APPLIANCE PWS-30Mar08.doc

PERFORMANCE WORK STATEMENT

FOR

APPLIANCE MAINTENANCE SERVICES

AT

EGLIN AFB, FL

CONTRACT #

796 CES/CEOCV

16 MAY 2008

TABLE OF CONTENTS

SECTION

TITLE

PAGE

1. Description of Services

1.1.

Service Calls

1.2.

Appliance Repair

1.3.

Preventive Maintenance

1.4.

Property Control

1.5.

Disposal

1.6.

Reports and Records

1.7.

Variation in Workload

2.

Service Summary

3.

Government/Contractor Furnished Property, Equipment, and Services

4.

Personnel

4.2.

Quality Control

4.3.

Hours of Operation

4.4.

Security Requirements

4.5.

Safety Requirements

4.6.

Environmental Requirements

Appendix A - Annual estimated workload data

Appendix B - Maps

PERFORMANCE WORK STATEMENT

FOR

APPLIANCE MAINTENANCE SERVICES

SECTION 1

1. DESCRIPTION OF SERVICES. The contractor shall provide all management, tools, supplies, equipment, paints, lubricants, labor, cleaning supplies and other items and services necessary maintain and repair Government owned appliances such as: washers, dryers, refrigerators, microwave ovens, ice machines, and electric ranges at Eglin Air Force Base. The service area covered in this contract includes Eglin AFB main base area, Duke Field, Camp Rudder (Army Ranger training facility), Naval Explosive Ordinance School and (Site D-51), the Okaloosa Island Test Sites why isn’t the Eglin AFB ALL-Ranks beach club on Okaloosa Island included in these facilities.. Because there are no appliances at this facility and CE does not take care of Services appliances any more because they have to pay and they don’t want to.The contractor shall perform all work requirements in accordance with (IAW) established commercial practices, procedures recommended by the respective appliance manufacturer, and as specifically defined in this PWS. The contractor shall comply with all Federal, State, local, and base laws and regulations. Estimated workload data is listed in Appendix A.

1.1. SERVICE CALLS. The contractor shall respond to service call requests IAW paragraph 1.5. and Appendix A. The Government Quality Assurance Person (QAP) will receive all service call requests. The QAP will annotate on a locally developed form the information and assign a call number to each request received for contract repairs. The contractor or contractor’s representative shall acknowledge receipt and acceptance of the assigned work by signing the completed form. A copy of the completed, signed service request form will be provided to the contractor.

1.1.1. Routine Service Calls. Routine service will be performed during normal duty hours and the contractor will be given at least 24 hours advance notice or by approved schedule. The contractor shall respond to routine service requests within eight (8) work hours of notification.

1.1.2. Urgent Service Calls. Services called for by the Government for units already in place with a minimum of eight (8) hours advance notice. Work is performed during normal duty hours. The contractor shall respond and start work within one (1) hour after notification.

1.1.3. Emergency Service Call. Services called for by the Government with a minimum of two (2) hours advance notice. Calls may be for new units and may be required outside normal duty hours. The contractor shall respond and start work within one (1) hour after notification during normal duty hours and within two (2) hours after normal duty hours.

1.2. APPLIANCE REPAIR. The contractor shall perform service call work IAW paragraph 1.1., 1.2. and 1.3. If repairs cannot be performed due to ordering parts or other delays, the contractor shall inform the QAP and provided and estimated completion date for said repairs.

1.2.1. Major Repair. Overhaul work or major component replacement may be considered major repair when the cost of labor and materials exceeds 40% of the estimated replacement value. Examples of this type of repair may include but are not limited to: refrigerators and ice machines– repair and or replacement of compressors, condensers, evaporators, washing machines – transmissions and seals (depending on make and model and the extent of disassembly required), dryers – tub assemblies, dishwashers – pump, motor (depending on make and model and the extent of disassembly required).

