Draft PWS - NEW Infrared Heater Mx - 07 Oct 2024.docx

PERFORMANCE WORK STATEMENT

INFRARED HEATER

MAINTENANCE & REPAIR SERVICES

OFFUTT AFB, NEBRASKA

07 Oct 2024

TABLE OF CONTENTS

DESCRIPTION OF SERVICES

SCOPE OF WORK

The contractor shall provide all management, supervision, labor, materials, diagnostic equipment, and supplies, and is responsible for the efficient, effective, economical, and satisfactory operation, testing, scheduled and unscheduled maintenance, and repair of equipment for the Infrared (IR) Heater units located on Offutt Air Force Base, NE (OAFB) as outlined within this Performance Work Statement (PWS). The contractor shall comply with all applicable federal, state, and local laws, regulations, and codes, including any supplements or revisions, manufacturer’s instructions, industry standards, and government regulations including but not limited to UFC 3-410-01 HEATING, VENTILATING, AND AIR CONDITIONING SYSTEMS and UFGS SECTION 23 82 00.00 20. The contractor shall obtain all applicable licenses, training, and permits required under such laws, regulations, and codes, and deliver a copy of these items to the Contracting Officer (CO) and Contracting Officer’s Representative (COR) as a hard copy or via email within 5 business days of beginning work. (Also mentioned in Section 11.1 Qualification requirements) The contractor shall:

a. Be responsible to make the management and operational decisions to meet the quality standards required under this contract.

b. Use innovation, technology and other means and methods to develop and perform the most efficient services for the maintenance and repair of the equipment covered under this contract.

c. Implement an effective Quality Control Plan (QCP) (DL006).

d. Implement an effective service call system that results in prompt, professional, and courteous resolution of any COR concerns.

e. Keep the CO, or COR, informed of status of work being performed, provide work schedules, provide a major equipment and critical system break down or impairment form, provide a summary of the repairs made in comparison to the requested and recommended repairs, and provide any/all other pertinent information needed by the CO, or COR.

f. Reduce the environmental impacts of work performed under this contract by using, to the maximum extent, environmentally sound practices, processes, and products.

g. Provide training to all contractor employees that will stress stewardship in maintenance practices, i.e., the proper use/disposal/recycling of chemicals, dispensing equipment, and packaging. Ensure that all contractor employees are properly licensed and/or certified to operate necessary building systems or equipment for which licensed and/or certified personnel are required by federal, state, or local law, codes, or ordinances, and as stated above (see “Contractor Personnel Qualifications” paragraph and subparagraphs).

h. Federal, State and Local Requirements: The contractor shall comply with all applicable federal, state, and local laws, regulations, and codes, including any supplements or revisions. The contractor shall obtain all applicable licenses, training and permits. If a change in law or regulation requires the contractor to implement an action that will result in an increase or decrease in contract price, the contractor shall submit a price proposal to the CO and COR within thirty (30) calendar days for such change. If the CO determines an equitable adjustment is substantiated a modification to the contract will be issued.

DEFINITIONS

Consumable Parts “Consumable Parts” or components are parts or components that customarily require regular replacement rather than repair in a maintenance program and shall be disposed of properly. Examples include, but are not limited to, oil, grease, belts, filters, ballasts, lamps, fuses, and LED’s indicators etc. The Contractor is responsible for any consumables used during the Preventive Maintenance (PM) inspections and repairs.

Contracting Officer “Contracting Officer (CO)” as used in this document refers to the person who will have the overall responsibility for the administration of this contract. The CO alone, without delegation, is authorized to take actions on behalf of the government to amend or modify the contract terms, conditions, requirements, specifications, details and/or delivery schedules. However, the CO may delegate certain other responsibilities to authorized government representatives, usually this is the COR.

Contracting Officer's Representative A “Contracting Officer’s Representative (COR)” shall be appointed in writing by the CO. CORs, or COR, will be the primary government representatives for the administration of contract, shall have proper training and experience in inspecting contracts, but will not have the authority to modify the contract.

Contractor “Contractor” as used in this document refers to the company or firm awarded this contract.

Deliverable Anything that can be physically or digitally delivered. This may include non-manufactured items such as meeting minutes or reports.

Emergency Service Request Emergency service requests are service requests where the work consists of correcting failures that constitute an immediate or imminent danger to personnel/property, or any work considered by the CO or COR, to be of an emergency nature.

