draft_DUL Maint. PWS JAN 26 version 10 Mar 26.pdf

Performance Work Statement (PWS) Maintenance Services for

Dülmen Tower Barracks, Germany

10 March 2026 Table of Contents

1.0 INTRODUCTION

1.1 Background

1.2 Objectives

1.3 Climatic Conditions

1.4 Facility Access

1.5 Traffic Flow

1.6 Drainage

1.7 Restoration of Landscape Damage

1.8 Dust Suppression

1.9 Utility Location

1.10 Excavation Permits

1.11 Work Clearance

2.0 REQUIREMENTS

2.1 Description of Services

2.1.2 General Information

2.1.3 Place of Performance and Hours of Operation

2.1.4 Federal Holidays

2.1.5 Travel/Temporary Duty

2.1.6 Emergency Services

2.1.7 Contract Administration and Management

2.1.8 COR/ACOR Functions

2.1.9 Quality Control (QC)

2.1.10 Subcontract Management

2.1.11 Contractor Employees

2.1.12 Business Relations

2.2 Work Management

2.2.1 Coordination

2.3 As-Builts and Geospatial Information System (GIS). ..... Error! Bookmark not defined.

2.3.1 Maintain As-Builts.................................................. Error! Bookmark not defined.

2.3.2 Real Property Records Updates ............................ Error! Bookmark not defined.

2.3.3 GIS ........................................................................ Error! Bookmark not defined.

2.3.4 GIS Support Services ............................................ Error! Bookmark not defined.

2.3.5 GIS Files ............................................................... Error! Bookmark not defined.

2.3.6 Other Documents .................................................. Error! Bookmark not defined.

2.4 Historic Property or Archaeological Site ........................ Error! Bookmark not defined.

2.4.1 Repair and Replacement ....................................... Error! Bookmark not defined.

2.5 Special Requirements

2.5.1 Security

2.5.2 Security Training

2.5.3 Safety

2.5.4 Training, Physical Requirements, or other Expertise Required

2.5.5 Environmental Requirements

2.5.6 Contingency Plans

3.0 PERFORMANCE REQUIREMENTS AND STANDARDS

3.1 Performance Task Requirements, Standards and Acceptable Quality Levels (AQLs). 27

3.2 Quality Assurance

4.0 PERFORMANCE REQUIREMENTS SUMMARY (PRS) MATRIX

5.0 TASKS

6.0 DELIVERABLES

7.0 RELATED DOCUMENTS

7.1 Definitions and Acronyms

7.1.1 Definitions

7.1.2 Acronyms

7.2 Applicable Directives, Publications. .............................. Error! Bookmark not defined.

7.3 Technical Exhibits (TE) and Attachments ............... Error! Bookmark not defined.

7.4 Government-Furnished Material (GFM)/Property (GFP)/Equipment (GFE)

7.4.1 Utilities .................................................................. Error! Bookmark not defined.

7.5 Contractor-Furnished Material (CFM)/Property (CFP)/Equipment (CFE ............... Error!

Bookmark not defined.

7.5.1 Contractor-Furnished Material and Responsibilities Error! Bookmark not defined.

7.5.2 Contractor-Furnished Items

7.5.3. Contractor Facilities

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

1.0 Introduction. This is a non-personal services contract to provide Preventative and On Demand Facility Maintenance and Repairs. The Government will not exercise any supervision or control over the contract service providers. The Contractor shall per-form 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. (Insert local requirements.) The Contractor shall provide all person-nel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary as defined in this PWS. The Contractor is responsible for providing all parts required for Preventive Maintenance Orders (PMOs) and all repair parts required for Demand Maintenance Orders (DMOs).

1.1 Background. The subject matter services are currently being operated on the Dül-men Tower barracks service contracts, as well as in house labor. The site consists of approximately 428,212 m² or 106 acres (on post: 422,425.55 m² (4,546,950.80 ft²) and rail extension: 5,786.93 m² (62,289.98 ft²) and 20 buildings. The population base consists of approximately 390 military, Government civilians, and Contractor personnel.

1.2 Objectives. The Contractor shall ensure all work accomplished in the performance of this PWS meets all applicable Federal, State, and Local Laws, Regulations, and Direc-tives to include, but not limited to, the publications in Section 7, Related Documents The Contractor shall provide scheduled preventative maintenance and repairs on facilities, systems, and equipment listed in this PWS on a recurring basis. In addition, the Contrac-tor shall perform unscheduled maintenance and repairs, to include purchasing and re-placing equipment & systems parts as necessary. The Contractor shall provide and main-tain all certification in accordance with (IAW) 2.5.4 and shall be required to perform all tasks as described in this PWS. The Contractor shall compile historical data, prepare required reports, and submit all information as specified by the Deliverables presented in the contract. The Contractor shall ensure all work in support of mission requirements ten-dered to the Government for acceptance conform to the measurable performance stand-ards of quality, timeliness and quantity specified in the PWS of this contract. The intent is to establish work requirements that are performance-based and results-oriented. The Contractor shall determine the best and most cost-effective ways to fulfill facilities, sys-tems, equipment maintenance and repairs and their component needs, emphasizing in-novation and commercial best practices.

