DoA - HVAC BPA_DRAFT_v2.pdf

Description of Agreement

TEMPORARY HVAC SERVICES

FORT BLISS, TEXAS

Ordering Period 15 Sep 2025 – 14 Sep 2030

TABLE OF CONTENTS

PART 1 – GENERAL INFORMATION

1. General

1.1. Description of Services/Introduction

1.2. Background

1.3. Objectives

1.4. Scope

1.5. Ordering Period

1.6. General Information

1.7. Safety Standards

1.8. Safety Plan

1.9. Accident Reporting

1.10. Safety Measures

1.11. Interface with Government Operations

1.12. Damage Reports

1.13. Energy Conservation

1.14. Fraud, Waste, and Abuse

1.15. Recycling

1.16. Fire Protection

1.17. Smoking

1.18. Environmental Requirements

1.19. Contractor Personnel

1.20. Vehicle Registration

1.21. Files

1.22. Modifications to Technical Exhibits

PART-2 CONTRACTOR FURNISHED ITEMS AND SERVICES

2. Contractor Furnished Items and Responsibilities

2.1 General Information

2.2 Permits and Licenses.

2.3 Parts and Materials

2.4 Hazardous Materials

2.5 Equipment

2.6 Property Guidelines

2.7 Supplies

PART -3 SPECIFIC TASKS

3. General

3.1 Basic Services -Temporary HVAC Installation

3.2 Service Call Work

3.3 Work Control, Records and Reports

3.4 Antiterrorism Training

3.5 iWATCH Training

3.6 OPSEC Training

3.7 Service BPA Reporting

3.8 Pre-Screen Candidates

PART 4 - NON-CONFORMING PERFORMANCE

4.1 Customer Feedback

4.2 Non-Conformance Report (CAR)

PART 5 – TECHNICAL EXHIBIT LISTINGS

PART 1

GENERAL INFORMATION

1. General. This is a non-personal services BPA to provide temporary HVAC services in support of the Directorate of Public Works (DPW). The Government will not exercise any supervision or control over the BPA service providers. The Contractor shall perform to the standards specified in this Description of Agreement (DoA). BPA service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 Description of Services/Introduction. The Contractor shall provide equipment, personnel, management, any other items and services to provide temporary HVAC Services as defined in this DoA. The Contractor shall perform to the standards and specifications in this BPA.

1.2. Background. The Contractor shall provide and service temporary HVAC units for the Fort Bliss Installation. Currently 90,000 Soldiers and Family Members call Fort Bliss home.

1.3. Objectives. The Contractor shall ensure all work accomplished in the performance of this DoA meets all applicable Federal, State, and local laws, regulations, and directives to include, Fort Bliss regulation. This Blanket Purchase Agreement (BPA) provides temporary HVAC cooling solutions to multiple facilities at Fort Bliss. The Contractor shall ensure that all work performed under this BPA results in temporary HVAC systems that are fully operational, properly maintained and present a clean, orderly, and professional appearance, supporting the operational needs of facility users, residents, and visitors in alignment with mission requirements.

1.4. Scope. The Contractor shall provide equipment, personnel, management, and any other items and services, not Government furnished, necessary to provide temporary HVAC Services as defined in this DoA at Fort Bliss, Texas. Requested temporary HVAC services may encompass comprehensive system installation of temporary HVAC units as well as the installation of ductwork and electrical systems ensuring a fully function HVAC system on a temporary basis

1.5. Ordering Period. The ordering period shall be for five years. The ordering period reads as follows:

• Base Year 15SEP25 – 14SEP26

• Ordering Period 1 15SEP26 – 14SEP27

• Ordering Period 2 15SEP27 – 14SEP28

• Ordering Period 3 15SEP28 – 14SEP29

• Ordering Period 4 15SEP29 – 14SEP30

1.6 General Information

1.6.1. Quality Control Plan. Quality Control is the responsibility of the contractor. The contractor is responsible for the delivery of quality services/supplies to the Government (see FAR 52.246-1 Contractor Inspection Requirements). The Contractor shall develop and maintain an effective Quality Control Plan (QCP) to ensure services are performed in accordance with the DoA. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is how the Contractor shall assure themselves that work complies with the requirement of the contract.

