FA441820Q0002 Attachment 1 - NNPTC PWS.docx

Attachment 1: Performance Work Statement

Joint Base Charleston Performance Work Statement Navy Nuclear Power Training Command (NNPTC) Facility Preventive Maintenance, Inspection & Repair Services

Robert Brown Contracting Officer Representative (COR), 628th Civil Engineer Squadron 3-1-2019

1. PURPOSE

The purpose of this requirement is to provide Preventative Maintenance Inspection (PMI) services and repair contract. The principle place of performance is located at the Navy Nuclear Power Training Command (NNPTC), Joint Base Charleston-Weapon Station (JBC-WS), Goose Creek, SC. NNPTC is an academic complex consisting of nineteen facility types and structures including student living quarters, training facilities, a dinning facility, and an energy plant. The contractor shall be responsible for maintaining all facilities, structures, systems and equipment to safe and reliable operational standards with minimum disruptions to NNPTC’s mission.

1.1. BACKGROUND

628 CES is responsible for infrastructure and facility sustainment of Joint Base Charleston’s (JB-CHS) supported commands and tenant mission partners such as the NNPTC. At the NNPTC, 628 FSS’s primary function is to provide food service operation seven days a week. This requirement includes sustainment of food service and delivery equipment supporting dinning facility operations.

1.0 GENERAL REQUIREMENTS

The work described herein covers the completion of Preventive Maintenance and Inspections (PMI) of Real Property (RP) facilities, Real Property Installed Equipment (RPIE), and Galley specialized equipment designated non-Real Property Installed Equipment (non-RPIE) incidental to the operations and maintenance of the facilities. Contractor performance requires employees experienced in the following work disciplines, but is not limited to: utilities, electrical, mechanical, plumbing, building interior, building exterior, painting, miscellaneous building requirements, miscellaneous equipment requirements, and computerized Direct Digital Controls (DDC) monitoring and sensors. In addition, routine, urgent, and emergency corrective maintenance and repairs identified by service calls (SC) and/or during performance of PMI will be required to restore facilities and equipment to safe and reliable operations.

Except where otherwise stated, the contractor shall furnish all labor, supervision, management, administration, tools, materials, equipment, transportation, communications, and other items necessary to provide the services described in this Performance Work Statement (PWS). This PWS includes a Limitation of Liability (LOL) for repairs and other corrective actions associated with specific work orders and service calls (Sections 2.2 & 2.3).

Contract performance occurs within a secured environment. Contractor performance requires prior coordination and possible escort within designated areas.

1.0.1 STANDARDS

The contractor shall be responsible for maintaining all listed facilities, systems, and equipment in a safe and reliable condition. Preventive maintenance, inspection, and repair standards consistent with Industry Best Practices and Manufacturer’s Recommendations, except as otherwise specified in this PWS, shall be applied to prevent deterioration beyond that which results from normal wear and tear. Identified deficiencies shall be corrected in a timely manner to assure full life expectancy of the facilities, systems, and equipment. See Section 2.3 for response requirements. All work shall comply with current building and safety codes, applicable technical standards, manufacturer Operations & Maintenance (O&M) manuals, appropriate Unified Facility Criteria (UFC), and local, state, and federal regulations. See Table 1-0 below for references requiring compliance. All conflicts identified in applying referenced standards for RP Facilities, RPIE and non-RPIE shall be communicated in writing to the respective Contracting Officer for resolution.

Table 1-0 - References

Workmanship for maintenance and repair shall include all work necessary to complete facility and system restoration, including touch-up painting, operational checks, and any required testing. Upon completion of work, the contractor shall ensure all facilities, structures, systems, and equipment are free of missing components or defects, which would affect the safety, appearance, or habitability of the facilities and structures, or would prevent any electrical, mechanical, plumbing or structural system from functioning in accordance with design intent. The quality of PMI and repairs shall meet the applicable manufacturer’s standards and shall prevent any malfunction reoccurrences caused by poor workmanship or other contractor work practice deficiencies. The quality of the repaired areas shall be fully compatible with adjacent surfaces or equipment. Any deviation from manufacturer standards, and compatibility with adjacent surfaces or equipment must be approved by the COR.

Work site housekeeping is an expected standard. The contractor shall not allow debris to spread unnecessarily into adjacent areas nor accumulate in the work area. All such debris, excess material, and parts shall be cleaned up and removed at the completion of the SC and at the end of each day. Upon completion of work, any stains and other unsightly marks shall be removed. When applicable, the contractor must follow JB-CHS policies and procedures regarding hazardous material handling, storage, removal, and clean-up (see Section 5.11 through 5.11.3).

