Draft PWS - JBSA FSH Fire Suppression System - 2 September 2025.pdf

PERFORMANCE WORK STATEMENT

FOR

MAINTAINING

FIRE SUPPRESSION SYSTEMS

JOINT BASE SAN ANTONIO (JBSA) – FORT SAM HOUSTON (FSH),

CAMP BULLIS (CB), and SAN ANTONIO MILITARY MEDICAL

CENTER (SAMMC)

2 September 2025

1. DESCRIPTION OF SERVICES. The contractor shall provide all tools, materials, equipment, transportation, personnel, supervision, and all other items necessary to perform all operations in connection with the inspection, testing, recharging, maintenance, repairing of fire suppression systems in a manner that will ensure their serviceability and prevent deterioration in value or effectiveness. The contractor must be licensed by the State of Texas, and fully qualified to inspect and test all Fire Suppression Systems on JBSA- Ft Sam Houston, Camp Bullis, and San Antonio Military Medical Center SAMMC.

1.1 Maintenance and Repair Services - Fixed Fire Suppression Systems:

1.1.1 Semiannual Maintenance. The contractor shall perform overhaul semiannual maintenance twice a year in accordance with (IAW) the manufacturer’s specifications and current National Fire Protection Association (NFPA) standards for each type of fire suppression system. Semiannual maintenance shall be recorded on a record tag/metal decal, that indicates pass or fail, date of inspection, company name, and who conducted the inspection, which shall be affixed to the exterior of the extinguishing agent/cylinder/pull station. The contractor shall notify both Facility Manager and COR once the inspections have been completed. Fusible links shall be replaced during semiannual maintenance.

1.1.2. Hydrostatic Testing. The contractor shall recharge and hydrostatically test fire suppression systems as specified in the manufacturer’s specifications and the applicable NFPA standard for that system. Contractor shall coordinate with government COR at the beginning of each option period to ensure all systems requiring hydrostatic testing are identified at that time.

1.1.3. Halon 1301 Fire Suppression Systems. Contractor is required to perform maintenance and testing on halon 1301 fire suppression systems annually. However, contractor is not required to recharge these systems should they discharge. The Government will be responsible for the disposition of these systems should a discharge occur.

1.1.4. Clean Agent Fire Suppression Systems. Contractor is required to perform maintenance and testing on clean agent fire suppression systems as stated above in paragraphs 1.1.1 and 1.1.2 Contractor is required to recharge these systems should they discharge.

1.2. Emergency Services. When emergency services are required to prevent the facility from closing, the contractor will obtain a verbal authorization followed by a written approval from the JBSA-FSH 502 CES/CE5S COR prior to starting any repairs. The contractor shall respond at any time of the day or night when emergency services are required. Reimbursement for parts, materials and recharging will be covered under applicable CLINs. The contractor shall provide emergency services within three (3) hours upon notification by the CO or COR to repair or recharge damaged or discharged fire extinguishing systems to full operational condition as determined by the Government. The contractor is required to furnish the COR an itemized estimate list showing parts and material needed for any repair(s) after inspection of fire suppression systems, and prior to starting any repairs.

1.3. Replacement/Repair Costs - Fire Suppression Systems: The contractor shall be reimbursed for parts, materials and recharging at manufacturer’s published list price or cost on invoice from supplier, whichever is less, and when approved by the COR. The contractor is required to furnish the COR a proposal with itemized list of parts and material needed for repair(s) after inspection of fire suppression systems and prior to starting any repairs. Upon completion of review of proposal by the COR and CO, the contractor shall be given notice to proceed. Upon receiving notice to proceed contractor shall have ten (10) workdays to complete work. The COR shall be notified of any identified delays that will prevent reaching the (10) ten days completion requirement. The contractor shall provide parts that are new, or reconditioned that are equal to, or exceed the original manufacturer’s parts. Parts replaced remain the property of the Government, except where an exchange has been recognized and approved as resulting in a lower cost to the Government. Replaced parts shall be presented to the COR for validation prior to the submission of invoice(s).

1.4. Reports. The contractor and COR shall review the current inspection, test and maintenance schedule of all installed fire suppression systems included in this requirement.