1.6.2. Quality Assurance. The Government will evaluate the Contractor’s performance under the BPA IAW the Government’s Quality Assurance Surveillance Plan (QASP).

QASPs are "living documents," dynamic, adaptable, and subject to modification based on Contractor performance surveillance results. The QASP is not part of the DoA and will not be issued with the solicitation. The QASP focuses on the procedures and processes the Government will implement to assure the Contractor is performing IAW the performance standards within the DoA. The Government plan defines how the Contractor’s performance will be evaluated, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.6.3. Recognized Holidays. Contractor performance shall not be required on the legal federal holidays listed below. Holidays occurring on weekends will be observed as directed by the published Army calendar.

New Year’s Day 1st of January Martin Luther King Jr.’s Birthday 3rd Monday in January President’s Day 3rd Monday in February Memorial Day Last Monday in May Juneteenth Day 19th of June Independence Day 4th of July Labor Day 1st Monday in September Columbus Day 2nd Monday in October Veterans Day 11th of November Thanksgiving Day 4th Thursday in November Christmas Day 25th of December

When one of the above designated legal holidays falls on a Sunday, the following Monday will be observed as a legal holiday. When a legal holiday falls on a Saturday, the preceding Friday is observed as a holiday. This list of holidays relates to Government duty days and is not intended to supplement or otherwise alter the provisions of the Wage Determination regarding paid holidays.

1.6.4. Hours of Operation. The Government's regular (normal) hours are from 0730 – 1630 hours Monday thru Friday, 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, always, maintain an adequate workforce for the uninterrupted performance of all tasks defined within this DESCRIPTION OF AGREEMENT.

1.6.4.1 Other Than Standard Hours of Operation. The Contractor shall NOT work outside the standard hours of operation unless written authorization or direction from the KO or COR is provided in advance. Deviation from these standard hours of operation may potentially be allowable for service under this BPA, especially if doing so is in the Government's best interest or weather has impacted the Contractor's ability to execute work during standard hours of operation.

1.6.5. Place of Performance. The work to be performed under this BPA shall be performed at Fort Bliss, Texas which consists of the Main Cantonment, all range training areas, and all areas under the control of the Fort Bliss Installation or considered Installation Real Property.

1.6.6. Security Requirements. Contractor personnel and any representative performing work under this BPA must have installation access as required by DOD Directive 4630.5.

The Contractor and any representative of the Contractor entering Fort Bliss, Texas, shall abide by all security regulations and shall be subject to security checks. Contractor personnel and property shall be subject to search and seizure upon entering the confines of Fort Bliss, Texas, while on Fort Bliss, Texas, and upon leaving the confines of Fort Bliss, Texas. The Contractor shall be responsible for assuring all Contractor personnel authorized to perform work under this BPA maintain proper identification. Government furnished identification shall be returned to the Government when the employee no longer performs work for the Contractor under this contract. The Contractor will request a Request Gate Pass memorandum from the BPA KO with the names of employees that need access to Fort Bliss.

1.6.7. Access to Secure Areas. Contractor employees shall be allowed access to facilities when properly identified on the Contractor’s employee roster, wearing identification badges, and complying with local security procedures. All BPA employees, including subcontractor employees who are not in possession of the appropriate security clearance or access privileges, shall be escorted in areas where they may be exposed to classified and/or sensitive materials and/or sensitive or restricted areas.