1.2.2. Routine/Minor Repair. Any service other than major overhaul and normally performed at the job site. Historical data reflects an average of one (1) man hour per service call for minor repair except for ice machines which average two (2) man hours per service call. This type of repair work is normally performed as a routine or urgent service call request

1.2.3. Repair Criteria. The contractor shall not repair any appliance if the cost of repairs exceeds the amount of $100.00 without prior approval of the QAP. The contractor shall submit a written repair estimate to include all parts and labor costs to the QAP for approval. The QAP will determine the feasibility of the repair and or replacement, using the contractor’s recommendations and guidelines.

1.2.4. The cost of repairs for appliances less than five (5) years old will not exceed 60% of the actual replacement cost at the time of proposed repair. However, the Government reserves the right to repair any appliance that exceeds the allowable repair limits. If the QAP determines the appliance must be replaced, a suitable substitute will be procured and the contractor shall follow disposal procedures as specified in paragraph 1.4.

1.2.5. The cost of repairs for appliances five (5) years old or older that need repair will not exceed 40% of the replacement cost at the time of proposed repair. .

1.3. PREVENTIVE MAINTENANCE. The contractor shall ensure appliances are maintained according to the manufacturer’s recommendations by performing preventive maintenance tasks. The contractor shall ensure all appliances operate safely, are clean and free of corrosion. The contractor shall minimize disruptions and inconveniences to users. All replacement parts will be new or reconditioned. All reconditioned parts must meet manufacturer’s specifications for reconditioning. The contractor shall not exceed established repair cost limits without prior approval of the QAP IAW paragraphs 1.2.4. and 1.2.5.

1.3.1. Building Lint Systems. The contractor shall perform an annual inspection and cleaning of all building vent systems to remove lint, dust, dirt or other debris to ensure the system is clear/open from appliance to the outside of the facility. The contractor shall ensure that the entrance to the building system is returned to the original condition after the vent system has been inspected and cleaned. This includes reattaching any vent hoses or other parts removed during inspection and cleaning.

1.3.2. Within 30 days of contact start and annually thereafter, the contractor shall submit a proposed preventive maintenance schedule for all Government-owned appliances, equipment, and building lint systems to the QAP providing the quantity and type of appliance and or equipment to be serviced for each month during the year.

1.4. PROPERTY CONTROL. The contractor shall obtain approval from the Government QAP before removing any item from its existing location. Removal of any appliance shall be coordinated between the contractor, the QAP and the end user or building custodian. All appliances to be discarded will be processed IAW established procedures to include all required documentation as directed by the Government. The contractor shall ensure all appliances to be discarded are freon-free. Discarded appliances shall be turned into the Defense Reutilization and Marketing Office (DRMO) at Eglin AFB by the end user or building custodian or as otherwise directed by the Government. The contractor shall submit a listing of the appliances and equipment scheduled for turn in to DRMO. Listing shall include: type of appliance, brand name, model number, serial number, and its permanent location.

1.5. DISPOSAL. The contractor is responsible for the transportation and proper disposal of any and all debris generated during the course of contract operations. All requirements for proper handling and disposal IAW Section 4 shall apply. Fines or penalties levied against the contractor due to improver disposal of any material shall be the sole responsibility of the contractor.

1.6. REPORTS AND RECORDS. The contractor shall provide a monthly invoice for services rendered. Invoice along with all backup documentation shall be submitted to the QAP no later than three (3) workdays following the month of service. Once the invoice is accepted and approved, the contractor will be notified. The contractor will be responsible for submitting the invoicing documents via methods as directed by the Government, i.e. submission in Wide Area Work Flow. Proper and timely submission of monthly invoicing is the sole responsibility of the contractor.

1.6.1. The contractor shall also submit a monthly schedule of all preventive maintenance inspections and servicing on appliances and or equipment no later than the third workday of the month. If the monthly schedule is changed or modified, the contractor shall immediately notify the QAP and provide an updated copy of the new schedule.

1.6.2. The contractor shall also complete and certify a Government-furnished monthly Air Data Monitoring Form no later than the third workday of the month. The contractor shall list and account for any refrigerant substances released in the performance of this contract. Negative reports are required.