The contractor shall submit a planned inspection, test, and maintenance work schedule of all installed fire suppression systems in this requirement to the COR for approval within five (5) calendar days prior to the first inspection date for each semiannual inspection. The contractor shall submit a documented report to the COR on all fire suppression systems inspections, tests and /or maintenance work, noting discrepancies, system impairments and recommendations, within five (5) calendar days after inspection. After maintenance has been accomplished, the contractor shall provide the COR a service ticket containing building number, date of maintenance, nature of maintenance performed, name and signature of contractor's personnel performing inspection and signature of COR within five working days. The COR will sign every inspection report to certify inspection was conducted IAW current NFPA standards. All records, documents and associated papers provided by the contractor, or generated during the period of this contract, become government property, and will be returned to the Government upon contract termination or completion. During the contract period, all records, documents, and associated papers will be available for Government review at any time.

1.4.1. Safety Requirements. The Contractor shall perform work in a safe manner as required by OSHA Safety and Health Requirements. Provide a verbal report to the COR as soon as possible of each occurrence of damage to Government property or an accident resulting in death, injury, occupational disease, or adverse environmental impact. Provide a completed copy of required Accident Investigation Reports to the CO within five (5) calendar days of each occurrence.

1.5. Schedule Coordination. The Contractor shall be responsible for coordinating all phases of operations with the appropriate base personnel/facility managers and provide a copy of all maintenance/repairs to the COR. The facilities shall remain in operation while the Contractor is working, and it is up to the Contractor to coordinate around the normal activities of the facility. The contractor shall coordinate and schedule maintenance dates and times with building managers or dining hall supervisors on all fire suppression system work. Upon coordination with the facility managers, the contractor will provide the COR a copy of the set schedule. Facility Listing and Location provided in Appendices A and B (Attachments). The Government has the right to add/delete to the requirement at any time, in accordance with the bid schedule pricing for that system, through a contract modification. Contractor shall provide the Contracting Officer (CO) and COR with a 24-hour telephonic point of contact throughout the performance period to receive emergency tasking from authorized government officials within five (5) calendar days from start of performance period. Contractor shall notify the CO and COR within 24 hours of any changes in the contact point or number as they occur.

1.6. LICENSES AND CERTFICATIONS.

Precondition to Performance. Prior to performance, contractor personnel shall have all applicable licenses, permits and certifications required to perform work on fire suppression systems as required by NFPA standards, local, state, federal and safety laws, and regulations. The contractor is required to submit a copy of the Certificate of Registration and each required license to the Contracting Officer for review as part of the contractor’s proposal prior to award and maintain proof of such certification and licenses throughout the life of the contract.

2. SERVICE SUMMARY. The contract service requirements are summarized in performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimally acceptable levels of service required for each requirement. The Service Summary (SS) provides information on contract requirements, the expected level of contractor performance and the expected method of government validation and confirmation of services provided. These thresholds are critical to mission success. Procedures as set forth in FAR 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance, will be used to remedy all deficiencies. During the first initial thirty (30) days of the contract, two additional errors on each task shall be allowed to identify normal phase-in issues.

SS Item

Performance Objective PWS Para

Monthly Performance Threshold

Maintenance, Repair, Inspection, Testing of Fire Suppression Systems. Shall be performed IAW current NFPA, manufacturer’s recommendations and PWS

1.1.1, 1.1.2, 1.1.3, 1.1.4, 1.3.

0 Defects (life safety issue – no leeway for error)

Emergency Services. Contractor shall respond within time frames established in the PWS.

1.2.

1 Defect

3 Reports and Supporting Documentation. Contractor shall submit required documentation and reports to COR within timeframes established by the PWS.

1.4., 1.4.1.

2 Defects

2.1. Quality Control. Contractor shall develop and maintain a quality control program (QCP) to ensure maintenance and repair services are performed IAW current NFPA standards and other applicable standards and codes. The Contractor shall develop and implement procedures to eliminate reoccurrence of once identified/repaired defects. As a minimum, the Contractor shall develop quality control procedures that address the areas identified in the Services Summary. The QCP shall demonstrate how the Contractor ensures quality performance during the contract Period of Performance (POP), and strategy to provide quality workmanship and continual process improvement. The Contractor shall maintain the QCP throughout the period of performance of the contract. The CO will be provided updates to the QCP as they occur during the Period of Performance (POP). Any changes to the QCP need to be accepted by the CO prior to implementation. The QCP will identify the procedures in writing for inspections, individual responsible and the location of all inspection records and key control logs which will always be available to the Government upon request. The QCP will have the inspection forms and records which will be used for the service. The Contractor will identify to the CO/COR the responsible quality control inspector to notify in case of customer complaints.