1.0.2 MANAGEMENT

The contractor shall provide a Project Manager (PM), who shall be present on site during normal hours of operation (Section 5.1) to provide leadership, guidance, and supervision to all contractor employees. An Alternate PM must be assigned in the event of PM absence (illness, vacation, scheduled day off). The contractor shall notify the government when the PM is absent. The Project Manager shall be responsible for coordination, scheduling, monitoring, and ensure all aspects of facility maintenance are successfully executed, to include, but not limited to planning and scheduling of PMI and Service Calls, cost control, report preparation, generating and maintaining records, and quality control to ensure PWS requirements are met. The PM shall serve as the contractor’s primary Point-of-Contact (POC) for the Government and provide after-hours contact information for coordination of emergency contractor response.

1.0.3 WORK CONTROL COORDINATION, EQUIPMENT SHUTDOWNS & SERVICE INTERRUPTIONS

Contractor work shall not interfere with normal Government business. The contractor shall provide advanced notice of all scheduled work activities (PMI & corrective/repair) to the appropriate COR for review and coordination. See Section 2.2.2 for specific schedule requirements. In those cases where interference is unavoidable, the contractor shall coordinate with the COR to minimize the impact and effects of the interference. The contractor shall notify the COR of any difficulty in scheduling work due to Government controls and constraints.

Prior approval shall be obtained from the COR, except in emergencies, for work requiring shut-down of equipment for more than 30 minutes during regular work hours. All such requests shall be submitted at least 72 hours in advance. In cases where shutdown is necessary, the contractor shall coordinate the shut-down with the COR or other designated representative in that affected building.

If any utilities or other services must be discontinued (temporary or otherwise) due to scheduled work, the contractor shall notify the appropriate COR within 7 calendar days. If the discontinued service is due to an emergency breakdown the contractor shall notify the COR as soon as practicable.

1.2.4 CAPABILITY, TRAINING & QUALIFICATION

The contractor shall be responsible to ensure that all trades performing work under this contract possess the proper experience, qualifications and or certification as well as ensure all required safety training is current and documented. The contractor shall maintain required records of all employee training and certification, and provide copies to the Contracting Officer (CO) or COR upon request.

1.2.5 WARRANTIES

The contractor will warranty repairs for the length of time consistent, but not less than 90 calendar days, with the equipment or repair/replacement part manufacturer’s recommended commercial standard warranty to include parts and labor. If reconditioned parts are provided (see Section 1.2.1), the reconditioned parts shall carry the same warranty provisions as originally provided by the contractor for new parts. For record purposes, warranty repair information shall be submitted to the COR for materials and parts along with the written repair report as stated in paragraph Section 2.4.3.

The contractor shall report to the COR all defects in workmanship, material, parts, or improper installation. The contractor shall verify warranty coverage with the appropriate COR prior to performing repair work.

2.0 SCOPE OF WORK

The contractor shall provide qualified personnel to perform PMI and Repair Services for NNPTC Facilities located on JBC-WS (see Appendix E – Building Inventory) as described in this PWS with a focus on safety, customer satisfaction and responsiveness. The contractor is encouraged and expected to use innovative approaches to efficiently and effectively accomplish requirements IAW this PWS and make recommendations when necessary to meet the overall standard of safe and reliable operation of all systems and equipment as well as continued sustainment of facilities and structures.

Work performed consists of PMI and/or repair of RP Facilities, RPIE, and Non-RPIE (see Appendix A & B – Equipment Inventory). The work shall be performed at various locations and will vary from facility to facility. The following are examples of the dispersion of work, but not limited to:

a. Real Property RP Facilities and RPIE:

(1) Water Chillers/Air Conditioning Units with all associated ducts, supply and return vents

(2) Air Handling Systems

(3) Pumps

(4) Electric Motors and Controllers

(5) Chilled Water Piping Systems

(6) Chilled Water System Chemical Treatment, including Chemicals and analysis.

(7) Variable Frequency Drives (includes programming)

(8) Computer Room Air Conditioning Units

(9) Mechanical Thermal Insulation

(10) Heating Ventilation Air Conditioning (HVAC) Control System, including repair, maintenance and programming of 3 different types of DDC systems (Johnson Controls, Automated Logic, and T.A.C)

(11) Electric/Natural Gas infrared heaters

(12) Emergency Generators

(13) Galley’s heating system (including heating coils, steam distribution lines, heat exchanger and controls)

(14) Steam/Hot Water Boilers

(15) Emergency eyewash stations/inspect and repair

(16) Dehumidifiers

(17) Steam Humidifiers

(18) Exhaust Fans

(19) Variable Air Volume Terminals

(20) Plumbing: from the building shutoff valve to the building (includes all dedicated building backflow preventers).

(21) Exterior: Water supply lines, spigots, cut off valves, sewage lines, etc.