1.6.8. Special Qualifications

1.6.9. Contracting Officer Representative (COR). CORs may be designated through separate letters and are responsible for monitoring all technical aspects of the Blanket Purchase Agreement (BPA), as well as assisting in its overall administration. The COR ensures that the Contractor complies with the technical requirements of the BPA, conducts inspections related to performance, and maintains both written and oral communication with the Contractor regarding technical matters. Additionally, the COR provides written interpretations of technical requirements, including government-issued drawings, designs, and specifications. The COR monitors the Contractor’s performance and promptly notifies both the Contracting KO and the Contractor of any deficiencies. The COR also coordinates the availability of Government-Furnished Property (GFP) and facilitates site access for Contractor personnel. The COR’s responsibilities and limitations are formally outlined in a letter of designation, a copy of which is provided to the

Contractor. This letter clearly defines the scope of the COR’s authority, particularly emphasizing that the COR is not authorized to make any changes to the terms and conditions of the resulting order, including cost, pricing, delivery schedules, or performance estimates

1.7. Safety Standards. The Contractor and his employees shall comply with accepted industry safety standards including applicable safety precautions and guidelines contained in these publications at all times while performing work under this contract:

• EM-385-1-1 U.S. Army Corps of Engineers Safety and Health Requirements

• AR 385-10 Army Safety Program

• 29 CFR 1910 Occupational Safety and Health Standards (General Industry).

1.8. Safety Plan. The Contractor shall develop and implement a safety program for employees performing work under this BPA.

1.8.1 Hot Work. The Contractor shall obtain approval from the Fort Bliss Fire Department (915-744-9545) prior to performing any hot work or work that shall require the use of an open flame. All Contractor work performance shall be in accordance with FC 420-1, Fire and Emergency Services.

1.8.2 Work Stops. If the Contractor fails or refuses to promptly comply with safety requirements, the COR will request a work stoppage in the event the Contractor is working in any unsafe manner and in violation with any safety codes until satisfactory corrective action has been taken. No part of time lost due to stop orders shall be made the subject of a claim for extension of time or for excess costs or damages to the Contractor.

1.8.3 Permits. The Contractor shall obtain all required licenses and permits for performance of work, in compliance with all applicable federal, state and local laws.

1.9. Accident Reporting. The Contractor shall comply with all OSHA reporting requirements and AR 385-40, Accident Reporting and Records, 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 within four

(4) hours of each such occurrence, whenever an accident involving personal injury occurs. A written accident report shall be delivered to the KO within one (1) workday of occurrence.

1.10. Safety Measures and Protective Equipment. The Contractor shall provide all personal protective equipment in accordance with Federal, State, and Local Law.

Workers shall be trained in appropriate safety measures and shall not place materials, machines, or other equipment in traffic lanes or other locations that could create safety hazards. The Contractor shall maintain a safe job site, clean and free of all foreign debris during and upon completion of work.

The Contractor shall remove unserviceable parts and components from Government property, unless otherwise directed by the KO/COR. The Contractor shall be responsible for the enforcement of all safety requirements for any work performed under the contract.

If the Contractor fails or refuses to comply with safety or environmental requirements, the KO/COR may issue an order stopping all or part of the work in accordance with the Work Stops Clause of this contract.

1.11. Interface with Government Operation. Performance of work by Contractor personnel under the terms of this BPA shall not interfere with regularly scheduled Government operational activities.

1.12. Damage Reports. In all instances where Government property or equipment is damaged by the Contractor, the Contractor shall provide a verbal report to the COR within four (4) working hours of the occurrence. A written damage report shall be delivered to the KO within one (1) working day of the occurrence, explaining the circumstances of the accident and the extent of damage. The Contractor shall bear all costs of repairing or replacing damaged property.

1.13. Energy Conservation. The Contractor shall observe energy conservation policies in accordance with (IAW) FC Reg. 420-9, Energy Conservation Program. Contractor personnel shall practice utilities conservation and shall operate under conditions that preclude waste of government furnished utilities.

