Attachment 2 Performance Work Statement.pdf

ATTACHMENT 2 F3V3VE12121A001

Performance Work Statement

For

Washers and Dryers Maintenance, Repair and Lease

Sheppard AFB, Texas

PERFORMANCE WORK STATEMENT

WASHER/DRYER MAINTENANCE, REPAIR AND LEASING SERVICE

1.0 DESCRIPTION OF SERVICES: The contractor shall provide all personnel, equipment, tools, materials, supervision and all other items or services necessary for washer and dryer maintenance, repair and leasing and dryer exhaust duct cleaning service as defined in this

Performance Work Statement (PWS) at various locations on Sheppard Air Force Base (SAFB), located in Wichita Falls, Texas. Contractor shall be responsible for the delivery, installation, connections/hook up, cleaning, maintenance, repair, removal and relocation of contractor furnished washers and dryers. Washer / dryer locations and types are listed in Appendix 1, Washer / Dryer

Requirement by Bldg and Type. Contractor shall schedule and clean permanent dryer exhaust ducts. All services shall be performed in accordance with manufacturer’s recommended commercial practices and this PWS.

1.2. PHASE-OUT AND PHASE-IN: The Contracting Officer’s Representative (COR) and the

Contracting Officer (CO) will coordinate the phase-out and phase-in. The phase-out of old appliances and phase-in of new appliances shall be performed during the 30 day period preceding expiration of the current contract or during the 30-day period after contract award. The new contractor shall submit a phase-in schedule to the CO for review and acceptance. The schedule shall be submitted within 5 duty days prior to the start of the phase-in. The phase-in schedule shall be typewritten and shall include the building number and date the appliance will be installed.

Installation of all appliances shall be performed in accordance with the phase-in schedule and shall be completed no later than 30 calendar days after start of phase-in. The contractor shall ensure appliances are fully operational before proceeding to another building. No building will be without washer and dryer services for any period longer than 24 hours. The government is not obligated to provide storage areas for machines during the transition period. The contractor shall provide a daily report of the number of appliances installed by building number to COR. Building elevators are available for contractor use for all multi-level facilities with the exception of Bldgs. 596 and 776.

The government will prorate the monthly payment for each appliance according to the number of days the appliance is available for use during the transition. The prorated cost shall be calculated as the following:

Appliance unit cost divided by 30 days = Daily unit cost X days of operation = Prorated Cost

(Daily unit cost shall be rounded to nearest cost. Example: $.4066 = $.41)

1.2.1. APPLIANCE INSTALLATION: In the event that an appliance is not sitting on a flat, level, or even surface, the contractor will be responsible for devising, assembling, constructing or implementing a device or method to correct such an imbalance. Any modifications shall be submitted in writing and approved prior to implementation and will be at no cost to the government.

1.2.2. APPLIANCE INVENTORY: After completion of the phase-in period the contractor shall provide the COR with a complete appliance inventory using an Excel spreadsheet. The inventory shall contain, at a minimum, appliance type (washer or dryer), serial number, assigned machine identification number, building number and exact location (floor, quad, and module) where machines are installed.

1.2.2.1. SUBMITTING/UPDATING APPLIANCE INVENTORY. The contractor shall submit a quarterly appliance inventory (Jan, Apr, Jul, and Oct) to the COR for all appliances after phase in period and no later than the 25 th of each subsequent month, unless coordinated in writing with the

COR and approved by the CO, for the next quarter’s inventory. The contractor shall submit a corrected inventory within 3 duty days after COR identifies any inaccuracies in the inventory or appliances are added or removed.

1.3. EQUIPMENT QUALITY STANDARDS: All washers and dryers shall be in compliance with Executive Order 12902 (Sec. 507) and Energy Policy Act of 1992 (EPACT). All washers shall be efficient and comply with the “Energy Star” and green procurement guidelines. See website at www.energystar.gov for brands and model numbers that meet the U.S. Department of

Energy qualifications. The contractor shall furnish, deliver, install, repair, and maintain the number of washers / dryers and type of machines for each building as listed in Appendix 1, Washer

/ Dryer Requirement by Bldg and Type. All appliances shall be new (out of the box) at time of installation. The contractor shall ensure the quantity, size, width, and height of the appliances proposed for use will fit at the specified location listed in Appendix 2, Existing Laundry Room

Floor Plans. The measurements and dimensions of the laundry room floor plans in Appendix 2, Existing Laundry Room Floor Plans, are not drawn to scale. The contractor must provide catalogs, brochures, or other manufacturer written literature and specifications on washer and dryer equipment that the contractor proposes to furnish under this contract. Literature must be provided as part of the contractor’s proposal and with all new requirements during this contract prior to contractor’s purchase. Contractor shall furnish all parts and accessories necessary to connect appliances at no additional cost to the government. Additional appliances, replacement appliances and future requirements as identified in Appendix 3, Future Laundry Room Floor Plans, during the life of the contract shall be new and the same size and color of existing appliances in that building.

Washers and dryers shall operate without the use of coins or tokens and shall not have any coin or token slots.

NOTE: Contractor shall dispose of all recyclable cardboard and paper products from delivery of new machines at the Sheppard AFB recycle center, bldg 2140. Recycling these products shall be at no cost to the contractor or government.