1.2.1 The Contractor shall compile historical data, prepare required reports, and submit all information as specified by the Deliverables presented in the contract. The Contractor shall ensure all work in support of mission requirements tendered to the Government for acceptance conform to the measurable performance standards of quality, timeliness, and quantity specified in the PWS of this contract.

The intent is to establish work requirements that are performance-based and results-ori-ented. The Contractor shall determine the best and most cost-effective ways to fulfill preventative and on demand maintenance services and their component needs, empha-sizing innovation and commercial best practices.

The Contractor shall assume total responsibility for all requirements stated herein on the commencement date of the performance period. The Contractor shall perform as speci-fied in this PWS and under monitoring of the COR The Contractor shall perform all work and assume responsibility for planning, programming, administering, managing, and ex-ecuting all functions necessary to provide the services specified in this PWS. The Con-tractor shall have adequate personnel for maintenance of facilities, systems, and equip-ment and allow for repairs to be carried out on several items of equipment at varying locations simultaneously. The Contractor shall comply with existing applicable laws and regulations including but not limited to DIN (Deutsches Institut fuer Normung), VDE (Ver-band der Elektrotechnik Elektronik Informationstechnik), VDMA (Verband deutscher Mas-chinen und Anlagenbau), (EN) 54, DIN VDE 0833, all VDS regulations, environmental laws, and accepted commercial standards and practices. The Contractor shall conduct work in accordance with this PWS and all applicable United States (U.S.), German, and local laws, regulations, standards, provisions, and directives to include applicable publi-cations in Part 6. The Contractor shall ensure that all work meets the level of service, performance standards, or tolerances specified in the PWS or in applicable referenced documents. The Contractor shall perform all related administrative actions required to provide services or perform work such as material requisitioning, quality control (QC), financial control meetings, and correspondence. The Contractor shall maintain accurate and complete records, files, and libraries of documents to include all U.S. German, and local regulations, standards, provisions, codes, laws, technical manuals, and manufac-turers’ instructions and recommendations that are necessary and related to the functions being performed. The Contractor shall compile historical data, prepare required reports, and submit information as specified by the Deliverable Schedules presented in this PWS.

The Contractor’s key management shall perform continual management of the functional areas contained in this PWS and shall be the central point of contact (POC) with the Government for performance of all work under the PWS. All reports, inspections and cor-respondence shall be submitted in the English language.

1.3 Climatic Conditions. The average annual rainfall is 75 cm ; with the wettest months being May through August . The average annual snowfall is 2.6 cm, with snowfall expected during the period of November through March . The average frost-free period (growing season) during the year is about 180 days. The first killing frost may be ex-pected about October , and the last killing frost generally occurs in March. The average annual maximum and minimum temperatures are approximately 19°C and 12°C , re-spectively. Monthly normal temperatures ranged from a low of 1°C (XX) in the month of January to a high of 22°C degrees in the month of August . Summer temperatures often reach 22°C degrees, while sub-freezing weather is common during the winter months.

1.4 Facility Access. The Contractor shall ensure access to all fire detection and sup-pression 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 Representa-tive (COR) or Alternate Contracting Officer Representative (ACOR).

1.6 Drainage. Maintenance work performed under this contract shall not impede drain-age. This includes work done on storm water, plumbing. Freshwater or other system affecting drainage.

1.7 Restoration of Landscape Damage. Trees or other landscape features damaged by the Contractor’s operations shall be restored to the original state at no additional cost to the Government.

1.8 Dust Suppression. The Contractor shall perform dust suppression when neces-sary, during maintenance and repair activities or as directed by the Contracting Officer or

COR.

1.9 Utility Location. The Contractor shall perform utility cuts in pavements as required to repair existing utilities after obtaining a digging permit to do so. The Contractor shall locate and stake out underground utility pipes/cables prior to digging operations required by any contract on Garrison property. The Contractor shall be responsible for having the proper equipment to locate all underground utilities. Mechanical digging shall not be per-mitted within ten (10) feet of identified underground utilities.

1.10 Excavation Permits. All excavation permits shall be initiated through the USAG Benelux DPW and Contracting Officer Representative office in this Contract. The Gov-ernment requires up to five (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 Con-tractor, etc. and provide status to the Government. The Contractor shall notify the reques-tor within twenty-four (24) hours of receiving a processed excavation permit package.

