PWS Air Base Dormitory Facility Mx - Revision 1.pdf

Joint Base Charleston

Performance Work Statement Air Base Dormitory Facility Preventive Maintenance, Inspection, & Repair Services

Technical Sergeant Charlie Schleuger Contracting Officer Representative (COR) 628th Civil Engineer Squadron 6-22-2023 – Original 7-24-2023 – Revision 1, see pg 8, yellow highlighted text

Table of Contents

1.0 PURPOSE

1.1 GENERAL REQUIREMETS

1.1.1 STANDARDS

1.1.2 MANAGEMENT

1.1.3 WORK CONTROL COORDINATION, EQUIPMENT SHUTDOWNS, & SERVICE

INTERRUPTIONS

1.1.4 CAPABILITY, TRAINING, & QUALIFICATION

1.1.5 WARRANTIES

2.0 SCOPE OF WORK

2.1 DESCRIPTION OF SERVICES

2.1.1 REAL PROPERTY INSTALLED EQUIPMENT (RPIE)

2.1.2 POINTS OF DEMARCATION

2.1.3 HVAC SYSTEMS MAINTENANCE

2.1.4 EXHAUST HOODS

2.1.5 BOILER MAINTENANCE

2.1.6 COOLING TOWER MAINTENANCE

2.1.7 LOCKSMITH SERVICES

2.1.8 GUTTERS

2.1.9 SAFETY DEVICES

2.1.10 PRESSURE WASHING

2.2 PREVENTIVE MAINTENANCE AND INSPECTION (PMI)

2.2.1 PREVENTIVE MAINTENANCE AND INSPECTION PLAN (PMIP)

2.2.2 SCHEDULES

2.2.3 INSPECTIONS, TESTING, AND CERTIFICATIONS

2.3 REPAIRS & SERVICE CALLS (S/C)

2.3.1 ROUTINE

2.3.2 URGENT

2.3.3 EMERGENCY

2.3.4 SUBCONTRACTED WORK

2.4 WORK RECEPTION CENTER

2.5 CONTRACTOR’S COMPUTERIZED MAINTENANCE MANAGEMENT SYSTEMS

2.6 REPORTS & DOCUMENTATION

2.6.1 PREVENTIVE MAINTENANCE AND INSPECTION (PMI) REPORT

2.6.2 SERVICE CALL (S/C) & REPAIR REPORT

2.6.3 REPAIR QUOTES & ESTIMATES

2.6.4 RPIE REPORT

2.6.5 SAFETY

3.0 SERVICE SUMMARY (SS)

4.0 GOVERNMENT FURNISHED PROPERTY & MATERIALS

4.1 GOVERNMENT FURNISHED FACILITIES

4.2 GOVERNMENT FURNISHED UTILITIES

4.3 GOVERNMENT FURNISHED EQUIPMENT

4.4 GOVERNMENT FURNISHED SERVICES

5.0 GENERAL INFORMATION

5.1 HOURS OF OPERATION

5.2 QUALITY ASSURANCE

5.3 QUALITY CONTROL

5.4 BASE ACCESS/PASSES AND BADGES

5.5 ACCESS TO BUILDINGS

5.5.1 ACCESS TO DORMITORIES

5.6 CONTINUATION OF ESSENTIAL CONTRACTOR SERVICES

5.7 ANTITERRORISM

5.8 APPENDICES

APPENDIX A – REAL PROPERTY INSTALLED EQUIPMENT INVENTORY

APPENDIX B – FACILITIES & STRUCTURES

APPENDIX C – SERVICE CALL HISTORICAL WORKLOAD DATA

APPENDIX D – CONTRACTOR BASE SECURITY AND ACCESS

APPENDIX E – POINTS OF DEMARCATION

APPENDIX F – GOVERNMENT FURNISHED FACILITIES & STRUCTURES

APPENDIX G – EXTERIOR LIGHTING

1.0 PURPOSE

The purpose of this requirement is to provide a Preventative Maintenance Inspection (PMI) services and repair services contract. The principal place of performance is located at Joint Base Charleston (JBC), Charleston, South Carolina.

The scope of this contract includes eight facilities encompassing over 291,000 square feet of interior and covered spaces including six dormitories, minor supporting structures (covered bicycle racks, pavilions), a dining facility, and a chilled water plant. The Contractor shall be responsible for maintaining all facilities, structures, systems, and equipment to safe and reliable operational standards with minimum disruptions to dormitory residents and dining facility patrons.

