DRAFT PWS - RAN_LAK Fire Suppression.pdf

PERFORMANCE WORK STATEMENT (PWS)

JOINT BASE SAN ANTONIO (JBSA)

FY26 FIRE SUPPRESSION & UV SYSTEM

MAINTENANCE SERVICES

04 AUG 2025

1. DESCRIPTION OF SERVICES. The contractor shall provide all resources (e.g., tools, materials, equipment, transportation, personnel, supervision) to perform inspection, recharge, maintenance, hydrostatic testing, repair, and painting of fire suppression systems as specified in this PWS. These systems include Dry Chemical, Wet

Chemical, and Clean Agent types.

The contractor shall provide regular maintenance for Caddy/Halton Ultra-Violet (UV) Exhaust Hood systems.

The contractor shall coordinate and schedule maintenance with Facility Managers (FM), Dining Facility (DFAC)

Supervisors, and the COR. All work requires COR pre-approval.

Facility listings and locations for fire suppression systems, UV systems, and Clean Agent systems are detailed in

Appendices A, B, and C, respectively. These systems are located in various buildings across JBSA installations

(Randolph, Lackland, Chapman Annex, Kelly Field Annex, and Ft Sam Houston).

1.1. Maintenance and Repair Services - Fixed Fire Suppression Systems:

1.1.1. SEMI-ANNUAL MAINTENANCE. The contractor shall perform semi-annual maintenance in accordance with (IAW) manufacturer's specifications and current NFPA standards for each fire suppression system type. Maintenance shall be recorded on a tag/metal decal affixed to the extinguishing agent cylinder. Fusible links shall be replaced during semi-annual maintenance.

Nitrogen (N₂) and Carbon Dioxide (CO₂) cartridges in wet-chemical system control panels shall be replaced annually or more frequently per manufacturers’ instructions. The contractor shall submit the repair proposals necessary to maintain compliance with the manufacturer’s specifications and National Fire Protection Association (NFPA) standards. Repairs require

Contracting Officer Representative (COR) approval and a Notice to Proceed (NTP).

1.1.2. HYDRO-STATIC TESTING. The contractor shall recharge and hydrostatically test fire suppression systems per manufacturer's specifications and applicable NFPA standards. The contractor shall coordinate with the COR at the start of the performance period to identify all systems requiring testing.

1.1.3. FM 200 CLEAN AGENT FIRE SUPPRESSION SYSTEM. The contractor shall perform semi-annual maintenance IAW the manufacturer’s specifications and current NFPA standards. (NFPA 72 and

NFPA 2001).

1.2. ULTRA-VIOLET (UV) SYSTEM INSPECTION, MAINTENANCE, AND REPAIR. The contractor shall initially assess UV bulb lifespan to determine bulb requirements for the first quarterly maintenance. The contractor shall maintain sufficient bulb inventory to replace bulbs exceeding their lifespan during quarterly maintenance.

Quarterly inspections must be scheduled within the first 30-days of each quarter, with all identified maintenance/repairs completed before the quarter's end at no additional labor cost to the Government.

The UV system's control panel indicates maintenance requirements. Quarterly maintenance includes troubleshooting and resolving control panel error messages. Maintenance tasks include, but are not limited to, replacing UV bulbs/cassettes, ballast boxes, and baffle grease filters; and keypad/control panel programming, operation, repair, and reset.

The contractor shall replace UV bulbs exceeding their lifespan during quarterly maintenance. Before

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MAINTENANCE SERVICES

04 AUG 2025

replacement, the contractor shall document the control panel display showing bulb hours (before and after pictures are acceptable) and provide the documentation to the COR. UV system locations are listed in Appendix B.