1.3.1. WASHERS: Washers shall be the largest capacity appliance which will fit in the designated area, white in color, and have at a minimum, delicate and normal cycles, one-speed spin, porcelain enameled tub, hot, warm and cold water temperatures, water-level control, permanent press cycle, regular cycle with a safety lid switch. All washers shall be equipped with a UL listed; molded 3 prong 110 male plug, and Energy Star rating.

1.3.2. DRYERS: Dryers shall be the largest capacity appliance which will fit in the designated area, have permanent press, regular cycles, and accessible lint filter/screen. Gas dryers shall be equipped with electronic ignition for gas burners, gas pressure regulator, safety thermostat on combustion chamber and a minimum input gas capacity of 20,000 BTU/Hr. Electric dryer cords shall be equipped with a UL listed, molded 3 prong or 4 prong 110V or 220V male plug. Flexible gas connectors shall be AGA approved 3/8 inch to 1/2 inch to include fittings. Dryers shall operate only when door is closed. The contractor shall install ducting to all dryers, from the dryer to the building permanent exhaust system. Dryer exhaust vents shall be securely attached to prevent the ducting from coming loose. Dryers shall be single appliances or stackable appliances as identified in Appendix 1, Washer / Dryer Requirement by Bldg and Type.

1.3.3. STACKABLE DRYERS: Stackable dryers shall fit in the designated area and shall be gas-operated and shall operate only when door is closed. Electrical power shall be supplied by a 120 volt, 60 hertz, polarized 3 prong grounded plug protected by a 15 amp fuse. The gas supplied to the dryer shall be 1,000 BTU/ft at 6.5 ± 1.5 inch water column pressure. The contractor shall install ducting to all dryers, from the dryer to the buildings’ permanent exhaust system. Dryer exhaust vents shall be attached to prevent the ducting from coming loose. Stackable dryers are identified in Appendix 1, Washer / Dryer Requirement by Bldg and Type. Stackable dryers shall be considered (1) one appliance consisting of an upper unit and a lower unit and priced accordingly.

1.4. ADDITIONS, DELETIONS, AND RELOCATION OF APPLIANCES: The CO will notify the contractor when appliances need to be added, deleted, or relocated during the life of this contract. Only the CO has the authority to negotiate with the contractor regarding quantities, dates, and equipment.

1.4.1. ADDITIONS: The CO will notify the contractor when additional appliances are required.

The contractor shall install the appliances wwithin fourteen (14) calendar days of the notification or on the date agreed upon by the CO and the contractor. Appliances shall be new, out of the box, unless otherwise agreed upon and shall comply with equipment standards as outlined in the PWS.

The contractor shall invoice at a prorated daily rate beginning with the day the appliances becomes operational. An updated appliance inventory shall be submitted within three (3) duty days of additional appliances.

1.4.2. DELETIONS: The CO will notify the contractor when appliances are to be removed and deleted from the contract. Payment for deleted appliances will stop the day when the contractor is notified of the deletion, but the contractor will have up to fourteen (14) calendar days from notification or on the date agreed upon by the CO and the contractor, to remove the appliance. The contractor shall invoice at a prorated daily rate for that month from the first of the month through the date requested for removal. An updated appliance inventory shall be submitted within three (3) duty days of deleted appliances.

1.4.3. RELOCATIONS: The CO will notify the contractor when appliances need to be relocated.

The contractor shall move the appliances within three duty days of the notification or on the date agreed upon by the CO and the contractor. In the event of an emergency requiring immediate relocation of the appliances, the contractor acknowledges that contractor owned appliances may be moved by personnel responding to the emergency. For example, an emergency may include, but is not limited to, pipes bursting, water leaks, gas leaks, or structure damages in which it is vital for the appliance to be relocated to gain access to the area in need of attention. The COR or CO will immediately notify the contractor in this situation. After the emergency repairs have been complete, the contractor will be notified by the CO and will have twelve (12) hours to relocate and reinstall the appliances. Relocation services performed by the contractor will be invoiced under the appropriate line item. Relocation fees will be applicable each time the contractor is requested to move the appliance (i.e. it will be charged to move it and another charge to replace it including connections).

1.5. FUTURE REQUIREMENTS: Known future requirements are identified in Appendix 1, Washer/Dryer Requirement by Bldg and Type. However, additional future requirements quantities and dates are not guaranteed and subject to change due to mission requirements. The contractor shall provide appliances that meet the equipment standards described in the PWS.

