Atch_1_-_BOS_PWS_as_of_19_October_2017.pdf

PWS as of 19 October 2017

PERFORMANCE WORK STATEMENT

FOR

BASE OPERATIONS SUPPORT (BOS)

FA4800-17-R-0008

733rd CIVILIAN ENGINEER DIVISION

Fort Eustis

Joint Base Langley-Eustis, VA

TABLE OF CONTENTS

1.0. SCOPE OF WORK

2.0. DESCRIPTION OF SERVICES

3.0. GENERAL INFORMATION

4.0. SERVICES SUMMARY

5.0. GOVERNMENT AND CONTRACTOR FURNISHED PROPERTY, SUPPLIES AND

SERVICES

APPENDIX A – CONTRACTOR MANPOWER REPORTING

APPENDIX B – ACRONYMS AND DEFINITIONS

APPENDIX C – APPLICABLE PUBLICATIONS AND FORMS

TECHNICAL EXHIBIT 1 - WORKLOAD

1.0 SCOPE OF WORK.

1.1. The Contractor shall provide all management, transportation, tools, supplies, equipment, and labor necessary to provide Base Operations Support (BOS) for Joint Base Langley-Eustis (JBLE), Fort Eustis, VA in a manner that shall ensure continuous and reliable service except that specified herein as Government-furnished, to perform public works functions that support base operations at Fort Eustis, VA. Work to be performed in this PWS is limited to the work subjected to the Service Contract Labor Standards. Work subject to Construction Wage Rate Requirements statutes may not be performed. The Contractor shall provide the above services in accordance with the terms, conditions, and specifications of this Contract. The Contractor shall have total responsibility for all requirements stated herein on the commencement date of the performance period.

1.1.1. BROAD WORK DESCRIPTION

1.1.1.1. Work Responsibility

Contractor work and responsibility shall include all Contractor planning, programming, administration, management, and execution necessary to provide the specified services. The Contractor shall conduct work in accordance with this Contract and all applicable Federal, State, and local laws, regulations, and directives. The Contractor shall ensure that all work meets Acceptable Quality Levels (AQLs) or tolerances specified in the Contract Specifications, Service Summary (SS) (see Technical Exhibit 1-001), or in applicable referenced documents. The Contractor shall perform all related Contractor administrative services required to perform sustainment work (preventive maintenance), corrective maintenance and enhancement work which are not to be limited to: minor repair work, material requisitioning, quality control (QC), financial control, and correspondence. The Contractor shall also maintain records, files, and libraries of documents to include Federal, State, and local regulations, codes, laws, technical manuals, warranties, and manufacturer's instructions and recommendations, which are necessary and related to the functions being performed. The Contractor shall compile historical data, prepare required reports, and submit information as specified by Deliverable (DLRS) presented in Technical Exhibit 1-004.

1.1.1.2. Functional Areas

The work requirements described in this section are categorized into eight different functional service areas as stated in Section 2.0 (Description of Services). Functional Areas covered under this contract include:

Buildings and Structures Maintenance

Surfaced Area Maintenance

Utility Systems Operations and Maintenance

HVAC Systems Operation and Maintenance

Dining Facility Equipment Maintenance

Pest Control

Storm Water Best Management Practices (BMP)

Facility Condition Assessments Requirements

1.1.2. INSTALLATION MISSION

The installation mission is to provide comprehensive support services to a variety of installation tenant commands and units, including the US Army HQ Training and Doctrine Command (TRADOC), the Atlantic Region Office of the Installation Management Command and the Eastern Region of NETCOM, 7th TB(X), the 128th Aviation Brigade (formerly called the US Army Aviation Logistics School), the US Army Transportation School Maritime and Training Department, the Army Training Support Center, the 93rd Signal Brigade, the 597th Transportation Brigade, the Aviation Applied Technology Directorate, USAJFCOM Joint Deployment Training Center, the Joint Task Force - Civil Support, the McDonald Army Health Center, US Maritime Administration and various other tenants.

1.1.3. INSTALLATION CHARACTERISTICS

1.1.3.1. Physical Description

Fort Eustis is located on 7,933.2 acres of land, with numerous marked facilities and buildings on the installation. Many of the installation facilities involve administrative, functional, and motor pool facilities for the 7th TB(X), helicopter maintenance training for the 128th Aviation Brigade, and rotary wing research, development, testing and evaluation by the Aviation Applied Technology Directorate. The installation also contains 25 miles of railroad track and an operating port, called the 3rd Port, which deploys ocean-going vessels in support of mission requirements around the world

A summary of the facilities and land that make up Fort Eustis is presented in Technical Exhibit 1-002. A Map of Fort Eustis may be found in the Real Property Main Office files. A representative listing of all the buildings that the Contractor shall be responsible for maintaining is provided in the Real Property Listing in Technical Exhibit 1-003. Due to new construction and building demolition, the facility listings and maps are subject to change. Foreseen changes to the Real Property Listing, including facility construction and demolition, are included in Technical Exhibits 1-003-1.

1.1.3.2. Population and Demographics

The population at Fort Eustis is approximately 13,400. This includes 8,500 military personnel and 4,900 civilian personnel.