1.1 GENERAL REQUIREMENTS

The work described herein covers the completion of PMI of Real Property (RP) facilities 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, HVAC systems, 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 (S/C) and/or during performance of PMI will be required to restore facilities and equipment to safe and reliable operations. The Contractor shall also be responsible for the provision and staffing of a Work Reception Center (WRC) for dormitory residents (Sections 2.4).

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 actions associated with the execution of this PWS.

Contract performance occurs within a secured environment, which requires prior coordination and possible escort within designated areas. Security clearances are not required.

1.1.1 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 design 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 for references requiring compliance. All conflicts identified in applying referenced standards for RP Facilities, Real Property Installed Equipment (RPIE), and non-RPIE shall be communicated in writing to the respective Contracting Officer for resolution.

Table 1-0 - References

40 CFR Part 82 Protection of Stratospheric Ozone

AFI 32-1001 Civil Engineer Operations (Corrosion Control Program)

AFI 32-1068 Heating Systems and Unfired Pressure Vessels

AFI 32-7064 Integrated Natural Resources Management

AFMAN 91-203 Air Force Occupational Safety, Fire and Health Standards

AWWA C652-11 Disinfection of Water Storage Facilities

CRI-2011 Carpet and Rug Institute Installation Standards

29 CFR series (1904, 1910, 1926)

Occupational Safety and Health Act (Public Law 91-596)

SC DEHEC 44-55-10 Safe Drinking Water Act

USACE EM 385-1-1 Safety and Health Requirements Manual

UFC 3-110-04 Roofing Maintenance and Repair

UFC 3-190-06 Protective Coatings and Paints

UFC 3-560-01 Operation and Maintenance (O&M): Exterior Power Distribution Systems

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, grounds, pavements, 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 accepted 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 S/C 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 Joint Base Charleston policies and procedures regarding hazardous material handling, storage, removal, and clean-up.

1.1.2 MANAGEMENT

The Contractor shall provide a site manager, 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 site manager must be assigned in the event of the site manager’s absence (illness, vacation, scheduled day off). The Contractor shall notify the Government prior to primary site manager absence. The site manager shall be responsible for coordination, scheduling, monitoring, and ensuring 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 site manager 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.

1.1.3 WORK CONTROL COORDINATION, EQUIPMENT SHUTDOWNS, & SERVICE

INTERRUPTIONS

Contractor work shall not interfere with normal Government business. 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 shutdown 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 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.

Utility outages directly impacting the Dining Facility require notification 14 calendar days in advance.

1.1.4 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.

1.1.5 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, the reconditioned parts shall carry the same warranty provisions as originally provided by the Contractor for new parts. The Contractor shall report to the COR all defects in workmanship, material, parts, or improper installation. For record purposes, warranty repair information shall be submitted to the COR for materials and parts along with the repair report as stated in paragraph Section 2.7.

2.0 SCOPE OF WORK

The Contractor shall perform PMI and repair services as described in this PWS with a focus on safety, customer satisfaction and responsiveness. The Contractor is expected to use innovative approaches to efficiently and effectively accomplish requirements IAW this PWS. Additionally, the Contractor shall 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 and RPIE (see Appendix A & Appendix B). 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 and RPIE:

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

(2) Condensate drip pans

(3) Air Handling Systems

(4) HVAC Ultraviolet lights

(5) Pumps

(6) Electric Motors and Controllers

(7) Chilled Water Piping Systems

(8) Chilled Water System Chemical Treatment, including chemicals and analysis.

(9) Variable Frequency Drives (includes programming)

(10) Mechanical Thermal Insulation

(11) Heating Ventilation Air Conditioning (HVAC) Control System, including repair, maintenance and programming of various types of Direct Digital Controls (DDC) systems

(12) Electric/Natural Gas infrared heaters

(13) Steam/Hot Water Boilers

(14) Exhaust Fans

(15) Exhaust hoods and fans

(16) Variable Air Volume Terminals

(17) Exterior plumbing: Water supply lines, spigots, cut off valves, sewage lines, backflow preventers, etc.

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

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

(20) Water Storage Tanks

(21) Exterior lighting, to include any lights affixed to buildings, site lighting, parking lot lights, bollard lighting, volleyball court, and basketball court (See Appendix G).