1.7. VARIATION IN WORKLOAD. Workload estimates in Appendix A are provided as a guide to the contractor in estimating manpower workload and scheduling requirements. During the contract performance period, the Government reserves the right to add, delete, or change work elements to meet mission requirements. The contractor will be notified of any changes to contract requirements.

SECTION 2

SERVICE SUMMARY

SECTION 3A

GOVERNMENT FURNISHED PROPERTY AND SERVICES

3. GOVERNMENT-FURNISHED PROPERTY. All of the appliances and equipment included in this contract are Government owed. Replacement appliances and or equipment will be procured by the Government. The Government will not provide any facilities for the contractor’s use under this contract.

3.1. SERVICES.

3.1.1. Utilities. The Government will provide utilities – water and electricity for the contractor’s use incidental to contract performance at the location being serviced.

3.1.2. Fire Prevention and Protection. The Government will provide fire prevention, protection, inspection, and maintenance of Government furnished fire extinguishers and systems. For assistance the contractor’s facility manager should call 882-3229 ext. 2. Eglin AFB Fire Department telephone is 882-5856 for routine calls and 911 for emergencies ONLY.

3.1.3. Emergency Medical Service. In the event of an emergency during hours of operation, call 911. The Government will provide emergency medical treatment and emergency patient transportation service for contractor personnel who are injured or become critically ill while performing responsibilities under this contract. The contractor may also request response and transport from a local hospital. The contractor is responsible for any and all costs associated with emergency medical treatment of his employees.

3.1.4. Security Forces. The Government will provide general on-base Security Police service. Security Forces phone extensions are 911 for emergencies and 882-2502 for routine calls.

SECTION 3B

CONTRACTOR FURNISHED PROPERTY, EQUIPMENT, SERVICES.

3.2 GENERAL INFORMATION. Except for facilities, materials, and services specifically noted in Section 3A Government-Furnished Property and Services the contractor shall furnish all personnel, vehicles, and equipment required to perform all contract requirements.

3.2.1.

Telephone Service. An operating business telephone shall be maintained at all times. The contractor shall furnish telephone number to the Contracting Officer and the QAP within one (1) workday prior to contract start date. The contractor shall also have a cellular telephone/pager to ensure communication with the QAP is available at all times.

3.2.2.

Personnel. The contractor shall furnish all clothing and equipment to contractor personnel as required and identification badges.

SECTION 4

GENERAL INFORMATION

4.1. PERSONNEL.

4.1. CONTRACT MANAGER. The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and alternate shall be designated in writing to the Contracting Officer prior to contract start date. Changes to personnel shall be submitted to the Government within 5 workdays of the change. The contract manager or alternate shall have full authority to act on all contract matters relating to the daily operation of the contract. The contract manager or alternate shall be available to speak/meet with the Contracting Officer or Government QAP within one (1) hour of request within normal operating hours (0700-1630) and two (2) hours after normal operating hours. The contractor shall also furnish after hour telephone numbers for the contract manager and alternate.

4.1.1. Contractor Employees. The selection, assignment, and management of contractor employees is the responsibility of the contractor; however, the contractor shall not employ any individual who is identified as a potential threat to the health, safety, security and general well being, or operation of the installation’s mission or personnel. Contractor employees shall present a neat appearance and be easily recognized as contractor employees. This shall be accomplished by the wearing of distinctive clothing bearing the name of the company or by possessing the appropriate badges containing the company’s name and employee picture. The contractor shall be responsible to ensure that all Federal, State, County licensing and certification requirements are met and kept current. The contractor shall provide documentation of employee licensing and certification upon request.

4.1.2. The contractor shall be responsible to ensure that all Federal, State, County licensing and certification requirements are met and kept current. Employees must have a valid driver’s license and/or Commercial Drivers License (CDL) certification as required for the type and class of vehicles used in the performance of this contract. The contractor shall provide documentation of employee licensing and certification upon request.

4.2. QUALITY CONTROL. According to FAR 52.212-4, Contract Terms and Conditions-Commercial Items, the Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The contractor shall develop and maintain a quality plan to ensure services are performed IAW established commercial standards, local, county, and state guidelines and all provisions and standards specified in this PWS. The contractor shall develop and implement procedures to identify and prevent defective services from recurring. As a minimum, the contractor shall develop quality control procedures that address the areas identified in Section 2, Service Summary. All quality control records shall be made available to the QAP upon request.