1.2.1. ULTRA-VIOLET BULB REMOVAL/REPLACEMENT. The contractor shall remove and replace UV bulbs in the (Basic Military Training) BMT Training DFACs, B6582/B6592, at JBSA Lackland and the Slagel DFAC, B1287, on JBSA Ft Sam Houston to facilitate kitchen exhaust hood and duct cleaning. Bulbs shall be removed before the cleaning commences and replaced within 30-minutes of completion. The contractor shall secure removed bulbs within the facility during cleaning. The

COR will provide a monthly cleaning schedule to aid in forecasting removal and replacement needs.

1.3. UV SYSTEM TRAINING. The contractor shall provide annual on-site UV system training at Lackland for kitchen staff and CORs from 802d Force Support Squadron (802FSS) and 502d Civil Engineers

Squadron (502CES/CE5S). Training shall cover control panel operation, programming, system activation, and shutdown. Training will be scheduled through the 802FSS and 502CES CORs and occur annually in October.

1.4. EMERGENCY SERVICES. Emergency services are defined as any service outside of regular quarterly, semi-annual, or annual maintenance. For all systems except UV, the contractor shall complete services within three (3) hours of notification. For UV systems, the contractor will coordinate repairs with the

COR based on parts availability.

To prevent facility closure, the contractor shall obtain verbal authorization, followed by written approval from the COR or CO, before starting emergency repairs. The COR will provide written requests for non-closure emergency services.

The contractor shall repair or recharge damaged or discharged fire extinguishing systems to full operational condition and repair UV systems to manufacturer specifications. Within three (3) days of completing repairs, the contractor shall provide the COR with an itemized list of parts and materials, along with before-and-after photographs of the completed work and replaced parts.

Reimbursement for parts, materials, and repairs is covered under Not-to-Exceed CLIN 0X03 (fire suppression systems) and CLIN 0X06 (UV systems). Emergency service calls are covered under Not-to-Exceed CLIN 0X07 for labor hours only (maximum 50 hours).

1.5. REPLACEMENT/REPAIR COSTS - FIRE SUPPRESSION, UV SYSTEMS: The contractor shall be reimbursed for parts, materials, and recharging at the lower of the manufacturer's published list price or the supplier invoice cost, upon COR approval. After inspection and before starting repairs, the contractor shall provide the COR with an itemized estimate for parts and materials.

Upon NTP, the contractor shall complete repairs within five (5) days using new parts that meet or exceed the original manufacturer's specifications. Replaced parts become Government property and shall be presented to the COR for validation upon request before invoice submission.

1.6. PROVIDE STATUS REPORTS/DELIVERABLES. The contractor and COR shall review the existing inspection, test, and maintenance schedule. Within five (5) days before the first inspection, the contractor shall submit a proposed work schedule to the COR for approval. The contractor shall submit written reports to the COR

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MAINTENANCE SERVICES

04 AUG 2025

within five (5) days after inspections, tests, and/or maintenance for both fire suppression and UV systems.

Reports shall detail discrepancies, system impairments, and recommendations.

After maintenance, the contractor shall provide the COR with a service ticket including, at minimum:

building number, date of maintenance, type of maintenance, and name/signature of contractor personnel. All records and documentation generated during the contract period become Government property and will be returned upon contract termination. The Government reserves the right to review all records and documentation during the contract period.

1.7. PRE-CONDITION TO PERFORMANCE. Contractor personnel shall possess all licenses, permits, and certifications required by Federal, State, Local laws and safety regulations (NFPA 17/17A/96) to perform work on fire suppression systems. Only qualified and certified personnel are authorized to work on these systems. The contractor shall maintain personnel qualifications and provide certifications to the COR and CO upon request. The contractor shall comply with AFI 64-106 regarding employment of

Government employees.

Contractor personnel maintaining and repairing UV systems shall have a trained and experienced technician on-site during programming, repair, and bulb handling/replacement. Only trained personnel are authorized to work on these systems. The contractor shall maintain personnel qualifications and provide training/ qualification records to the COR/CO upon request.

2. SERVICE SUMMARY (SS). The contract service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. An SS item shall be “Unacceptable” when the contractor exceeds the allowable number of defects during the month as identified in the Performance Threshold column. Though the contractor is responsible for all requirements listed in the PWS, the services listed below are critical to mission success.

