DRAFT PWS America Samoa Building Maintenance.pdf

Performance Work Statement

1.0 GENERAL SCOPE

1.1 Background. Unless otherwise specified herein, the contractor shall furnish all, labor, equipment, tools, supervision, transportation and any other items or services necessary to provide for the monthly preventive maintenance and subsequent repair of buildings and structures including related systems and equipment as defined in this performance work statement. Additional services not specified in this contract may be required to address other building maintenance and repair-related services and will be considered in scope for purposes of adding by modification later. Any major (not addressed elsewhere in the PWS) Weather, Disaster or Emergency Recovery or Repair would be considered an additional service.

1.1.1 Service areas include CBOC, Photovoltaic (PV) structure and PV system located at the VA Pacific Islands Health Care System, Pago Pago, American Samoa (a.k.a. the FACILITY). The total area is approximately 28,288 sf.

1.1.1.A Period of Performance:

July 1, 2026, to June 30, 2027 (Base Year) with 2 subsequent option years.

1.1.2 Contractor Expertise and Experience.

The VA Pacific Islands Health Care System seeks general building contractors with demonstrated expertise and experience within the categories of services below:

1.1.2.1 General Preventative Maintenance & Repairs for building and related systems – ranging from preventive maintenance such as inspection of parts to component replacement.

1.1.2.2 Masonry and Carpentry - ranging from maintenance such as repairing sections of wall elements, flooring systems, ceiling systems, windows and glazing systems, metal roof systems, to a project such as new wall construction or new room and roof construction.

1.1.2.3 Plumbing - ranging from maintenance on the domestic cold-water supply pipeline, hot-water supply system, replace faucet fixture or isolation valve, changing pipes to a project such as bathroom remodel.

1.1.2.4 Electrical - ranging from maintenance such as replacing light switches, changing light bulbs/ fluorescent tubes, to projects such as installing an electrical panel or re-wiring a house.

1.1.2.5 Heat Ventilation and Air Conditioning - ranging from maintenance such as cleaning air supply and exhaust registers and servicing refrigerant hose lines, repairing sheet metal ducts, to projects such as the installation of a full HVAC system

1.1.2.6 Security and Emergency – ranging from cleaning and replacing door locks, programming cypher locks, replacing smoke detectors, programming fire alarm panel to projects installing a new workable fire notification system.

1.1.2.7 Solar Photovoltaic System – ranging from maintenance such as cleaning the solar panel modules, troubleshooting problems, replacing controls, to projects installing new solar PV system.

1.2 Monthly preventive maintenance and repair services shall include but not be limited to the following:

(A) Carpentry (40 hours a month)

1. VCT floor tile and ceramic floor tile

2. Vinyl sheet floor

3. Porcelain floor tile

4. Rubber base board

5. Gypsum wallboards include metal stud

6. Acoustic ceiling tile and grid system 7 Concrete solid ceiling

8. Gypsum wallboard solid ceiling

9. Vinyl or metal corner guards

10. Wall guards

11. Trim molding

12. Window aluminum frame and glazing

13. Metal standup seam roof

14. Galvanized metal gutters

15. Cabinets

16. Hollow metal door and frame with hardware

17. Hollow metal door and solid core wood door with hardware

18. Metal laminate partitions

19. Signage - interior and exterior

20. Entrance automatic door opening/ closure. Note: New sliding glass door installed January 2022. Door maintenance must be completed by a certified / factory-trained technical to complete the PM. Door Brand / Model: Stanley / Dura-Storm 3000

21. Door hardware

22. Structural steel

23. Light gauge steel framing

(B) Concrete and Masonry (hours included in Section A – Carpentry)

1. Interior concrete floors

2. Exterior concrete pavement

3. Interior and exterior Concrete Masonry Units(CMU) walls

4. Exterior insulation finish system (EIFS) on exterior walls

(C) Plumbing (40 hours a month)

1. Water heater – including valves, thermostat, piping

2. Lavatory sinks including isolation valves, piping, fixtures, sink

3. Water closets (toilet) including fixture, valves, piping

4. Urinals including valve, piping and parts

5. Shower including valves, washers, pipe fixture

6. Drinking foundation – faucet, parts and compressor

7. Domestic waterlines including pipes, valves, fittings

8. Domestic hot water line supply and return including pipes, valves, fittings, insulation

(D) Electrical (32 hours a month)

1. Incoming service connection including power feeder lines

2. Electrical panels including conductors, lugs and circuit breakers and panels

3. Wall outlets

4. Light fixtures and light switches

5. Lamps and appliances

(E) Heat Ventilation and Air Conditioning (80 hours a month)

1. Monthly servicing of the split air conditioning units and window air conditioning – evaporator, condenser and compressor including parts and piping.