1.6. APPLIANCE IDENTIFICATION AND SIGNAGE: The contractor shall place a COR approved sign or decal with operating instructions on each appliance. SAFB is a training installation with many young airmen that may not have experience doing laundry prior to arrival and dependent upon these operating instructions to operate the machine. If the appliance has operating instructions preprinted on the lid this will meet the requirement. If the manufacturer appliance operating instructions become unreadable or torn off, the contractor shall place a new sign or decal. Each appliance shall be labeled with a numeric or alpha/numeric combination, which uniquely identifies each appliance. The label will be legible at all times and shall be replaced if necessary at no additional cost to the government. Additionally, partially torn labels shall be replaced at no additional cost to the government. The label shall be affixed on the front of each appliance and shall have at a minimum the following information:

This appliance is the property of _____(insert contractor’s company name)__________

Appliance Identification Number: __(insert contractor’s inventory number)___________

USER must report ALL problems with this appliance to: (940) 676-5684

1.7. SCHEDULED MONTHLY CLEANING AND OPERATIONS CHECK: The contractor shall submit a monthly cleaning schedule to the COR for all appliances within 10 calendar days after contract award and no later than the 25 th of each subsequent month for the next month’s schedule. The schedule shall include at a minimum the building number and the date in which services will be performed. If there are any revisions to the schedule, the contractor shall submit a revised schedule at least 3 calendar days prior to the effective change. The contractor shall perform the following minimum monthly cleaning and operations checks:

- The contractor shall ensure the entire exterior of each appliance is cleaned to include, but not limited to, removal of dust, dirt, debris and soap residue.

- The contractor is responsible for cleaning the area around the appliance; including the exterior of all permanent and flexible exhaust dryer ducts, between, and around the appliances including the floor surfaces to remove all lint, dust, dirt and debris. Items of value found in the process of cleaning around the machines are considered government property and should be turned into the building manager.

- The contractor shall ensure each dryer exhaust vent is secured in accordance with manufactures specifications.

- The contractor shall ensure each appliance is operational according to. The contractor shall place a tag, as shown in Figure 1 below, on any appliance not operating to design and repair within 72 hrs excluding weekends and holidays. If a tagged appliance is not operational within 72 hrs, it may result in a deduction calculated from a daily amount of

$5.00 per machine contingent upon the approval of the CO.

If an appliance cannot be repaired within 72 hours, unless an extension is approved by the

CO, the contractor shall replace the appliance with a new appliance.

The 72 hour period shall be calculated as: Tagged date plus 48 hours = 72 hours.

EXAMPLE:

6 Feb: Machine tagged

6 Feb – 7 Feb: (24 hrs)

7 Feb – 8 Feb: (24 hrs)

8 Feb – 9 Feb: (24 hrs)

10 Feb: a deduction calculated from a daily amount of $5.00 per machine contingent upon the approval of the CO.

Figure 1: Maintenance Tag

1.8. QUARTERLY PERMANENT EXHAUST-DUCT CLEANING: The cleaning and inspection of the duct work is critical to the government to eliminate potential fire hazards. The contractor shall submit a quarterly (Jan, Apr, Jul, and Oct) schedule for permanent exhaust duct cleaning to the COR for all appliances within 10 calendar days after contract award and no later than the 25 th of each subsequent month for the next quarter’s schedule. The schedule shall include at a minimum the building number and the date in which services will be performed. If there are any revisions to the schedule, the contractor shall submit a revised schedule at least 3 calendar days prior to the effective changes unless an emergency or unforeseen circumstance arise in which contractor will notify COR as soon as possible. The contractor will be responsible to provide necessary equipment to perform this task to include but not limited to ladders, extender poles, brushes, and tools to open access panels and ducting tape to ensure access panels are sealed after

OUT OF SERVICE

DO NOT USE

MACHINE # _______________________________

DATE IDENTIFIED: ________________________

REPAIR BY DATE: ________________________

PROBLEM: ________________________________

Initials: ________ entry. The contractor shall perform the following minimum quarterly permanent exhaust duct cleaning requirements:

- The contractor shall clean the interior of each permanent exhaust duct to ensure all lint, dust and debris is removed. The contractor shall ensure all access ports are secured upon completion of cleaning requirement.

- The contractor shall clean the area around, including the entire exterior of all permanent and flexible exhaust dryer ducts, between, and around the appliances to remove all lint, dust, dirt and debris. Items of value found in the process of cleaning around the machine are considered government property and shall be turned into the building manager.

- The contractor shall ensure each dryer exhaust vent is secured in accordance with manufacture’s specifications.

1.8.1. ACCESS TO DUCTS: The contractor shall gain access to ducts (both interior and exterior) by any means necessary to thoroughly clean ducting. Contractor, if necessary may have to disconnect and remove dryers, exhaust louvers, grills and duct access covers as necessary to gain access to the interior of exhaust ducts. Contractor shall reinstall dryers and ducting immediately after duct cleaning is completed in a facility. Contractor shall not cause damage to dryers, gas lines, electrical connections and ducting. The contractor shall be responsible for making repairs to damages caused by the contractor at no additional cost to the government.

1.8.2. QUARTERLY PERMANENT EXHAUST-DUCT LABEL: The contractor shall affix a quarterly vent cleaning and inspection verification label on each door or duct at the point the dryer vent enters the permanent duct, whichever is more feasible, as long as it is easily noticeable and readable. The quality of the label shall be such that it remains in place and legible until next cleaning. Labels will be exposed to moisture, dirt, lint and such and the contractor is liable for properly affixing label and ensuring the previous labels are removed. The label shall include the following information: Company name, date completed, month next due, technician name and signature. All dates shall be written out by day, month and year to avoid confusion the month shall be spelled out for example 1 Oct 2013. The signature of the technician on the label is certifying the exhaust duct has been cleaned to code. It may be necessary for the contractor to show the COR where the label was determined to be affixed.

