Section C-H - Revised PWS 12 Dec 19.docx

C.1. INTRODUCTION

The purpose of this requirement is to seek out contractor commercial services to perform Inspection, Testing, and Maintenance (ITM) and Repairs of Fire Protection Services for all facilities by certified technicians located within Joint Base Charleston (JBC), South Carolina jurisdiction in accordance with (IAW) industry and safety standards, regulations and manufacturers prescribed directions and warranties.

C.1.1. Vision and Mission Ensure all system are operational as its intended manufacture designed with minimum disruptions in mission requirements.

C.1.2. Scope of Work The total number of facility associated with this requirement are 398. The facilities are located at 4 geographical separated locations; 163 at JBC Air Base, 221 at JBC Weapon Station, 13 at Charleston Naval Shipyard, and 1 facility at North Auxiliary Airfield. See Section J - Exhibit 1 for a list of all facilities, systems and equipment. Service call repairs shall only be accomplished on Charleston Naval Ship Yard and JBC – WS. Historically, there have been approximately 2180 service calls between the span of June 2013 to Aug 2019. The service call priority was 39 Emergency, 239 Urgent, and 1903 Routine.

C.2. PERFORMANCE REQUIREMENT

C.2.1. Inspection, Testing, Maintenance and Service Call Repairs The contractor shall ensure all fire protection and suppression systems are available at all times, except for scheduled maintenance downtime or periodical unscheduled repairs C.2.1.1. Inspection, Testing, Maintenance The contractor shall perform schedule ITM and assure all maintenance parts are available for all listed systems.

Performance Standards

a) Quality:

(1) Sufficient parts are available on-hand AQL: 99% of the time

(2) Complete and document all prescribed maintenance AQL: 99% of the time

(3). Thorough clean-up of site after maintenance AQL: 99% of the time

b) Schedule:

(1) Downtime for required schedule maintenance is met.

AQL: 99% of the time

c) Business Management:

(1) Performed by trained or qualified craftsperson.

AQL: 100% of the time (2). Provide notification to COR, Fire Department, and Base Security dispatch AQL: Within 30 minute prior to scheduled services

(3). Provide advance notification to COR, of all equipment shutdown that will exceed 30 minutes.

AQL: Within 72 hours prior, to schedule shutdown

d) Compliance:

(1) Completed IAW regulations and manufacturers prescribed directions.

AQL: 99% of the time

(2) Parts provided IAW OEM prescribed directions

AQL: 99%

Deliverables A001 – ITM Schedule/Log A002 – ITM After-Action Reports A003 - Training & Certification Records C.2.1.2. Service Calls The contractor shall provide on-call service calls and the necessary replacement parts as required.

Performance Standards

a) Quality:

(1) Identifies, correct, and documents all service call deficiencies AQL: 99% of the time

(2) Sufficient parts are available

AQL:

i. 99% for all service calls under $1,000.

ii. Within two weeks for all service calls over $1,000.

(3) Thorough clean-up of site after completion of all service call AQL: 99% of the time

b) Schedule:

(1) Mean time to repair once materials are received

AQL:

i. Emergency calls: On-site until complete or downgraded to urgent or routine priority.

ii. Urgent calls within 5 days

iii. Routine calls within 14 days. Any request for extension must be communicated in writing to the COR and shall not exceed 30 days

c) Business Management:

(1) Mean time to respond with written repair estimates

AQL:

i. Emergency calls: within 2 hours

ii. Routine/Urgent call: within 4 days

(2). Provide notification to COR, Fire Department, and Base Security dispatch AQL: Within 30 minute prior to scheduled services

(3). Provide advance notification to COR, of all equipment shutdown that will exceed 30 minutes.

AQL: Within 72 hours prior, to schedule shutdown

(4). Provide status reporting upon request

AQL:

i. Within 4 hours during normal work hours

ii. Within 24 hours after hours

(5) Performed by trained or qualified craftsperson.