1.1.3.3. Climate and Terrain

The climate of the Fort Eustis area is classified as moderate continental with mild winters. The average frost free growing season is 240 days. The average monthly temperatures range from 38.5ºF to 78.5ºF, with the average annual temperature of 62ºF. The extreme temperatures range from an average low of 30.7ºF in the winter to an average high of 85.3ºF in the summer. The average annual precipitation is 46.36 inches. Snowfall ranges from a trace to 3.7 inches during the months of November through April, with an average annual snowfall of 9.5 inches.

1.1.3.4. Workload Data

Historical workload data is presented in the Technical Exhibit (TE 5-003) Document and applicable functional areas. This workload data has been summarized for this Contract. The workload information displayed in this document is based on the 4 most recent fiscal years for which data is available, or extrapolated to represent estimated annual workload over a 4 year period, where less than four year’s data was available. This workload is provided to assist bidders in proposal preparation to show typical examples of types and amounts of work to be performed under this Contract and shall not be a limiting factor on the Contractor's obligation to perform all services described in this Contract.

1.1.4. WORK BY THE GOVERNMENT

The Government reserves the right to utilize Government forces or other contractors to accomplish the same type or similar work as solicited for in this Contract. The decisions of allocation of work are within the sole discretion of the Government and are not subject to the Disputes Clause of the Contract.

1.2. TRANSITION, PHASE-IN, AND PHASE-OUT PERIODS

The transition plan shall be provided in the technical proposal prior to contract award to include the phase in and phase out requirements. After the contract award, the Contractor shall submit a finalized electronic copy of the Transition Plan within 30 Calendar days to the COR. The Contractor shall also establish and implement an orderly plan for the phase out of the contracted operations at the termination of this contract.

1.2.1. Phase-In Period.

The period between contract award date and contract start date will constitute the phase-in period. During the phase-in period, the Contractor shall prepare to assume full responsibility for all areas of operation in accordance with the terms and conditions of this contract. The Contractor shall take all actions necessary for a smooth transition of the contracted operations.

This period will be approximately 30 calendar days in duration. The Government will make all facilities and equipment accessible to the Contractor for a maximum of 30 days prior to contract start date. During the 30 calendar days of this period (i.e., during the 30 calendar days immediately prior to the contract start date), the Contractor's management personnel will be permitted to observe any Installation Services operations at Fort Eustis, as approved by the CO/COR. During the phase-in period, the Contractor shall at a minimum: establish the Project Management Office, recruit, retain, and hire necessary personnel. Additionally, Contractor personnel shall:

Obtain all required certifications and clearances, including personnel security clearances.

Develop a systematic and disciplined approach to achieve and efficient /effective acquisition.

Participate in joint inventories and sign for government property.

Develop and submit any required deliverables (see TE 1-004).

Attend post-award meetings as required.

The Contractor shall describe their procedures for obtaining vehicles, equipment, tools, supplies, materials and other items necessary to perform daily operations.

Accomplish any necessary training to support the PWS.

1.2.2. Phase-Out Period

The Contractor's phase-out procedures shall not disrupt or adversely impact the day-to-day conduct of Government business. Sixty calendar days prior to the completion of this contract (to include option periods), an observation period shall occur, at which time management personnel of the incoming workforce may observe operations and performance methods of the incumbent Contractor. This will allow for orderly turnover of facilities, equipment, and records and will help to ensure continuity of service. The Contractor shall not defer any requirements for the purpose of avoiding responsibility or of transferring such responsibility to the succeeding Contractor. The Contractor shall fully cooperate with the succeeding Contractor and the Government so as not to interfere with their work or duties.

1.2.2.1. Phase-Out Plan (The plan shall fully describe how the Contractor shall, at a minimum, approach the following issues: employee notification; retention of key personnel;

turn-over of work-in-progress, inventories, and Government property; removal of Contractor property; data and information transfer; and any other actions required to ensure continuity of operations. The incumbent and the Government will perform an inventory prior to a joint inventory between the incumbent and the successor. The plan shall, also include: reconciliation of all property accounts, requisitions, and work-in-progress; turn-in of excess property; clean-up of Contractor work areas; provision for training of the successor’s personnel on Government-furnished software for automated information systems (AIS) used in performance of this contract, specialized equipment, utilities systems, and ongoing work that the successor would be required to complete; and, security debriefings in accordance with AFI 31-101 for incumbent personnel holding security clearances. This period shall not exceed 60 calendar days in duration.

1.2.2.2. Removal of Contractor Property. During the phase out period of this contract, the Contractor shall remove all Contractor-owned vehicles, equipment, tools, supplies, materials and other items from the installation not later than the last day of the contract termination. The Government shall not be responsible for any Contractor-owned property left after contract completion or termination. If the Contractor does not remove said property from the Installation within the stated time, the Government may dispose of the property.

2.0 DESCRIPTION OF SERVICES.

The Contractor shall perform all related Contractor administrative services required to perform unscheduled work, sustainment work (preventive maintenance), corrective maintenance and enhancement work which are not to be limited to: minor repair work, building automation or controls, material requisitioning, quality control (QC), financial control, and correspondence to meet Performance Work Statement (PWS) requirements. The Contractor shall provide all services, materials, supplies, transportation, supervision, labor, and equipment, to perform public works functions that support base operations at Fort Eustis, VA.