1.9. MAINTENANCE SERVICE/WORK ORDER CALLS: Service or work order requirements are identified by the COR during surveillance inspections, facility manager or bldg occupants by calling the number listed on the appliance label. While responding to a service or work order call, if the technician notices another appliance requiring maintenance, the contractor shall post a professional sign as shown in figure 1. The contractor shall notify the COR via email no later than the next duty day of any appliance requiring maintenance.

1.9.1. ADDITIONAL WORKLOAD INFORMATION. The contractor is advised appliances will receive a very high use above normal wear and tear due to the training mission on SAFB and the number of training students that process in and out. There is a continuous flow of students.

The contractor can also expect to continually replace expendable parts due to high use and/or overloading such as, but not limited to, timers, knobs, handles, and other parts accessible to users at no additional cost to the government. Dormitory users may have very limited knowledge and experience operating appliances.

1.9.2. SERVICE/WORK ORDER DOCUMENTATION: As a courtesy to the contractor, the

COR may notify the contractor’s service technician via telephone initially but will submit a service/work order via email each workday (Mon – Fri) excluding holidays when a service/work order is needed. The service/work order will have the customer's name, date call received, telephone number, appliance number(s), a brief reported description of problem and repair by date, (Figure 2). The contractor shall complete the required maintenance and annotate the response date and a short summary of repair performed or reason the equipment was not made operational and send via email to the COR. The contractor shall tag the machine with a maintenance tag if not immediately repaired or replaced. Any appliance out of service for more than 72 hours (excluding holidays and weekends) from the time of notification may result in a deduction calculated from a daily amount of $5.00 per machine contingent upon the approval of the CO. If an appliance cannot be repaired within 72 hours, unless an extension is approved by the CO, the contractor shall replace the appliance with a new appliance.

The 72 hour period shall be calculated as: Work order issued date plus 48 hours = 72 hours.

EXAMPLE:

6 Feb: Work order was issued

6 Feb – 7 Feb: (24 hrs)

7 Feb – 8 Feb: (24 hrs)

8 Feb – 9 Feb: (24 hrs)

10 Feb: A deduction calculated from a daily amount of $5.00 per machine contingent upon the approval of the CO.

Service / Work Order Request

Contractor Name:

Date Work order #

Repair By Date:

COR Validate date:

Bldg #

Requester Name / Phone #

Washer and Dryer #'s, exact location and reported problem listed below.

Contractor Repairs Made:

Date Repair Completed: Contractor Representative:

Figure 2: Service / Work Order Request

1.9.3. CONTRACTOR IDENTIFIED MAINTENANCE REQUIREMENT: If contractor discovers any maintenance required involving government-supplied utilities or property such as electrical outlets, drains, or faucets, the contractor shall immediately notify the COR via email with all applicable information, i.e., building number, location, and machine number. The COR will take appropriate action to ensure the government maintenance requirement is sent to the proper service provider. The COR will notify the contractor when facility repairs are complete and appliance service/work order is required via issued work order. The contractor shall report the problem(s) each and every time encountered even if reported previously as it may have been addressed and happening again.

1.10. EQUIPMENT ABUSE: The contractor shall notify the CO in writing of any suspected abuse of appliances stating the building number, machine number, and specifically why contractor suspects abuse to include justification. Replacing expendable parts will not be considered abuse.

The CO will review the documentation and provide the contractor with a written final decision. If a payment is due to the contractor, the payment amount for abuse and repair or replacement of equipment will be negotiated with the CO and the final ruling will be documented.

1.11. CLEAN UP: The contractor shall be responsible for leaving appliances and the area clean where work or maintenance is performed. Debris generated by the contractor shall be disposed at an off-base disposal site. Appliances and parts will not be disposed on base. However, the contractor can participate in the base’s recycling efforts but must transport the authorized recyclables to the recycling center, bldg 2140, and not leave it at the job site.

2.0 SERVICES SUMMARY (SS) (Figure 2): The contract service requirements are summarized in performance objectives that relate directly to contract essential items. The performance threshold briefly describes the minimally acceptable levels of service required for each requirement. The SS provide information on contract requirements, the expected level of contract performance, the expected method of government surveillance and confirmation of services provided. These thresholds are critical to contract success. During the first initial 30 calendar days of the contract, two additional errors on each task shall be allowed in an effort to identify normal phase-in problems.

2.1. QUALITY CONTROL. Contracts for commercial items rely on contractor’s existing quality assurance systems as a substitute for government inspection. The government will rely on the contractor’s assurances that the commercial item tendered for acceptance conforms to the contract requirements. Quality control is the responsibility of the contractor and not the government.

2.2. QUALITY ASSURANCE. The Government will periodically evaluate and monitor the contractor’s performance by appointing a representative(s) to monitor performance to ensure services are received in accordance with the contract. The Government may increase or decrease the number of inspections as deemed appropriate

2.3. SURVEILLANCE METHODS. The COR may conduct surveillance inspections bases on the contractor’s submitted schedules. The surveillance method will be determined by, but not limited to, continuous customer complaints or failure to meet quality standards set forth in this contract. Failing to meet the service summary thresholds for any of performance objectives shall result in a warning or letter of concern from the CO. 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 constitute an immediate

Progress Meeting with the Multi-functional Team.