(22) Interior: Piping, valves, fixtures, backflow preventers, sinks, water closets, water fountains, supplies and drains to HVAC, roof drains, etc.

(23) Electrical Low Voltage to include secondary side of main distribution panel and all components downstream

(24) 150,000 Gallon Water Storage Tank

(25) Exterior lighting, to include any lights attached to the buildings, site lighting, parking lot lights, multi-purpose sports field, volleyball court, basketball courts and running track.

(26) Signage attached both inside and outside of the buildings IAW UFC 3-120-01: Air Force Sign Standard.

(27) Locksmith Services (i.e., cardkey, cipher etc.)

(28) Building Envelope (i.e., interior & exterior walls, floors, roofs, fenestrations and doors, windows, rain gutters, etc.)

b. Non-Real Property Equipment (Non-RPIE):

(1) Food service equipment

(2) Stoves

(3) Ovens

(4) Deep-fat fryers

(5) Ice makers

(6) Steam kettles

(7) Dish washers/Scullery

(8) Reach-in freezers

(9) Garbage disposals

(10) Tilt Skillets

(11) Microwave ovens

(12) Meat slicers

(13) Milk dispensers

(14) Salad Bars

(15) Food Warmers

2.1 DESCRIPTION OF SERVICES

2.1.1 REAL PROPERTY FACILITY INSPECTIONS (BUILDING ENVELOPE)

Facilities, RPIE listed in Appendix E and exterior systems within 5-feet of each building (see Appendix G - Points of Demarcation) shall be inspected to generally assess current facility and equipment condition for safe and proper operation, as well as assess life cycle sustainment condition for future project programming, equipment modernizations, and facility restoration/renovation. No Preventive Maintenance is expected during facility inspections. These inspections shall include all disciplines, such as structural, electrical, and mechanical. Structural inspections shall include, but not limited to discovering such items as broken windows, leaves on the roof, mildew on the exterior of the building, locks that require servicing, broken skirting around structures, broken and/or excessive rain gutter debris, etc. Electrical inspections shall include such items as light lamps burned out, inoperative light sensors, switches that do not operate correctly, emergency and exit lights, parking lot lights, etc. Mechanical inspections shall include such items as heating and A/C operation, DDC control functions, exhaust fans, plumbing fixtures, pumps, etc. The contractor is responsible for meeting the following specific requirements for facility inspections:

· The contractor shall prepare and submit a facility inspection schedule to the COR for acceptance. The schedule shall accomplish inspection of 20% of listed facilities each contract year such that 100% of facilities are inspected by contract end.

· The contractor shall develop and submit a facility attribute checklist to the COR for acceptance in the first month of the Base Year and prior to completing any inspections. An example checklist is included in Appendix K.

· Any proposed changes to the accepted checklist throughout the duration of the contract must be submitted to the COR for acceptance prior to use by the contractor.

· The checklist must contain the minimum general inspection attributes listed below, the facility number/description, date of inspection, attribute inspector’s name and signature, and contractor’s assessment of each general attribute, as well as an overall facility condition assessment.

· All deficiencies shall be documented and an expected disposition identified. This includes on-the-spot corrected deficiencies, deferred deficiencies to be addressed later via the Service Call/Work Order process, and identified deficiencies estimated to exceed the LOL.

· The contractor shall inspect all facilities scheduled each contract year using the accepted attribute checklist and submit completed forms to the COR.

· Minimum General Inspection Attributes to include:

· Roof & Roofing Elements

· HVAC & Mechanical

· Plumbing & Fixtures

· Electrical & Lighting

· Exterior Façade & Appurtenances

· Interior Finishes & Floor Coverings

· Foundation & Exterior/Interior Structural

· Fenestrations

· General Safety

2.1.2 REAL PROPERTY INSTALLED EQUIPMENT (RPIE)

Real Property Installed Equipment (RPIE) is defined as an item of Government-owned or leased accessory equipment, apparatus, and fixtures that are affixed and built into a facility as an integral part of that facility and are generally installed during initial construction. The equipment must be necessary to make the facility complete, and if removed, would destroy or severely reduce the designed usefulness and operation of the facility.

The contractor will be responsible for accomplishing preventative maintenance and repair of RPIE listed in Appendix A, IAW Sections 1.2.1 (Standards), 2.2 (Preventive Maintenance & Inspection), and 2.3 (Repairs & Service Calls).

The following sections (2.1.2.1 through 2.1.2.9) provide additional details and requirements pertaining specific RPIE equipment and services.

2.1.2.1 HVAC SYSTEMS MAINTENANCE

The contractor shall maintain all HVAC systems and equipment to ensure they are safe, fully functional, and operational. The contractor’s PMI program shall ensure HVAC systems are properly cleaned, lubricated and performing to design standards by following the specific manufacturer's recommended maintenance schedule, to include balancing when required.

