Attachment_1-DCOM_PWS.pdf

FA4809-16-T-0020

Attachment 1

PERFORMANCE WORK STATEMENT

DORMITORY CHANGE OF OCCUPANCY

MAINTENANCE AND CLEANING

Seymour Johnson AFB

Goldsboro, NC 27531

July 27, 2016

Table of Contents

Section Number and Title Page Number

1. Description of Services 3

2. Dormitory COM 3

3. Service Summary 4

4. Hours of Operation 7

5. Security Requirements 7

6. Special Qualifications 7

7. Contract Manager 7

8. Employees 8

9. Vehicles 8

10. Information Access 9

11. Conservation of Utilities 9

12. No Smoking Policy 9

Appendix A: Estimated Workload Data 10

Appendix B: Floor Plans 11

Appendix C: Required Forms 18

Appendix D: Contractor Hazardous Material Inventory Form 21

Appendix E: Paint Sheets 22

1. DESCRIPTION OF SERVICES: The Contractor shall provide all management, tools, equipment, labor, materials necessary to ensure that Dormitory Change of Occupancy Maintenance (DCOM) and cleaning services are performed in Accordance With (IAW) Performance Work Statement (PWS), for unaccompanied personnel units in buildings 3603, 3605, 3606, 3607, 3613, 3614, 3615, 3616, 3651 and 3652.

1.1 The Unaccompanied Housing Section Chief or the Dormitory Manager shall annotate all required maintenance on a DCOM sheet, AF FORM 1219 Appendix C. The 4CES Service contract office shall notify the Contractor of rooms requiring DCOM services. The DCOM inspection sheet will detail all services required to be accomplished inside the dormitory rooms. The Contractor shall then be responsible for conducting a DCOM inspection to validate AF FORM 1219 requirements. If other deficiencies exist other than what is documented on AF FORM 1219 the Contractor will notify the 4CES Service contract office prior to performing services. The Contractor is not responsible for replacing carpet or blinds, any service calls to the dormitory or any interior/exterior building corridors, common areas, and structural components outside the rooms, exterior features, and ground or parking areas except the interior surface and frame of the exterior door to the unit. Along with the AF FORM 1219, (painting is required) the Contractor shall be issued a paint requirement sheet stating what areas of the unit are to be painted. The Contractor shall sign for the unit, acknowledging time of acceptance, and submit a recorded established turn-back time on the AF FORM 1219 to the designated representative. The Contractor is responsible for covering the fire alarm sensors during DCOM as necessary (dusting, sanding and spray painting) to prevent false activation. The Contractor shall notify the

4CES Service Contract Office eight hours prior of any anticipated delay beyond the established turn-back time determined by the 4CES Service contract office and IAW contract allowed down times for work outlined on the AF FORM 1219.

1.2 The time allowed for maintenance shall be computed by using duty days, Monday through Friday. The maintenance period will begin on the duty day following unit turnover to the Contractor and close on the date the unit is accepted back by the government. All required re-performance or further inspection will be documented on SJAFB FORM 0-204 Appendix C and a copy provided to the Contractor for correction before final acceptance. Total downtime allowed for a dormitory unit undergoing DCOM maintenance will not exceed

3 duty days.

1.3 All units shall be returned to the government by the beginning of the next duty day following the day they are due, prior to 9:30 a.m. with the following exception, any units the Contractor may have elected to complete

DCOM over the weekend (Saturday and Sunday) shall be returned to the government the next regular duty day

Monday, prior to 9:30 a.m. No extra days shall be counted against the time, provided any required re-performance is accomplished satisfactorily within 2 hours of notification of defect.

1.4 The Contractor may be issued up to 5 units a day starting the second workday of the contract.

2. DORMITORY COM: The Contractor shall perform cleaning, move furniture and replacement/repair maintenance to include, but not limited to, the following areas:

Interior caulking/patching/painting up to 20 SF/LF is included in the price of CLIN X003

Interior caulking/patching/painting above 20 SF/LF will be charged against CLIN X002 dormitory paint

Replace damaged wall receptacle and switch covers. (Dormitory management provided)

Replace damaged towel, toothbrush and toilet roll hangers. (Dormitory management provided)

Vacuum/shampoo/remove stains from carpet IAW manufacturer’s recommendations

Clean entire bedroom, closet(s) and bathroom to include walls, ceilings and HVAC vents (if bathroom is not shared by other occupants)