Environmentally Sustainable “Environmentally Sustainable” as used in this document means products or services that have a lesser or reduced effect on human health and the environment when compared with competing products or services that serve the same purpose. This comparison may consider raw materials acquisition, production, manufacturing, products and chemicals, packaging, distribution, reuse, operation, maintenance, or disposal of the product or service. Attributes of environmentally sustainable products include those that are energy efficient, water-efficient, biodegradable, environmentally preferable, non-ozone depleting, contain recycle content, non or less toxic, Environmental Protection Agency (EPA) designated and bio-based.

Infrared Heater Unit As defined in this PWS, the IR Heater includes, but is not limited to:

· Air Intake ducts, Exhaust ducts, vent caps, vent screens and any vacuum or fan motor attached to the IR Heater.

· Gas Supply piping from the IR Heater Unit up to, and including, the nearest safety shutoff valve.

· Electrical Wiring from the IR Heater Unit itself up to, and including, the nearest safety disconnect.

· Building controls from the IR Heater Unit to both the thermostat* and local control panel so that the unit cycles on/off appropriately.

· *The CE EMCS Shop is responsible for functional programming, but the contractor must ensure wiring from the IR Heater units to both the thermostat and local control panel are in good working order to allow proper function. The CE EMCS Shop is responsible for needed changes in programming, but the contractor is responsible for diagnostic capabilities and any overrides or temporary physical changes necessary to troubleshoot, test, perform maintenance on, or check operation of units. These diagnostics, overrides, or temporary changes may include, but are not limited to plugging in a laptop into the panels to view or override a setpoint, jumping wires, running in manual mode, and/or blowing cold air on sensors to “fool” the thermostats.

· All associated component connections/flanges/flashings, clamps, ducting, baffles, ignitors, dampers, reflectors, devices, sensors, modules, subsequent wiring, local controls (i.e., mechanical control panel), fuses, contactors, sequencers, and system equipment required for manufacturer’s intended function.

Modification of Contract “Modification of Contract” is a bilateral or unilateral change in the terms of a contract.

Negligence “Negligence” is the failure to use due care under the circumstances. It is the performance of an act, which a person of ordinary prudence would not have done under similar circumstances or failure to do what a person of ordinary prudence would have done under similar circumstances.

Quality Assurance Surveillance Plan (QASP) The “Quality Assurance Surveillance Plan” is the government’s surveillance method of monitoring and evaluating the contractor's performance under a performance based PWS and/or Statement of Work (SOW).

Quality Control Plan (QCP) The “Quality Control Plan” is the contractor’s complete written system for identifying and correcting deficiencies in the quality of services before the level of performance becomes unacceptable. Preparation of this document is the responsibility of the contractor, and given to the CO and COR via email.

Repair A “Repair” is an act of restoring inoperable, dysfunctional, or deteriorated equipment, systems, or material to a fully functional, non-deteriorated state. Repairs usually involve some combination of labor and replacement parts, components, or materials.

REFERENCES

The publications listed within this document are incorporated by reference as setting quality, performance, and design standards for work required. Unless a specific date is provided, references are for the current edition published at the time of issue of the solicitation, to include any addenda or errata published by the issuing organization. The contractor is responsible for obtaining access to all referenced documents in this PWS at their own expense.

GENERAL SERVICE REQUIREMENTS

The contractor must ensure all IR Heater units are in optimal working order, and that the IR heaters together can reach the minimum space operation temperature established by the 55th Civil Engineering Squadron (55 CES) HVAC shop. Equipment shall be maintained in operational status as to ensure the capability of enabling the below operational requirements.

EQUIPMENT INSPECTION (DL001) (CLIN X0001)

The contractor shall perform a complete and systematic inspection annually. For the Base Year, there shall be two (2) reports: Initial and Post Winter. An Initial Report shall be submitted for approval NLT (90) calendar days after the start of the contract. and an additional Post Winter inspection by 30 April 2025. Each option year thereafter will only have one (1) Post-Winter inspection performed by the following 30 April. (DL001) The purpose of this inspection shall be to discover and list all equipment and deficiencies that may exist in the equipment and systems covered by this PWS. Attention to detail during the initial inspection is critical to accurately assess the current conditions throughout the base; the government reserves the right to verify the findings of the report via independent inspections as well as reject the report if found to be inaccurate. (Also see Performance Objectives) During future repairs, the contractor shall not assess an additional inspection/diagnostic fee for items already identified on this report. This report must be in or exportable to, the current version of Microsoft Excel.