AQL: 100% of the time

d) Compliance:

(1) Complete repairs IAW regulations and manufacturers prescribed directions

AQL: 99%

(2) Parts provided IAW OEM prescribed directions

AQL: 99%

Deliverables A003 – Training & Certification Records A004 – Service Call Repair Estimate A005 – Service Call After-Action Report A006 – Service Calls IUID Registry

C.3. REFERENCES, ACRONYMS, TERMS AND DEFINITIONS

C.3.1. References All inspection, testing, maintenance and repair work performed by the contractor shall conform to the latest editions of the following specifications and standards and all manufacturer’s recommendations, instructions and warranty requirements. UCF standards shall take precedent over NFPA standards unless stated otherwise within the PWS.

AFMAN91-203, Air Force Occupational Safety, Fire, and Health Standards

Air Force Instruction 32-10141, Planning and Programming Fire Safety Deficiency Correction Projects

29 CFR 1910.159 – 163, Fixed Fire Suppression Equipment

29 CFR 1910.164 – 165, Other Fire Detection Systems

UFC 3-600-01, Fire Protection Engineering For Facilities

UFC 3-601-02, Operation and Maintenance: Inspection, Testing, and Maintenance of Fire Protection Systems

NFPA 11, Standard for Low-, Medium-, and High-Expansion Foam

NFPA 12, Standard on Carbon Dioxide Extinguishing Systems

NFPA 13, Standard for the Installation of Sprinkler Systems

NFPA 25, Standard for the Inspection, Testing, and Maintenance of Water-Based Fire Protection Systems

NFPA 72®, National Fire Alarm and Signaling Code

NFPA 2001, Standard on Clean Agent Fire Extinguishing Systems

PIEE, Procurement Integrated Enterprise Environment

AFI 32-10141 PLANNING AND PROGRAMMING FIRE SAFETY DEFICIENCY CORRECTION PROJECTS

C.3.2. Acronyms AB—Air Base

AFFARS—AF Federal Acquisition Regulation Supplement

AFMAN—Air Force Manual

AQL—Acceptable Quality Levels

CAR—Corrective Action Report

CO—Contracting Officer

COR—Contracting Officer’s Representative

CPARS—Contractor Performance Assessment Reporting System

DFARS—Defense Federal Acquisition Regulation Supplement

FAR—Federal Acquisition Regulation

ITM— Inspection, Testing, and Maintenance

NPTU—Nuclear Power Training Unit

NIWC—Naval Information Warfare Center

Non-RPIE—Non-Real Property Installed Equipment

O&M—Operations & Maintenance Funds

OEM— Original Equipment Manufacturer

PWS—Performance Work Statement

PIEE—Procurement Integrated Enterprise Environment

QAPC—Quality Assurance Program Coordinator

QASP—Quality Assurance Surveillance Plan

RPIE—Real Property Installed Equipment

TWCF—Transportation Working Capital Fund

WAWF—Wide Area Work Flow

WS—Weapon Station

C.3.3. Terms and Definitions C.3.3.1. Construction IAW DFARS 222.402-70 (d, 1, 2, 3) & (e) Installation Support Contracts, individual service calls or orders which will require a total of 32 or more work-hours to perform shall be considered to be repair work subject to the Construction Wage Rate Requirements.

C.3.3.2. Consumable Parts “Consumable parts” or components are parts or components that customarily require regular replacement rather than repair in a maintenance program and shall be disposed of properly. Examples include, but are not limited to: fluids, oil, grease, belts, filters, hoses, or other consumables.

C.3.3.3. Contract Administrator The person working within a contracting office that administers or manages the official contract file or portions delegated thereof. This person may also be a CO.

C.3.3.4. Contracting Officer The warranted official with the authority to enter into, administer and/or terminate contracts and make related determinations and findings. The term includes certain authorized personnel acting within the limits of the authority delegated by the Contracting officer. Throughout this contract, the term CO will be used to refer to the Contracting Officer.