1.11 Work Clearance. For work involving digging/excavation operations, the Contractor shall obtain a properly approved diffing permit before ground disturbance.

2.0 Requirements.

2.1 Description of Services. The Contractor shall provide scheduled preventative maintenance and repairs on facilities, systems, and equipment listed in this PWS on a recurring basis. In addition, the Contractor shall perform unscheduled maintenance and repairs, to include purchasing and replacing equipment & systems parts as necessary.

The Contractor shall provide and maintain all certification in accordance with (IAW) 2.5.4 and shall be required to perform all tasks as described in this PWS. The Contractor shall compile historical data, prepare required reports, and submit all information as specified by the Deliverables presented in the contract. The Contractor shall ensure all work in support of mission requirements tendered to the Government for acceptance conform to the measurable performance standards of quality, timeliness and quantity specified in the PWS of this contract. The intent is to establish work requirements that are performance-based and results-oriented. The Contractor shall determine the best and most cost-effec-tive ways to fulfill facilities, systems, equipment maintenance and repairs and their com-ponent needs, emphasizing innovation and commercial best practices

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 employ-ees. Non-personal service contracts are authorized by the Government in accordance with (IAW) Federal Acquisition Regulation (FAR) Subpart 37.104, under general contract-ing 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 transition plan within ten (10) business days after contract award. The transition plan will have a sixty (60) business day transition period that will be implemented by the Contractor and shall state Contractor key personnel on board, to include IT/Network accounts and access with the appropriate Government organizations. The Contractor shall provide suf-ficient 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 phase-in, the Contractor shall observe all operations pertinent to the requirements of the PWS, to in-clude office functions, procedures, operations, repair/maintenance operations, and any other operations as deemed necessary by the Contractor that will enable Contractor per-sonnel to become both knowledgeable in, and familiar with, their assigned areas of re-sponsibility. The Contractor shall commence all operations required by this PWS as of the first day of the contract period. Therefore, on the initial day of performance, the Con-tractor shall provide a work force which is fully qualified and capable of performing all work required under this contract.

2.1.2.1.1 Phase In/Phase Out for Incumbent Contractor.

If the Contractor is the incumbent Contractor, the phase out/phase in period shall be no more than thirty (30) calendar days and will primarily consist of administrative transition under the new contract number. All documents shall be updated with the new contract number and new dates and submitted for approval. All previous approvals under the old contract are invalid. All documents shall be updated and re-approved.

2.1.2.2 Transition (Phase-Out). Sixty (60) business days prior to contract expiration will constitute the phase-out period. The Contractor shall develop and implement a plan to affect a smooth and orderly transfer of performance responsibility to a potential succes-sor. The initial phase-out plan shall be submitted to the COR for approval no later than six (6) months after the start of the base contract year. The plan shall contain details that include but are not limited to; timelines for events, key personnel involved and interface with the Government and follow-on Contractor. The plan shall fully describe how the Con-tractor shall approach the following issues: Employee notification; Retention of key per-sonnel; Turn-over of work-in-progress, inventories and transfer of Government furnished property; Removal of Contractor property; Data and information transfer; deletion of pass-word access to Government systems, installation clearance actions including turn-in of windshield decals and controlled access cards (CAC) and any other actions required to ensure continuity of operations. The plan shall also include a joint inventory among the incumbent, the Government, and the successor Contractor; reconciliation of all property accounts and requisitions, turn-in of excess property and cleanup of Contractor work ar-eas.

The Contractor shall correct any damage to Government-Owned Property caused by em-ployee negligence or mistake, intentional or otherwise. During the thirty (30) business day transition period immediately prior to the end of the previous contract, 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. The Con-tractor shall provide reasonable assistance to the Government's contract solicitation pro-cess such as verifying workload data and other factual information to be included in a new solicitation and providing access to the workplace for site visit(s) of prospective offe-rors.

2.1.3 Place of Performance and Hours of Operation.

2.1.3.1 Place of Performance. The work to be performed under this contract will be per-formed at Dülmen Tower Barracks, Germany. A map of (Location) is located at Attach-ment 3.

2.1.3.2 Hours of Operation. The Government's regular (normal) hours are from 0700 – 1600 hours, excluding Federal holidays, Host nation 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 maintain an adequate work-force for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons.

2.1.4 Federal Holidays and Host Nation Holidays

The Contractor’s performance shall not be required on the Federal public holidays listed below, unless there is a requirement to respond to a Priority 1, Emergency. Holidays occurring on weekends will be observed as directed by the Federal calendar (5 United States Code (U.S.C) § 6103, Government Organization and Employees, Holidays).