EQUIPMENT INSPECTION/ DEFICIENCY REPORT CRITERIA

This report will include all mechanical, electrical, and control equipment listed for which maintenance and repairs are covered by this PWS. be updated thoroughly for all units after each inspection cycle and for individual units after specific repairs. The Equipment & Initial Deficiency Report shall contain at a minimum the following details:

a. Building Number, and Location (including room numbers)

b. Equipment Identification. If no Identification Number is given, assign a consistent naming scheme to IR Heater units.

c. Asset Identification Code

d. Make/Manufacturer

e. Model Number

f. Serial Number

g. Date Manufactured

h. Equipment Description

i. *Operational Status including the cause(s) of deficiency found. Example: “Green - Works - No Issues”, “Yellow - Works – Required Repairs:”, or “Red - Inoperable – Required Repairs:”.

j. Date of last inspection

k. Inspector’s name

l. Repairs and parts required, including highlighted priority repairs for inoperable (non-functional) units and those that need repairs.

m. Maintenance performed to date and expiration of warranty, if applicable. (See 7.6)

Indicate when units are locked out/tagged out, justification, and estimated repair time. Whenever a locked out/tagged out is enacted for anything other than scheduled maintenance, the contractor will contact the CO and COR to provide the facility number, unit Asset Identification Code and duration verbally via phone or in person within 2 hrs (voice mail is not approved for this or other activity). A follow up email will be sent before close of business the same day.

Any dispute between the government and the contractor as to the classification of Initial Deficiency Report items will be resolved per the FAR Disputes Clause, Section 52.233-1. Deficiencies discovered after the submission of the initial deficiency list report will not be considered pre-existing for purposes of this contract, unless equipment is operational and cannot be secured and inspected.

The contractor will inform the COR of any unit or area that is not accessible before proceeding with the inspection. Any piece of equipment or system that cannot be inspected shall be highlighted at the beginning of the deficiency list stating why it cannot be secured and inspected. An estimate of when the contractor reasonably expects to be able to inspect the piece of equipment shall be provided once access issues are resolved.

EQUIPMENT INSPECTION/DEFICIENCY REPORT UPDATES

As mentioned in 4.1, after completion of the initial inspection, the contractor shall confirm and continually update any differences found from the initial inventory list from year to year. As mentioned in 4.1, The contractor will provide the “Official Copy” of the Post Winter Inspection to the CO and COR no later than 30 April of each option year. The CO or COR may inquire at any time to confirm accuracy of the list.

a. Maintain and update the building equipment inventory and equipment labeling.

b. Maintain equipment inventory and maintenance records.

c. Maintain the same asset identification system currently used for new and replacement equipment unless a national asset identification standard is provided. Some asset identification systems include bar-coding, radio frequency identification, or other equipment tagging.

d. The contractor shall review and update Operational Status any time maintenance is performed on a piece of equipment.

e. The contractor shall update equipment data when equipment is added, removed, or retrofitted as part of a project, or discovered by government or the contractor.

f. The government may, with the addition of Flood Rebuild/New Construction, add up to an additional 26 heaters to the contract. This does not apply to possible omissions of existing inventory. This is specifically intended to allow room for the new MILCON Construction.

g. Omissions on existing inventory do not relieve the contractor from the responsibility for the maintenance of the equipment. If the inventory data does not meet contract requirements, action to withhold payments may take place.

h. When an existing deficiency in an item is corrected, the contractor shall assume full responsibility for the subsequent repair of the item as covered under the terms of this contract at no additional cost to the government. The contractor will update the report within 5 business days after repairs are made.

i. The contractor shall notify the CO or COR of changes to the asset inventory and PM schedule within five (5) business days of collecting and gathering equipment information.

j. The contractor shall provide all data to the government in a format approved by the CO, or COR, with certification that the inventory is complete, up to date, and accurate.

k. Keep this, and any other related equipment data, updated and available to the CO, or COR, upon request.

EQUIPMENT CONDITION ASSESSMENT

When initially determining Operational Status, the inspection will include running through a normal startup and shut down of each unit to include function checks of safety features. For Example: If a burner tube is determined to require replacement during inspection, the contractor shall disconnect the flange and partially remove the bad tube in order to fully inspect the connection flange for damage or issues – from this it can be determined if the second tube/connecting flange needs to be replaced as well

MASTER MAINTENANCE PROGRAM (DL002)