4.2.1. The Project/Quality Control Manager shall ensure daily operations are on schedule and completed within specified timelines. Contractor quality control procedures and practices shall be independent from the Government quality control surveillance/inspections. The Quality Control Plan and name of appointed Manager shall be submitted to the Government prior to contract start date.

4.2.2. Quality Assurance. The Government will evaluate the contractor’s performance by appointing a QAP to monitor performance to ensure services are satisfactorily performed. The Government QAP representative will evaluate the contractor’s performance through on-site inspections, evaluation of the contractor’s quality control program and receipt of complaints from base personnel. The contractor shall have four (4) work hours after notification to correct the discrepancy. The Government may inspect each task as completed or increase the number of quality control inspections if deemed appropriate due to repeated failures or customer complaints. Likewise, the Government may decrease the number of quality control inspections if performance dictates. The Government will also receive and investigate complaints from various customers located on the installation.

4.2.3. Customer Complaints. All customer complaints will be addressed to the Government QAP. The QAP will verify and validate each customer complaint and complete a Customer Complaint Record on locally acceptable form or medium such as email. The QAP will advise the contractor of the complaint and the contractor shall have four (4) work hours after notification to correct the discrepancy. The contractor shall note the action taken, including date and time and return completed complaint record to the QAP. If re-performance is requested and performed satisfactorily, the re-performed task will not count as a defect. Services that were not or cannot be re-performed in an acceptable manner will count against the performance threshold listed in Section 2, Service Summary.

4.2.4. Government Observations. Government personnel, other than Contacting Officers and Inspectors, may from time-to-time with Contracting Officer coordination, observe or inspect contractor operations. However, these personnel may not interfere with contractor’s performance.

4.3.

HOURS OF OPERATION.

4.3.1. Normal hours of operation shall be between the hours of 0700-1630 Monday through Friday. Specific exceptions to these hours are listed in paragraphs 4.3.3. The Government reserves the right to change hours of operation or restrict contractor access. The contractor may request to work hours other than normal duty hours. Approval for changes in normal work hours, extended hours during exercises or mission changes will not be unreasonably withheld.

4.3.2.

Recognized Holidays. The contractor is not required to provide services on all recognized Federal holidays- current holidays include: New Year’s Day, Martin Luther King’s Birthday, Washington’s Birthday, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans’ Day, Thanksgiving Day, and Christmas Day

4.3.3. Hours of Operation Other Than Normal. The contractor shall work whatever hours necessary to resolve an emergency occurring within his or her area of responsibility. There are numerous mission situations that may require the contractor to work other than normal hours. To include but not limited to: military exercises, contingency operations, weather emergencies, or other special events. During these situations, the contractor may have limited access to facilities and or areas on Government property.

4.4. SECURITY REQUIREMENTS. All personnel employed by the Contractor in the performance of this contract and any representative(s) of the contractor entering the Government installation shall abide by all security regulations of the installation.

4.4.1.

Employee Identification and Vehicle Passes. The contractor shall ensure all employees requiring access to the installation to include all ranges and sites have completed all requirements and obtained authorization from the Contracting office. All vehicles shall be operated IAW Base traffic rules and regulations. The Government reserves the right to limit or deny access to the installation as required.

4.4.2.

The Contractor shall retrieve all identification media, including vehicle decals, from employees who depart for any reason before the contract expires; e.g. termination, retirement. Vehicles are subject to inspection by the QAP, Base Safety Office, and Security Forces.

4.4.3. Restricted Areas/Access. During the course of the contract, certain areas/sites may be restricted or closed to contractor personnel. The contractor shall comply with all requirements for entry to include signing in or securing an entry badge. In addition, unscheduled gate closures may occur at any time and personnel entering or exiting the installation may experience delays.