The work requirements described in this section are categorized into nine different Functional Areas (Paragraphs 2.2 to 2.10). Paragraph 2.1 below presents workload projections, work management specifications, and other information which impacts all functional areas.

2.1. WORK CLASSIFICATION AND MANAGEMENT

The following paragraphs: (1) define terms used to classify work; (2) provide information on the level of effort that will be required at Joint Base Langley - Eustis in terms of workload and trade distributions; and (3) describe the way in which work will be received, managed, and documented.

2.1.1. WORKLOAD DATA

Workload data is presented throughout this Contract to enable the Contractor to forecast the level of effort that may be anticipated during the performance of the required Civil Engineering Division (CED), Operations Flight (CEO) functions. Workload data that is specific to a particular Functional Area is generally presented under that Functional Area.

Maintenance/enhancement and repair tasks are documented in the Air Force Work Prioritization Implementation Plan as in accordance with the Operations Engineering Playbook. (TE 5-001).

Emergency unscheduled tasks will be Priority 1/Emergency Work. Scheduled tasks will be priority 2A (Preventive Maintenance (PM)/Plant Operations), Scheduled tasks priority 3A (High)/Scheduled Sustainment Work (SSW)/Corrective Maintenance (CM), priority 3B (Medium) SSW/CM, priority 3C (Low) SSW/CM. Work Order tasks will be priority 4A/Scheduled Enhancement Work and 4B/All Other Enhancement Work. Since these orders contain work descriptions which generally apply to more than one Functional Area, they are described below.

2.1.1.1. Emergency Work (Unscheduled Tasks=SOs)

2.1.1.1.1. Unscheduled tasks (SOs) represent work performed that is not scheduled that is usually corrective in nature (e.g., repairs, modifications, and replacements) but can also include those related services not generally considered to be a maintenance activity. Emergency Work is also defined as IAW AFI 32-1001 as priority 1 mission work in direct support of the overall base mission that if, not done, would reduce operational effectiveness. SOs, therefore, are not known in advance. Examples include immediate life, health, and safety, water, electrical outages, HVAC outages, post-storm damage repair, broken stop sign at major intersection, sweep intersection following vehicle accident, and roof leak directly impacting facility mission.

Emergency Work must be accomplished within 24 hours upon notification during working and non-working hours, to mitigate and verify the deficiency. An unscheduled task can involve more than one related task at a common work site. SO work is described under UNSCHEDULED TASKS in all Functional Areas. SOs Emergency work will be issued on a computer-produced facsimile or printout. The Contractor shall use the Government electronic program (currently MAXIMO) to document the actual work performed, specific location of the work performed, employee, time, materials and other pertinent information to show corrective action. A SO may be initiated by the Facility Manager (FM) or by a customer via the Service Order Desk (see Paragraph 2.1.1.9 for more information), or by the Contractor.

For all Priority 1 Emergency Work, the Contractor shall respond to Priority 1/Emergency Work within 30 minutes after being notified during normal business hours (0730 to 1600 hours, Monday through Friday) and within 2 hours during non-business hours. This notification shall be made through the issuance of a SO with the word, “EMERGENCY” annotated in capital letters at the beginning of the work description through a call from the Service Order Desk to the Contractor Dispatch or after hours designee, and Email Notification to Contractor Management.

This designation will only be used in extreme circumstances (i.e. gas leaks, imminent loss of life, etc.). The Contractor shall continue to work Emergency SOs until the condition has been corrected or stabilized and the utility or service is restored, and the threat of additional damage or the threat to health and safety of personnel has been eliminated. If materials and equipment are not immediately available to complete the correction of the problem, they will be ordered by priority shipment. When they are received, work shall commence within 2 hours of receipt of material and be completed immediately after receipt of materials and equipment. In an event where the dining facility equipment needs or requires emergency work, and cannot be completed within the 24 hour timeframe, the Contractor shall immediately notify the COR for an extension.

If parts are not available for the Dining Facility, the Contractor shall immediately notify the COR and request an extension.

2.1.1.2. Priority 2/Standing Operating Orders/(Scheduled Tasks=SOOs):

2.1.1.2.1. Priority 2A/Preventive Maintenance (PM) (Scheduled Tasks). Represent work that is performed on a recurring basis, such as the daily operation of boilers quarterly preventive maintenance of serviceable equipment units (e.g., filter replacements, generator tests, fire alarms. etc.), and annual cleaning of cooling towers. SOO work is described under SCHEDULED TASKS in all Functional Areas. Scheduled work requires the preplanning of resources resulting from a known requirement and encompasses the scheduling and execution of specific tasks. The Contractor shall use the Preventive Maintenance checklist listed in RS MEANS facility maintenance and repair cost data book to perform scheduled maintenance and keep electronic maintenance records on file for government inspection. However, if executing modification, the labor cost listed in RS MEANS book shall not be used for PM modifications with an exception of the labor hours and the material price. The Contractor shall submit electronic PMTL checklists to the CO/COR 60 days after contract award. Monthly scheduled tasks shall be submitted to the CED Government Quality Assurance POC in an Electronic Format. In the performance of Preventive maintenance, should the Contractor encounter conditions that necessitate the placement of a Service Order, the Contractor shall place a Service Order.