The Galley’s HVAC system (spring) and heating system (fall) shall be tested to ensure the highest operational confidence prior to peak seasonal demand. This operational test can be in conjunction with any other scheduled maintenance or repair.

2.1.2.2 GENERATOR MAINTENANCE

The contractor shall perform PMI, operational inspections, and repairs for Emergency Generators serving buildings 2402 and 2409.

In addition to manufacturer’s requirements, generators require weekly testing to include fuel levels, fuel burn, and comparison to previous weekly test results. The contractor shall notify the COR when fuel levels reach 50%.

2.1.2.3 BOILER MAINTENANCE

The contractor shall perform PM, operational inspections and documentation IAW AFI 32-1068 to ensure reliable and continuous safe operation of all facility boilers covered under this PWS to include water-testing and treatment. The use of AF Form 1459, Water Treatment Operating Log for Steam and Hot Water Boilers IAW AFI 32-1054 is mandatory. The contractor shall ensure all boilers remain certified IAW AFI 32-1068 and all ASME and NBSI codes.

2.1.2.4 COOLINGTOWER MAINTENANCE

The contractor shall perform PM and operation inspection IAW EPA guidelines and AFI 32-1054 to ensure water quality standards are maintained. The use of AF Form 1457, Water Treatment Operating Log for Cooling Tower Systems is mandatory. The contractor shall clean the tower no less than annually to ensure operational efficiency. See Appendix J – Engineering Technical Advisory: Legionellosis Mitigation Actions.

2.1.2.5 TRANSFER SWITCH OPERATIONAL LOAD CHECKS

The contractor shall perform an annual operational check of the transfer switch to ensure automatic power transfer operates as designed. The contractor shall coordinate testing with the COR for scheduling and notifications IAW Section 1.2.3.

2.1.2.6 LOCKSMITH SERVICES

The contractor shall perform tasks in the repair and maintenance of locks and related hardware as follows:

· Repairs and maintains locks i.e., key & tumbler, push button combination, and RFID and related hardware, such as fabricating and installing new parts, changing lock combinations, making new or duplicate keys from patterns or codes (except Bldg 2400)

· Installs new lock cores (except Bldg 2400)

· Repairs, replaces, and maintains door closers

· Open locks which have no known combinations or no keys (except Bldg 2400)

· Identifies keys, maintains key records, and maintains security

· Setting up master keying systems (including grandmaster, sub-master and individual key operations) on new or existing buildings

Note: The contractor shall only fulfill duplicate key requests submitted by the Facility Manager.

2.1.3 NON-REAL PROPERTY (NON-RPIE)

Non-real Property Installed Equipment (Non-RPIE) is described as organizational, collateral, or mission related equipment, apparatus, and fixtures that are not integral to the facility and can be removed without physical damage or are not essential to its function. Temporary and relocatable structures are also not considered Real Property.

The contractor shall perform PMI, repair services, and provide general electrical, mechanical, plumbing, and building trades service for existing food service equipment located in bldg. 2402 (See Appendix B).

2.1.3.1. SAFETY DEVICES

The contractor shall ensure all interlock switches, shielded toggle switches, temperature/pressure gauges, steam relief valves and machinery guards are in place and in proper operating condition in accordance with NAVSUP P-486, Vol 2, Chap 7, para 7004 and Chap 8.

2.1.3.2 STEAM-JACKETED KETTLES

The contractor shall ensure safety pull chains are attached to all Steam-Jacketed kettles in accordance with NAVMED P-5010, 4-7.2. The contractor shall preform hydrostatic testing of the Steam-jacketed kettles and test the functionality of the safety pull chains annually.

2.2 PREVENTIVE MAINTENANCE & INSPECTION (PMI)

The contractor shall perform PMI on facilities, structures, systems and equipment listed in Appendix A & B, IAW the minimum standards set forth in Section 1.2.1. PMI consists of, but is not limited to, inspection, operational checks, lubrication, calibration, adjustment, re-programing, and minor part and component replacement (e.g., filters, belts, hoses, fluids, oil, grease, or other consumables) due to wear, ensuring equipment is maintained in a safe and fully operational condition, and to minimize malfunction, failure or continued deterioration of equipment until the next scheduled PMI. Completion of all scheduled and unscheduled PMI includes proper documentation and submission of a PMI report IAW Section 2.4.1. The identification of any other than minor part and component replacement or other contractor recommended preventive or corrective actions required to ensure the equipment is operating per manufacturer’s standards shall be communicated to the respective COR for RPIE and non-RPIE by documenting the necessary or recommended repair or corrective maintenance on the completed PMI report. Repairs identified during PMI inspections with a price to repair under the LOL (Section 2.3) shall be performed by the contractor to include all labor, equipment, parts, and materials, as part of the PMI firm fixed-price for both RPIE and non-RPIE.