2.2 Quality Control Plan (QCP). A written QCP shall be submitted as part of the contractor’s proposal package, prior to award. The QCP shall specifically address the contractor’s strategy to provide quality workmanship, continual process improvement and for correcting deficiencies as required. Any changes after initial QCP submission need to be accepted by the CO prior to implementation.

2.3 Quality Assurance. 502 CES/CEOES Contracting Officer’s Representative (COR), or 502 CES/CEF, are responsible for all inspection and acceptance of contractor performance to ensure services are received IAW the PWS. The COR will evaluate the contractor’s performance through on-site inspections of the contractor’s performance and inspection of fire suppression systems. Work that is not performed IAW the PWS shall be re-performed by the contractor at no additional cost to the Government.

2.3.1. The Government shall inspect and evaluate the contractor’s performance to ensure services are received IAW requirements set forth in this contract. The CO or COR shall inspect by validating actual work performance, physically checking an attribute of the completed task, checking a management information report, investigating customer complaints, conferring with facility managers, or otherwise inspecting the task or its results to determine if performance meets the standards contained in this PWS.

2.3.2. Any unsatisfactory inspection (defect) result shall be recorded on a Surveillance Checklist.

The Contractor shall start re-performing the service at no additional cost to the Government within three hours after notification by the CO or COR. The services shall be completed within 24 hours of the notification unless the COR has been notified and agreed to additional time for completion. The Contractor shall return the signed/dated Surveillance Checklist within three business days of receipt annotating what actions were taken to correct the discrepancy and what action will be taken to ensure no repeat discrepancies.

2.3.3. When a performance threshold has not been met, the COR will initiate a Contract Discrepancy Report (CDR) and submit to the CO. The CO will issue the CDR to the Contractor.

The Contractor shall respond to the CDR IAW instructions provided and return it to the CO within ten calendar days of receipt. A Progress Meeting will be scheduled at minimum with the Contractor, CO, and COR.

2.3.4. Failing to meet the performance threshold as outlined in the SS of these performance objectives in any combination for any two, or more consecutive or non-consecutive months during a contract period shall result in a letter of concern from the CO. All remedies shall be IAW the FAR 52.212-4, Contract Terms and Conditions - Commercial Products and Commercial Services, and Inspection/Acceptance.

2.3.5. Corrected deficiencies shall still count against the contractor but will allow for full monthly payment. If re-performance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. Disputes between the COR and the contractor on the validity of a performance assessment shall be referred to the CO.

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES. The Government will provide utilities (water and electricity) and emergency fire and security police response.

4. GENERAL INFORMATION

4.1. ENVIROMENTAL CONSIDERATIONS

4.1.1. Environmental Protection. The contractor shall comply with all applicable federal, state, and environmental laws and regulations and local safety, and fire requirements, including the Air Force Occupational Safety and Health (AFOSH) Standards. The contractor shall ensure that the purchase, use, handling, storage, and disposal of all toxics, hazardous, and special materials and wastes are IAW federal, state, and local environmental protection regulations. The Contractor shall comply, and assure that all subcontractors comply, with all applicable federal, state, and local laws, regulations, ordinances, policies, and standards related to environmental matters. Where applicable, the Contractor shall use environmentally safe products during completion of their project. The Contractor shall maintain, in company vehicle on site, Material Safety Data Sheets (MSDS) for all chemicals. A copy of all MSDS will be provided to the CO/COR. The MSDS data is subject to random checks by the Government. Contractor shall maintain, and provide on demand, an inventory of materials being brought on the Government facility. The Contractor shall complete, and provide on demand, monthly inventories of Hazardous Materials (HAZMAT) used, including but not limited to: solvents, paints, degreasers, greases, Ozone Depleting Substances, and oils brought on to the Government facility. This monthly information shall be given to the HAZMAT office located at JBSA-FSH. If the Contractor spills or releases any HAZMAT or other substance contained in 40 CFR 302 into the environment, the Contractor shall immediately notify the CO/COR and appropriate emergency responders. The Contractor is responsible for all costs associated with clean-up and restoration, including any applicable fines and/or penalties. The Contractor shall maintain a spill plan as required by federal, state, and local laws and regulations. A spill plan shall be submitted and turned into the CO within 30 days of contract award.

4.1.2. HAZMART. The Government Hazardous Material Control Program (HAZMART personnel) will inventory all chemicals that the Contractor brings on JBSA Fort Sam Houston. Any products that meet the criteria of “hazardous waste” must be bar coded and tracked until permanently removed from Government property. The inventory shall be performed prior to commencement of work. Criteria for identifying hazardous waste, is contained in Subpart C of 40 CFR, Part 261.