To enable the Contractor to estimate workload for preventive maintenance requirements and other scheduled task requirements, a list of installed serviceable equipment, extracted from the BUILDER database by building for Joint Base Langley - Eustis is constituted and can be found in Technical Exhibit 5-002. This list is representative of the total current inventory. However, actual inventory may differ somewhat upon contract commencement and over the contract term.

The Contractor shall check, verify, and document; BUILDER Inventory upon contract commencement and annually thereafter. The Contractor shall submit electronic copies of inventory to the COR.

2.1.1.3. Priority 3A (High)/Scheduled Sustainment Work. Scheduled Sustainment Work (High) is classified as Priority3A high mission and risk factors including Risk Assessment Codes (RAC) 1-3 (unabated) and Fire Safety Deficiency (FSD) codes 1-2, that includes Tier 1 and 2 facility assets and equipment. It is corrective maintenance projects with a high return on investment (ROI).

2.1.1.3.1. Risk Assessment Codes are an expression of the degree of risk associated with a hazard or occupational deficiency that combines hazard severity and mishap probability into a single numeric identifier. Risk Assessment Codes are tools used by fire, safety, and health professionals and commanders to prioritize abatement plans and mitigate hazards. Risk Assessment Codes (RAC) 1 under this contract is defined as a hazard severity that is a death permanent total disability, or loss of facility or asset of $2,000,000 or more. RAC 2 is defined as a permanent partial disability or major property damage of $500,000 up to $2,000,000. RAC 3 is defined as lost workday injury or compensable injury, or minor property damage $50,000 up to $500,000.

2.1.1.3.2. Fire Safety Deficiencies (FSD) is a condition which reduces fire safety below an acceptable level, as defined by the CED fire department, including noncompliance with standards, but by itself cannot cause a fire to occur. In this contract, FSD 1 is any deficiency which results from a failure to comply with UFC 3-600-01, par 1-3.2.1 for new facilities, par 1-

3.2.2 thru 1-3.2.4 for modernized, renovated, repaired, restored, upgraded and change-of-occupancy facilities, par 1-3.1 for existing facilities, and impairments of fire safety features required for existing occupancies in accordance with NFPA 101 which are not corrected within 72 hours. FSD 2 includes any deficiencies in existing fire protection systems or features in any building or process which is out of service or impaired so as to prevent automatic or manual response to a fire event for more than 72 hours not covered by FSD 1.

2.1.1.3.3. All building assigned on Ft. Eustis will be assigned into a Tier category. Tier 1 is identified as mission critical assets. Tier 2 is identified as facilities which impact local mission.

Tier 3 is identified as moderate impact to mission and wing commander focus items and all other assets. Priority 3A (High) work is classified as not all work in tier 1 and 2 supporting the MDI mission set, but determines the root cause of failure to alleviate the Risk Assessment Code to an acceptable level in order to reprioritize the work that would complete it within 7 days up to 30 days. An example is HVAC equipment feeding a communication room, repair electrical circuit to avionics test station, HVAC feeding RAPCON radar equipment room, RPIE GenSet feeding NAVAIDs, repair broken fire detection system in CDC, street lighting (at intersections), and perimeter fencing. Priority 3A Scheduled Sustainment Work (SSW) will only be issued during normal business hours. Any Priority 3A SSW shall be electronically sent to the Contractor during times other than normal business hours shall be considered to be received by the Contractor at the beginning of the first normal business day after the SSW was electronically transmitted. The Government reserves the right to reprioritize the work as needed after alleviating the RAC and FSD during times other than normal business days at its discretion. The Contractor shall receive Priority 3A SSW, schedule the work within 2 business days of the receipt of SSW and perform the work as scheduled. If materials and equipment are not immediately available, they will be ordered by priority shipment. The allotted time to complete the Priority 3A SSW will stop once the order has been placed. When the necessary material and/or equipment have been received, work shall commence within one work day of receipt and be completed within the remaining allotted time. All work will be completed within 5 business days of the issuance of the SSW. If the unscheduled task cannot be completed within the stated timeframe, the Contractor shall immediately notify the COR and request approval for an extension.

2.1.1.4. Priority 3B/Medium/Scheduled Sustainment Work. This is time sensitive corrective maintenance work, work assigned to Tier 3 facility assets and equipment, and RAC 4 and 5 (unabated). Priority 3B SSW is the same as Priority 3A work except it is moderately mission or equipment sustainment risk. For example, dormitory change of occupancy maintenance must be accomplished within the necessary timeframe assigned by CED, HVAC issues in office spaces, administration facilities, base gym buildings, and base education building. The Contractor shall receive priority 3B SSW’s and commence work within 30 calendar days of the issuance of the SSW.

2.1.1.5. Priority 3C/Low/Scheduled Sustainment Work. This is corrective maintenance work, work assigned to Tier 3 facility assets and equipment, and RAC 4 (unabated).