1.14. Fraud, Waste, and Abuse. The Contractor shall be responsible for maintaining proper conduct and good discipline within contractor occupied work area(s). Contractor personnel shall be encouraged to be alert to and report to the COR no later than (NLT) two (2) hours after suspected situations of fraud, waste, and abuse, or other intentionally dishonest conduct against the Government observed during or in the performance of this contract.

1.15. Recycling. The Contractor shall observe recycle program policies established by Fort Bliss Recycling Program.

1.16. Fire Protection. The Contractor shall comply with AR 420-90, Fire and Emergency Services, and FC 420-1, Fire and Emergency Services, for fire protection and fire prevention.

1.17. Smoking. The Contractor shall comply with AR 600-63, Army Health Promotion, which establishes uniform policies governing the use of tobacco products in Government facilities and on Fort Hood.

1.18. Environmental Requirements. The Contractor shall comply with all federal, state, and local environmental protection laws, regulations, and standards referenced in FC Regulation 200-1, Environment and Natural Resources. The Contractor shall comply with all other environmental requirements for clean air, clean water, and toxic substances control (TSCA), pollution control, and resource conservation and recovery (RCRA). The contractor shall notify the COR of any refrigeration leaks immediately. The Contractor shall designate an Energy Conservation Monitor and a Recycling Monitor in writing to the COR no later than ten (10) days prior to the BPA start date. All environmental protection matters or questions shall be coordinated with the COR and the Directorate of Public Works (DPW) Environmental Division.

1.18.1 Environmental Management System (EMS). Fort Bliss has implemented an EMS to proactively deal with the environmental impacts of its processes, activities, and services. The Contractor shall ensure that employees, and sub-contractors hired receive EMS General Awareness Training. The Contractor shall also ensure that all goods and services used under this BPA do not deviate from the installation Environmental Policy, objectives and targets of the EMS.

1.19. Contractor Personnel. The Contractor shall provide a work force possessing the skills, knowledge, and training to satisfactorily perform the services required by this contract. Personnel performing work under this BPA shall remain employees of the Contractor and shall not be considered employees of the Government.

1.19.1 The Contractor shall not employ any person who is an employee of the United States Government or the Department of Defense (DOD), either military or civilian, if such employment would create a conflict of interest or be contrary to the policies contained in DOD Joint Ethics Regulation (JER), DOD 5500.7-R.

1.19.1.1 The KO may require the Contractor to remove any employee from the job site working under this BPA for reason of misconduct, security, or found to be under the influence of alcohol, drugs, or other incapacitating agent. Contractor employees shall be subject to dismissal from the premises upon determination by the Contractor, if such action is necessary in the interests of the Government. IAW DOD Joint Ethics Regulation 5500.7-R and 18 USC § 1382 - Entering military, naval, or Coast Guard property, the installation commander has the authority to bar individuals from the installation. The removal from the job site or dismissal from the premises shall not relieve the Contractor of the requirement to provide sufficient personnel to perform the services as required by this DoA.

1.19.1.2 Contractor personnel shall not wear any part of a military uniform while performing BPA duties, nor clothing such as exercise suits, shorts, tank tops, or t-shirts.

There shall be no objectionable messages or phrases on the clothing.

1.19.2 Minimum Personnel Requirements. All Contractor personnel shall be able to read, write, and speak the English language. The Contractor shall provide proof of required licensure and/or certifications shown below prior to commencement of work in the specific area of expertise. The Contractor shall ensure that its employees and/or agents acquire and maintain all required licenses and certifications current during the entire BPA period. The Contractor shall be responsible for continually reviewing industry codes and standards, and State requirements to obtain certification for new licensing requirements as they are mandated.

1.19.3 Personnel. The Contractor shall provide work force possessing the skills, knowledge, and training to satisfactorily perform the services required by this contract.

Personnel performing work under this BPA shall remain employees of the Contractor and shall not be considered employees of the Government. The Contractor shall be responsible for the supervision and conduct of his employees. Contractor employees may experience minor delays associated with entering secured areas or locating customers.