NAME OF AMERICAN HOLIDAY DATE

New Year Day January 1st

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

NOTE: When a holiday falls on a Sunday, the following Monday will be observed as a holiday, and, when a holiday falls on a Friday or Saturday, the preceding Thursday is observed as a holiday by U.S. Government Agencies. Federal holidays also include any Presidential or Congressionally designated days off other than the holidays listed above.

NAME OF GERMAN HOLIDAY DATE

New Year Day January 1st Good Friday Varies Annually Easter Monday Varies Annually Labor Day May 1st Ascension Day Varies Annually Whit Monday Varies Annually Day of German Unity October 3rd All Saints Day November 1st 1st Christmas Day December 25th Boxing Day December 26th

2.1.4.1 The Contractor shall provide personnel support within 2 hours of notification outside the normal hours of operation as required, including holidays, to support the Di-rectorate 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. The Project Manager shall be available after normal hours to serve as the central point of contact for Contractor operations. Contractor personnel shall not be scheduled for overtime work.

2.1.4.2 Installation Closures.

When an unforeseen Installation closure occurs on a regularly scheduled day of work, the Contractor shall reschedule the work to be performed the next business day following the closure unless the following day is a Saturday, Sunday, a recognized Federal Holiday, and when routine work is not scheduled for that day.

2.1.4.3 Inclement Weather Delay. If the Contractor determines unsafe weather condi-tions for continued operations, then the Contractor shall notify the KO if inclement weather suspends operations within 2 hours. The Contractor shall resume operations with KO/COR approval.

2.1.4.4 Curtailment of Operations. When operations are curtailed due to manmade or natural conditions on a working day, it may be necessary for the KO/COR to interrupt that day’s work under this contract. The Contractor shall reschedule the work on any day ac-ceptable to the Government. If the KO agrees, the Contractor may continue the work as scheduled. The KO will provide verbal announcements of immediate curtailment of oper-ations to the Contractor.

2.1.4.5 Days of No Scheduled Activities (DONSA). The Installation has historically granted Military personnel (Enlisted and Officers) DONSA, for example, the Friday after Thanksgiving, in addition to the listed Federal Holidays above.

• DONSA are not considered a day of excused absence for the Government civilian work force or Contractor employees.

• If a DONSA affects scheduled contract work or access to facilities, the work in affected facilities may be rescheduled to compensate for the DONSA.

• However, announced DONSA or exodus of Military personnel may provide the Contractor with an opportunity for unrestricted access to facilities and areas or uninterrupted performance of work (i.e., training facility and area maintenance and supply inventories).

The Contractor shall vary work schedules to take full advantage of such opportunities by planning maintenance that is better accomplished when personnel are not using facilities during those times.

2.1.5 Travel/Temporary Duty. N/A

2.1.6 Emergency Services.

2.1.6.1 Emergency Medical Treatment. The Contractor or their employees shall imme-diately notify their supervisor of any accident requiring emergency medical treatment.

The Contractor shall notify the KO or 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. The Government has no capability to render care on an emergency basis, medical services for injuries incurred while an employee is performing under the contract. The nearest emergency facility to this site is located at:

Franz-Hospital Dülmen (Christophorus-Kliniken GmbH) Vollenstraße 10, 48249 Dülmen.

2.1.6.2 Accident Reporting. The Contractor shall comply with FAR 52.236-13, Acci-dent Prevention (November 1991), the references contained therein (e.g. U.S. Army

Corps of Engineers Safety and Health Requirements Manual (EM 385-1-1)), and appli-cable Host Nation Safety Laws and Regulations. The requirements under FAR 52.236- 13 and specifically of the EM 385-1-1 include, but are not limited to the following:

(a) Before initiation of work at the job site, an Accident Prevention Plan, shall be written by the Contractor for the specific work and hazards of the contract and implementing in detail the pertinent requirements of EM 385-1-1; will be reviewed for acceptance by des-ignated Government personnel (Deliverable #6). Specific requirements for development of the Accident Prevention Plan are found in 01.A and Appendix A of EM 385-1-1. EM 385-1-1 is available online at www.usace.army.mil.

(b) Before beginning each activity involving a type of work presenting hazards not expe-rienced in previous project operations or where a new work crew or subcontractor is to perform work, activity hazard analysis (AHA) shall be prepared by the Contractor per-forming the work activity (See paragraph 01.a.09 of EM 385-1-1).

(c) The Contractor shall require subcontractors to submit their plan of operations showing methods they propose to use in accomplishing major phases of work.

(d) The Contractor shall discuss the plans in conferences convened by the Contracting Officer prior to starting work on each major phase of operation. Plans shall include all pertinent information such as layout of haul roads, access roads, storage areas, electrical distribution lines, methods of providing minimum exposure to overhead loads, and meth-ods of access to work areas. The plan for accomplishing the initial work phase shall be submitted within fifteen (15) calendar days after award of the contract. Plans for subse-quent major phases of work shall be submitted no later than fifteen (15) calendar days prior to initiation of work on each major phase.