SERVICES SUMMARY

Performance Objective PWS Para Performance Threshold

1. Accurate contractor monthly cleaning schedule is submitted by 25 th of each month.

1.7. No more than 1 valid complaint or defect

allowed per quarter. Re-performance completed within 24 hours of notification.

2. Contractor completed monthly cleaning, and verification of appliance signage, operating instructions and labeling

1.6., 1.7. No more than 2 valid complaints or defects allowed per month. Re-performance completed within 24 hours of notification.

3. Contractor completed monthly operational check and if necessary tag nonoperational appliances

1.7. No more than 3 valid complaints or defects

allowed per month. Re-performance completed within 24 hours of notification.

4. Maintenance Service/Work order calls completed with 72 hrs of notification

1.9., 1.9.1., 1.9.2., 1.9.3.

No more than 3 valid complaints or defects allowed per month. Re-performance completed within 24 hours of notification.

5. Accurate contractor submitted quarterly (Oct, Jan, Apr, Aug) exhaust duct cleaning schedule is submitted no later than the 25 th of each subsequent month for the next quarter’s schedule.

1.8. No more than 1 valid complaint or defect

allowed semi-annual. Re-performance completed within 24 hours of notification.

6. Contractor completed quarterly cleaning and labeling requirements

1.8., 1.8.1., 1.8.2. No more than 2 valid complaints or defect allowed per quarter. Re-performance completed within 24 hours of notification.

7. Appliance Inventory submitted at beginning of contract, quarterly, and as inventory changes.

1.2.2., 1.2.2.1. No more than 1 valid complaint or defect allowed semi-annual. Re-performance completed within 24 hours of notification.

8. Additions of new appliances with signage and updated inventory completed within 14 calendar days of notification by CO.

1.4., 1.4.1. No more than 1 valid complaint or defect allowed per year. Re-performance completed within 24 hours of notification.

9. Deletion/removal of appliances and updated inventory completed within 14 calendar days of notification by CO

1.4., 1.4.2. No more than 1 valid complaint or defect allowed per year. Re-performance completed within 24 hours of notification.

10. Relocation of appliances completed within 3 duty days of notification by CO

1.4., 1.4.3. No more than 1 valid complaint or defect allowed per year. Re-performance completed within 24 hours of notification.

Figure 2 – Services Summary

2.4. PERIODIC PROGRESS MEETINGS. The CO, Functional Commander, COR, other government personnel as appropriate, and the contractor shall periodically meet to discuss the contractor’s performance.

3.0. CONTRACTOR PERSONNEL:

3.1. CONTRACT MANAGER: The contractor shall provide a contract manager who will be responsible for the operations, management, and ensure compliance of contract requirements. The contract manager shall be designated in writing to the CO prior to the contract start date and as changes happen with name, phone number(s), email address and any other applicable information.

The contract manager or designated representative shall be available within two hours of verbal notification from the COR or the CO via telephone. A point of contact (POC) shall be provided for emergencies during off-duty hours.

3.2. REPAIR TECHNICIAN: The contractor shall have a local, qualified, and experienced repair technician who will be responsible for the day-to-day appliance repair and maintenance. The repair technician shall be designated in writing to the CO prior to the contract start date with name, phone number(s), email address and any other applicable information. The repair technician shall be available to meet on site within two hours of notification from the CO or COR. The repair technician can also be the contract manager, there is no requirement that there has to be two individuals.

3.3 COMMUNICATIONS: The contractor will provide a phone number where the contract manager can be contacted during normal duty hours. Contract manager shall have computer experience and be able to use email, spreadsheets, and word documents.

4.0 . SECURITY REQUIREMENTS FOR UNCLASSIFIED CONTRACTS:

4.1. Contractor Notification Responsibilities. The contractor shall notify the Information

Security Program Manager (ISPM) at each operating location 30 days before on-base performance of the contract. The notification shall include:

a. Name, address, and telephone number of company representatives.

b. The contract number and contracting agency.

c. The reason for the contract (i.e., work to be performed).

d. The location(s) of contract performance and future performance, if known.

e. The date contract performance begins.

f. Any change to information previously provided under this paragraph.

4.1.1. Obtaining and Retrieving Identification Media. As prescribed by the AFFAR 5352.242-

9000, Contractor access to Air Force installations, the contractor shall comply with the following requirements:

a. The contractor shall obtain base identification for all contractor personnel who make frequent visits to or perform work on the Air Force installation(s) cited in the contract. Contractor personnel are required to wear or prominently display installation identification badges or contractor-furnished, contractor identification badges while visiting or performing work on the installation.

b. The contractor shall submit a written request on company letterhead to the contracting officer listing the following: contract number, location of work site, start and stop dates, and names of employees and subcontractor employees needing access to the base. The letter will also specify the individual(s) authorized to sign for a request for base identification credentials or vehicle passes. The contracting officer will endorse the request and forward it to the issuing base pass and registration office or security police for processing. When reporting to the registration office, the authorized contractor individual(s) should provide a valid driver's license, current vehicle registration, and valid vehicle insurance certificate.

c. During performance of the contract, the contractor shall be responsible for obtaining required identification for newly assigned personnel and for prompt return within 7 working days of credentials for any employee who no longer requires access to the work site.

d. Upon completion or termination of the contract or expiration of the identification passes, the prime contractor shall ensure that all base identification passes and/or CAC cards issued to employees and subcontractor employees are returned to the issuing office within 7 working days.

e. Failure to comply with these requirements may result in withholding of final payment.

