 437 Thermal Solutions EVA1500BN1-UABM 1500 Gas

42. 437 Thermal Solutions EVA1500BN1-UABM 1500 Gas

43. 442 RBI WB-3000 3000 Gas

44. 442 Thermal Solutions EVA0250WN1-UAFM 250 Gas

45. 455 P-K Sonic SC2000 2000 Gas

46. 455 P-K Sonic SC2000 2000 Gas

47. 455 P-K Sonic SC2000 2000 Gas

48. 460 Thermal Solutions EVA0750BN1-UABM 750 Gas

49. 470 Thermal Solutions EVA0750WN1-UAFM 750 Gas

50. 475 P-K Sonic SC3000 3000 Gas

51. 475 P-K Sonic SC750 750 Gas

52. 476 Thermal Solutions EVA1000BN1-UABM 1000 Gas

53. 505 Thermal Solutions EVA2000BN1-UABM 2000 Gas

54. 521 Thermal Solutions EVA2000BN1-UABM 2000 Gas

55. 521 Thermal Solutions EVA2000BN1-UABM 2000 Gas

56. 523 RBI Torus WB2000 2000 Gas

57. 523 RBI Torus WB2000 2000 Gas

58. 537 P-K Sonic SC-1000 1000 Gas

59. 537 P-K Sonic SC-1500 1500 Gas

60. 546 Lochinvar FBN2001 2000 Gas

61. 555 Thermal Solutions/Apex APX425C 425 Gas

62. 555 Thermal Solutions/Apex APX425C 425 Gas

63. 583 P-K Storm ST2500 2500 Gas

64. 680 P-K Sonic SC850 850 Gas

65. 689 Thermal Solutions EVA0250BN1-UABM 250 Gas

66. 718 Thermal Solutions EVA0250BN1-UABM 250 Gas

67. 748 Thermal Solutions EVA1500BN1-UABM 1500 Gas

68. 748 Thermal Solutions EVA1500BN1-UABM 1500 Gas

69. 758 Thermal Solutions EVA0500BN1-UABM 500 Gas

70. 758 Thermal Solutions EVA0500BN1-UABM 500 Gas

71. 761 Thermal Solutions EVA0750BN1-UABM 750 Gas

72. 763 Thermal Solutions EVA1000BN1-UAAM 1000 Gas

73. 766 Thermal Solutions EVA1000BN1-UABM 1000 Gas

74. 767 P-K Sonic CM-300 300 Gas

75. 767 P-K Sonic CM-300 300 Gas

76. 768 P-K Sonic SC-750 750 Gas

77. 770 Thermal Solutions EVA0250BN1-UABM 250 Gas

78. 773 IBC SL26-260G3 250 Gas

79. 774 P-K Sonic SC1000 1000 Gas

80. 777 Thermal Solutions EVA0500BN1-UABM 500 Gas

81. 848 P-K Sonic SC-1000 1000 Gas

82. 857 P-K Sonic SC-3000 3000 Gas

83. 859 P-K Sonic SC-1000 1000 Gas

84. 863 P-K Sonic SC-750 750 Gas

85. 864 Thermal Solutions EVCA1500BN1-UCB 1500 Gas

86. 864 Thermal Solutions EVCA1500BN1-UCB 1500 Gas

87. 864 Thermal Solutions EVCA1500BN1-UCB 1500 Gas

88. 867 Thermal Solutions EVA3000BN1-UCBM 3000 Gas

89. 867 Thermal Solutions EVA3000BN1-UCBM 3000 Gas

90. 869 RBI WB3000 3000 Gas

91. 879 Thermal Solutions EVA2000BN1-UABM 2000 Gas

92. 893 P-K Sonic SC-750 750 Gas

93. 896 P-K Sonic SC-650 650 Gas

94. 970 P-K Sonic SC-3000 3000 Gas

95. Reserved

96. Reserved

97. Reserved

98. Reserved

99. Reserved

100. Reserved

101. Reserved

102. Reserved

103. Reserved

104. Reserved

105. Reserved

106. Reserved

107. Reserved

108. Reserved

109. Reserved

110. Reserved

Appendix 2: Boiler Maintenance Checklist