C.3.3.5. Contracting Officer’s Representative An individual, including a contracting officer’s technical representative (COTR), designated and authorized in writing by the contracting officer to perform specific technical or administrative functions.

C.3.3.6. Contractor The term Contractor refers to both the prime Contractor and subcontractors (also referred throughout the text as “the Contractor” to the company or firm awarded this contract. The prime Contractor shall ensure that subcontractors comply with the requirements of this contract.

C.3.3.6.1. Contractor Management Management includes, but is not limited, to: planning, scheduling, cost accounting, report preparation, and quality control. The Contractor shall continuously maintain an adequate staff with the necessary management expertise to assure performance objectives and standards are met.

C.3.3.6.2. Training & Certification Records Craftsperson shall meet the state (in which the installation is located) (or local, if delegated authority by the state) qualification and licensing requirements. Craftsperson shall also possess a general or equipment-specific qualification/endorsement provided by an equipment manufacturer for the manufacturer’s equipment. All service tasks will be accomplished under the supervision of a licensed craftsperson.

C.3.3.7. Direct Material Costs The actual contractor invoice charges for materials used for performance of work. Material costs shall include a list of each major replacement parts, systems or components item. Each item shall include the nomenclature, manufacture name, part or serial number, warranty information and the listed price of the item.

C.3.3.8. Equipment Validation Performing a visual inspection of each system or equipment against the Facility, Systems and Equipment List for accuracy. Any discrepancies shall be noted and submitted on the ITM After-Action Report.

C.3.3.9. Facilities To include all buildings, structures, sidewalks, boardwalks, and utility systems. It excludes, waterborne service craft, specific utility lines to the buildings: Electrical (high voltage), water, sewer, and natural gas, telephone lines and equipment, security radios and transmitters, and associated wiring C.3.3.10. Fire Protection Systems Systems consisting of Control Panels, Pull Stations, Batteries, Water Flow & Supervisory Switches, Smoke Detection Devices, Heat & Other Detection Devices, Auxiliary Contact & Automatic Shut Down, Duct Detection Devices, Indicating Devices, Infrared Beam Detectors and XMTTR Devices.

C.3.3.11. Fire Suppression Systems Suppression systems consist of Dry, Wet, Deluge, Pre-Action, Control Valves, Foam, Fire Pumps, and Air Compressors connected to fire sprinkler systems.

C.3.3.12. Fixed Hourly Rates Payment for labor category qualification of a labor category performed by the contractor or subcontractors. Rate shall include wages, overhead, general and administrative expenses, profit, for each category of labor along with material handling costs associated with purchasing of replacement equipment, parts and materials.

C.3.3.13. Inspection, Testing, Maintenance The periodic maintenance to extend service life expectancy, prevent malfunction, failure or continued deterioration from one planned service to the next planned service without any failures caused by fatigue, neglect, or normal wear (preventable items). Maintenance consists of equipment validation, inspection, cleaning, operational checks, lubrication, calibration, minor adjustment, re-programing, and minor consumable parts replacement. Additional operation checks includes, ensuring alarm sound level conditions exceed 15 dba above the average ambient sound levels and preforming functional testing of each heat detection devices. Maintenance for all diesel driven fire pumps and electrical pumps that have back-up diesel driven generators shall be performed IAW NFPA 25 standards.

NOTE: Smoke Detector sensitivity testing shall not be performed as a part of the functional

C.3.3.13.1. ITM Schedule/Log A log that list the frequency, component, task, date scheduled, date completed, and craftsperson completing the task of all items listed within the Facility, Systems & Equipment List.

C.3.3.13.2. ITM After-Action Report Written in accordance with the procedures outlined in NFPA 72, Chapter 10.6.2.3 and Figure 10.6.2.3 or with an approved report that meets that criteria. The report shall include the type of fire protection/suppression system or component, the building number, the actual inspection/maintenance work performed, and, if repairs are needed, include a list of repairs needed, date of inspection, and name of technician. The report shall also contain an itemized list of each device tested, zone of device, and location of device and document the results of these tests. Devices shall be checked for proper supervision during this test, with documentation.