4.2. Pass and Identification Items. The contractor shall ensure the following pass and identification items required for contract performance are obtained for employees and non-government owned vehicles:

a. DD Form 1172, Application for Uniformed Services Identification Card (AFI

36-3026, Identification Cards For Members of The Uniformed Services, Their Family

Members, and Other Eligible Personnel, and AETC Instruction 36-3001, Issue and Control of

AETC Civilian Identification (ID) Cards).

b. DBIDS card/pass (AF Form 75 may be used only if DBIDS is inoperable).

c. DoD Common Access Card (CAC), (AFI 36-3026).

d. AF Form 1199, USAF Restricted Area Badge, or locally developed badge.

4.3. Suitability Investigations. Contractor personnel shall successfully complete, as a minimum, a

National Agency Check Inquiries (NACI), before accessing DOD computers networks and systems.

These investigations shall be submitted by the government at no additional cost to the contractor.

The contractor shall comply with the DOD 5200.2-R, Personnel Security Program, and AFI 33-

119, Air Force Messaging, requirements.

4.4. Unescorted Entry to Restricted Areas. When work under this contract requires unescorted entry to controlled or restricted areas, the contractor shall comply with AFI 31-101, Volume 1, The

Air Force Installation Security Program, DOD 5200.2-R, and AFI 31-501, Personnel Security

Program Management, as applicable. Contractor personnel shall be the subject of a favorably completed NACI investigation to qualify for unescorted entry to a restricted area. In addition, the

Air Force shall submit NACI investigations for contractor employees at no additional cost to the contractor.

4.5. Listing of Employees. The contractor shall maintain a current listing of employees. The list shall include employee's name, social security number, and date of investigation if contract work involves unescorted entry to Air Force restricted or other sensitive areas designated by the installation commander. The list shall be validated and signed by the company Facility Security

Officer (FSO) and provided to the contracting officer and ISPM prior to the contract start date.

Updated listings shall be provided within 7 working days when an employee's status or information changes.

4.6. Freedom Of Information Act Program (FOIA). The contractor shall comply with DoD

Regulation 5400.7/AFMAN 33-302, Freedom of Information Act Program, requirements. The regulation sets policy and procedures for the disclosure of records to the public and for marking, handling, transmitting, and safeguarding For Official Use Only (FOUO) material. The contractor shall comply with AFI 33-332, Air Force Privacy Act Program, when collecting and maintaining information protected by the Privacy Act of 1974 authorized by Title 10, United States Code, Section 8013. The contractor shall remove or destroy official records only in accordance with AFI

33-322, Records Management Program and AFI 33-324, Information Collections and Reports

Management Program.

4.7. Reporting Requirements. The contractor shall comply with AFI 71-101, Volume- 1, Criminal Investigations, and Volume-2, Protective Service Matters, requirements. Contractor personnel shall report to an appropriate authority (Security Forces Squadron (SFS), 676-2982), any information or circumstances of which they are aware may pose a threat to the security of DOD personnel, contractor personnel, resources, and classified or unclassified defense information.

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

4.8. Personnel Security. Contractor personnel requiring unescorted entry to controlled or restricted areas designated by the installation commander shall comply with base access requirements. These requirements are contained in AFI 31-101, for installation access and AFI 31-

501, for suitability determinations.

4.9. Security Manager Appointment. The contractor shall appoint a security representative for on-base contract performance. The security representative may be a full-time position or an additional duty position. The security representative manager shall provide employees with training required by DOD 5200.1-R, Information Security Program Regulation, and AFI 31-401, Information Security Program Management. The contractor shall provide initial and follow-on training to contractor personnel who work in Air Force controlled/restricted areas. Air Force restricted and controlled areas are explained in AFI 31-101.

4.10. Additional Security Requirements. In accordance with DoD 5200.1-R and AFI 31-401, the contractor shall comply with AFMAN 33-282, Computer Security; AFSSI 7700, Emission

Security; and applicable AFKAGs, AFIs, and AFSSIs for Communication Security (COMSEC);

and AFI 10-701, Operations Security (OPSEC) Instructions.

4.11. Physical Security. Areas controlled by contractor employees shall comply with base

Operations Plans/instructions for Force Protection Condition (FPCON) procedures, Random

Antiterrorism Measures (RAMS) and local search/identification requirements. The contractor shall safeguard all government property, including controlled forms, provided for contractor use. At the close of each work period, government training equipment, ground aerospace vehicles, facilities, support equipment, and other valuable materials shall be secured.

4.12. Internal Operating Instructions. The contractor shall develop an Operating Instruction

(OI) for internal circulation control, protection of resources, and to regulate entry into Air Force controlled areas during normal, simulated, and actual emergency operations. The OI shall be written in accordance with AFI 31-101, the local base Operations Plan usually referred to as an

OPLAN, and AFI 10-245, Antiterrorism Program Standards, and coordinated through the ISPM.