1.19.4 Search and Seizure. Contractor personnel and property shall be subject to search and seizure upon entering the confines of Fort Bliss, Texas, while on the installation, and upon leaving the confines of Fort Bliss, Texas.

1.19.5 Contractor Representatives. The Contractor shall provide the name of the authorized representative who shall have the authority to bind, act, or make decisions on all matters pertaining to the Contract. The name and telephone number of the contractor authorized representative shall be provided to the KO prior to BPA performance start date. This information will be updated if any representatives change who have this authority.

1.20. Vehicle Registration. Vehicles entering Fort Bliss, Texas, shall have a valid state license and shall be registered with the Vehicle Registration Section of the Provost Marshall Office. Vehicles shall be registered prior to the commencement of BPA work.

State license and registration shall be maintained current during the time the vehicle is in use on this installation. Contractor personnel shall return registration decals to the Vehicle Registration Section of the Provost Marshall Office within twenty-four (24) hours after termination or completion of work under this contract, when state license is no longer valid, or upon sale of the vehicle. Contractor personnel shall return visitor passes to the Vehicle Registration Section of the Provost Marshall Office immediately upon conclusion of the conduct of business authorized on the installation.

1.20.1 Vehicle Operation. Contractor personnel operating motor vehicles on the installation shall have a valid state operator’s license for the category of vehicle being operated and shall comply with Motor Vehicle Traffic Code, regarding motor vehicle use on the installation.

1.20.2 Contractor Vehicle Identification. Contractor owned or privately owned vehicles used in the performance of services under this BPA on this installation shall be marked as commercial Contractor vehicles with the Contractor’s company name in 3” block letters or a company logo of a color that contrasts with its background on both sides of the vehicle. Contractor’s operating multiple Contractors owned vehicles on the installation may be required to place identifying numbers on the front and rear bumpers of the vehicles. The Contractor shall provide the Government an electronic photograph of the company logo. The Contractor shall provide a list of vehicles (with their corresponding unique identification numbers) to the KO and COR five (5) calendar days after BPA award date and one (1) day after any vehicle changes.

1.21 Files. The Contractor shall maintain complete and accurate files of documentation required under the terms of this BPA in accordance with AR 25-1, Army Information Resources Management Program, and AR 25-400-2, Modern Army Record Keeping System. The Contractor shall not allow access to the files by any government agency, non-governmental agency, or individual unless specifically authorized by the KO. Files shall be made available to the KO upon request. All files shall become the property of the Government and shall be turned over to the KO at the completion or termination of this contract.

1.22 Modifications to Building Inventory List. The Technical Exhibit is a living document which lists the HVACs covered under this BPA. Due to the nature of the Fort Bliss Installation and Army mission, requirements are expected to change; however, the anticipated changes are expected to be minimal. Each addition and/or deletion of temporary HVAC units listed within the temporary HVAC List will not require a BPA modification; however, anytime a change is made, an updated document will be provided to the Contractor; however, the official modification to the exhibit (to keep the BPA file current) shall only be performed once each quarter.

PART 2

CONTRACTOR FURNISHED ITEMS AND SERVICES

2. Contractor Furnished Items and Responsibilities.

2.1 General Information. The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this BPA. Contractor furnished property shall meet applicable federal, state, local, and Army laws, codes, and regulations. Contractor furnished property is subject to Government inspection.

2.2 Permits and Licenses. The Contractor shall obtain all required licenses and permits for performance of work, in compliance with all applicable federal, state and local laws.

2.3 Equipment, Parts and Materials. All equipment, parts and materials used by the Contractor shall function properly for a reasonable period and hold a warranty. The Contractor shall install parts and materials within two business days once all materials and parts are received.