C.3.3.14. Material Handling Costs When included as an addition to the material costs, material-handling costs shall include only costs clearly excluded from the labor-hour rate. Material handling costs may include all appropriate indirect costs allocated to direct materials (e.g. transportation charges, ordering or picking up of parts).

C.3.3.15. Non-Real Property Installed Equipment Defined 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.

C.3.3.16. On-Call Services Technician is not required to be physically present in the work center. However, personnel performing on-call duty must have a means of being contacted (telephone, beeper, etc) so they can respond to designated outages within a specified time limit.

C.3.3.17. Original Equipment Manufacturer (OEM) The manufacturer of the complete production vehicle/equipment whether assembled from parts of its own manufacturer or from parts or components furnished by other manufacturers or a combination of both.

C.3.3.18. Product Preference Use of “environmentally sustainable” products is mandatory for performance of this contract. As such, products identified as “environmentally sustainable” will be selected over those which do not carry such designations. The following factors should be considered when selecting products: environmental performance, cost performance, bio-based, recycled content, biodegradability, technical performance, and availability.

C.3.3.19. Quality Assurance Program Coordinator Individual responsible for the coordination and management of the performance management assessment program/ quality assurance program.

C.3.3.20. Quality Assurance Surveillance Plan A document government personnel use to assess contractor performance (see FAR 46.401, DFARS 246.401, DFARS 237.172). The QASP is based on the contractors provided Quality Control Plan. The QASP includes the surveillance checklist, the surveillance schedule, customer complaint forms; corrective action reports (CAR) and a performance assessment report (PAR). These documents will be used in assist the government in monitoring and reporting the contractors performance in the CPARS system.

C.3.3.21. Real Property Installed Equipment 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.

C.3.3.22. Repairs To sustain or restore real property and real property facility, systems or components to such a condition that it may effectively be used for its designated functional purposes; or to convert a real property facility, system, or component to a new functional purpose without increasing its external dimensions.

C.3.3.23. Service Call Any unscheduled maintenance or repair that requires the contractor to travel to a specific location to inspect, troubleshoot and provide a technical solution to correct the deficiency.

C.3.3.23.1. Work Authorization Notifications Sent from the COR, generally via e-mail or by phone, that initiates a Service Call. Notifications will generally include, the date of issue, building #, service call priority, brief description of the issue, facility POC and phone number. Upon completion of all service call the contractor shall provide the COR a Service Call After-Action Reports.

C.3.2.23.2. Service Call Priority

C.3.3.20.2.1. Emergency - Failure or deficiency, which constitutes an immediate danger or health hazard to residents or threatens to damage property. A structural, utility or mechanical problem that could cause loss of life or property. Serious damage affecting health, safety, security or mission. Complete utility failure (electricity, gas, heat, water, sewage or air-conditioning). Mean time to respond is within 2 hours and on-site present until repairs are complete or downgraded to an Urgent or Routine service call.

C.3.3.20.2.2. Urgent - Failure or deficiency which does not immediately endanger the residents or threaten damage to property, but would soon inconvenience and affect the health and well-being of facility occupants. Mean time to respond is within 24 hours and repairs within 5 days upon work authorization and receipt of parts and materials.

C.3.3.20.2.3. Routine - Work of a routine nature that does not meet the criteria of emergency or urgent. Mean time to respond is within 24 hours and repairs within 14 days. Any request for extension must be communicated in writing to the COR and shall not exceed 30 days upon work authorization and receipt of parts and materials.

C.3.3.23.3. Notice to Proceed Conditions in which the contractor may proceed with reasonable promptness to perform required replacement or correction of all service call repairs are as follow;

C.3.3.19.2.1. Less than $1,000 per service call, upon receipt of the Work Authorization Notification from the COR.

C.3.3.19.2.2. Greater than $1,000(shall not exceed $2,500 in total labor cost), upon receipt of the signed written repair quote from the COR.