Priority 3C SSW is the same as Priority 3A work except it is low mission or equipment sustainment risk. For example, broken windows in building, changing broken light fixtures, and changing door handles, road parking signs NTSB driven regiment etc., warehouse space, bowling alley, and auto hobby shop.

2.1.1.5.1. The Contractor shall receive priority 3C SSW’s and commence work within 30 calendar days of the issuance of the SSW. Risk Assessment Code 4 is an injury involving first aid or minor supportive medical treatment, a minimal threat to personnel or property (damage up to $50,000), or a violation of a standard.

2.1.1.5.2. Based on historical data from the three most recent fiscal years for which data exists, the number of SOs projected per year, the distribution of SOs by priority, and the distribution of SOs by craft is specified in Technical Exhibit 5-003. A percentage of overtime hours in current Fiscal Year for SOs are also presented in Technical Exhibit 5-003; however, this figure could vary considerably depending on operational methods employed by the Contractor.

2.1.1.5.3. To be classified as Emergency Work SO/Unscheduled Task work, the task will not be expected to exceed $20,000 per service order request. Any service order that exceeds $20,000 threshold, shall become a Work Order.

2.1.1.5.4. Priority 3 work will be up to $20k per service order. Service orders between $5k - $10k will be limited to 60 per period of performance. Service orders between $10k - $20k will be limited to 40 per period of performance. Once the ceilings in the period of performance are reached, any SO exceeding the ceiling will be turned into a Work Order and shall be completed based on the availability of funds following Work Order procedures in section 2.1.1.8 below.

Service Orders may be processed as Work Orders (2.1.1.6.1 and 2.1.1.6.2) when direct fund cites (MIPR’s or MORD’s) are provided. The Contractor shall work a SO until the job is complete.

The Contractor shall be responsible for managing resources (labor and materials) required to complete SOs within required time and cost limitations for “Unscheduled Tasks”. Service orders up to 20K shall have hourly rates and material costs included in the total cost, in event where the SO exceeds the 20K threshold the work shall become a Work Order. All 0-5K, 5-10K, 10-20K, SO work shall be repair and corrective maintenance work. Historical examples of unscheduled task costs and quantities of SOs can be found in TE 5-004. The Government will determine SO/Unscheduled Task types and priorities according to the priority classifications in TE 5-001.

The Government reserves the right to reclassify SOs as it deems necessary.

2.1.1.6. 4 A/B Enhancement Sustainment Work

2.1.1.6.1. Work Orders. Work Orders will represent project-oriented work such as modifications, total replacements, and new work that are above the Service Order threshold of $20,000. A service order may be processed as a work order for direct funding purposes only.

Work Orders can vary significantly in nature and scope and may involve multiple crafts and locations. Work Orders are initiated by the contracting Officer’s Representative (COR) and approve by contracting Officer (CO). The Government has the right to either use the Contractor to perform Work Orders or seek other sources as it deems appropriate. Work orders may be prioritized by the government at its discretion.

2.1.1.6.2. Reimbursable Work Orders. These are Work Orders funded by parties other than 733 CED on Ft. Eustis that will represent project-oriented work such as modifications, total replacements, and new work that are above the Service Order threshold of $20,000. A service order may be processed as a work order for direct funding purposes only. Work Orders can vary significantly in nature and scope and may involve multiple crafts and locations. Work Orders will be initiated by the COR and approve by the CO. The Government has the right to either use the Contractor to perform Work Orders or seek other sources as it deems appropriate. Work orders may be prioritized by the government at its discretion.

The Contractor shall be required to adhere to the following processes below where project oriented work exceeds the Service Order threshold of $20,000.00:

a. The Contractor Project Manager, on notification that a Service Order exceeds the $20,000.00 threshold, shall note in MAXIMO Software system that the project is requested to be converted to an Internal Job Order (IJO).

b. The Contractor Project Manager shall provide a detailed scope of work with a total price of work to be executed. The scope of work shall be presented to CED for discussion and approval.

c. The Internal Job Order (IJO) will in turn be converted to a work order request (WOR) and sent to contracting Office to be advertise to the Contractor.

d. A request for proposal (RFP) will be sent to the Contractor. The Contractor shall be required to conduct a site visit with the CED Project Manager. At the site visitation the Contractor shall be required to verify all site measurements, field conditions, requirements, and specifications.

e. Three proposals with prices shall be submitted to the contracting office (633 CONS) for evaluation. When at least three proposal are approved by CED to be Technically Acceptable, the contracting Officer will award the task order to the bidder with the lowest acceptable price of the three proposals. In the event that a minimum of three (3) quotes cannot be obtained, a sole source justification (SSJ) may be sought. Sole source procurement is justified when there is only one supplier or potential suppliers/sub-contractors are unresponsive etc. The Contractor shall document sole source justification and submit to the Government as part of their proposal package.

f. All Contractor proposals sent in for evaluation shall be itemized to include unit of measure, materials, equipment, and labor.

g. Contracting Office will issue a Letter of Direction (LOD) and in turn the Contractor shall schedule and begin work.