2.2.1 PREVENTIVE MAINTENCE & INSPECTION PLAN (PMIP)

Using the standards set forth in Section 1.2.1, the contractor shall develop and submit a Preventive Maintenance and Inspection Plan (PMIP) to the COR for acceptance within 30-days of contract award. The Plan shall be organized to clearly differentiate RP/RPIE and non-RPIE items. The plan shall also include a PMI Task List (PMTL) for each facility, structure, system, and piece of equipment listed. The PMTL shall clearly identify the item and location (facility number, etc.) and list all recurring preventive maintenance tasks and inspections along with the reference standard, a brief narrative description of each task or inspection, specified frequency of occurrence (daily, weekly, monthly, etc.), and any other requirements, including, but not limited to: recommended craft or trade, coordination or special permissions required, common or special tools necessary, supplies, materials and other consumables (lubricants, O-rings, filters, gaskets, etc.), and estimated time for completion.

2.2.2 SCHEDULES

Based on the PMIP, the contractor shall submit two PMI schedules to the COR within 30-days of contract award. The first schedule shall be a rolling 30-day projection of all scheduled PMI (excluding Daily PMI) and proposed repair work. The 30-day schedule shall be updated at least weekly and a copy submitted to the COR IAW Section 1.2.3. The second shall be a comprehensive PMI schedule that includes all PMI with a frequency of monthly or greater identifying the planned completion week through the duration of the contract. The contractor’s comprehensive PMI schedule shall include the contractor’s facility inspection schedule required by Section 2.1.1. Once the initial comprehensive schedule is accepted, proposed changes may be submitted to the COR for acceptance no less than 14 calendar days prior the effective date of any change. Changes may not be implemented until COR acceptance.

2.2.3 INSPECTION, TESTING, AND CERTIFICATIONS

The contractor shall perform inspection, testing, and certification services during PMI and following repairs, iaw the standards contained in Section 1.2.1. Examples of testing or certification may include backflow preventer testing, system pressure boundary integrity (hydrostatic, pneumatic, vacuum drop, etc.) fuel/fluid testing for purity and/or to meet chemical treatment requirements/standards. The contractor will retain a copy all testing documentation and certificates and provide originals to the COR.

2.3 REPAIRS, SERVICE CALLS

The contractor shall perform repairs identified during PMI and repairs identified through issuance of a Service Call (S/C). Repairs identified during PMI’s and S/C repairs priced under the LOL shall be performed by the contractor without prior approval from the government. PMI and S/C repairs below the LOL shall be performed, documented and reported to the COR. PMI and S/C repairs exceeding the value of the LOL require approval prior to contractor performance. Authorization shall come from the respective COR or the CO. The applied standard LOL rates for each Service Call are as follows:

· $500 for Service Calls & repairs/corrective maintenance on non-RPIE.

· $1500 for Service Calls & repairs/corrective maintenance on RP facilities/RPIE.

· $3000 for Service Calls & repairs/corrective maintenance on building 2409, Central Energy Plant, facility/RPIE.

Service Calls will be issued as Routine, Urgent, or Emergency (Sections 2.3.1 through 2.3.3). Repair work orders above the LOL may originate in one of the following ways:

· Identified during performance of scheduled and unscheduled PMI.

· Identified during performance of RP facility inspections.

· Identified during response to a Service Call.

In response to Service Calls, any recommended/necessary repairs estimated to exceed the LOL requires the contractor to submit a written quote (see Section 2.4.3) to the government. If the contractor’s written estimate for the labor to perform the S/C is below $2000 for construction S/C and $2,500 for service S/C, and the estimated price to perform the S/C is below $10,000 the COR may approve and authorize the S/C. The CO must approve and authorize all repairs when labor is estimated for $2,000 and above for construction S/C and above $2,500 for service S/C or when the estimated price of materials exceeds $10,000. Upon approval, the contractor shall receive a written Notice to Proceed (NTP) from the CO/COR and the contractor shall complete the repair within the assigned Period of Performance (POP). The CO, at their discretion, may issue a verbal NTP. No work above the LOL shall be initiated by the contractor without a verbal or written NTP. If the contractor performs work above the LOL without approval (as appropriate), the contractor shall be responsible for the price of performance.