2.1 REPAIR/PAINT INTERIOR PAINTING REQUIREMENTS: The term “paint” as used herein includes emulsions, enamels, paints, stains, varnishes and other coatings whether used as a prime, intermediate, or finish coat. It does not include thinners. Patch and paint all interior surfaces which are currently painted, including, but not limited to, all walls and ceilings, interior or unit doors, closet doors as indicated on AF FORM 1219, window frames and sills, wood and metal trim, and thresholds. Finished surfaces shall be smooth, free from runs, ridges, waves, laps, brush marks, and variations in color. All coats shall have a complete hiding finish and be applied so as to produce a film of uniform thickness. Paint shall be Duron Pro Coat, interior latex egg shell finish, or equal, to match existing color. Doorknobs, receptacles, receptacle covers, switches, switch covers, towel bars, etc. shall be free of any paint to include items that have been previously painted over. If broken, the

Contractor shall repair these items. The Contractor may replace the item, with a new like item, if it would be more economical, at no additional cost to the government.

2.2 CRACKED AND PEELING PAINT: The Contractor shall ensure that paint applied during a DCOM does not peel for a minimum of one year. If peeling does occur, the Contractor shall remove defective paint and repaint at no additional cost to the government.

2.3 CLEANING REQUIREMENTS: The Contractor shall ensure all units, walls and ceilings, including components (sinks, mirrors, interior surfaces of windows, corners, cove base, HVAC vents, ceiling fans, light fixtures, toilets, showers, toilet tank, and appliances), shall be disinfected and cleaned to remove all stains, smudges, dirt, grease, hard water deposits, soap film, swirls, mildew, any foreign matter including paint, and odors without disfiguration, scarring, or damage. Vacuum and shampoo carpets in order to remove all stains, dirt, soil and odors, IAW the manufacturer’s recommendation. Carpets shall be deep cleaned in order to remove embedded soil from carpet fibers. Deep cleaning shall employ an effective technique and/or method to address soil suspension, soil extraction and drying. After deep cleaning, the carpeted area shall show an improvement in visible appearance. All cleaning solutions shall be removed from baseboards, furniture, trash receptacles, chairs, and other similar items. Chairs, trash receptacles, and other items shall be moved to clean carpets underneath and returned to their original location after the carpet has dried. Efficient vacuum cleaners shall offer high airflow, high efficiency filtration, and an adjustable rotating brush agitation for more effective soil removal.

NOTE. BIOBASED PRODUCTS – In accordance with Section 9002 of the Farm Security & Rural Investment

Act of 2002 and 7 CFR Part 2902, the Contractor is encouraged to give preference to the use of bio-based cleaning products as part of DCOM cleaning. In the event bio-based products are not used by the Contractor, the Contractor shall maintain written documentation of the decision not to do so (i.e., price, performance, availability, etc.) and make such documentation available to the 4CES Service contract office.

3. SERVICE SUMMARY (SS): The Contract service requirements are summarized in performance standards that relate directly to mission success. The performance threshold briefly describes the minimally acceptable levels of service required for each requirement. The SS provides information on contract requirements, the expected level of Contractor performance (performance threshold) and the expected method of assessment by the government to ensure services have been provided. These thresholds are a key element to mission success.

Procedures as set forth in the FAR 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance, will be used to remedy all deficiencies. During the first initial 30 days of the contract, two additional errors on each task shall be allowed in an effort to identify normal phase-in problems.

Definitions:

Quality Control – The observation techniques and activities used to fulfill requirements for quality.

(Inspections, Audits, Records, etc.)

Quality Assurance – The planned and systematic activities and/or processes implemented in a quality system so that quality requirements for a product or service will be fulfilled. (Customer Communication process, Inspection process, Training, System Assessment/Audits, etc.)

Critical nonconformance – A nonconformance that is likely to result in hazardous or unsafe conditions for individuals using, maintaining, or depending upon the supplies or services; or is likely to prevent performance of a vital agency mission. (Example: Rooms were not safely locked during DCOM)

Major nonconformance – A nonconformance, other than critical, that will result in failure of the supplies or services, or to materially reduce the usability of the supplies or services for their intended purpose.

(Example: Rooms could not be used because carpets were not dried after cleaning/shampooing)

Minor nonconformance – A nonconformance that is not likely to materially reduce the usability of the supplies or services for their intended purpose, or is a departure from established standards having little bearing on the effective use or operation of the supplies or services. (Examples: small water marks on mirrors, carpets not vacuumed under tables or beds.)

Performance Threshold – The performance threshold is the maximum number of deficiencies that can occur in a given period.