2. Exhaust registers

3. Duct lines

4. Air filters.

5. Air supply registers

6. Disconnect switches

7. HVAC fans – Centrifugal and Roof power ventilator

8. Direct Outside Air System (DOAS) Lab Area

(F) Security and Emergency (20 hours a month)

1. Pull alarm station

2. Door locks

3. Entrance automatic door closure

4. Fire extinguishers

5. Fire alarm and horn

6. Fire alarm panel

7. Cypher door lock

(G) Solar Photovoltaic (PV) System – Both locations. The carport mounted system and roof mounted system (20 hours a month)

1. The metering system

2. Solar pane modules

3. Inverter

4. Transformer

5. Batteries

6. Conduits

1.3 All supplies and materials shall be of the type and quality that conform to applicable Federal specifications and standards and, to the extent feasible and reasonable. The performance of work described herein is subject to the approval of the COR.

1.4 The contractor must submit to the COR a list indicating the name of the manufacturer, the brand name, and the intended use of each of the materials proposed for use in the performance of its work. The supplies and materials needed for the repairs will be purchased using Government Purchase Card (GPC) or a separate contract.

1.5 The contractor shall not use any materials, chemicals, or compounds which the COR determines would be unsuitable for the intended purpose or harmful to the surfaces to which applied.

1.6 The contractor should utilize products and material made from bio-based materials (e.g., bio-based insulation) to the maximum extent possible without jeopardizing the intended end use or detracting from the overall quality delivered to the end user.

1.7 The contractor shall perform service call work, recurring work, and preventive maintenance. See Paragraphs 1.2 and 1.13 for additional details.

1.8 The contractor shall receive all service call requests directly from the designated building officials and other authorized Government representatives. Calls shall be classified by the contractor as emergencies, urgent, or routine. The contractor shall respond accordingly to emergency and urgent calls. A written log shall be maintained of all service calls received; a description of the problem or requested work, date and time received facility/building name and number, ands caller’s name/telephone number shall be recorded for each call. The contractor shall plan and schedule work to ensure material, labor, and equipment are available to complete work requirements with regards to established time limits and quality standards. Verbal scheduling and status reports should be provided when requested by the COR.

1.8.1 Estimated Monthly Service Calls: Emergency (2), Urgent (2), Routine (10)

1.9 Emergency service calls will be classified as emergency at the discretion of the COR. Generally, emergency calls consist of correcting failures that constitute an immediate danger to personnel; threaten to damage property or threaten to disrupt activity operations. Urgent service calls will be classified as urgent at the discretion of the COR. Generally, urgent calls consist of providing services or correcting failures which do not immediately threaten personnel, property, or activity missions, but will soon inconvenience and/or affect the health or well-being of personnel, and lead to property damage. Routine service calls will be classified as routine when the work does not qualify as an emergency or urgent call.

1.10 The contractor shall maintain procedures to receive and respond to emergency service requests seven days a week, including weekends and holidays, and must provide an on-call response within two hours for all emergency calls, regardless of time or day. This work shall be continuous 24 hours a day, 7 days a week until completed, unless approved by the COR. The contractor must be on the job site and working within 2 hours after receiving an emergency service call. The contractor shall work without interruption and shall correct, remedy, or take other action as required to contain the emergency service call before departing the job site.

1.11 The Contractor shall have procedures for receiving and responding to urgent service calls within one hour after receipt of an urgent service call received during regular working hours, and within 2 hours for urgent calls received after regular working hours, on weekends, or holidays.

1.12 All routine service calls shall be completed within 5 working days after receiving receipt. Routine calls shall be normally accomplished during regular working hours, Monday through Friday.