4.4.4. Government and Personal Property. The contractor shall be responsible for safeguarding all Government property to include Government-furnished property listed in Section 3A. The contractor shall conduct work so that property, personnel, and work areas are protected at all times from inconvenience, damage, or injury. In the event of damage of any nature, caused by contractor operations or employees, due to improper protection, precaution, or safety measures, such damages shall be repaired or replaced by the contractor at his expense.

4.5. SAFETY REQUIREMENTS. The contractor is solely responsible for the safety and health of his or her employees during the course of contractor operations. The Contractor shall comply with all federal Occupational Safety and Health Act (OSHA) requirements and standards as published in the 29 Code of Federal Regulations (CFR) and conform to the safety requirements contained in the contract.

4.5.1. In the event of an accident or mishap, the contractor shall take reasonable and prudent action to establish control of the accident/mishap to prevent further damage to persons or property. The contractor shall report the incident to the QAP within one (1) hour of occurrence.

4.5.2. If the Government elects to conduct an investigation of the accident/mishap, the contractor shall cooperate fully and assist Government personnel as required.

4.5.3. The contractor shall require all subcontractors to comply with all security and safety provisions specified in this contract.

4.6. ENVIRONMENTAL REQUIREMENTS.

4.6.1. Compliance with Laws and Regulations. The contractor shall be knowledgeable of and comply with all applicable Federal, State, Interstate, and local laws, regulations, and requirements regarding environmental protection. In the event environmental laws/regulations change during the term of this contract, the contractor is required to comply as such laws come into effect.

4.6.2. Notification of Environmental Spills. If the contractor spills or releases any substance contained in 40 CFR 302 into the environment, the contractor shall immediately report the incident to the Unit Environmental Coordinator (UEC) at 882-6969, and Contracting Officer or designated QAP. The liability for the spill or release rests solely with the contractor. The contractor is responsible for all costs associated with clean-up and restoration including any applicable fines and/or penalties. The Government reserves the right to initiate and complete all cleanup actions. However, the Government’s actions will not alter or amend the contractor’s liability for site cleanup.

4.6.3. Environmental Requirement for Utilizing Recoverable Materials. The Federal Government is committed to the protection of the environment. To advance this goal at Eglin AFB, the contractor shall utilize recovered content materials to the maximum extent practicable IAW the Environmental Protection Agency’s (EPA) Comprehensive Procurement Guidelines (CPG) located at http://www.epa.gov/cpg/products.htm and Federal Acquisition Regulation (FAR) Clause 52.223.-4, Recovered Materials Certification.

4.6.4.

Usage of Recoverable Materials. The contractor is responsible for tracking and reporting usage of applicable recovered content materials during the performance of this contract. The contractor shall comply with all requirements as stated in FAR Clause 52.223-9, Estimate of Percentage of Recovered Material Content for EPA Designated Products.

4.6.5. Hazardous Waste/Used Oil. The contractor shall comply with AACI 32-7003 Hazardous Waste Management and AAC Plan 32-7 Integrated Solid Waste Management for the management, reuse, recycling and disposal of hazardous waste and used oil.

4.6.6. Chemical Approval. The contractor shall submit all proposed chemicals for approval prior to contract start and report monthly usage IAW Section 1, paragraph 1.1.6. Herbicides may be used to control crack grass and fence line grass. Herbicides, fungicides, lime and fertilizers may be used to enhance the appearance of the grounds and to control weeds. The contractor shall provide a label and Material Safety Data Sheet (MSDS) for all materials upon request. The contractor shall strictly follow label requirements. The contractor shall maintain a record of all chemical usage and quantities and make all records available upon request.

4.6.7. Contractor-Furnished/Operated Vehicles. Vehicles shall be maintained in good operating order and meet all Federal, State, local, and base requirements. This includes but is not limited to: compliance with environmental laws, weight restrictions, and safety requirements. The contractor shall not perform vehicle maintenance or repair on Government property unless classified as an emergency or as approved by the Contracting Officer.

APPENDIX A

ANNUAL ESTIMATED WORKLOAD DATA

APPENDIX B

MAPS

The Government will provide maps to the contractor upon request.

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