2.1.1.7. Service Plan

Within 30 calendar days after contract award date, the Contractor shall submit to the CO and COR for review an approved Service Plan (DLRS501R001) organized by Functional Area. The Service Plan shall describe services to be performed and their frequencies as reflected by this contract, standing operating procedures, and proposed staffing. As part of the Service Plan, the Contractor shall submit detailed management plans for utility systems (excluding electrical and gas distribution systems). The service plan shall at a minimum contain the following:

Snow and Ice Removal Plan

Storm Debris Removal Plan

Flooding Plan

Freeze-Up Plan

2.1.1.8. Work Reception

2.1.1.8.1. Sources of Work. Work can be identified by the CO, other Government personnel, tenants or residents of the Installation, or the Contractor. The Contractor-generated work is the result of requests made by operators and maintenance personnel, who identified deficiencies during inspections, preventive maintenance, or other work performance. Where work is generated as a result of identified deficiencies during inspections, preventive maintenance and other work performance, the Contractor shall be required to execute the following steps toward creation of Work Order Request (WOR):

a. The Contractor Project Manager (CPM) shall be required to inform the Engineering Technician about their observation and thereafter the CPM shall prepare an (Internal Job Order) IJO.

b. The IJO shall be developed and submitted with a detailed scope of work, an estimated period of performance, and with a total price of work to be executed. The scope of work shall be presented to the CEOE Operations Engineering Technician for approval.

c. The Internal Job Order (IJO) will in turn be converted to a work order request and sent to the contracting Office for action.

d. A request for proposal (RFP) will be sent to the Contractor. The Contractor shall be required to conduct a site visit with the CED Project Manager. At the site visitation the Contractor shall be required to verify all site measurements, field conditions, requirements, and specifications.

e. Three (3) proposals with prices shall be submitted to the contracting office (633 CONS) for evaluation. When at least three proposal are approved by CED to be Technically Acceptable, the contracting Officer will award the task order to the bidder with the lowest acceptable price of the three proposals. In the event that a minimum of three (3) quotes cannot be obtained, a sole source justification (SSJ) may be sought. Sole source procurement is justified when there is only one supplier or potential suppliers/sub-contractors are unresponsive etc. The Contractor shall document sole source justification and submit to the Government as part of their proposal package.

f. All Contractor proposals sent in for evaluation shall be itemized to include unit of measure, materials, equipment, and labor.

g. Contracting Office will issue a Letter of Direction (LOD) and in turn the Contractor shall schedule and begin work.

2.1.1.8.2. Service Order Desk. The Government will operate a Service Order Reception function 7 days a week, 24 hours a day, 365 days per year to receive calls and issue unscheduled tasks to the Contractor for unscheduled maintenance and repair of buildings, structures, roads, grounds, utilities, HVAC equipment, and other support services. SOs will be issued in accordance with the definitions in Technical Exhibit 5-005. Unless specific clarification is required or additional approvals are necessary because of a change in scope, work items identified through the Service Order Desk shall be performed by the Contractor without further input from the Government until the task is completed and problem resolved. All work done on Service Orders that are completed or not completed, shall be documented in MAXIMO or the current government provided software, with a detailed description of work accomplished. This note must be in a section of MAXIMO that cannot be altered or deleted.

2.1.1.8.2.1. Clarification of Work Requirements. If the work requirements are unclear, the Contractor shall contact the Facility Manager or building Point of Contact to clarify work request requirements and advise the Service Order Desk of any significant changes in scope.

2.1.1.8.2.2. Duplicate SO / Unscheduled task Requests. If a request is made by more than one building Point of Contact (POC), Facility Manager (FM), and customer representative for the same work at the same location or for repair of the same equipment, this work request shall be treated as a single work request and documented as such for reporting purposes. If such duplicate SOs are discovered by the Contractor, the Contractor shall notify the Service Order Desk or QA

2.1.1.8.2.3. Phone List. The Contractor shall provide a point of contact and alternate point of contact for off duty calls and include this information on the Employee Roster (see Paragraph 3.2.10.4) Phone lists shall be submitted to the COR electronically or manually.

2.1.1.8.2.4. SO Work Completion. The Contractor shall make effort to report service order work completion to the building Point of Contact (POC) or to the Facility Manager (FM) and obtain their approved signature to confirm work closure. Service Work that is converted to IJO’s shall be reported in the MAXIMO system or the current Government provided software. Other Work Orders that has been closed out in the system due to reason that Contractor employees deem is beyond Service Order requirement shall be closed out in MAXIMO with detail explanation.

2.1.1.9. Work Coordination

2.1.1.9.1. Work Scheduling. The Contractor shall schedule all Government approved Work Order Requests, and perform them in accordance with the provisions defined in this contract.

2.1.1.9.2. Special Event Scheduling. All work involving the use of tools or equipment which would tend to interfere with any special event conducted in the immediate vicinity of the work sites shall be coordinated with COR until the event has been completed unless otherwise directed by the CO/COR. Any plant debris, personnel, or equipment that would interfere with a special event shall be removed prior to the event unless otherwise directed by the CO/COR. In situations where Special Event interference occurs with customer request, Contractor shall not be redirected by the customer unless directed by COR or COR Alternate.