1.13 Recurring work includes preventive maintenance (PM) and start-up/shutdown of systems. Contractor to provide maintenance check sheets to the VA for review and approval. Maintenance check sheets shall be based on manufacturer’s recommendations for operation and maintenance of the equipment currently installed and any new equipment installed at a later date. System should include cooling, electrical, fire alarm and security equipment such as cameras and lighting. The contractor shall maintain sufficient parts, materials, and equipment on hand to perform all recurring work as specified. Preventive maintenance consists primarily of inspection, lubrication, calibration, adjustment, and minor part and component replacement (e.g., filter, belts, fluids, oil, and grease) as required to minimize malfunction, breakdown, and deterioration of equipment; and the identification of and/or performance of any repairs required to ensure the equipment is operating per manufacturer’s standards. The contractor shall complete all identified repairs and provide all necessary services, parts, and materials as part of the PM.

1.14 The Contractor shall submit a detailed PM schedule to the COR for approval at least 15 calendar days prior to the start date of the contract. The schedule shall cover the entire term of the contract and include for each system/piece of equipment and PM listed herein, the facility/building number, the work to be performed (e.g., semiannual PM), and the week of the month the PM will be performed. Noted in 1.2 (A through G)

1.15 The contractor shall arrange work so as not to cause interference with normal occurrence of Government business / patient care. In those cases where some interference is unavoidable, the Contractor must make every effort to minimize the impact of the interference and its effects.

1.16 Other contractors may be engaged in work in support of the facilities/buildings.

The Contractor for this contract shall coordinate and cooperate with all other Contractors to avoid conflicts in work schedules and performance. In the event of conflicts that cannot be satisfactorily resolved, the matter shall be referred to the Contracting Officer for a decision.

1.17 The contractor shall furnish in writing to the COR the names of all contractor personnel not later than (NLT) the contract pre-performance conference. The COR shall immediately be notified in writing whenever changes are made.

1.18 The contractor shall comply with Federal drug-free workplace and work force requirements IAW the Federal Acquisition Regulations.

1.19 The contractor personnel shall present a neat appearance and be easily recognized. Waivers or exceptions for office personnel must be accepted by the COR.

1.20 Some classifications of work may require special protective clothing; coveralls, aprons, masks, face shields, reflective vests, back supports, gloves, and steel-toed safety shoes/boots IAW the regulations covering the job descriptions. The contractor shall be responsible for identifying those job classifications requiring protection equipment IAW OSHA standards.

2.0 REQUIRED SUBMITTALS AND REPORTS

2.1 The Contractor shall maintain management, operation, and maintenance records and prepare management, operation, and maintenance reports. Within thirty (30) days of contract award, the Contractor shall establish a separate history file for each facility/building. Each file shall contain a listing of all equipment by nomenclature and manufacturer’s model number, as well as all manufacturer’s literature, brochures, and pamphlets; maintenance, operator, and parts list manuals; warranty information; a copy of all completed Service Call Work Forms; Preventive Maintenance inspection checklists and forms; and any other information relevant to work performed during the term of the contract. Facility/building files shall be made available for review when requested by the COR and turned over to the Contracting Officer within five calendar days after contract completion.

2.2 The Contractor shall develop a Maintenance and Repair Plan that will be reviewed and updated annually, and as required by the Contracting Officer. The Plan must contain and define the following elements:

2.2.1 The Contractor’s written policy stating its commitment to the use of bio-based products, employee health and safety, and sound environmental management practices.

2.2.2 The product attributes for the proposed product brands in each of the above categories must be summarized. Once this list of products has been approved by the Contracting Officer, the Contractor is responsible for using only those approved products. If for some reason the product is found later to be ineffective, or the Contractor would otherwise like to propose an alternative product, either the Contractor or Contracting Officer may propose for consideration an “equal” product. The Contracting Officer is the final decision-maker for such substitutions and must approve each in writing.

2.2.3 The contractor shall define proper procedures for the storage of hazardous materials in conformance with good housekeeping practices, the National Fire Prevention Association (NFPA) Code, and applicable federal and municipal regulations.

The Plan also must define proper procedures for the identification and disposal of hazardous wastes in accordance with Federal RCRA regulations and the District of Columbia Municipal Regulations (DCMR), Title 20, Subpart E. prior to use with personnel.