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

(23) Locksmith Services (i.e., Radio-Frequency Identification [RFID] lock repair, cardkey, cipher etc.)

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

(25) Minor supporting structures (covered bicycle racks, pavilions, etc.)

(26) Ceiling fans (hardwired)

(27) Dormitory stove range hoods (hardwired)

(28) Window screens

(29) Air curtains

b. Real Property Repair Support Functions:

(1) Work Reception Center

(2) Computerized Maintenance Management System

c. Components, equipment, and items explicitly excluded from this contract (with the exception of pressure washing):

(1) Permanent or portable generators

(2) Automatic transfer switches

(3) Concrete walkway and sidewalk repair

(4) Grills and bonfire pits

(5) Basketball court paint and surfacing

(6) Volleyball court and surfacing

(7) Recreational equipment (basketball hoops, volleyball nets, table tennis tables, etc.)

(8) Parking lot asphalt and parking lot striping

(9) Fire hydrants

(10) Transformers

(11) Mechanical keys and cores

(12) Fire alarms, smoke or heat detection, and fire suppression systems

(13) Cameras or surveillance equipment

(14) Dormitory appliances to include stoves, microwave ovens, washers, and dryers

(15) Non-real property installed equipment not otherwise included in the scope of this PWS to include dining facility meal preparation equipment or any other property under the scope of an existing maintenance contract.

2.1 DESCRIPTION OF SERVICES

2.1.1 REAL PROPERTY INSTALLED EQUIPMENT (RPIE)

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 1.1.1 (Standards), 2.2 (Preventive Maintenance & Inspection), and 2.3 (Repairs & Service Calls).

2.1.2 POINTS OF DEMARCATION

The Contractor shall be responsible for all water supply lines, sewage lines, high voltage electrical lines, low voltage electrical lines, and other utilities past the point of demarcation. Refer to Appendix E for a comprehensive list of the points of demarcation.

2.1.3 HVAC SYSTEMS MAINTENANCE

The Contractor shall maintain all HVAC systems and equipment in accordance with 40 CFR 82 to ensure safe, compliant, and functional operation. 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. Registers 10 feet high or lower are the responsibility of the resident or facility manager to clean.

No Class I ODS, HCFC-22, or Halon refrigerants shall be purchased for use in government systems. Any removed Class II ODS’s shall remain property of the Government when removed. The return of reclaimed Class II ODS HCFC- 22 shall be coordinated with the COR. The disposal of all other refrigerants shall be conducted by the Contractor in accordance with local, state, and federal regulations.

All Dining Facility and dormitory HVAC systems (spring) and heating systems (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.

All Refrigeration Equipment Service Records shall be provided to the COR within 14 days upon request.

2.1.4 EXHAUST HOODS

The Contractor shall provide servicing, repairs, and maintenance for all food preparation exhaust hoods and exhaust fans. The required cleaning of food preparation exhaust hoods and fans is not the responsibility of the Contractor.

2.1.5 BOILER MAINTENANCE

The Contractor shall perform PMI, 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 or equivalent IAW AFI 32-1001 is mandatory. The Contractor shall ensure all boilers remain certified IAW AFI 32-1068 and all ASME and NBSI codes.

Existing natural gas-fired boilers are South Carolina Department of Health and Environmental Control (SCDHEC) exempt air emission sources on the Charleston Air Force Base Air Operating Permit. If boiler replacement is necessary, contact the COR to coordinate appropriate replacement. Replacement natural gas-fired boilers shall be specified to have Low NOx burners.

2.1.6 COOLING TOWER MAINTENANCE

The Contractor shall perform PMI and operational inspections IAW EPA guidelines and AFI 32-1001 to ensure water quality standards are maintained. The use of AF Form 1457, Water Treatment Operating Log or equivalent for Cooling Tower Systems is mandatory. The Contractor shall clean the tower no less than annually to ensure operational efficiency. Properly dispose of all hazardous liquids in accordance with local, state, and federal regulations.

2.1.7 LOCKSMITH SERVICES

The Contractor shall perform repair and maintenance of locks and related hardware as follows:

• Repair, replace, and maintain door closers, hinges, knobs, doors, trim, jambs, and other doorway or door components

• Replacement of electronic door lock batteries

• Door replacements

• Repair and replacement of RFID door locks

2.1.8 GUTTERS

The Contractor shall ensure that all gutter systems and downspouts are kept free of decomposed organic material, dirt buildup, leaves, saplings, branches, and other organic or manmade materials to ensure optimum flow is maintained.