SS ITEM

PERFORMANCE OBJECTIVE PWS PARAGRAPH

PERFORMANCE

THRESHOLD

REMEDY

Maintenance, Repair, Inspection, Testing of Fire Suppression Systems

The contractor shall perform IAW NFPA

17/17A,72, 2001, manufacturer’s recommendations and PWS

1.1.

1.1.1.

1.1.2.

1.1.3.

1.1.4.

Zero Defects

Allowed per

Month

Re-performance within

24 hours of notification from the COR

Maintenance/Repair UV Systems

The contractor shall perform IAW manufacturer’s recommendations and PWS.

1.2.

1.2.1.

1.2.2.

No more than 1

Valid Defect per

Month

Re-performance within

24 hours of notification from the COR

Emergency Service

The contractor shall respond within allotted time frames established in the PWS

1.3 No more than 1

Valid Defect per

Month

Re-performance within

2 hours of notification from the COR

Reports & Supporting Documentation

The contractor shall submit required documentation and reports to COR within allotted timeframes established in the PWS

1.2.

1.3.

1.4.

1.1.4.

1.5.

2.1.1.

No more than 2

Valid Defects per Month

Re-performance within

24 hours of notification from the COR

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MAINTENANCE SERVICES

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2.1. QUALITY CONTROL. The contractor shall develop and maintain a quality control procedure to ensure services meet commonly accepted commercial practices and this PWS's requirements. These procedures shall include procedures to identify, prevent, and correct non-performance, particularly regarding

Service Summary items.

2.2. QUALITY CONTROL PLAN (QCP). A written QCP shall be submitted to the CO with the contractor’s proposal. 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 shall require resubmission to the CO.

2.3. QUALITY ASSURANCE. 502 CES/CE5S (Lackland and Randolph Service Contracts Sections) is responsible for inspecting and accepting contractor performance per this PWS. The contractor shall re-perform non-compliant work within the timeframe specified in Section 2.0 (Service Summary) at no additional cost to the Government.

2.4. PERFORMANCE THRESHOLDS. Exceeding allowable defect thresholds in the Service Summary will result in a Contract Discrepancy Report (CDR, DD Form 2772). The contractor shall respond to the

CDR with the provided instructions and return it to the CO by the specified deadline. Repeatedly exceeding these thresholds may result in a progress meeting with the Multi-Functional Team (MFT).

All remedies are per FAR 52.212-4(a), “Contract Terms and Conditions - Commercial Items, Inspection/Acceptance.”

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

4. GENERAL INFORMATION

4.1. Environmental Protection. The contractor shall comply with all applicable Federal, State, and Local environmental laws, regulations, safety, and fire requirements, including Air Force Occupational Safety and Health (AFOSH) standards. The contractor shall ensure the purchase, use, handling, storage, and disposal of all toxics, hazardous, and special materials and waste are IAW these regulations.

4.2. Security Requirements. The contractor is responsible for adhering to all applicable security regulations and directives, including those outlined below.

Contractor personnel shall sign in and receive a temporary security badge at the front desk of B2001, Kelly

Field Annex, before entering the restricted area of B2000 and shall restrict themselves to only those areas required to perform the work.

4.2.1. OBTAINING AND RETRIEVING IDENTIFICATION MEDIA. The contractor shall adhere to AFI 10-245, installation security policies, and DAFFARS 5352.242-9000 for base access, ensuring all employees obtain and display ID badges, and acquire necessary personnel/vehicle passes; the Government will provide relevant forms/procedures during the pre-performance conference, after which the contractor is responsible for timely renewals, obtaining IDs for new personnel, promptly returning credentials for departing personnel, and retrieving/returning passes of terminated employees to Security Forces

(or notifying them if retrieval fails), with non-compliance potentially resulting in withholding of final payment.