PREVENTIVE MAINTENANCE SCHEDULE & CHECKLIST

The contractor shall establish an effective system for scheduling and performing recommended PMs on all equipment and systems requiring a PM procedure covered within the scope of this contract as defined in the “Definitions” section of this PWS. The contractor shall develop a PM checklist for each unique IR Heater unit listed in the equipment inventory list, which is a living document and may or may not be added to or taken from as the government sees fit. Each checklist shall identify the PM tasks, services, and inspections required for each piece of equipment on an annual frequency. Maintenance actions will occur during annual inspections and after any repairs are completed. The preventive or predictive maintenance standards proposed by the contractor may be based on a combination of equipment manufacturer’s recommendations, PM Guides, sensor technology, diagnostic software, industry practices, contractor’s experience, and other sources. The initial PM Schedule shall be submitted within ninety (90) Calendar days of the start of the Base Year. The COR/CO will have fifteen (15) Business Days to approve/deny the initial PM Plan prior to implementation. For the following years, the PM Schedule shall be reviewed annually within sixty (60) calendar days of the end of the option year, noting the percentage of PM’s completed/not completed. This report must be in, or exportable to, the current version of Microsoft Excel. (DL002)

5.1.1 Hazardous Inventory. The contractor shall prepare and submit a hazardous materials inventory as an appendix to the ‘Preventative Maintenance Schedule Report/Plan’ (DL002). (Also see 13.1 for Safety Data Sheets SDS)

5.1.2 Schedule Changes. The approved schedule shall be followed to maximum extent practical. Such work will be required to be performed without disruption to the building occupants’ operations during their normal business hours. Any changes or deviations from the approved schedule shall be coordinated and approved by the CO. Due to the nature of certain Air Force operations, and mission requirements, the government may request changes or alterations to the approved schedule at any time. Any changes requested by the government will be submitted for contractor acknowledgement at least forty-eight (48) hours in advance of the requested change, any changes to the schedule shall be at no additional cost to the government. The contractor shall coordinate ahead of all work/repairs being done with the Environmental Management and Control Systems (EMCS) office to ensure existing controls or monitoring devices are fully operational and functional. Whenever work is complete, the contractor will contact the EMCS office notify them of the return of the system to normal configuration. If necessary, the contractor shall request assistance with returning the system to normal operation to prevent heaters from operating without active controls. Communication must be verbally via phone or in person (voice mail is not approved for this activity). A follow up email will be sent before close of business the same day.

PREVENTATIVE MAINTENANCE ELIGIBILITY

As part of the contractor’s established system for scheduling, and performing scheduled PM, the contractor shall propose to the CO and COR, the preventative maintenance plan for each piece of equipment. The contractor shall perform PMs IAW all federal, state, local and regional requirements, maintenance standards, and manufacturer’s manual for operation and maintenance, commercial practices, and contractor developed checklists. If the contractor uses the most current version of the PM guides, then the contractor assumes responsibility that the PM guides are all inclusive of the maintenance requirements. The equipment requiring contractor proposed preventive or predictive maintenance plans shall be included when any of the following characteristics apply:

a. The equipment normally requires periodic replacement of consumable components.

b. The equipment normally requires periodic or occasional cleaning.

c. The equipment has moving parts.

d. The equipment is prone to failure before overall obsolescence of the system it serves.

e. The equipment requires inspection, testing, and maintenance in accordance with (IAW) National Fire Protection Association (NFPA) codes and standards.

f. The equipment requires maintenance IAW any other provision of this contract.

The contractor shall schedule PM on all new equipment when the installer completes the extended maintenance service and ensure that all pertinent warranty information and proposed maintenance plans are sufficient to uphold their obligations under the warranties.

PREVENTATIVE MAINTENANCE (PM) STANDARD SERVICES.

PM includes but is not limited to changing filters, cleaning, adjusting, inspecting, and replacing of other expendable items to provide continuing operation to preclude unnecessary breakdowns and prolong the life of equipment. Any combination of parts that are valued at less than $75.00 total per heater unit, shall be included in the Standard PM Service. Standard PM Service includes, but is not limited to, the following tasks, as applicable to the equipment covered under this contract:

a. Examine unit for evidence of malfunctions.

b. Check function and operation of all motors.

c. Check condition and operation of igniters.

d. Check function of burner tubes.

e. Fuses will occasionally require changing especially with installations where the voltage is not consistent. Always replace fuses with those of the equivalent rating of amperage, voltage, and speed as required by Code and the manufacturer.

f. Clean heating elements and ignitors as needed, to prevent an accumulation of dust or dirt.

g. Control valves for gas supply and sensors for IR heater units must be checked, cleaned, and adjusted for proper operation and flow rates.

h. Check fan and motor for vibration and noise; lubricate bearings as required.

i. Check electrical wiring and operation of blower motor. Damaged wiring and connectors will be corrected on the spot. Damaged wiring and connections will be corrected on the spot.

j. Check heater operation through a complete duty cycle, or up to fifteen (15) minutes.

k. Check the relays, sequencers, and fuses in the mechanical control box on the wall.

l. If the unit for any reason must be shut down, the COR must be notified of the location and duration of the outage on the same day. Non-functional units must be safely isolated and a Lockout Tagout applied when required.