2.1.1.9.3. Customer Interface. As a part of the scheduling process, the Contractor shall coordinate all work with the building point of contact or facility manager of the facility where the work is to be done, to preclude life-threatening situations, loss or damage of product or property, and operational problems at the facility. The Contractor shall report to the COR instances where access could not be obtained to facilities because the customer failed to be available at the prearranged time. The Contractor shall leave a notice and phone number after the attempt to perform work and annotate the work document to acknowledge attempts to perform work. The Contractor shall return to the customer’s location after subsequent coordination and appointment by the occupant. When reporting such instances, the Contractor shall provide the COR with a copy of the work document and pertinent facts related to the incident, such as the number of attempts to obtain access. If work requires scheduled or unscheduled interruption, disconnect or cut off of any utility to or within the facility, or that a facility be vacated, the Contractor shall (a) notify customers, facility users, and the COR 7 calendar days in advance of a scheduled interruption and (b) minimize disruption of the activity's operation. Before performance of Service Orders, the Contractor shall coordinate access to areas with the facility POC indicated on the Service Order request form by close of business Thursday of the week prior to work commencement.

2.1.1.9.4. Work Status Inquiries. The Contractor shall respond to work status inquiries from the CO and COR. The Contractor shall advise the CO and COR of the status of the work within 8 hours of commencement of work. The Government shall be notified as soon as determination is made or repairs have been completed. In response to work status inquiries, the Contractor shall provide, at a minimum, the date work was started or is scheduled to be started, the last activity performed on the job, the projected completion date, and any problems and/or changes which have arisen and are impacting the customer’s mission or performance of the work.

2.1.1.10. Work Approvals

2.1.1.10.1. Scheduled Task (PM) Work Approval. No later than 30 calendar days after contract award date, the Contractor shall prepare and submit to the CO and COR a schedule of work to be performed under scheduled tasks for each operational function based on data contained in this contract (DLRS501R002). The Contractor shall submit updated scheduled task schedules to the COR 45 calendar days in advance of each fiscal year for review and approval.

The Contractor shall schedule and accomplish work as indicated on approved scheduled task schedules.

2.1.1.10.1.1. Monthly Work Plan (PM). The Contractor shall develop a monthly work plan to coordinate that month’s work to be performed under scheduled tasks, for each functional area based on data contained in this contract (DLRS501R002). The Contractor shall provide a schedule for each of the functional areas listing all of the scheduled task work to be performed in each functional area that month. The plan shall describe the tasks scheduled for the coming month, the specific buildings and areas where the Contractor plans to perform the required work.

The monthly work plan for the following month shall be submitted to the COR prior to the last work day of the current month (DLRS501R002).

2.1.1.10.1.2. Weekly Work Plan (PM). The Contractor shall develop and submit to the COR via email a weekly preventive maintenance schedules for all scheduled task work described in functional areas. The Contractor weekly scheduled plan will be based on each different functional area. The schedule must be updated to reflect any schedule changes and submitted to the government on a weekly basis with progress reports provided. The plan shall take into consideration projected SO work load and weather conditions for the following week; adequate work must be programmed to account for periods of fair and adverse weather conditions. The weekly work plan for the following week shall be submitted to COR prior to the last work day of the current work week.

2.1.1.10.2. SO / Unscheduled Task Work Approval. A SO issued to the Contractor shall serve as an approved work request, from which the Contractor shall commence work.

2.1.1.10.3. Work Order Approval

2.1.1.10.3.1. Work Order Estimating and Approval. The Contractor shall provide all necessary detail for the AF Form 332 to include Scope of Work, Model Number and Serial number of equipment to be repaired, (if applicable) and a clear statement of the actual impact if the work is not accomplished, estimate project duration time and a preliminary cost estimate.

The COR shall initiate Work Orders upon identification of a need for a corrective action by completing AF Form 332 and submitting request to the CO. Service Orders will take priority over Work Orders and any conflict (s) will be addressed between COR and the Contractor.

The Government will select projects to assign to the Contractor. The Contractor shall receive requests for proposals from the CO. The Contractor shall provide a detailed proposal to the Government. The Contractor shall prepare these proposals in sufficient detail for Government evaluation. The Contractor shall analyze the scope of the work requested and determine the specific methods to be used to accomplish the work requested. The Contractor shall notify the Civil Engineer Division for all system repairs failures or jobs that affect major changes to Real Property to be identified and documented within the AF Form 332 process.

Real Property Systems Repair or Response. System repair means to restore real property systems or components to such condition that they may be used for their designated functional purpose. Real property systems or components that need not have failed to require a repair project. System repairs may be, but are not limited to: failure of existing HVAC Systems, installation of systems required to comply with building codes, life safety requirements, and installation of force protection measures, upgrades to fire protection systems, extensive damage to real property or real property components/systems.

2.1.1.10.3.2. Actions upon Receipt of Work Order proposals. Upon receipt of a proposal, the Government will either concur or not concur with the estimate and issue the Work Order as appropriate.