C.3.3.19.2.3. Greater than $10,000, upon receipt of the signed written repair quote from the CO.

C.3.3.23.4. Status Reports Verbal and/or written status reports by the CO, COR, or the POC located on the Work Authorization Notification. A status report shall be provided within four (4) hours of the inquiry during regular working hours, and 24 hours after regular working hours.

C.3.3.23.5. Service Call Deliverables Deliverables consists of documents or data that is submitted to a person or database at varies stages of the service call process. All deliverables shall be provided using the company’s standard commercial forms. For the purpose of clarity, the deliverables pertaining to service calls will be referred to as After-Action Report, Repair Estimates, and IUID Registry.

C.3.3.23.5.1. Service Call Repair Estimates All estimates shall include, at a minimum, a service call tracking number, brief description of the issue, what corrective action is required to restore the system back to operational standards, the building number, the installation location (e.g. JBC - WS), and the amount of time estimate to complete the repair(s). The estimate shall include a Not-To-Exceed amount for all direct material costs and approximate number of labor hours to complete. Actual materials and labor will be definitized upon completion of the work on the Service Call After-Action Report. Copies of all repairs estimate with COR/CO approval signature and after-action reports shall be attached with every invoice payment in WAWF.

C.3.3.23.5.2. Service Call After-Action Reports Includes the details of the corrective actions that were performed after completion of all service calls. Reports shall include, at a minimum, a service call tracking number, brief description of the issue, the corrective action completed to restore the system back to operational standards, the building number, the installation location (e.g. Bldg 123, JBC - WS), the amount of time the equipment was down and the name of the technician performing the repairs. For billing purposes, the report shall also include the actual number of labor hours expended at the firm fixed hourly rate, the listing of all direct materials cost associated with the repairs, and the material handling cost. All reports shall be attached with every invoice payment in WAWF.

C.3.3.23.5.3. IUID Registry A system within PIEE that stores item data, e.g. item identification, initial ownership, acquisition value. IAW FAR 252.211-7003, all itemized direct materials cost shall be included under CLIN X003 within WAWF for each invoice. WAWF and UIDs computer based training is provided at https://wawftraining.eb.mil/wbt/xhtml/wbt/iuid/index.xhtml.

C.3.3.24. Services Summary A summary of the performance objective, performance standard and performance threshold required by the government in contractor performance. A SS is also referred to as a performance requirements summary (PRS), a services delivery summary (SDS) or a performance requirements document (PRD).

C.3.3.24.1. Performance Objective Outcomes identified from the performance work statement (PWS) and are associated with successful contract performance in a specific area. This is a critical success factor in achieving the organization’s mission, vision and strategy which, if not achieved, would likely result in a significant decrease in customer satisfaction or risk mission failure. Obtaining multi-services/sub-services performed at a certain measurable standard and consistently ensures success in achieving the objectives critical to the mission.

C.3.3.24.2. Performance Standards Performance standards establish the performance level required by the Government to meet the contract requirements. The standards shall be measurable and structured to permit an assessment of the contractor's performance.

C.3.3.24.3. Acceptable Quality Lever or Performance Threshold The minimum performance level of a performance objective required by the government.

C.3.3.24.4. Performance Remedies Contractor solution to correct contractual non-conformity issues by either perform the services again at no increase in contract amount or reduce the contract price to reflect the reduced value of the services performed C.3.3.24.5. Contractual Non-Conformity Occurs when either a service summary item does not meet the required performance threshold during the monthly/quarterly performance period, or, a contract service when not meeting contract requirements is of a critical enough nature to threaten the mission of the functional area, AF assets, and/or the general public. All contractual non-conformity will be initiated by the COR and issued by the CO as a CAR for contractor action.

C.3.3.25. System A combination of related elements organized into a complex whole to perform a function. Includes all components and ancillary parts necessary to accomplish the intended purpose of the system, whether or not these items are specifically listed in the contract.