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4.2.2. PASS AND IDENTIFICATION ITEMS. 502 CES/CE5S will ensure contractor personnel and non-

Government vehicles possess either AF Form 75 (Visitor/Vehicle Pass, AFI 31-218) for short-term contracts (less than one year, including day visits) or a Defense Biometric Identification System

(DBIDS) obtained with a valid REAL ID-compliant driver's license or a valid passport (in addition to a standard driver's license), noting that adequate documentation is mandatory for pass issuance.

4.2.3. SUITABILITY INVESTIGATIONS. National Agency Check and Inquiries (NACI) will be per Homeland

Security Presidential Directive 12 (HSPD-12). For contracts requiring access to classified materials, the contractor shall comply with DoD 5200.1-R, AFI 31-401, AFI 33-201, Volumes 1 & 2 (COMSEC), AFSSI 7700 (Emission Security), AFSSI 8502 (Organizational Computer Security), and OPSEC

Instructions.

4.2.4. UNESCORTED ENTRY TO RESTRICTED AREAS. For work requiring unescorted entry, the contractor shall comply with AFI 31-101, Integrated Defense, DoD 5200.2-R, and AFI 31-501, Personnel

Security Program Management. Contractor personnel must have a favorable completed NACI investigation. The Air Force will submit NACI investigations at no cost to the contractor.

4.2.5. LISTING OF EMPLOYEES. The contractor shall maintain and provide the CO with a current list of employees within three (3) days of contract award. The list shall include employee name, date of birth, state driver’s license/REAL ID number, and state of issue.

The contractor shall provide updates of additions/deletions within three (3) days, including the same information. The contractor shall provide a 24-hour point of contact to the COR for emergency taskings and notify the CO of any changes.

4.2.6 Reporting Requirements. The contractor shall comply with AFI 71-101, Volumes 1 (Criminal

Investigations Program) and 2 (Protective Service Matters). Contractor personnel shall report information or circumstances posing a security threat to DoD personnel, resources, or information.

Employees shall be briefed by their supervisor upon initial on-base assignment and as required thereafter.

4.2.7 Physical Security. Areas controlled by contractor employees shall comply with base operations plans/instructions for Force Protection Conditions (FPCON) procedures, Random Antiterrorism

Measures (RAMS), and local search/identification requirements. The contractor shall safeguard all

Government property, including controlled forms. At the close of each work period, Government equipment, vehicles, facilities, and materials shall be secured.

4.2.8 Entry Procedures to Controlled/Restricted Areas. The contractor shall comply with and implement local base procedures for entry to Air Force controlled and restricted areas.

4.2.9 Government Authorization. Contractor employees shall not allow unauthorized personnel to use

Government-issued keys or use keys to open work areas for unauthorized personnel unless approved by the COR.

4.2.10 Traffic Laws. The contractor and employees shall comply with the basic traffic regulations.

FY26 FIRE SUPPRESSION & UV SYSTEM

MAINTENANCE SERVICES

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4.3 General Liability.

The contractor shall maintain the following insurance coverage:

• Bodily Injury Liability: Comprehensive policy with a minimum of $500,000 per occurrence.

• Property Damage Liability: Coverage sufficient to protect Government property.

• Automobile Liability: Comprehensive policy covering all vehicles used in connection with the contract. This policy shall provide coverage of at a minimum of $200,000 per person, $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.

The contractor is liable for the repair, replacement, or cost of any Government property damaged by contractor personnel, vehicles, equipment, or negligence. The contractor project manager shall immediately advise the COR of damages and provide an action plan for repair/replacement. The contractor shall provide a completed copy of the Accident/Incident Investigation Report to the COR within five (5) days of each occurrence.

5. LIST OF APPENDICES.

5.1 APPENDIX A - WET/DRY CHEMICAL FIRE SUPPRESSION SYSTEMS

5.2 APPENDIX B – ULTRA-VIOLET EXHAUST HOOD SYSTEMS

5.3 APPENDIX C - CLEAN AGENT FIRE EXTINGUISHER SYSTEM