Worksite Conditions.

The worksite shall be maintained in a clean and safe manner throughout and at the end of each workday. Upon completion of work, the contractor shall clean and restore the jobsite to its original, or better condition, to provide a safe work environment. The contractor will confirm that the systems have been returned to their normal operating controls configuration. Units must be capable of being regulated by the thermostatic controls or locked out to prevent damage to the facility, equipment, or personnel. The contractor will communicate with the supporting shops and COR the status of equipment and operation of the units before leaving the site.

SERVICE REQUESTS & ADMINISTRATIVE SUPPORT (DL003)

The contractor shall operate a service request and administrative support function, to act as a central point of contact for the government to make service requests, and to track and maintain service request records. The contractor shall provide a point of contact (POC) or customer service line that shall be capable of receiving and/or managing both Emergency and Non-Emergency Service Requests as defined in 6.1 and 6.2. The point of contact or customer service line shall be accessible 24/7 365 days a year. Following any repair, the contractor shall prepare and submit to the COR a written report detailing the date and time of the service call, the location of the IR Heater unit, the repair performed, and the name of the technician preforming the repairs. The service call report shall be submitted NLT five (5) business days after the repair completion. (DL003)

EMERGENCY SERVICE REQUESTS

Emergency service requests are service requests where the work consists of correcting failures that constitute an immediate or imminent danger to personnel/property, or any work considered by the CO, or COR, to be of an emergency nature. The contractor shall respond to emergency service requests within two (2) hours during working hours and four (4) hours after hours. The emergency repair service cost is for the flat rate of service to respond, mitigate emergency, diagnose, and provide a quote for the permanent repair, or replacement, of parts or unit. The quote and estimated time of completion is required within twenty-four (24) hours after notification. The contractor shall assess the emergency and secure the site, or deem the site safe. In the case of repairs that may require parts that are not in the possession of the contractor at the time of response to the emergency call, the contractor is authorized to depart the site to obtain such parts after the site has been secured or deemed safe. The contractor shall ensure the emergency has been secured, and adequate temporary repairs have been made prior to final departure from the site. Permanent repairs shall be governed by “Section 7 Repairs” paragraph and subparagraphs. Emergency repairs shall be invoiced only after work is completed.

NON-EMERGENGY SERVICE REQUESTS

The contractor shall respond promptly within twelve (12) hours, or next duty day for Non-Emergency, aka Routine, work requests. The non-emergency repair service cost is for the flat rate of service to respond, diagnose, and provide a quote for the repair or replacement of parts or unit. The quote and estimated time of completion is required twenty-four (24) hours after notification. The contractor shall remain on the job until the situation has been secured and adequate temporary repairs have been made. Permanent repairs shall be governed by the “Section 7 Repairs” paragraph and subparagraphs.

REPAIRS

The contractor shall perform work orders and included basic repairs and maintenance as described in this document. Repairs are handled on a shared liability basis (see 7.3 “Repair Shared Liability Example”). Relatively small value repairs (7.1) are the responsibility of the contractor in their entirety and shall be performed during preventative maintenance. Larger repairs (7.2) will require approval by the CO prior to performance. If damage is caused by contactor negligence, or by any contractor employee (including subcontractors), the contractor shall be liable for the full cost of repair, any other provisions notwithstanding. Whenever motors are replaced, motor size shall be recalculated, and replacement motor selection shall reflect the appropriate size. The government will not pay for the rental of any equipment, to include lifts, as an additional cost to accomplish work within this contract. In other words, equipment costs should be captured in the base price, not assessed for each repair incident.

The contractor shall coordinate ahead of all work/repairs being done with the Environmental Management and Control Systems (EMCS) office to ensure existing controls or monitoring devices are fully operational and functional.

NON-WORK ORDER REPAIR (INCLUDED IN BASIC REPAIRS AND PREVENTATIVE MAINTENANCE)

All parts, components, and consumables totaling up to $75.00 and/or up to 3 man-hours per heater unit shall be the contractor’s responsibility. All replacement parts must meet or exceed original manufacturer’s specifications.