The contractor shall immediately notify the government when S/C repairs will not be completed within the assigned POP (identified long lead time for repair parts, etc.) to request an extension. The contractor shall immediately notify the government when any in-progress repair is anticipated to exceed the LOL. Prior to exceeding the LOL, the contractor must suspend work and submit a written estimate to the government for approval and authorization prior to proceeding. Contractor performance of service call repairs in excess of the LOL without prior authorization is performed at the risk of the contractor. . Upon completion of all repairs exceeding the LOL, the contractor shall notify the COR and follow up by submitting a written Repair Report summarizing the repair action within one week. Repair Reports shall be prepared and submitted IAW Section 2.4.2. Service Call repairs shall conform to the applicable specifications and standards set out in Section 1.2.1.

Work stoppage due to un-safe working conditions, identified by the contractor, shall be approved through the CO. The contractor shall survey and then document the un-safe work condition within five work-days after discovery. The contractor shall submit a proposal to resolve any un-safe work condition on company letterhead to the government. The contractor shall resume all work once notified by the government that the un-safe work condition has been corrected.

2.3.1 ROUTINE

As necessary, the government shall issue the contractor a written request to complete a service call during the normal hours of operation. The Routine Service Call response shall include troubleshooting, assessment, and effective action to restore safe, reliable operation. Minor repairs, adjustments, and/or other corrective action that can be completed during the service call response using on-hand materials, parts and supplies shall be made prior to leaving the Service Call. The contractor shall notify the COR of any Routine Service Call that cannot be resolved during initial response, or is anticipated to exceed the LoL. The Routine S/C must be completed and closed within 21 calendar days of issuing the call.

2.3.2 URGENT

Urgent calls are defined as any facility, structure, system, or equipment deficiency that does not immediately endanger personnel or property, but extended delays of repairs could possibly result in damage to Government property, or soon affect the security, health or well-being of personnel, or the continued operation of a mission essential service or system. Contractor notification for Urgent Service Calls may be initially issued verbally by the COR followed by a written request as soon as practical.

The contractor shall respond to the Urgent Service Call following the Government's notification within 1 business day. The Urgent Service Call response shall include, as a minimum, troubleshooting and corrective action that will result in minimal mission impact, and restore safe, functional operation to prevent property damage or personnel injury. The Contractor shall notify the COR of any Urgent Service Call that cannot be resolved during initial response, or is anticipated to exceed the applicable LOL. Should the contractor’s initial response mitigate the possibility of personnel injury or property damage, the COR may reclassify the service call from Urgent to Routine. In that event, the required Routine POP shall apply.

2.3.3 EMERGENCY

Emergency Service Calls are defined as any facility, structure, system, or equipment deficiency that immediately compromises Government property, environment, mission, or affects the life, health, or safety of personnel. This includes, but is not limited to, failure of any utility, or security system. Emergency calls shall be considered received by the contractor at the time and date any authorized Government representative (COR, facility manager, etc.) establishes communication with the contractor via telephone, or email. The government will ensure a follow-up written request is provided as soon as reasonable. The contractor is required to respond to Emergency Service Calls 24 hours a day, 7 days a week.

The contractor shall be on-site taking effective action to mitigate the emergency; (1) During normal hours of operation, within one (1) hour following notification, (2) After normal hours of operation, weekends, and recognized holidays, within two (2) hours following notification. The Emergency Service Call response shall include immediate corrective action to mitigate the emergency situation to protect property and personnel. Once the emergency situation is mitigated, a critical assessment must be performed to determine subsequent action for complete repair and restoration. The COR must be contacted and a situational report provided that includes the affected facility, structure, system or equipment, current status, any known impact or operational limitations, and recommended corrective action to restore safe, reliable operations. Additionally, the COR shall evaluate the contractor’s initial response to determine if the emergency service call can be reclassified as Urgent or Routine.

The intent of Emergency Service Call response is for the contractor to exert immediate and continuous effort to eliminate or control the emergency condition as safely and expeditiously as possible, and ultimately allow recovery and restoration efforts to proceed under established urgent or routine PoP. It is imperative for the contractor to remain aware of the price to perform and the requirement to obtain authorization prior to performing above the LOL. The LOL continues to apply during emergency response and recovery. At the discretion of the government, verbal “Not to Exceed” NTP’s may be issued to expedite performance.

2.3.4 SUBCONTRACTED WORK

The contractor will be responsible for ensuring all of their subcontractors and subcontracted work meets the requirements of the PWS including, but not limited to: safety, security, environmental, hazardous material & waste disposal, work quality, schedule, and any performance elements for which the contractor is obligated. The contractor shall submit actual cost documentation (receipts, invoices, payroll, etc.) for subcontracted work upon request from the CO.