2.4 Hazardous Materials. Hazardous materials are forbidden for use on Fort Bliss. All materials must be approved by the DPW Environmental Division prior to use. All materials (grease, oil, lubricants, etc.) utilized on this BPA shall contain a Material Safety Data Sheet (MSDS). An approval request for each material proposed for use shall be submitted to the designated representative utilizing the “HAZARDOUS MATERIAL AUTHORIZATION REQUEST” form.

2.5 Equipment. The Contractor shall provide a system of communication between the main office, all Contractor-furnished vehicles, key Contractor personnel, and the Government. The communications system shall be capable of transmitting and receiving from all locations on the Fort Bliss military reservation where BPA work is to be performed. Citizen band radios will not be acceptable. Cellular telephones are acceptable.

Contractor employees shall carry the portable communication unit always assigned to them while on the installation.

2.6 Property Guidelines. Contractor's property shall be equipped with protective and safety features, in good repair, and clean in appearance. The KO has the right to require the Contractor to remove Contractor furnished property from the installation that is inoperable or unserviceable for any reason.

2.7 Supplies. The Contractor shall provide all necessary office supplies to include, but not limited to file cabinets, desks, chairs, copiers, scanners, printer/copier ink and printer/copier paper.

PART 3

SPECIFIC TASKS

3. Specific Tasks.

3.1 General. The Contractor shall provide all equipment, personnel, materials, and management to provide fully functioning temporary cooling prescribed in this DoA to meet performance requirements, except for those items specified as Government provided. Specific delivery timelines and cooling size requirements will be confirmed upon the initial site visit at the time of the Service Call.

3.1.1 Basic Services -Temporary HVAC Installation. The Contractor shall perform temporary HVAC installation and management services in response to Demand Orders (DOs), including but not limited to installation of temporary HVAC units, duct work, electrical and control systems. Cooling temperatures shall be in accordance with Army Regulation (AR) 420-1 (Army Facilities Management). Per AR 420-1, cooling season temperatures shall be maintained in the range of 74 degrees Fahrenheit plus or minus 2 degrees Fahrenheit. In the heating season temperatures shall be maintained in the range of 72 degrees Fahrenheit plus or minus 2 degrees Fahrenheit. Installation shall be accordance with manufacturer specifications, applicable building codes, and safety standards, including those established by the National Fire Protection Association (NFPA), Unified Facilities Criteria (UFC), and relevant ANSI/ACCA guidelines. The Contractor shall ensure that the installed cooling units are compatible with existing systems and restore full operational functionality.

3.1.2 Contractors Warranty. The Contractor shall warranty all completed work is free from defects in labor and materials beginning on the date of acceptance by the Government. During the contracted period, any work to correct deficiencies in materials or workmanship shall be performed by the Contractor at no additional cost to the Government.

3.1.3 Repair of Accidental Damage. Damage to HVAC units or other government property and equipment resulting from the Contractor’s negligence is the responsibility of the Contractor and shall be reported to the COR in a timely manner. The Contractor shall repair or replace HVAC units or any government property and equipment that are damaged because of operation or negligence.

3.1.4 Coordination with Facility Personnel. The Contractor shall notify and coordinate with the facility Point of Contact (POC)/Representative prior to arrival at the facility. The Contractor shall inform the facility POC/Representative of the type of work to be performed and timeline for services. The contractor will be provided with a designated Government POC that will assist with coordination and access if facility POCs are not available.

3.2 Service Call Work

3.2.2 Calls- Demand Order (DO). The Contractor shall receive all assigned call work under the Blanket Purchase Agreement (BPA) at the initiation of the agreement.

Customers are not authorized to directly request service call work orders from the contractor. Substitution or additions of DOs may only be made with prior approval from the Contracting Officer (KO).

• Priority 1 DO. Extremely urgent work that must be accomplished next business day to include a condition which is an emergency, that seriously affects morale, or has command emphasis. Service orders shall be completed within two (2) calendar days from authorization, (depending on availability of parts or supplies).