The Contractor shall develop a PMI schedule for all gutters and downspouts and include it in the Preventive Maintenance & Inspection Plan schedule (Section 2.2.2). The minimum accepted PMI standard is semi-annually.

Cleaning shall be conducted during both PMI and upon the issuance of a W/O by the COR.

2.1.9 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 manufacturer’s requirements.

2.1.10 PRESSURE WASHING

The Contractor shall maintain the cleaning agents (phosphate free) and equipment required to conduct pressure washing of facilities and dormitory complex pavements (sidewalks, walkways, stairwells, etc).

The dining facility and dormitories shall all be pressure washed biennially, starting Option Period I. The Contractor shall develop a corresponding pressure washing schedule and include it in the Preventive Maintenance & Inspection Plan schedule (Section 2.2.2). Pressure washing service calls, for items not pre-priced, may also be issued by the COR as individual work orders. A quote and technical evaluation will be required for these additional activities.

The Contractor shall receive a Notice to Proceed (NTP) from the COR for all pressure washing activities. The COR will consult with CEIE to determine that all considerations for Lead Based Paint have been satisfied prior to issuing NTP to the Contractor.

The Contractor shall take all measures necessary to protect equipment and facilities prior to pressure washing. Fire alarm pull boxes and systems are particularly vulnerable to pressure washing activities and require further precaution.

Any building surfaces or furnishings damaged or soiled by the pressure washing activities shall be the responsibility of the Contractor and shall be repaired and refinished or replaced by the Contractor at his own expense. All surfaces will be left clean and free of debris following power washing activities.

Paint solids and loose debris generated from pressure washing, including wash water runoff, shall be controlled in accordance with issued NTP instructions. Properly dispose of collected paint solids and loose debris as solid waste in accordance with local, state, and federal regulations.

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 1.1.1. 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 2.7.1. 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 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.

PMTLs are not required for pressure washing or gutter cleaning.

2.2.1 PREVENTIVE MAINTENANCE & INSPECTION PLAN (PMIP)

Using the standards set forth in Section 1.1.1, 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 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 projection, forecasting a minimum of four weeks, of all scheduled PMI (excluding Daily PMI) and proposed repair work. The rolling schedule shall be updated at least weekly and a copy submitted to the COR IAW Section 2.7.1. 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. Once the initial comprehensive schedule is accepted, proposed changes may be submitted to the COR for acceptance no less than 14 calendar days prior to 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 1.1.1. 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 (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 COR or the CO in writing. The applied standard LOL rates for each Service Call are as follows:

• $500 for S/Cs & repairs/corrective maintenance on RP facilities/RPIE.

• $3,000 for S/Cs & repairs/corrective maintenance on building 469, Chilled Water Plant, facility/RPIE.

S/Cs will be issued as Routine, Urgent, or Emergency (Sections 2.3.1 through 2.3.3). Repair WOs above the LOL may originate in one of the following ways:

• Identified during performance of scheduled and unscheduled PMI.

• Identified during response to a S/C.

In response to S/Cs, any recommended/necessary repairs estimated to exceed the LOL requires the Contractor to submit a written quote (see Section 2.7.4) to the Government. If the Contractor’s written estimate for the labor (if applicable, see 2.6.3) to perform the S/C is below $2,000 for construction and $2,500 for service, and the estimated price is below $10,000 the COR may accept and authorize the S/C. The CO must approve and authorize all repairs when labor is estimated above $2,000 for construction and above $2,500 for services or when the estimated price 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.

The Contractor shall also 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 S/C 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 2.7.2.

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 workdays 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

The Routine S/C 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 S/C that is anticipated to exceed the LOL.

Routine S/Cs may be submitted to the Contractor in writing by the COR. Routine S/Cs may also be submitted by dormitory residents, the Unaccompanied Housing Office, facility managers, the COR, or the Civil Engineering Requirements office through the WRC.

The Contractor shall respond to Routine S/Cs following the Government’s notification within 3 business days. Routine S/Cs must be completed and closed within 21 calendar days of issuing the call. Routine S/Cs anticipated to overrun this deadline due to LOL negotiations or long material lead times must be communicated with the COR prior to 14 calendar days.