2.1.1.10.3.3. Work Order Materials and Scheduling.

a. The Contractor shall obtain material for approved Work Orders as specified in section 6.0. Unless otherwise directed by the CO/Government Project Manager, the Contractor shall not start work on a Work Order until all material is available.

b. After all material for a Work Order is available, the Contractor shall schedule work. Work Orders shall be scheduled in accordance with negotiated time frames. Time frames shall not normally be changed once they are negotiated. However, the Government reserves the right to change work priorities whenever necessary to meet the Government’s requirements. The Contractor shall schedule Work Order work to commence not later than ten calendar days after all materials are available, or upon notification from the CO or Government Project Manager.

2.1.1.10.3.4. Unforeseen Conditions. When unforeseen conditions occur, the Contractor shall stop work on the task(s) impacted by the unforeseen condition and inform the CE immediately.

Examples of unforeseen conditions are the discovery of deficiencies within walls and ceilings, encountering of hazardous materials on project site, and design flaws that could not be known to the Contractor’s estimators. The Contractor shall, at the direction of the Government Project Manager, estimate the amount of additional labor, material, and equipment required to complete the work. The Contractor shall provide the estimate to the CEO Project Manager and shall do no further work on the Work Order until directed to do so by the CO. In the case of an emergency situation (life threatening, damage to Government property), approval to continue work may be given verbally by the CO. The Government may, at its discretion, concur or not concur with the estimate of additional work. The Government may conduct a site inspection of the unforeseen circumstance, if the Contractor’s estimate of additional work seems inappropriate or the scope of work is substantial.

2.1.1.10.3.5. When additional work is approved, cost changes shall be added to, or deducted from (as appropriate), the amount of the original Work Order. In a case where the Contractor is required to execute a design and estimate for a project, the Government will not approve changes to Work Orders for Contractor failure for design flaws. After change approval, the Contractor shall resume work on the Work Order immediately or as directed by the CO.

2.1.1.10.3.6. Inspection and Acceptance of Work Orders. The Government may require in-progress inspection reports. The Government will inform the Contractor of the points at which in-progress inspections are required. When work is ready for pre-final inspection, the Contractor shall notify the Government within five business days. When all work on a Work Order has been completed, the Contractor shall request a final inspection and acceptance from the CEO within two business days after pre-final inspection. As part of this request, the Contractor shall provide a list of any equipment installed with manufacturer, serial number, model number, bar code labels, and photos showing equipment tags on approved template to be submitted with DD Form 1354.

2.1.1.10.3.7. Emergency Work Order Approval. In the event of emergency conditions (e.g.

storm damage, fire, flood, critical equipment failure, etc.) which prohibit the normal estimating/approval process, the request for emergency Work Order work will be made verbally to the Contractor by the CO. Upon completion, the Contractor shall submit a statement of actual work accomplished to the CO and COR.

2.1.1.11. Working Documentation

The Contractor shall record, manage, and report all work performed under this contract to the CEO via electronic copy or paper copy.

2.1.1.11.1. Work Initiation for Unscheduled Task / SOs, and Work Orders. At work inception, the Government will input, as appropriate, the following information for UNSCHEDULED TASK / SOs, and Work Orders:

Work classification

Priority

Work/problem nature

Work request number

Date and time requested

Location of work requirement (i.e., building/facility/activity code)

Name and telephone number of requester/Unit Identification Code (UIC)

Required completion date

2.1.1.11.2. On-Going Documentation for Scheduled Task, SOs, and Work Orders. The Contractor shall provide the following information for SCHEDULED TASK, and SOs.

Material description

Name of person who performed the work

Provide detailed description of status work

Date and time completed

Description of actual work completed

2.1.1.12. Work Standards

The technical specifications below define the quality of maintenance and repair to be accomplished under this contract. When a standard is not directed, the Contractor shall perform required work to meet trade customs and practices and manufacturer's recommendations. The Government will be the ruling authority to ensure these quality standards have been met by the Contractor under this contract.

2.1.1.12.1. Job Preparation. The Contractor shall be responsible for planning equipment and material requirements; obtaining proper tools and materials; laying out tools, material, and equipment; setting up to begin work; cleaning and storing tools and equipment; cleanup of job site; and considering all work and costs associated with receiving, planning, and performing a job assignment. The Contractor shall only obtain hazardous materials approved on each functional area Authorized Usage List.

2.1.1.12.2. Occupational Health and Industrial Hygiene. The Contractor shall establish medical surveillance, industrial hygiene, and individual protective equipment programs sufficient to meet requirements delineated in Occupational Safety and Health Administration (OSHA) standards, and in accordance with the Safety Office Standards.

2.1.1.12.3. Repair Area. When floors, cabinets, furniture, appliances, foundations, and other items are removed by the Contractor in order to gain access to the system component to be repaired, the Contractor shall return any repaired area to a condition comparable to the original construction after work is completed. Any Government- or occupant-owned property damaged by the Contractor shall be repaired or replaced immediately at the Contractor’s cost.

2.1.1.12.4. Disposal. All doors/hardware and other salvageable material such as compressors, condensing units, motors, garbage disposals, appliances, scrap metal, and/or other items shall be turned in to the Installation Recycle Center, Building 1209. The Contractor shall recycle materials as described in Paragraph 2.1.1.12.10. All refuse generated by this contract shall be legally disposed of using the Installation refuse Contractors’ dumpsters and roll-offs, meeting all Federal, State, county, and Installation guidelines for disposal.