• Priority 2 DO. Urgent work that must be accomplished as soon as possible to include a condition which could become an emergency, could seriously affect morale, or has command emphasis. Service orders shall be completed within seven (7) calendar days from authorization, (depending on availability of parts or supplies).

• Priority 3 DO. Routine work which does not meet the criteria for Priority one (1) or two (2) response shall be scheduled to meet the completion time of thirty (30) days after authorization, (depending on availability of parts or supplies).

3.2.3 Call – Initial Comprehensive Assessment. Upon issuance of the DO, Contractors shall perform an initial evaluation of the building requiring temporary HVAC service. This evaluation will be executed by a site visit coordinated by the Contracting Office. Submission of a DO by the Government does not constitute approval to start work. The DO acts as the requirement. A quote must be submitted from a vendor listed on the approved vendor list.

3.2.4 Call - Installation of Temporary HVAC. The Contractor that wins the call upon the evaluation factor of lowest price technically acceptable (LPTA) shall commence work per the DO priority level assigned by the COR.

3.3 Work Control, Records and Reports.

The Contractor shall maintain up-to-date, cumulative service records for each temporary HVAC DO issued. Appropriate record entries shall be made the next business day from the completion of work performed on the contract. For each instance of work performed, the Contractor shall include at a minimum the following data in the system record:

(1) Building, type of unit, unit number (if applicable); to include associated room number, if any

(2) Type of work performed:

(3) Date service/work was scheduled or requested, started, and completed

(4) Name of individual(s) who performed services

(5) Total number of labor hours (rounded to nearest 15 minutes) expended to perform the service/work (not including travel time to or from Fort Bliss)

(6) Equipment utilized

(7) Quantity and description data of materials, supplies, repair and replacement parts used, and cost.

(8) Nature and extent of all services/work performed

(9) Attachments (i.e., checklists, reports, etc.)

3.4.2 The Contractor shall make available all required records for examination and reproduction within one (1) calendar day of request. The Contractor shall submit to the COR, via electronic means, copies of all records on the expiration date of each year of performance and at the end of the contract. The Contractor shall maintain all required hard-copy and electronic records in a legible, complete, orderly, and accurate manner for the duration of the BPA.

3.4 Antiterrorism Training. All contractor employees, to include subcontractor employees, requiring access to Army installations, facilities, controlled access areas, or require network access, shall complete AT Level I awareness training within thirty (30) calendar days after BPA start date and thirty (30) calendar days after new employee commence work or performance. The contractor shall submit certificates of completion for each affected contractor employee and subcontractor employee, to the KO, COR and cc the KS within five (5) calendar days after completion of training by all employees and subcontractor personnel. AT Level I awareness training is available at the following website: https://www.mepcom.army.mil/Home/Contractors.aspx.

3.5 iWATCH Training. The contractor and all associated sub-contractors shall watch video from the following site: https://www.mepcom.army.mil/Home/Contractors.aspx. This training shall be completed thirty (30) calendar days after BPA award and thirty (30) calendar days after new employee commence work or performance. The contractor shall submit certificate or letter of completion for each affected contractor and subcontractor employee, to the KO and COR and cc the KS, within five (5) calendar days after completion of training.

3.6 OPSEC Training. All employees shall complete Level I OPSEC training within thirty

(30) calendar days after BPA award and thirty (30) calendar days after new employees commence work or performance. Additionally, all contractor employees shall complete annual OPSEC awareness training. The contractor shall submit certificates of completion for each affected contractor and subcontractor employee, to the KO and COR and cc the KS, within five (5) calendar days after completion of training. OPSEC awareness training is available on the following websites:

https://www.mepcom.army.mil/Home/Contractors.aspx.

http://www.mepcom.army.mil/Home/Contractors.aspx

3.7 Services BPA Reporting (SCR). The Office of the Assistant Secretary of the Army (Manpower and Reserve Affairs) operates and maintains a secure Army data collection site where the Contractor shall report all Contractor manpower (including subcontractor manpower) required for performance of this BPA. The Contractor shall completely fill in all the information in the format using the following web address:

www.sam.gov

The required information includes:

(1) Contracting Office, KO, COR;

(2) BPA number, including task and delivery order number.