2.3.5 CONTRACTOR’S COMPUTERIZED MAINTENANCE MANAGEMENT SYSTEMS (CMMS)

A CMMS software package maintains a computer database of information about an organization’s maintenance operations. This information is intended to help maintenance workers perform more effectively (e.g., determining which machines require maintenance and which storerooms contain the spare parts they need) and to help management make informed decisions (e.g., calculating the cost of machine breakdown repair versus preventive maintenance for each machine, possibly leading to better allocation of resources). The contractor shall utilize a CMMS capable of collecting and reporting the minimum data requirements identified in this PWS. CMMS data may be used to verify contract performance and regulatory compliance. The contractor is authorized to use any commercial software they deem suitable. The contract shall grant CMMS access to government personnel. Access should be limited to “view only”.

The Contractor’s CMMS shall have the following minimum capabilities:

· Organize and track inventory

· Manage equipment costs

· Track equipment history

· Schedule preventive maintenance tasks

· Maintain confidential labor records

· Allocate resources

· Generate work orders

· Requisition and purchase parts

· Project equipment failures

· Report preparation in Excel format

The Contractor shall maintain accurate historical records of all PMI, service calls, and work orders for the duration of this contract, and shall furnish historical data (i.e., work orders, reports, etc.) to the Government upon request. Data collected during the performance of this contract to include all historical records shall be the property of the U.S. Government. All electronic information shall be turned over to the Government at the end of the contract performance period.

The contractor shall assist the government, in any follow-on contract, in transitioning the CMMS data to subsequent contractor’s performing this requirement. Due to CMMS software and programming requirements and compatibilities, contractors are advised turn-over of the CMMS system data may be necessary to fulfill this requirement.

2.4 REPORTS AND DOCUMENTATION

2.4.1 PREVENTIVE MAINTENANCE & INSPECTION (PMI) REPORTS

Scheduled and unscheduled PMI will be considered accomplished following the contractor’s submittal of a completed PMI Report. The contractor shall prepare a separate RPIE and non-RPIE written report of all PMI accomplished. The completed reports shall be submitted to the respective COR each week. As a minimum, each report shall be submitted in MS Excel format and contain the following information on a per PMI action basis:

· Equipment identification and location

· Completion data

· Applicable PMTL

· Specific PMI accomplished (i.e. daily, weekly, monthly)

· Specified frequency

· Labor hour(s) per PMI

· Parts replaced

· Identified deficiencies (annotate those deficiencies exceeding the LOL)

· Contractor recommendations to ensure continued safe and reliable operation through next PMI cycle

· Technician performing the PMI

Submitted reports shall be verified for data integrity, and signed by authorized contractor personnel.

The use of a Computerized Maintenance Management System (CMMS) capable of meeting the PMI scheduling, inspection, data collection, and reporting requirements of this PWS is highly encouraged.

2.4.2 SERVICE CALL REPAIR REPORT

The contractor shall prepare and submit a written repair report weekly after completed routine, urgent, and emergency service call repairs are completed. Each report shall include the following information:

· Description of work order to include building number

· Asset identification/description

· Service Call type (i.e., routine, urgent, or emergency)

· Status of work (i.e., open, closed, or deferred)

· Date request was received by the contractor

· Service Call completion date

· Date the service call was closed in the CMMS

· Service Call number

· Description of work conducted by technician

· Labor hour(s) per WO

· Parts/material replaced to include prices

· Repair cost above the LOL submit a written quote IAW Section 2.4.3

2.4.3 REPAIR QUOTES AND ESTIMATES

When the contractor’s price to perform a service call or issued repair work order is estimated to exceed the LOL, the contractor shall prepare and submit a written quote to the government. For Routine Service Calls and repairs, the quote shall be submitted within 4 business days from initial notification. For Urgent and Emergency calls, a quote or estimate shall be submitted as expeditiously as possible. Submission of a written quote shall not exceed 48 hours.

Each contractor quote shall identify the facility, structure, system, or equipment, and a brief description of the overall activity to be performed. The quote shall also contain expense price breakdown for the following items as a minimum: Labor, and contractor price for repair parts, the pre-negotiated repair parts mark-up, shipping and/or freight, third party rental equipment, and subcontractor costs (if applicable). Labor will only be allowed when there is an additional incurred expense to the contractor; i.e. after normal business hours or weekends. at the discretion of the CO. Typical labor allowances may include, but are not limited to: subcontracted work, and repairs performed outside of normal business hours.. Service Call labor expense repair labor shall be based on the current contract wage determination occupational code rate plus at the pre-negotiated contract labor rate(s). Repair/replacement parts shall be new and not used or remanufactured unless specifically authorized by the COR. All repair/replacement parts must be itemized and include stock/model numbers or cut sheets provided with the estimate. Travel costs will not be authorized.

For contractor estimates that include subcontracted services, a copy of the subcontractor’s proposal/quote shall be included with the contractor’s written cost estimate. It is the contractor’s responsibility to ensure all subcontractor proposal/quotes are reasonable and competitive. The contractor shall submit at least two subcontractor quotes with each service call estimate to ensure competition. Any allowed contractor mark-up to subcontractor costs will be pre-negotiated. All contractor written cost estimates will also include a statement that the estimate shall remain valid for 30 daysterm limitation for the estimated cost and a statement of the contractor’s warranty for the proposed repair work.