4.1.2.1. Hazardous Material/ Waste Management. The Contractor will be briefed by the Haz- Mat Manager on JBSA Fort Sam Houston Hazardous Material/Waste Management Plan at the pre-performance meeting.

4.1.3. Hazardous Material Handling. The Contractor shall have approval from the base Bio- Environmental Engineer (BEE) and HAZMART prior to purchasing, handling, using, and storing any chemicals, solvents, lubricants, and other products that require MSDSs. The Contractor shall identify these materials and products on Air Force Form 3952 Chemical/Hazardous Material Authorization Request, Process Identification Form, and Shop Disposal Form. The Contractor shall provide one copy of the MSDSs for each item to the BEE and HAZMART for review prior to any chemicals being brought onto JBSA Fort Sam Houston and Camp Bullis. The Contractor shall maintain one copy of the MSDSs for each hazardous material line item used within the work center.

The Contractor shall not use products that are, or contain Toxic 17 chemicals, Extremely Hazardous Substances (EHS), Ozone Depleting Substances (ODS), CFC’s or Persistent Bio accumulative and Toxic (PBT) chemicals. Any Hazardous Material (HM) containing one ofthese banned substances will not be allowed on base.

4.2. RECOGNIZED FEDERAL HOLIDAYS:

New Year’s Day – January 1st Martin Luther King, Jr. Day – 3rd Monday in January President’s Day – 3rd Monday in February Memorial Day – Last Monday in May Juneteenth National Independence Day – June 19th Independence Day – July 4th

Labor Day – 1st Monday in September Columbus Day – 2nd Monday in October Veterans Day – November 11th Thanksgiving Day – 4th Thursday in November Christmas Day – December 25th

If a holiday falls on Saturday, the preceding Friday will be observed. If a holiday falls on Sunday, the following Monday will be observed. If a holiday falls on a scheduled service day, the Contractor shall be responsible for rescheduling services for the first day post the holiday observance. If the president grants DoD employees an additional holiday/administrative leave day, it does not apply to the contractor.

4.3. General Liability. The contracting officer shall require bodily injury liability insurance coverage written on the comprehensive form of policy of at least $500,000 per occurrence.

4.3.1. Property Damage Liability. Property damage liability insurance shall be required.

4.3.2. Automobile Liability. The contracting officer shall require automobile liability insurance written on the comprehensive form of policy. The policy shall provide for bodily injury and property damage liability covering the operation of all automobiles used in connection with performing the contract. Policies covering automobiles operated in the United States shall provide coverage of at least $200,000 per person and $500,000 per occurrence for bodily injury and $20,000 per occurrence for property damage. The amount of liability coverage on other policies shall be commensurate with any legal requirements of the locality and sufficient to meet normal and customary claims.

4.4. Performance of Services During Crisis Declared by the National Command Authority or Overseas Combatant Commander. Services under this contract have been determined not to be essential for performance during crisis.

4.5. Criminal Background Checks: Contractor shall ensure a criminal background check has been performed on all employees working on the installation. Only minimum level National Crime Information Center (NCIC) background checks are required for the performance of this contract.

This requirement is mandatory as called for in DoDI O-2000.16v1/AFI 31-145-OSupplement, Antiterrorism (AT) Program Implementation. These checks shall be accomplished prior to the first day of performance. Background checks shall be accomplished at no additional cost to the Government.

4.6. Security Requirements for Unclassified Services

4.6.1. Base Entry and Vehicle Control Requirements: Contractor shall comply with DAFFARS Clause 5352.242-9000, “Contractor access to Air Force Installations” which is hereby incorporated by reference if not otherwise included. Contractor personnel shall comply with all on-base traffic laws.

4.6.2. List of Employees: The contractor shall provide the COR a current list of employees within five calendar days after receiving award or Notice of Award. The list shall include employee’s name, driver’s license number, and state of issue and date of birth. Updated lists shall be provided when an employee’s status or information changes.

4.6.3. Reporting Requirements: The contractor shall comply with AFI 71-101, Volume I, Criminal Investigations. Contractor shall report to the 802 Security Forces any information or circumstances which may pose a threat to DOD or contractor personnel, resources, or DOD information.

4.6.4. Physical Security: The contractor shall comply with Force Protection Condition FPCON procedures, Random Antiterrorism Measures (RAMS) and local search/identification requirements.

Information regarding the afore-mentioned items, may be provided on an as needed basis to the contractor.