(e) In all areas where operation, demolition, alteration, building, or similar related activities take place, the Contractor shall have the following minimum personal protective clothing and equipment requirements in place for any person working on or visiting the site:

(i) Short sleeve shirt.

(ii) Long trousers.

(iii) Steel-toed safety boots.

(iv) Hard hat.

2.1.6.2.1 In addition to other requirements for accident prevention specified in this con-tract, the Contractor shall comply with all Federal and State requirements governing safety and health protection on operation sites and other applicable occupational safety codes. In particular, within the requirements of the German Safety and Health Protection Regulation for operation sites, Baustellenverordnung (BaustellV) (current version in ef-fect), the Contractor shall coordinate all work at the site, including development of plans and providing advance notices. The Contractor shall indicate its plan for compliance con-sidering conditions of the work described by the design, technical proposal, operational activities of the Government or others in the area of the work, iden-tification of the coordinator, and implementation of all other accident prevention provisions of this contract. For the compliance with host nation laws and regulations, the Contractor shall comply with the non-exclusive list of duties described in this paragraph. If the Con-tractor determines that additional activities are required to fully comply, the Contractor shall ensure that compliance with the laws is complete. The duties include:

(a) Conditions of operational activities to be considered include but are not lim-ited to:

(i) For all operation activities meeting the following criteria: the work is scheduled to last longer than 30 working days and more than 20 workers are occupied simultaneously, or the volume of work is scheduled to exceed 500 person days, or the work presents particular tasks, e.g. excavations deeper than 5 meters, falls from a height of greater than 7 meters, exposures to hazardous chemical or biological substances, work at less than 5 meters from high voltage lines, underground earth works or tunnels, danger of drowning, diving, use of compressed air, work with ionizing radiation, explosives, or work involving assembly or dismantling of heavy prefabricated components (10 tons or greater).

(b) If the Contractor determines that the BaustellV, dated 10 June 1998, ap-plies, the Contractor shall prepare a Safety and Health Protection Plan (SIGE) as required under that regulation. The SIGE shall be submitted two weeks prior to mobilization. In addition, the Contractor shall appoint a qualified Safety Coordinator who will ensure that safety measures are implemented during operation. The Safety Coordinator must meet minimum training and experience requirements required under Host Nation laws.

(c) The SIGE will be written in a comprehensive form and explained in language the workers understand and shall contain the following minimum information:

(i) Maintenance of tools and equipment.

(ii) Provisions for the storage and disposal of materials and waste, particular hazardous materials and substances.

(iii) Modifying performance periods for such work, taking into consideration the site conditions.

(iv) Organizing cooperation between different employers and Contractors without employees.

(v) Interaction between work at the site and other operational activities in the area, on which or near which the first identified work will be performed, and taking into consideration the instructions and advice of the coordinator as well as safety and health plans.

2.1.6.2.1 A mishap is any unplanned, undesired event that occurs during the course of work being performed. The term “mishap” includes accidents, incidents and near misses.

The Contractor shall notify the COR of any mishap via verbal communications, text or email immediately. The Contractor shall complete and provide mishap notifications re-quired by host nation authorities and will provide completed ENG Form 3394 to the Con-tracting Officer via the COR within 24 hours (Deliverable #7) after notification from the affected employee. ENG Form 3394 is available at the following website:

https://www.swf.usace.army.mil/Por-tals/47/docs/Safety/Eng_Form_3394_2021Aug_1.pdf?ver=SwGJnG_w6HYlcXNTuS2U 5Q%3D%3D

2.1.7 Contract Administration and Management.

2.1.7.1 Post Award Conference/Performance Evaluation Meetings. The Contractor shall attend the post award conference convened by the contracting activity or contract admin-istration office IAW FAR Subpart 42.5, Post-award Orientation. The KO and COR/ACOR will meet quarterly with the Contractor to review the Contractor's performance. Written minutes of meetings will be recorded by the Government/Contractor and signed by both the Project Manager and the KO. The written minutes will be distributed within five (5) calendar days after the meeting. If the Contractor does not concur with any portion of the minutes, recorded by the Government, the non-concurrence shall be provided in writing to the KO within two (2) calendar days following receipt of the minutes (Deliverable #18).

2.1.7.2 Notwithstanding the Contractor’s responsibility for total management during the performance of this contract, the administration of the contract requires maximum coor-dination and cooperation between the Government and the Contractor.