3.0 SERVICE SUMMARY (REAL PROPERTY)

The SS (Service Summary) includes Performance Objectives that describe the desired end result or outcome the contractor shall achieve. The Performance Thresholds states the minimum acceptable level of the performance in terms of quality, timeliness, and quantity in realistic and achievable standards. These thresholds are critical to mission success. The PWS paragraphs reference the details of the performance objective in the PWS.

AQL: The threshold is met when all work is accomplished to the stated objective 95% of the time annually.

AQL: All work is accomplished to the stated objective 95% of the time.

AQL: The threshold is met when all work is accomplished to the stated objective 95% of the time.

AQL: All work is accomplished to the stated objective 95% of the time and with no more than two (2) validated customer complaints per month.

The contractor shall ensure all requirements are accomplished in accordance with this PWS.

AQL: All work is accomplished to the stated objective 100% of the time.

AQL: All work is accomplished to the stated objective 95% of the time within a 30/31-day period.

3.1 SERVICE SUMMARY (NON-REAL PROPERTY)

The SS (Service Summary) includes Performance Objectives that describe the desired end result or outcome the contractor shall achieve. The Performance Thresholds states the minimum acceptable level of the performance in terms of quality, timeliness, and quantity in realistic and achievable standards. These thresholds are critical to mission success. The PWS paragraphs reference the details of the performance objective in the PWS.

AQL: All work is accomplished to the stated objective 95% of the time within a 30/31-day period.

AQL: All work is accomplished to the stated objective 95% of the time.

AQL: All work is accomplished to the stated objective AQL: All work is accomplished to the stated objective 95% of the time and with no more than two (2) validated customer complaints per month.

The contractor shall ensure all requirements are accomplished in accordance with this PWS.

AQL: All work is accomplished to the stated objective 100% of the time.

The threshold is met when all work is accomplished to the stated objective 95% of the time.

AQL: All work is accomplished to the stated objective 95% of the time within a 30-day period.

4.0 GOVERNMENT FURNISHED PROPERTY

The Government will furnish an area in a parking lot to accommodate a contractor provided trailer for the contractor’s workspace.

4.1 GOVERNMENT FURNISHED UTILITIES

The Government will furnish the following utilities at no cost to the contractor:

a. Electricity and fresh water;

b. Refuse and custodial services

4.2 GOVERNMENT FURNISH EQUIPMENT (GFE)

No GFE is provided.

5.0 GENERAL INFORMATION

5.1 HOURS OF OPERATION

The base hours of operation are 7:00AM to 5:00PM, Monday through Friday. The contractor is not required to provide preventive maintenance and repair services for equipment on Federal Holidays. Any other work outside Government regular hours of operation requires a request submittal to CO for approval.

5.1.2 RECOGNIZED HOLIDAYS

5.2 QUALITY ASSURANCE

The government reserves the right to observe, inspect, or test contractor performance in accordance with FAR 12.208, guidance of FAR Part 46, and FAR clause 52.212-4(a).

5.7 ACCESS TO BUILDINGS

Keys may be issued to the contractor; however, it shall be the contractor’s responsibility to arrange for security of the buildings and facilities. The contractor shall be responsible for the cost of replacing any keys that are furnished and lost. If a lock must be replaced due to the loss of a key by the contractor, the contractor shall pay the cost of replacement. The contractor shall pay the cost of changing a combination if the CO or COR has reasonable cause to believe that the combination has been compromised.

CONTINUATION OF ESSENTIAL CONTRACTOR SERVICES

According to Department of Defense Instruction (DoDI) 3020.37, Continuation of Essential DoD Contractor Services During Crises, and the Air Force Instruction (AFI) 10-403, unless otherwise directed by an authorized Government representative, it is determined that the following Facility Maintenance Service requirements under this PWS are essential to be performed during a crisis.

· Services: Preventive Maintenance, Inspection (PMI) and service call response for Real Property Installed Equipment (RPIE), and non-RPIE necessary for the continued sustainment of facilities, structures, systems, and equipment in support of Galley food service delivery, Central Energy Plant (CEP) operations, and safe habitability conditions for dormitory residents/staff

· Location: Galley – Building 2402, CEP – Building 2409, Dormitories – Buildings 304, 2403, 2404, 2405, 2406, 2407, 2408, Mechanical Support – Buildings 2410, 2411, 2412, 2413

· The contractor shall submit an essential services plan to include a list of essential service employees no later than 30-days after contract award.

5.12 APPENDICES