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.

Urgent S/Cs may be submitted to the Contractor verbally by the COR followed by a written request as soon as practical. Urgent S/Cs may also be submitted by dormitory residents, the Unaccompanied Housing Office, facility managers, the COR, or the Civil Engineering Requirements office through the WRC.

The Contractor shall respond to Urgent S/Cs following the Government's notification within 1 business day. The Urgent S/C 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 S/C 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 S/Cs 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, dormitory resident, 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 S/Cs 24 hours a day, 7 days a week. Outside of normal duty hours (Section 5.1), Emergency S/Cs shall only be submitted to the Contractor by the COR or CO.

The Contractor shall be on-site taking effective action to mitigate the emergency; (1) During normal hours of operation, within one hour following notification, (2) After normal hours of operation, weekends, and recognized holidays, within two hours following notification. The Emergency S/C response shall include immediate corrective action to mitigate the emergency to protect property and personnel. Once the emergency 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 S/C call can be reclassified as Urgent or Routine.

The intent of Emergency S/C 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 and 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 subcontracted work meets the requirements of the PWS. The Contractor shall submit actual cost documentation (receipts, invoices, payroll, etc.) for subcontracted work upon request from the CO.

2.4 WORK RECEPTION CENTER (WRC)

The Contractor shall establish and maintain a WRC within Building 464 to provide a localized service desk for dormitory occupants to submit S/C requests to the Contractor. The Contractor shall physically staff the WRC during base hours of operation as defined in section 5.1. The Contractor is not required to staff the WRC on Federal Holidays, weekends, or afterhours. Methods of accepted S/C requests, at a minimum, shall include email, telephone, and in-person requests. All requests must be input into the CMMS on the same day that they are received, or upon the first day of business following the request if the requests were received outside of normal duty hours as defined in section

5.1. The Contractor shall determine the priority of the S/C requests received as defined in sections 2.3.1, 2.3.2, and

2.3.3. The COR may upgrade or downgrade the classification of any S/C received by the Contractor.

At a minimum, the data collected for each service call request received by the WRC shall include:

• Building number

• Room number / location

• Description of the work requested

• Date and time request received

• Requestor’s name

• Requestor’s telephone number

• Day or night sleeper

• Assigned CMMS order number

Any work requested through the WRC that will exceed the LOL may not be completed without prior approval from the COR and any work executed without prior approval shall be at the expense of the Contractor (Section 2.3).

Any requests for services submitted through the WRC that are outside the scope of the contract (Section 2.0) shall be forwarded to the appropriate entity (Airman Dorm Leader, Requirements Office, etc.) or the COR for resolution. Any work completed outside the scope of the contract without prior approval from the COR or CO shall be at the expense of the Contractor.

2.5 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 and to help management make informed decisions. 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, but system rights shall be limited to “view only” and report generation rights.

At a minimum, the Contractor’s CMMS shall be utilized for the following:

• Organize and track inventory

• Manage equipment costs

• Track equipment history

• Schedule preventive maintenance tasks

• Maintain confidential labor records

• Allocate resources

• Generate WOs

• Requisition and purchase parts

• Project equipment failures

• Report generation in Excel format

The Contractor shall maintain accurate historical records of all PMI, S/Cs, and WOs for the duration of this contract, and shall furnish historical data (i.e., WOs, 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.

The CMMS shall be fully operational and utilized, apart from PMI data, within 30 days of contract award. PMI data shall be fully operational and utilized within the CMMS within 60 days of contract award.

The Contractor shall prepare and provide a CMMS implementation plan at contract award.

2.6 REPORTS AND DOCUMENTATION

All reports may be generated manually or automated.

2.6.1 PREVENTIVE MAINTENANCE & INSPECTION (PMI) REPORTS

Scheduled and unscheduled PMI will be considered accomplished following the Contractor’s submittal of a completed PMI Report. The completed reports shall be submitted to the 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 CMMS for PMI scheduling, inspection, data collection, and reporting requirements of this PWS is required.

The weekly rolling report (Section 2.2.2) shall be submitted at the same time as the completed PMI report.