WORK ORDER REPAIRS (NOT INCLUDED IN BASIC REPAIRS AND MAINTENANCE)

Work order repairs shall be identified as a single incident, not an accumulation of various repairs (bundling). If a repair exceeds the $75 per heater unit threshold in 7.1 and is verified/approved by the CO or COR, it will become a Work Order Repair. The contractor must submit to the CO, or COR, an itemized quote when replacing parts totaling more than $75.00 per heater unit. The quote will include part number, manufacture name, and detailed costs for all parts and labor hours based on the pre-approved prices list. Approved by the CO/COR will be in written communication, prior to the contractor starting any work. Consumables, components, parts, and labor for non-emergency repair service or emergency repair service will be charged according as per the pre-approved parts list in 7.4. All other materials not mentioned on the pre-priced list (and over $75.00 per heater unit) may be submitted to be added to the pre-approved price list. All labor hours performed under a prime contract that meet the requirements of a labor category(ies) of that prime contract are to be paid at a fixed rate set in the prime contract (Prime contractor must perform a minimum of seventy (70) percent of the work for each period of performance). The contractor shall provide Labor Cost Pricing as per Section 7.4. This pricing will be for repairs, modifications, and replacement of infrared equipment throughout the PoP. Costs outside of the standard PM Service shall be governed by the “Invoicing” portion of this document. The CO or COR, must approve any delays not due to material delivery/procurement.

N/A

PRE-APPROVED MATERIAL AND LABOR PRICE LIST (DL004)

In order to expedite approval of repair items, the contractor shall provide a Pre-Approved Price list for labor, components and replacement parts of units including but not limited to: oil, grease, belts, filters, ballasts, lamps, fuses, LED’s indicators, burner tubes, motors, ignitors, burners, reflectors, controls, etc.. as well as all needed parts to install such as replacement parts, hangers, connectors and miscellaneous parts. (This is comparable to an Automotive Repair Catalog to where labor hours are associated with part replacements depending on the Make/Model of the unit.) The initial price list is due as part of the bid for the contract. The prices shall be projected out for each contract year. In order to keep prices in line with market value, the contractor can request updates to the price sheet annually within thirty (30) calendar days of the start of each option year. The prices shall be locked in for that contract year after 90 calendar days. If an item is needed that is not captured on the pre-approved price list, they will be reviewed on a case-by-case basis by the CO/COR, as applicable.

QUALITY OF MATERIALS & REPLACEMENT PARTS

All repairs shall use supplies, materials, and parts of the highest quality available that are appropriate for the repair of the given equipment or system. Any replacement parts used during this contract shall meet or exceed manufacturer quality. Parts may be verified and/or inspected by the government at any time prior to the repair/replacement being completed. The contractor shall stock commonly used items and/or have a network of suppliers that will deliver ordered items without any delay, taking into consideration energy efficiency, operational characteristics, power quality, control and data acquisition, maintainability, and durability. The CO or COR may require replacement of components with components from the same manufacturer to maintain consistency throughout the equipment. Materials and parts that are visible to building occupants shall be up to building standards and maintain the same appearance as similar materials and parts in the occupied space.

WARRANTIES

The contractor shall contact installers or manufacturers, as appropriate, for work that is covered under a warranty and maintain records of warranty service. The contractor shall avoid actions that would invalidate a warranty, unless authorized in writing by the CO, or COR. If an installer or manufacturer fails to comply with the terms of a warranty, the contractor shall immediately notify the CO, or COR. All repair work shall have a minimum of ninety (90) days warranty.

MONTHLY PROGRESS REPORTS (DL005)

A monthly report or “Snapshot” shall be submitted to the CO/COR by close of business on the final day of the month. This report shall recap Preventative Maintenance Performed, Service Call Logs, Repairs Performed, and any outstanding items requiring government action. (also see 10.1)

INVOICING

0. PREVENTIVE MAINTENANCE INVOICING

All PM tasks, parts, labor, materials, equipment, tools, transportation, and supervision are part of the standard services within the contract and shall not incur any additional cost to the government. (For Example, the government will not incur costs for the rental of any equipment, to include lifts, as an additional cost to accomplish work within this contract. In other words, equipment costs should be captured in the base price, not charged for each preventative maintenance event.) Any costs deemed outside the standard PM Services shall be submitted to the CO, or COR, with a detailed cost estimate (parts and labor breakdown) within seventy-two (72) hours of inspection. The CO will give final approval prior to performance of such work. If the contractor furnishes its own materials, the price to be paid for such materials shall not exceed the contractor’s established catalog price. All other materials will be invoiced by the contractor by presenting a receipt as an attachment when invoicing in Wide Area Workflow (WAWF). Once written approval from the CO is received, the contractor shall begin repair within forty-eight (48) hours, or as soon as can be reasonably scheduled based on building access and mission operations/requirements.