2.1.7.3 The following provides the roles and their respective authority during the perfor-mance of the contract:

2.1.7.3.1 Contracting Officer (KO). The KO is the only person authorized to direct changes in any of the requirements under this contract, and, notwithstanding any provi-sions 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 shall be considered to have been made without authority and solely at the risk of the Contractor. All contract administration will be affected by the KO. Com-munications pertaining to contractual administrative matters shall be addressed to the KO. No changes in or deviation from the terms and conditions shall be affected, 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.

2.1.7.3.2 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 Acqui-sitions. Other surveillance personnel may be designated as COR or Alternate Contracting Officer’s Representative (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 Alternate Contracting Officer Representative (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 prob-lems, conflicts in priority, subtask requirement definitions, and other operations type prob-lems. The COR/ACOR will perform IAW the responsibilities and duties identified in the appointment letter.

2.1.7.3.2.1 COR Authority. A letter of designation will be issued to the COR/ACOR by the KO. A copy of the letter will be sent to the Contractor. The letter of designation states the responsibilities and limitations of the COR/ACOR, especially with regard to changes in cost, price estimates, or changes in delivery dates. The COR/ACOR is not authorized to change any of the terms and conditions with regard to cost, quantity, or schedule of the resulting order.

2.1.7.3.3. The Contractor shall not in any way represent the United States (U.S.) Govern-ment, or that it has the authority to contract or procure supplies for the account of the United States of America (USA).

2.1.8 COR/ACOR Functions. The COR/ACOR monitors all technical aspects of the contract and assists in contract administration. The COR/ACOR is authorized to perform the following functions: assure the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; main-tain 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 defi-ciencies; coordinate availability of Government-Furnished Property, and coordinate site entry of Contractor personnel.

2.1.9 Quality Control (QC). . The Contractor shall develop and maintain a QCP to ensure services are performed IAW this PWS. The Contractor shall develop and implement pro-cedures to identify, prevent, and ensure non-recurrence of defective services. The Con-tractor's QCP is the means by which it assures that the work provided complies with the requirements of the contract.

The Contractor’s Proposed QCP shall be submitted to the Contracting Officer (KO) through the Contracting Officer’s Representative (COR) for review within ten (10) days after date of contract award (Deliverable #1)

The Government will review and either notify the Contractor in writing of acceptance of the plan or return their comments to the Contractor within ten days. If the Government has provided comments, the Contractor shall then have three (3) days) to submit a Final QCP. After receipt of the Final QCP, the Contractor may receive the Contracting Officer’s acceptance in writing. Any proposed changes to the accepted QCP are required to be resubmitted for acceptance by the Contracting Officer no later than thirty 30 days prior to the anticipated change and before implementation by the Contractor. The timeline noted above will apply for review and acceptance for proposed changes. At a minimum, the QCP must include and answer the following to be acceptable:

a. A chart showing the organizational structure and lines of authority, the names, qualifi-cations, duties, responsibilities, and classification of each member of the Contractor's Quality Control Team.

b. How will the Contractor monitor work to ensure that performance complies with all de-liverables (etc. timelines, deadlines, and goals)?

c. How will the Contractor monitor work to ensure that performance complies with all specifications and requirements of the contract, including clauses?

d. How will the Contractor monitor and ensure staff qualifications remain current and valid including DOCPER processes/approvals throughout contract performance?

e. How will the Contractor ensure all keys issued will remain controlled items (Paragraph

1.7 Key Control)?

f. How will the Contractor inventory and track maintenance of all Government Provided Equipment / Materials?

g. How will the Contractor identify, investigate, and correct any non-conforming perfor-mance and prevent similar deficiencies in the future?

h. How will the Contractor file and save all Quality Control related documents for the life of the contract plus 5 years?

2.1.9.1 The Contractor shall inform the COR of issues or potential issues that might affect the performance within four (4) hours of identifying those issues. Verbal reports shall be followed up by written reports within one (1) day. (Deliverable # 2)

2.1.10 Subcontract Management. N/A

2.1.11 Contractor Employees.

2.1.11.1 Key Personnel. The following personnel are considered key personnel by the Government: Contract Manager/Alternate Contract Manager. The Contractor shall pro-vide a Contract Manager who shall be responsible for the performance of the work. The name of this person and an Alternate Contract Manager, who shall act for the Contractor when the Contract Manager is absent, along with a Curriculum Vitae (CV) for each of these individuals, shall be provided in writing to the Contracting Officer no later than no later than five (5) days after contract award (Deliverable #7). The Contract Manager and Alternate Contract Manager shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. The Contract Manager or Alternate Contract Manager shall be available between 0700-1600 (Monday through Fri-day in accordance with paragraph 1.5.4.3, and shall provide an after-hours contact num-ber for emergency responses identified in paragraph 5.2.2. Qualifications for all key per-sonnel are listed below:

2.1.11.1.1 Contract Manager and Alternate Contract Manager: The Contract Manager and Alternate Contract Manager shall be able to read, write, and speak, the English lan-guage. In addition, they shall have within the past ten (10) years, three (3) years’ experi-ence working as a Contract / Project manager consisting of a minimum of two (2) years manager and/or supervisory experience in managing facility/equipment maintenance and repair contracts The Contract Manager position shall at no time be vacant. The Contract

Manager shall be available between 0700 - 1600 hours, Monday through Friday except Federal holidays or when the Government facility is closed for administrative reasons.