2.2.4 The contractor shall maintain strict control of all documents.

3.0 QUALITY CONTROL PROGRAM

3.1 The contractor shall institute and maintain a complete quality-control program to ensure that the requirements of this contract are provided, as specified. The overall goal of the program should be to identify and correct any problems that may exist before they are identified by or reported to the COR and/or the building-management staff. As a minimum, the program shall include:

3.1.1 An inspection system covering all the services required with a comprehensive checklist to be used to inspect contract performance during scheduled and unscheduled inspections, and the name(s) of the individuals who will be performing the inspections.

3.1.2 A system for identifying and correcting deficiencies and/or a pattern of deficiencies in the quality or quantity of services provided before the level of performance becomes unacceptable and/or Government inspectors point out the deficiencies.

3.1.3 A file of all inspections conducted by the Contractor and corrective actions taken.

This should include follow-up inspections to ensure that corrective action was appropriate, complete, and timely. This documentation shall be organized in a logical manner, kept current, and made available to the COR and the Contracting Officer during the term of the contract.

3.2. Not later than 30 days prior to contract start date of the contract, the contractor shall establish procedures to ensure one-called personnel shall report for duty within 60 minutes of notification. The contractor shall furnish an on-call contact listing. This listing shall be updated to ensure personnel are available continuously throughout the contract period.

4.0 QUALITY ASSURANCE

4.1 The Government shall evaluate the contractor's performance under this contract. All surveillance observations shall be recorded by the Government. When an observation indicates defective performance, the COR shall request the contractor's representative initial the observation.

4.2 Government verification inspections of services shall not constitute acceptance, nor replace the contractor inspection or in any way relieve the contractor of any responsibility to take all actions necessary to assure highest quality of service rendered.

4.3 The contractor may be required to meet at least weekly with the COR during the first month of the contract. Meetings shall be as often as necessary thereafter as determined by the COR.

4.4. The contractor shall maintain a current listing of employees. The list shall include employees’ name, social security number, and level of security clearance. The list shall be validated and signed by the Contractor and provided to the COR. Updated listings shall be provided when an employee’s status or information changes.

5.0. OPERATING HOURS

5.1 Operating hours shall meet mission requirements.

5.2. Maintenance normal hours of operation shall be continuously from 0630 to 1700 hours daily, Monday through Friday.

5.3. Recognized Holidays. Except for work categorized as emergency, the contractor is not required to provide all services on the federal holidays below:

New Year’s Day Martin Luther King Jr.’s Birthday President’s Day Memorial Day Juneteenth Independence Day Labor Day Columbus Day Veteran’s Day Thanksgiving Day Christmas Day

NOTE: Any of the above holidays falling on a Saturday or Sunday shall be observed on the date designated by the Federal Government.

5.4 Upon notification by the COR, the contractor shall provide services to support weekend/holiday training schedule.

6.0 SAFETY AND ACCIDENT PREVENTION:

6.1. The contractor shall formulate and submit, within 30 days after the conditional contract award date, a written safety and health plan for acceptance by the Government. The written plan shall include details of the contractor's safety organization, responsibilities, method of implementation, and how hazards and deficiencies shall be identified and corrected. It shall detail employees’ responsibilities for: protection of Government property and safety of others, employees’ responsibilities for reporting all mishaps, and establish procedures for reporting or correcting unsafe conditions, hazards, or practices. The plan shall also contain mishap notification and reporting procedures. The contractor shall have a central POC for safety and health related issues. The POC shall be identified in writing to the COR.

6.2. The contractor should ensure employees have safety education when engaged in activities involving Government facilities, personnel, or equipment.

6.3 The contractor shall immediately notify COR of all accidents/incidents involving employee use of and/or damage/injury to facilities, equipment, or personnel.

6.4 The contractor shall require their personnel to wear safety shoes/boots IAW OSHA standards.

6.5 The contractor shall provide all required personal protection equipment, e.g.

respirators, hearing protection, eye protection, gloves, steel-toed boots, aprons, masks, face shields, reflective vests, etc. IAW OSHA standards.