WORK ORDER REPAIRS INVOICING

The contractor shall invoice the government for approved work order repairs upon completion and acceptance of work. Invoicing must be submitted against the appropriate CLIN for that contract year. If the contractor directly purchased parts or components, copies of receipts shall be attached in WAWF. All labor hours performed under a prime contract that meet the requirements of a labor category or categories of that prime contract are to be paid at a fixed rate set in the prime contract.

CLIN STRUCTURE

QUALITY CONTROL PROGRAM

QUALITY CONTROL PLAN (DL006)

A Quality Control Plan (QCP) shall be developed and submitted for approval to the CO, or COR, within sixty (60) calendar days after contract start date. Upon approval, the contractor shall implement the QCP to ensure contract compliance, and to ensure that potential problems with equipment and systems are identified, documented in reports, and resolved prior to failure. An acceptable QCP shall include, at a minimum, inspections by contractor personnel or more qualified outside parties. The contractor shall document the system of checklists, inspection methodology, and frequencies. The contractor shall maintain a file of all quality control inspections conducted by the contractor, including the corrective actions taken and submit copies of quality control inspections monthly in the Monthly Progress Report (DL005). All documentation shall be made available to the government upon request during the term of the contract. The QCP shall include, at a minimum, the plan for outside inspections, work orders, sampling methodology, and a plan for verifying compliance with each contract requirement.

QUALITY ASSURANCE SURVEILLENCE PROGRAM

The government may inspect the contractor using a Quality Assurance Surveillance Program (QASP) through random inspections, scheduled inspections, or any other method of inspection that the government determines reflects the actual successful performance of this contract. As part of the government’s QASP, the government may:

a. Review and, if warranted, reject any reports or other submittals required from the contractor.

b. Review performance and service records, including, if applicable, but not limited to Monthly Progress Reports, and any computerized or hardcopy records maintained by the contractor documenting performance under this contract, and require correction of any unsatisfactory conditions noted.

c. Determine the adequacy of the contractor’s QCP, documentation, and the overall success of this program. The government may order improvements if it determines the programs are insufficient or ineffective.

d. Obtain tenant satisfaction survey information and require improvements in service based on such information to the extent such results correlate with deficiencies in contract requirements.

e. Conduct random and routine physical inspections of facility equipment and systems, to include programs and files maintained on computers and contractor’s onsite offices and work areas and require correction of deficiencies noted.

f. Perform inspections with government personnel or independent third-party inspectors.

METHODS

The use or non-use of any quality assurance methods (i.e., a Measurement and Verification (M&V) Program) by the government will not constitute a waiver of, or excuse from, the contract requirements for the contractor’s Quality Control Program. The government may implement or change quality assurance measures at any time during the term of the contract.

CONTRACTOR PERFORMANCE

Contractor performance will be evaluated based on the performance success or deficiencies, success or failure in meeting other contract requirements, and the contractor’s record of correcting deficiencies when noted. While corrective actions will be noted, a record of significant performance deficiencies may lead to a performance evaluation that is less than satisfactory even if the contractor takes corrective action.

COOPERATION DURING INSPECTIONS

The contractor shall instruct all onsite personnel to cooperate with the CO and/or COR requests for records access and information. This includes answering honestly and comprehensively all questions related to performance of work. The contractor shall provide personnel to enable government inspectors to perform inspections of equipment. The contractor shall notify the CO, or COR, at least two (2) weeks in advance when equipment is to be opened and available for inspection by the government. The contractor shall open and operate the equipment for observation by all inspectors at no additional cost to the government provided the government requests the service at least forty-eight (48) hours in advance. Most inspections will be performed during normal working hours. However, with prior coordination, the contractor shall provide personnel to enable access for inspectors who need to conduct observation and testing after normal hours to avoid possible disruption to building tenants.

CONTRACTOR PERFORMANCE ASSESSMENT REPORTS

The government uses Contractor Performance Assessment Reports (CPARS) to formally evaluate the contractors’ performance. Evaluations are generally conducted annually (but can be accomplished more frequently) on or about the anniversary date of the contract, and at the end of the contract period.