4.7. Personnel: Contractor personnel shall present a neat appearance. Contractor personnel shall be easily recognizable while on the installation in conjunction with this contract. This shall be accomplished through the wear of distinctive clothing, bearing the company name or logo. The coloring or design of the items selected should be such that it identifies personnel easily and quickly for safety and personnel protection.

4.7.1. Restricted Personnel. The Government is authorized to restrict the employment under the contract of any contractor employee or prospective contractor employee, who is identified as a potential threat to the health, safety, security, general wellbeing, or operational mission of the installation and its population.

4.8. Vehicles. All contractor furnished vehicles shall display the contractor’s company logo and vehicle number. Company logo shall be a magnetic sign or painted/stenciled on both sides of the vehicle and shall be easily visible/legible to base personnel.

4.9. Traffic Laws. The contractor and their employees shall comply with base traffic regulations.

5. Appendices.

A. Appendix A – Dry/Wet Chemical Systems B. Appendix B – Specialized Fire Suppression Systems

APPENDIX A

DRY/WET CHEMICAL SYSTEMS

Building Number

Location

Name of Facility

Fort Sam Houston

(FSH)

System Type

No. of Systems

Per Facility

No. of Cylinders

Per System

Volume of Cylinders (Gallons)

325 Vet School ANSUL 1 1 3 367 Vogel

Resiliency Center

ANSUL 3 2 3, 3,

1.5

382 Popeye’s ANSUL 2 4 3

382 Burger King AMEREX 1 2 3.75 1287 Slagel Dining Fac ANSUL 17 29 3

1364 MIF #4 ANSUL 1 2 3

1387 Burger King ANSUL 1 4 3 1387 Wing Zone BUCKEYE 1 1 1.5 1387 Taco Bell ANSUL 1 1 3 1395 NCO Club ANSUL 2 4 3 1477 Student Activity Ctr ANSUL 1 2 3 1520 Reserve Center AMEREX 1 1 3.75 1620 Reserve Center ANSUL 1 2 3 1630 Youth Center ANSUL 1 1 3 1703 School Age Services AMEREX 1 1 3.75 1704 Watkins Fire Station DENLAR 1 1 1.5 1705 CYSD-SCH Age

Svc

ANSUL 1 1 3

1720 Dodd CDC ANSUL 1 1 3

1736 CDC PRYO

CHEM

1 1 3.75

2521 Bowling Center ANSUL 1 1 3 2542 Arby’s ANSUL 1 1 3 2542 Slim Chicken ANSUL 1 2 3 2542 Charley’s ANSUL 1 1 3 2542 Qdoba ANSUL 1 1 3

2530A CDC Center ANSUL 1 1 3 2745 Rocco Dining Fac ANSUL 9 11 3 2900 Golf Course Kitchen ANSUL 2 4 3 3526 Reserve Center ANSUL 1 3 3 3600 SAMMC Burger

King

ANSUL 1 1 3

3734 Fire Station 6

(SAMMC)

Ansul 1 1 3

3830 Fire Station Kitchen ANSUL 1 1 1.5 4197 CES Shop 100 BUCKEYE 1 1 1.5

Camp Bullis (CB)

System Type No. of

Systems Per

Facility

No. of Cylinde rs Per System

Volume of Cylinders (Gallons)

5020 CB Fire Station ANSUL 1 1 3 5044 CB Reserve Center ANSUL 2 3 3 5105 CB DFAC Bakery ANSUL 3 4 3

5107 CB Dining Facility

PYROCHEM

2 2 3.75

6004 National Guard AMEREX 1 1 2.72 6361 CB FOB Dining Hall ANSUL 2 3 3

Total: 72 104

APPENDIX B

SPECIALIZED FIRE SUPPRESSION SYSTEMS

Fort Sam Houston

(FSH)

Systems

Per Facilit y

No. of Cylinders

Per System

Capacity of Cylinders (Pounds)

Telephone Exchange

502 COMS – FM 200 1 2 449.5

Telephone Exchange

502 COMS ECARO 1 1 441

NEC/SIPR

Sapphire

1,131.20, 198.85, 571.65,

127.10 2500 502 COMS ProInert2 1 7 508.9.

3260 Tri-Service Research FM 200 1 4 225, 85, 225, 85

Building Number & Location

Camp Bullis (CB)

Systems

Per Facility

No. of Cylinders

Per System

Capacity of Cylinders (Pounds)

Telephone Exchange

Room 121 B FM 200 1 1 255

Total: 6 19