The Contract Manager and any individuals designated as key personnel shall be able to understand, speak, read, and write the English language.

2.1.11.1.2 Special Certifications (Contractor/Subcontractor firm and employees): The Contractor/subcontractor firm and employees shall be fully certified, trained and meet all German standards pertaining to facilities, equipment, maintenance and repairs. The Con-tract Manager shall ensure all technicians are certified in their respective areas of re-sponsibilities i.e. (electricians, plumbers, roofers, carpentry, mechanical, painters, ma-sonry, structural, etc.) IAW all applicable German laws and regulations. All contrac-tor/subcontractor personnel performing the required services shall possess at least the below listed valid certifications, or equivalent valid certifications approved by the desig-nated German Authority (as applicable).

2.1.11.1.2.1 For contractor and/or subcontractor employees: Master (Meister) in the cat-egory of the applicable “Tradesman” certification field. The certifications required for each specific task of this contract identified in the Part 5 of the PWS are required prior to work start. The Technicians shall possess working knowledge of the English language or the primary contractor shall provide a translator.

2.1.11.1.2.2 The Contract Manger/Alternate shall validate contractors/subcontractors are registered within the Head Quarters (HQ) Chamber of Crafts to meet the applicable “Meis-ter” certifications requirements IAW the German legislation – The Trade and Crafts Code (Handwerksordnung) and maintain all required certificates required to perform tasks out-lined in this PWS, and provide them to the Contracting Officer upon request.

2.1.11.1.3 GFEBS Certification. N/A

2.1.11.1.4 Common Access Card (CAC). N/A

2.1.11.1.5 U.S. Residency. N/A

2.1.11.1.6 Qualification Standards. The Contractor shall inspect, repair, and maintain systems and components associated with facilities listed in real property records as re-quired throughout this contract utilizing properly trained, skilled, and qualified employees or Sub-contractor personnel.

2.1.11.1.7 Contractor Identification. The Contractor shall ensure all personnel be iden-tified as a Contractor to distinguish themselves (e.g., badge, company logo, or uniform) from Government employees. The Contractor shall ensure all correspondence and re-ports produced are marked as Contractor products or that Contractor participation is dis-closed.

2.1.11.1.8 Standards of Conduct. Contractor personnel’s conduct shall not reflect dis-credit upon the Government. The Contractor shall ensure all personnel present a profes-sional appearance while working on the Government Installation. The Contractor’s em-ployees 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 em-ployees, 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.

2.1.11.1.9 Contractor Hiring Restrictions. The Contractor shall not hire or sub-contract with off duty or former Government employees whose employment would result in a con-flict with Joint Ethics Regulation (JER) DoD 5500.07-R.

2.1.12 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 within 5 days or at a mutually agreed upon date. The Contractor shall ensure customer satis-faction and professional and ethical behavior of all Contractor personnel.

2.1.13 Manual Operations. N/A

2.2 Work Management.

2.2.1 Coordination. The Contractor shall schedule and coordinate with the COR/ACOR to minimize disruptions to the facility mission. All correspondence shall be submitted within the established suspense dates. All extensions, releases, or other re-lief of suspense requirements shall be obtained from the originating office by the Con-tractor.

2.2.2 General Fund Enterprise Business System (GFEBS): N/A

2.2.2.1 Army Maintenance Application (ArMA): N/A

2.2.2.1.1 Contingency Plan: N/A

2.2.2.1.2 Transition (Phase-in) Plan: The Contractor shall include in the Transition (Phase-in) Plan in the transition of the operations.

2.2.2.1.3 ArMA and GFEBS: N/A

2.2.2.1.4 Duplicate Orders. N/A

2.2.3 Demand Maintenance Orders (DMOs). Demand Maintenance Order (DMO): Non-recurring maintenance or unscheduled repair. Work required to preserve and sustain a real property facility or its components due to unforeseen occurrences. The work is cor-rective in nature and not generally used for recurring tasks. Unscheduled maintenance is performed through the issuance of DMO. The purpose of a DMO is to provide the Gov-ernment with a means of remedying unplanned / unscheduled work occurring outside of the normal recurring work. The Contractor and Government shall utilize DMOs to accom-plish all unplanned / unscheduled work at the discretion of the COR. The Government shall combine multiple repair requirements received for the same trade in the same build-ing or structure at the same time into one DMO, as long as the hourly threshold is not exceeded. A DMO may involve multiple crafts such as both electrical and carpentry work and more than one related task at a common work site.