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

4.14. Key Control. The contractor shall establish and implement key control procedures to ensure keys issued to the contractor by the government are properly safeguarded and not used by unauthorized personnel. The contractor shall not duplicate keys issued by the government.

4.15. Lost Keys. Lost keys shall be reported immediately to the contracting officer. The government replaces lost keys or performs re-keying. The total cost of lost keys, re-keying or lock replacement shall be deducted from the monthly payment due the contractor.

4.16. Government Authorization. The contractor shall ensure its employees do not allow government issued keys to be used by personnel other than current authorized contractor employees. Contractor employees shall not use keys to open work areas for personnel other than contractor employees engaged in performance of their duties, unless authorized by the government functional area chief.

4.17. Lock Combinations. The contractor shall establish procedures in local OIs ensuring lock combinations are not revealed to unauthorized persons and ensure the procedures are implemented.

4.18. Traffic Laws. The contractor and its employees shall comply with (installation) base traffic regulations.

4.19. Pass and Identification:

The contractor shall contact the CO should any problem arise regarding access to the base.

Contractors shall obtain base access passes used to gain access to Sheppard AFB during the performance period.

4.20. Special Background Checks:

Prior to the issuing of a base access pass, all contractor personnel will go through a background check to ensure there are no disqualifying factors. Upon contract award, the necessary applications for passes can be obtained by contacting the Base Contracting Office at (940) 676-5185. The completed applications are then processed through the Base Security Forces, building 1405, Sheppard AFB.

4.21. Government Issued Identification Badges:

The contractor is responsible for tracking and retrieving badges from employees upon separation, termination and/or completion of business on SAFB, TX. Employees who abuse their badge privileges by attempting base access beyond the dates, times, locations or specified work and other limitations may be subject to revocation of base access. If an employee is dismissed from employment, resigns, or if there is no longer a contractual requirement for the employee to enter

Sheppard AFB, the Contractor Project Superintendent shall ensure that the employee identification cards and any other identification, i.e., vehicle passes, issued to the employee are expeditiously returned to the issuing office within 7 working days prior to final invoicing and payment. If all identification is not provided, a portion of the final payment (to be determined by the Contracting

Officer) will be withheld pending its submission.

4.22. Employee Identification:

Contractor personnel shall be easily recognized as contractor employees by wearing uniform clothing bearing the name of the company or by wearing contractor issued badges which contain the company’s name and the employee’s full name. Contractor identification cards may be issued for the performance period of the contract only. Contractor personnel will be made aware of the necessity for safeguarding identification cards issued and the requirement for reporting any identification cards lost by their employer.

4.23. Base Rules and Regulations:

Contract employees are required to obey base rules and regulations. All contract personnel shall obey posted signs.

4.23.1. All contactor personnel will comply with all Antiterrorism/Force Protection measures in the event there is a threat to the installation. Although not required for contractor personnel they shall be afforded the opportunity to complete the Antiterrorism (AT) Level I awareness training. For personnel who do not have access to the Air Force’s Advance Distance Learning System (ADLS) they can receiving this training from the following web site: https://atlevel1.dtic.mil/at/

5.0. GENERAL INFORMATION:

5.1. HOURS OF OPERATION: Normal business hours are defined as Monday through Friday, 0730-1630. The contractor shall perform the services required during normal business hours unless otherwise approved in writing by the CO.

5.1.1. BASE CLOSURE DUE TO WEATHER: The local television news broadcasts and local radio station will broadcast the official notification of base closure due to inclement weather. If the base is officially closed and the contractor cannot gain access to the base to perform preventive maintenance, unscheduled maintenance, additions, deletions, and relocation timeframes will be adjusted accordingly and will not be counted against contractor’s performance dates.

5.1.2. LEGAL HOLIDAYS: The official holidays schedule can be found at www.opm.gov/fedhol Sheppard Air Force Base observes the following legal holidays:

New Year's Day 1 January

Martin Luther King's Birthday 3rd Monday in January https://atlevel1.dtic.mil/at/ http://www.opm.gov/fedhol

President's Day 3rd Monday in February

Memorial Day Last Monday in May

Independence Day 4 July

Labor Day 1st Monday in September

Columbus Day 2nd Monday in October

Veteran's Day 11 November

Thanksgiving Day 4th Thursday in November

Christmas Day 25 December

If a holidays fall on Saturday, the preceding Friday will be observed. If a holiday falls on a

Sunday, the following Monday will be observed.

5.2. BASE EXERCISES: Contractor personnel shall comply with all Antiterrorism/Force

Protection (AT/FP) measures in the event there is a threat to the installation in real world or exercise situations. The contractor will be notified by the COR of current situations and applicable procedures. When an exercise is imminent, the contractor is required to participate. The contractor shall report to the COR in writing all tasks they were unable to accomplish due to the exercise. Based on the information provided, the Government will allow the contractor additional time to complete the tasks due to Government interference.