(3) Beginning and ending dates covered by reporting period;

(4) Contractor name, address, phone number, e-mail address, identity of

Contractor employee entering data;

(5) Estimated direct labor hours (including sub-contractors);

(6) Estimated direct labor dollars paid this reporting period (including sub- contractors);

(7) Total payments (including sub-contractors);

(8) Predominant Federal Service Code (FSC) reflecting services provided by Contractor (and separate predominant FSC for each sub-contractor if different);

(9) Estimated data collection cost;

(10) Organizational title associated with the Unit Identification Code (UIC) for the

Army Requiring Activity (the Army Requiring Activity is responsible for providing the Contractor with its UIC for the purposes of reporting this information);

As part of its submission, the Contractor shall also provide the estimated total cost (if any) incurred to comply with this reporting requirement. Reporting period shall be the period of performance not to exceed 12 months ending 30 September of each government fiscal year and must be reported by 31 October of each calendar year. Preferred that business report monthly. Contractors may use a direct XML data transfer to the database server or fill in the fields on the website. The XML direct transfer is a format for transferring files from a Contractor’s system to the secure web site without the need for separate data entries for each required data element at the web site. The specific formats for the XML direct transfer may be downloaded from the web site.

http://www.sam.gov/

Part 4

NON-CONFORMING PERFORMANCE

4.1 Non-Conforming Performance. The COR will notify the Contractor, in person, each time an unacceptable observation has been recorded and ask the Contractor to correct the problem or re-accomplish the service. All valid non-conformances observed by the Government will be documented! The COR will record the BPA requirement, the specific deficiency to the requirement, the date and time it was discovered, and have the Contractor initial the entry. The Contractor shall be given a timeline after notification to correct the deficiency in accordance with requirements of the contract. Deficiencies that cannot be corrected within the identified timeline shall be reported to the KO.

4.2 Corrective Action Reports (CAR). The COR will report serious (systemic in nature) deficiencies or recurring deficiencies that could indicate a trend by using the MICC Corrective Action Request (CAR) Form. The Corrective Action Request will state the Contract Requirement, the specific contract reference, and the specific violation(s) to the requirement. The COR will forward the CAR Form to the QAS within one (1) working day for review and CAR initiation in PDREP. The QAS will forward the CAR to the KS for review and the KS will forward the CAR to the KO for issuance. The KO will notify the Contractor via the PDREP system and request corrective action to the specific non-conformance, identification of the root cause, and corrective action for the root cause with a required suspense date. The KO may require the Contractor to re-perform any services that do not meet BPA requirements at no additional cost to the Government. The Contractor will return a copy of the completed and signed CAR along with their Corrective Action Plan (CAP) to the PDREP system-generated email for review, approval, and inclusion in the CAR file in PDREP by the QAS.

The KO and COR will not consider the CAR closed until all deficiencies have been corrected and all agreed upon actions of the CAP have been completed. Contractor’s failure to follow through and complete corrective actions will be reported immediately to the KO for further action. (Note: if the COR must repeatedly perform re-inspection there could be a government re- inspection cost which could be recovered from the Contractor). The COR will follow up after the Contractor has completed the corrective action to ensure that the Contractor’s corrective action was sufficient to preclude recurrence. Inclusion of the QAS is required for all CAR correspondence for traceability and tracking.

PART 5 TECHNICAL EXHIBITS

A - Comprehensive HVAC List – See attachment B – Sample Temporary HVAC Units

B – Sample Temporary HVAC Units

Figure 1: 1-3 Ton Unit

Figure 2: 25 – 50 Ton Unit

Figure 3: 80 Ton Unit

NON-CONFORMING PERFORMANCE