CORRECTIVE ACTION REPORT

When a performance threshold has not been met, a Corrective Action Report (CAR) or Customer Complaint Record (CCR) (see appendices below) will be submitted to the COR. The COR will then validate the complaint and forward on to the CO for their approval. If the CO approves, they will serve the contractor with the CAR. The contractor shall respond to the CAR or CCR IAW instructions provided, and return it to the CO, or COR, within ten (10) calendar days of receipt.

PERFORMANCE OBJECTIVES/SERVICES SUMMARY (SS)

The contract service requirements are summarized in performance objectives that relate directly to performance requirements. The performance threshold briefly describes the compliance variations allowed. The Services Summary (SS) and the contractor's QCP provide information on contract requirements, the expected level of contractor performance, and the expected method of government surveillance and confirmation of services provided. These thresholds are critical to mission success. Procedures as set forth in the FAR 52.212-4, Contract Terms and Conditions - Commercial Items, will be used to remedy all deficiencies.

REPORTS SUMMARY

The contractor shall provide deliverables as specified in this PWS and contract and submit them directly to the CO, or COR per the frequency and format below:

RECORDS & FILES

The contractor shall ensure that all records required by the contract, or produced in performance of work under the contract, including records, reports, and manuals are maintained in an organized manner and in electronic format. Copies shall be made available to the government within ten (10) business days when requested. Unless otherwise noted in this PWS, the government will have ten (10) business days to review deliverables and make comments to the contractor. Unless otherwise noted in this PWS, the contractor shall have ten (10) business days to address those comments and resubmit the deliverables to the government. The contractor shall not destroy any records pertaining to the equipment, services and employees provided under this contract. The government retains ownership of all databases, information, and other materials received, or developed, by the contractor throughout the life of this contract. All the above information shall be turned over to the government upon completion, or termination of this contract, whichever comes first.

CONTRACTOR PERSONNEL QUALIFICATIONS

QUALIFICATION REQUIREMENTS

Contractor employees engaged in the work to be accomplished under this contract must possess the training and experience in the operation and maintenance of equipment and systems comparable in complexity to systems covered by this contract. All personnel or sub-contractor personnel must possess all required registrations, certifications and licenses required by federal, state, and local jurisdictions, and any specific requirements noted below. The contractor shall provide to the CO and COR, documentation of the certificates of training, licenses, and permits for all employees within five (5) business days upon request of the CO/COR. The contractor shall be responsible for ensuring that all certificates of training, licenses, permits, and bonds are current and valid. All offers must include documentation and proof of any required certifications (to include certification number and expiration date), and qualifications for each employee.

11.1.1 HVAC CERTIFICATIONS. All personnel designated to work on, operate, maintain, and/or repair HVAC equipment or systems must be or be supervised by a technician that shall possess one or more of the following certifications:

a. North American Technician Excellence (NATE) HVACR Service Technician Certification.

b. HVAC Excellence Professional Level Certification.

c. UA Star HVACR Mastery Certification.

d. Nebraska (municipality level) HVAC certificate / license (Mechanical Journeyman or Mechanical Master Contractor)

EMPLOYEE ROSTER (DL007)

The contractor shall maintain current rosters of employees that will require routine access to federally controlled facilities, and those who possess a contractor badge or facility identification card. The rosters shall include the employee's full name (Last, First, M.I.), Date of Birth, Social Security number, Driver's License number, Issuing State for Driver’s License, U.S. Citizenship status, and as applicable: DBIDS number and AF 75 number (Visitors/Vehicle pass). The rosters shall be maintained and provided to the government electronically, in log format, via secure e-mail, and shall be submitted within 30 calendar days of the base year and fifteen (15) calendar days prior to each option year to expedite base access requests. Employee Roster Data must be made available upon request by the CO/COR. Any changes to employee status or information must be updated within seven (7) Calendar days of the status or information change.

SAFETY

EMERGENCY PROCEDURES

Contractor employees shall follow the direction of all government employees regarding emergency procedures. Examples include fire, tornado, active shooter, bomb threats, etc. It is the contractor’s responsibility to provide clear guidance and establish procedures for emergency response and accountability practices for their employees. The contractor shall participate in fire and other emergency drills (i.e., tornado, active shooter drills, etc.) as necessary. The contractor shall be required to perform the services required by this contract and as identified by the CO, or COR, to the extent possible during all emergency situations including, but not limited to, fires, accident and rescue operations, contractor personnel strikes, civil disturbances, natural disasters, and utility service outages.

POTENTIAL THREAT

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 well-being, or operational mission of the…