6.0. ENVIRONMENTAL REQUIREMENTS:

6.1. CONFORMANCE WITH ENVIRONMENTAL, SAFETY AND OCCUPATIONAL

HEALTH MANAGEMENT SYSTEM (ESOHMS): The contractor shall perform all work under this contract consistent with the relevant policy and objectives identified within Sheppard

Air Force Base (SAFB). The contractor shall perform all work in a manner that conforms to all operational controls as identified within the SAFB ESOHMS Management Plan. The contractor shall provide any required monitoring and measurement information as necessary for SAFB to address environmental performance relative to the environmental, safety, occupational health, energy management, green procurement, and transportation management goals. In the event of a nonconformance with the installation ESOH management system, the contractor shall provide the

Contracting Officer (CO) a written plan of corrective action to include the estimated completion date of all corrective actions.

6.1.1. COMPLIANCE WITH ENVIRONMENTAL LAWS: 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. The contractor shall also comply, and assure that ALL subcontractors comply, with all applicable specific instructions, policies, or references contained herein. Copies of local policies and procedures can be reviewed at the office of the Base Environmental Coordinator (BEC), Bldg 1402, phone 676-

6840.

6.2. HAZARDOUS MATERIALS: For the purposes of this document, hazardous materials are defined as any product, material, chemical or substance listed in 49 CFR 172.101 and 40 CFR 302-

304. Specifically, a hazardous material is any substance or material, in any quantity or form that has the potential to harm human health or the environment. Executive Order 13423, directs to the maximum extent possible, the reduction in usage of the following five priority chemicals:

cadmium, lead, polychlorinated biphenyls (PCBs), mercury and naphthalene. There are known alternatives to the priority chemicals or products containing them. For example, electronic thermostats can be used in place of mercury-bearing switches; solders containing copper or silver can substitute for solder containing lead; and integrated pest management can be used in place of naphthalene.

6.2.1. Absolutely NO hazardous material shall be brought onto SAFB until that material is authorized for use by the Environmental, Safety and Occupational Health (ESOH) Team and properly recorded in the Enterprise Environmental, Safety and Occupational Health Management

Information System (EESOH-MIS). Point of contact to initiate this process is the Civil

Engineering Environmental Flight - Hazardous Materials Program Manager (82 CES/CEV), bldg.

1402, phone (940) 676-7842. The requirements apply for all hazardous material that the user intends to bring onto government property for a particular process or application. The user will submit to the 82 CES/CEV, through the CO (82 CONS), A Material Safety Data Sheet (MSDS), and any other supporting documentation for each hazardous chemical used in compliance with

SAFBI 32-7001. This information will be provided as a submittal using AF Form 3000 to the 82

CES/CEV for review and approval, prior to introduction of that material onto SAFB. 82 CES/CEV will be allowed 10 days for review of the contractor’s submittals. Guidance will be provided on the back of the AF Form 3000 as to which materials will require an AF Form 3952 or applicable

EESOH-MIS form (applicable sections only) to be filled out and submitted for input and tracking by EESOH-MIS.

6.2.2. Contractors will submit a comprehensive list of the above-mentioned materials to the CO.

The list shall include the contract number, performance period, MSDS, cost data per unit and a contractor representative for hazardous material matters. Prior to disposal of any container that contained hazardous material that was required to be tracked and reported, the contractor representative shall notify 82 CES/CEVP, Hazardous Waste Manager (940) 676-2415, for notification and instruction on proper disposal.

6.2.3. Should the contractor’s hazardous material requirements change during the performance period, the contractor’s representative shall immediately notify the 82 CES/CEV of such changes, provide as a submittal using the AF Form 3000, any new hazardous material that is being requested for use to the 82 CES/CEV for review and approval and guidance. The contractor will report by fax, or email through the CO to the 82 CES/CEVP on a monthly basis, ALL hazardous/potentially hazardous materials identified during the submittal process for use on SAFB so that proper capture and reporting of this information can be accomplished.

6.2.4. Hazardous material shall only be stored at SAFB after approval from 82 CES/DS2/CEV, Wing Safety Office, and base fire department. The contractor shall observe ALL hazardous material storage practices in accordance with regulations, policies, plans, and procedures employed by the 82 CES/CEV, 82d Medical Group Bioenvironmental Engineer (BEE), safety office, and base fire department, 82 CES/CEF for hazardous materials stored on base. This includes, but is not limited to, SAFB Plan 705 and the SAFB Storm Water Pollution Prevention Plan (SWP3).

6.2.5. CLASS I OZONE DEPLETING CHEMICALS (ODC) CERTIFICATION. This supply/service does not allow the use of Class I ODCs identified in the Air Force Policy in performance of this contract, nor does it require delivering these Class I ODCs in any items of supply or as part of any service.

6.2.6. Absolutely, no hazardous/potentially hazardous materials will be left/abandoned on base at the completion of the service contract, nor will said materials be disposed of into base dumpsters.

6.3 HAZARDOUS AND SPECIAL WASTE GENERATED BY THE CONTRACTOR: For the purposes of this document, hazardous and special wastes shall include those identified in 40

CFR 261, (Hazardous Waste Identification) and any wastes identified as either hazardous or

Special Waste by the Texas Commission on Environmental Quality (TCEQ) in 30 TAC…