7.0. ENVIRONMENTAL REQUIREMENTS

7.1 The contractor shall comply with all federal, state, and local environmental laws, policies and regulations to include but not limited to Resource Conservation and Recovery Act (RCRA), Safe Water Drinking Act (SWDA), the Clean Air Act (CAA), and Federal Facilities Compliance Act (FFCA).

7.2 The use, handling, storage, and disposal of all toxics, hazardous, special or radiological waste/materials shall be IAW all local, state, federal, and environmental regulations and procedures. Personnel shall be trained by the Government on proper procedures to include spill response and cleaning up.

7.3 The contractor shall provide a complete environmental plan to assure compliance with all environmental statutes and regulations. One copy of the plan shall be provided to the COR at the pre-performance conference as changes occur.

8.0 GOVERNMENT OBSERVATIONS

8.1 The COR shall be responsible for continuous observations of the contractor's performance under this contract. All observations of incomplete or defective performance, or safety and health standards violated shall be recorded. Written notices issued by the CO require the contractor to reply, in writing, to the CO within five workdays after receipt, explaining reasons for the existing conditions, the corrective action, and procedures taken to prevent recurrence.

9.0 PERFORMANCE REQUIREMENT STANDARDS

Performance Objective

Performance Standard

PWS

Para.

Performance Threshold

Method of Surveillance

#1 - Monthly Preventative Maintenance

See PWS Paragraphs 1.2,

1.7 and 1.13

1.2, 1.7, 1.13

Customer complaints should not exceed 5 per month

Random sampling of customers, customer complaints and observation

#2 Service Calls See PWS Paragraphs 1.8,

1.9 and 1.13

1.8, 1.9, 1.13

Customer complaints shall not exceed 2 per month

Random sampling of customers, customer complaints and observation

#3 - Submit timely and accurate invoices

Invoices should be received no later than 7 days from end of invoice period and not require major revisions

No more than two late or inaccurate invoices per year

100% inspection of submitted invoices

10. GOVERNMENT / CONTRACTOR RELATIONSHIP

10.1 The services to be delivered under this contract are non-personal services and the parties recognize and agree that no employer-employee relationship exists or will exist under the contract between the Government and the Contractor’s personnel. Therefore, it is in the best interest of the Government to provide both parties with a full understanding of their respective obligations.

10.2 The Contractor employees shall identify themselves as Contractor personnel by introducing themselves or being introduced as Contractor personnel and displaying distinguishable badges or other visible identification for meetings with Government personnel. In addition, Contractor personnel appropriately identify themselves as Contractor employees in telephone conversations and in formal and informal written correspondence.

10.3 Contractor personnel under this contract shall not engage in any of the inherently Governmental functions listed at FAR Subpart 7.5

11 COMPLAINTS / CUSTOMER SERVICE

12.1 The contractor shall notify the COR, in writing and within 24 hours of a complaints made by customers. The contractor may provide recommendations for improved services along with the complaints for the VA’s review. No recommendations shall be construed as being effective until and unless they are provided in writing by the Contracting Officer. In addition, the contractor shall report negative incidents and feedback to the COR and shall submit these negative incidents and feedback in writing within 24 hours of the occurrence. The contractor shall have no more than one occurrence per 90 days of not reporting within 24 hours.

RECORDS MANAGEMENT OBLIGATIONS

A. Applicability

This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

B. Definitions “Federal Record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

The term Federal record:

1. includes [Agency] records.

2. does not include personal materials.

3. applies to records created, received, or maintained by Contractors pursuant to their [Agency] contract.

4. may include deliverables and documentation associated with deliverables.

C. Requirements

The following standard Items relate to records generated in executing this contract and should be included in a typical contract where records could possibly be created, maintained or dispositioned:

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. [FACILITY] and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of [FACILITY] or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C.

2701.

In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to [FACILITY]. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to [FACILITY] control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and [FACILITY] guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with [FACILITY] policy.

8. The Contractor shall not create or maintain any records containing any non-public [FACILITY] information that are not specifically tied to or authorized by the contract.

9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

10. The [FACILITY] owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which [FACILITY] shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

[Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.]

D. Flowdown of requirements to Subcontractors

1. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same.

2. Violation by a subcontractor of any provision set forth in this clause will be attributed to the contractor.

1.1.2 Contractor Expertise and Experience.