2.6.2 SERVICE CALL REPAIR REPORT

The Contractor shall prepare and submit a repair report weekly after routine, urgent, and emergency S/C repairs are completed. The use of a CMMS for the Service Call Repair Report is required. 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 and time 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/corrective action conducted by technician

• Reasons for any deferred requests

• Labor hour(s) per Work Order

• Parts/material replaced to include prices

• Repair cost above the LOL submit a written quote IAW Section 2.3

All completed escort forms (Section 5.3.1) shall be electronically submitted to the COR on a weekly basis in addition to the repair report.

2.6.3 REPAIR QUOTES AND ESTIMATES

When the Contractor’s price to perform a repair is estimated to exceed the LOL, the Contractor shall prepare and submit a written quote to the Government. For Routine S/Cs and repairs, the quote shall be submitted within 5 business days from initial notification. For Urgent and Emergency calls, a quote or estimate shall be submitted as expeditiously as possible; submission 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 (if applicable): Contractor price for repair parts, shipping and/or freight, third party rental equipment, and subcontractor price(s). No “mark-ups” shall be applied to quotes/estimates. All quotes/estimates must be determined fair and reasonable. Therefore, two or more quotes are required for items purchased, rented, or subcontracted.

Supporting documents shall be submitted along with the quote/estimate. Labor will only be allowed when there is an additional incurred expense anticipated to the Contractor; i.e. after normal business hours or weekends.

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.

All Contractor quotes/estimates will also include a statement that the estimate shall remain valid for at least 30 days.

A proposed POP must be included in the quote/estimate as well.

2.6.4 RPIE REPORT

The contractor shall validate and update the RPIE inventory list to include the serial number (if applicable), manufacturer, installed location, condition, model number (if applicable), capacity, and equipment type of each RPIE asset. Any equipment identified that is not on the inventory list shall be annotated and added to the list for COR acceptance. Additionally, any RPIE assets that do not exist shall be annotated and removed from the list after COR approval.

The RPIE Report shall be completed once every awarded contract year and must be submitted to the COR for acceptance by the end of the base contract year and at the end of each awarded option year.

2.6.5 SAFETY

Contractor safety plans, programs, policies, and practices shall meet the requirements of series 29 CFR (1904, 1910, and 1926) for all applicable work scope. The Contractor shall submit prior to Period of Performance (PoP) to the COR a site specific Environmental, Safety and Health (ESH) Plan for review and acceptance. Submitted ESH Plan shall meet equivalent format and content guidelines of the most current edition of the US Army Corps of Engineers

(USACE) EM-385-1-1.

Upon request, the Contractor shall provide OSHA 300 and 301 logs to the safety office for mishaps occurring on the installation. The Contractor shall provide a verbal report to the COR as soon as possible after each occurrence of damage to government property or an accident resulting in death, injury, occupational disease, or adverse environmental impact. The contractor shall provide a completed copy of required Accident Investigation Reports to the COR within five calendar days of each occurrence.

The Contractor shall maintain a Safety Data Sheet (SDS) for all chemicals utilized and stored in the execution of this contract. A SDS binder shall be maintained and kept in accordance with OSHA guidelines.

3.0 SERVICE SUMMARY (SS)

The SS includes Performance Objectives that describe the desired result or outcome. The Performance Thresholds states the minimum acceptable level of the performance in terms of quality, timeliness, and quantity in realistic and achievable standards. These Acceptable Quality Limit (AQL) thresholds are critical to mission success.

Performance Objective PWS Para Performance Threshold

PREVENTIVE MAINTENANCE

AND INSPECTIONS

2.2 AQL: The threshold is met when all work is

accomplished to the stated objective 95% of the time.

INSPECTION, TESTING, AND

CERTIFICATIONS

2.2.3 AQL: The threshold is met when all work is

accomplished to the stated objective 95% of the time.

WORK RECEPTION CENTER 2.4 AQL: The threshold is met when all work is accomplished to the stated objective 95% of the time.

ROUTINE REPAIR & SERVICE

CALLS

2.3, 2.3.1 AQL: The threshold is met when all work is accomplished to the stated objective 95% of the time and with no more than two (2) validated customer complaints per month.

URGENT REPAIRS & SERVICE

CALLS

2.3, 2.3.2 AQL: The threshold is met when all work is accomplished to the stated objective 95% of the time and with no more than two (2) validated customer complaints per month.