2.2.3.1 Upon receipt of a DMO, the Contractor shall provide an informal estimate of labor work-hours and materials cost of the repair prior to starting work. If the estimated labor is expected to exceed 32 onsite work-hours, completion of the repair must be approved, in writing, by DPW. If a DMO is expected to exceed 32 hours of labor the contractor shall notify the COR/KO and not proceed until further guidance is given.

2.2.3.2 Prior to replacing any part the Contractor, provide a full estimate of repair/replace-ment for consideration prior beginning any work. Individual parts costing over €2,400 to repair/replace must be completed by obtaining at least three (3) quotes. These quotes will be provided to the Contracting Officer via the COR, commencement of work is subject to approval by the Contracting Officer prior to beginning work. (Deliverable #13).

2.2.3.1 DMO Performance Requirements. There are 3 priorities for DMOs. They are clas-sified in AR 420-1 as Emergency, Urgent, or Routine. The Government will determine DMO types and priorities according to set criteria and reserves the right to reclassify DMO priorities as it deems necessary. When notified by the COR, the contractor shall respond to DMOs and complete maintenance repairs in accordance with the categorized DMO:

CATEGORY DEFINITION EXAMPLE TIMELINE

REQUIREMENT

Routine / Priority 3

For work that does not meet the criteria of emergency/crit-ical or urgent priority. They are utilized to correct situa-tions that are productivity in-hibitors that, if left uncor-rected, will cause measura-ble discomfort or inconven-ience to the customer or

Examples include, but are not limited to: drip-ping faucets, cracked window glass, repairs to door and window hard-ware and screening, re-placement of broken or missing tiles, minor roof leaks, minor repairs to

These DMOs are to be completed within thirty (30) calendar days of receipt.

waste resources or create the need for additional minor repairs.

mechanical equipment, air conditioning, etc.

Urgent / Priority 2

Failure in service does not immediately endanger per-sonnel or property, but would soon inconvenience or affect the security, health, or well-being of personnel.

Examples include, but are not limited to: unstop-ping a sink drain where there are backup sinks, replacing overhead office lighting that significantly inhibits productivity, and unscheduled fuel deliver-ies, etc.

These DMOs are to be completed within seven (7) calendar days from receipt, un-less reduced to a Priority 3.

Emergency/Critical / Pri-ority 1

Immediate action is required to eliminate life threatening or serious injury hazards to personnel

Examples include, but are not limited to: Gas, oil, and steam leaks, wa-ter or sewage line breaks, Building floods, Safe and Secure Alarms/Doors, Sewage backing up into building, Total power outage in a building, Downed high voltage power line, Loss of heat during periods of cold weather, Locksmith-ing, damages from Natu-ral Disasters.

Responded to as soon as possible and NLT one (1) hour after the re-quest. Emer-gency/Critical DMOs are com-pleted within twenty-four (24) hours of the re-quest, unless the urgency of the work has been re-duced to a Priority 2 or 3.

2.2.3.1 DMO Desk. N/A

2.2.3.2 DMO Call Receipt and Entry. N/A

2.2.3.3 GFEBS and/or ArMA Case Number. N/A

2.2.3.4 Completed Work. N/A.

2.2.4 Preventive Maintenance Orders (PMOs). Routine, recurring sustainment work per-formed on all real property facilities (RPF). PM is systematic inspection, testing, cleaning, adjusting, realignment, lubrication/greasing of all parts, calibration, tightening screws and bolts, refilling of all refrigerants and lubricants, replacing parts such as bearings, belts, gauges, bulbs, servicing of equipment, utility plants and systems, buildings, structures, and grounds facilities performed to detect and correct incipient failures and accomplishing minor maintenance in accordance with manufacturer’s instructions, accepted industry standards and the PWS. Preventative maintenance (PM) is executed by a Preventive Maintenance Order (PMO) in support of a preventive maintenance plan intended to keep affected systems, facilities and equipment in good working order.

2.2.4.1 PM Plan: The Contractor, in coordination with the Government, shall develop a comprehensive PM plan for facilities, property, installed equipment, infrastructure and utilities identified in this PWS, IAW AR 420-1 and U.S. Army Corps of Engineers, Tech-nical Manual (TM) 5-610, Preventive Maintenance, Facilities Engineering Buildings and Structures (1979). The contractor shall submit a PM Plan electronically to the COR with a proposed plan for equipment covered under the contract for the entire performance period no later than twenty (20) days after contract performance date. Within ten (10) days after submission of the proposed schedule, the COR shall approve or disapprove the proposed schedule.