EMERGENCY CALLS 2.3.3

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

CMMS 2.5 AQL: The threshold is met when all work is accomplished to the stated objective 95% of the time.

REPORTS AND DOCUMENTATION 2.7 AQL: All work is accomplished to the stated objective 100% of the time.

4.0 GOVERNMENT FURNISHED PROPERTY & MATERIALS

The materials, equipment, labor, and supplies necessary for the successful performance of this contract not specifically identified shall be provided by the Contractor. The Contractor shall maintain all work areas and equipment in a neat, clean, and orderly fashion.

4.1 GOVERNMENT FURNISHED FACILITIES

The Government will provide facilities for office space and warehouse space. The Contractor is responsible for housekeeping and adequate precautions to prevent fire hazards, odors, and vermin. The Contractor may not alter facilities without written approval of the CO. At the completion of the contract, all facilities shall be returned to the Government in the same condition as received, except for normal wear and tear and any approved modifications. Any routine repairs required for Government provided facilities shall be coordinated through the COR. The Contractor shall be held responsible for the cost of any repairs caused by negligence or abuse.

Building 464 (partial), 626, and 628 will be provided, but are subject to change (see Appendix F).

Local Government network internet access will be provided to Contractor personnel in Building 464 who have completed the security clearance and network access requirements outlined by the governing protocol authority.

Building 464 and Building 626 shall be furnished with a VOIP telephone and a computer by the Government.

Commercial internet is available at Building 464 at the expense of the Contractor. The existing Internet Service Provider (ISP) is the only approved commercial ISP on the installation.

4.2 GOVERNMENT FURNISHED UTILITIES

The Government will furnish electricity and fresh water at no cost to the Contractor at Building 464 and Building 626.

Additionally, any utilities utilized incidental to PMI or repair services shall be provided at no expense to the Contractor.

4.3 GOVERNMENT FURNISHED EQUIPMENT

Existing furniture may be utilized, but replacements or additions will be at the expense of the Contractor. No additional furniture will be provided by the Government. Disposal of existing furniture will be undertaken by the Government and must be coordinated through the COR.

No additional equipment will be provided by the Government.

4.4 GOVERNMENT FURNISHED SERVICES

The Contractor shall notify the COR if there is disruption of services or if there is a situation that requires a Government furnished service (i.e., pests in building, dumpsters overflowing, fire, or security problem). The Contractor shall be liable for the cost of services that are required due to the negligence of the Contractor. Government furnished services include:

• Pest Control. The Contractor shall contact 628 CES/Requirements at 963-1475 in the event of a pest control issue.

• Refuse Collection. Refuse collection will be provided at existing dumpsters. The Government reserves the right to adjust the numbers and locations of dumpsters based on observed utilization and requirements. If the Contractor is required to perform services that create an unusually large requirement for refuse disposal, the Contractor will coordinate this requirement with the COR no less than 14 calendar days in advance so that special pick-ups can be scheduled.

• Police and Fire Service. Joint Base Charleston has a security and fire department. These services will be furnished to the Contractor at no cost.

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’s hours of operation shall match those of the installation. The Contractor is not required to provide preventive maintenance and routine priority repair services for equipment on Federal Holidays, weekends, or afterhours.

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).

5.3 QUALITY CONTROL

The contractor shall develop and maintain a quality control program to ensure services are performed in accordance with this PWS and other commonly accepted Industry Best Practices. The contractor shall develop and implement procedures to identify and prevent defective services from reoccurring. The Contractor shall prepare and submit a Quality Control Plan to the COR for acceptance within 30 days of contract award. The incorporation of the CMMS into the Contractor Quality Control Plan is recommended.

5.4 BASE ACCESS/PASSES AND BADGES

The COR is responsible for turning the Contractor Access Form into the respective visitor center a minimum of 72 hours prior to the start of the project. Failure to do so may delay entry for personnel and delay project/construction.

The 628 SFS will conduct a fitness determination prior to a base credential being issued for base access. All contractors will abide by state and federal laws while conducting work on the installation. Failure to fully comply with all federal and state law on/off Joint Base Charleston, you will be charged and prosecuted to the fullest extent of the law and referred to the barring authority for barment.

See Appendix D, Contractor Base Security and Access Information.

5.5 ACCESS TO BUILDINGS

Keys may be issued to the Contractor; however, it shall be the Contractor’s responsibility to…