3.1 Quality Control (QC): The Contractor shall develop and maintain a quality control program to ensure services are performed in accordance with commonly accepted commercial practices and services identified in this PWS. The QC program shall be documented in a written Quality Control Plan (QCP). The Contractor shall develop and implement systems and procedures to ensure performance to contractual requirements are maintained and managed. As a minimum, the Contractor shall develop quality control procedures addressing the areas identified in section 2 of this SS. As part of the QC program, the Contractor shall submit a written

QCP to the CO for review, feedback and comment. The plan shall be submitted no later than the pre-performance conference. The plan shall specifically address the Contractor’s strategy to provide quality

Performance Tasks PWS Para DCOM Re-performance

Threshold

Method of

Evaluation

SS-1

a. Cleaning

Para 2, 2.3 No more than 5 valid minor nonconformance per month, No more than 1 Major nonconformance per month *

Re-performance

Within 2 hours of notification to

Contractor.

Periodic

Surveillance.

Validated customer complaint

SS-2

a. Painting

b. Repairs

c. Rooms Returned on

Time

Para 2, 2.1, 2.2 and

2.3

No more than 5 valid minor nonconformance per month, No more than 1 Major nonconformance per month *

Re-performance

Within 2 hours of notification to

Contractor.

Periodic

Surveillance.

Validated customer complaint workmanship, continual process improvement and for correcting deficiencies as required. Records of all inspections, corrective and preventive actions shall be maintained and made available to the COR upon request.

3.2 Quality Assurance: The government shall conduct surveillance activities and evaluate the Contractor’s performance to ensure services are received in accordance with requirements set forth in this contract. These surveillance activities shall be accomplished in a manner which is timely to ensure no defects are initiated after

Contractor has provided the services. The COR will utilize the Contractor’s work schedule, to plan their inspection and surveillance activities. The COR will record inspection and surveillance results which then become the official Air Force record of the Contractor’s performance. Defects noted during surveillance activities will be communicated to the Contractor in a timely manner to allow for re-performance per the established re-performance thresholds. Defects will become non-conformance when they are not addressed per the re-performance timeframes established. When a performance threshold has not been met or Contractor performance has not been accomplished, the COR will initiate and provide the CO a Contract Discrepancy

Report (CDR) for issuance to the Contractor. The Contractor shall respond to the CDR IAW instructions provided and return it to the CO within 10 calendar days of receipt. The CO will have 10 calendar days to respond back to the Contractor with acceptance or rejection of the Contractors’ response to the CDR.

3.3 Periodic Surveillance: Periodic surveillances will be conducted on a scheduled basis (daily, weekly, monthly, quarterly, semi-annual or annually). The completed AF Form 1219 or modified version thereof, shall be used for COR scheduled inspections and resulting documentation.

Any defect noted during an inspection or surveillance shall be recorded, and the Contractor shall re-perform the service within the re-performance threshold of the SS, at no additional cost to the government.

Exceeding the performance threshold for any of these performance objectives in any one month period shall result in a warning or letter of concern from the CO.

Exceeding the performance threshold of these performance objectives, in any combination for any two, or more consecutive or non-consecutive months during a contract period shall constitute an immediate Progress Meeting with the Multi-functional Team (MFT). All remedies shall be in accordance with the FAR 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance.

3.4 Customer Complaints: The COR will receive and investigate complaints. The COR shall be responsible for initially validating customer complaints. The CO shall make final determination of the validity of customer complaint(s) in cases of disagreement with the COR and the Contractor. Validated customer complaints shall be immediately communicated to the Contractor for re-performance within the re-performance thresholds of the

SS, at no additional cost to the government.

Exceeding the performance threshold for any of these performance objectives in any one month period shall result in a warning or letter of concern from the CO.

Exceeding the performance threshold for performance objectives for any two, or more consecutive or non-consecutive months during a contract period shall constitute an immediate Progress Meeting with the MFT. All remedies shall be in accordance with the FAR 52.212-4 (a), Contract Terms and Conditions - Commercial

Items, Inspection/Acceptance. Minutes of these meetings and any associated actions will be maintained by a designated representative or Contracting Office, as determined by Contracting Office.

3.4.1 Periodic Quarterly Progress Meetings: The CO, Functional Commander, COR, other government personnel as appropriate, and the Contractor shall meet as needed, but not less than annually, to discuss the

Contractor’s performance. The following issues shall be discussed; opportunities to improve the contract, any modifications required of the contract, unsatisfactory performance, inspection results (CRP and Government), and valid customer complaints against each performance objective observed, and the results of corrective and preventive action measures. The Contractor shall provide a summation of unsatisfactory inspections and customer complaints and any identified trends. Minutes of these meetings and any associated actions will be maintained by a designated representative or the NPA or Contracting Office, as determined by Contracting

Office.

The minutes of these meetings will be documented in writing, signed by the CO and the Contractor, and distributed to the functional areas. Should the Contractor not concur with the minutes, the Contractor will provide a written notification to the Contracting Office identifying areas of non-concurrence.

4. HOURS OF OPERATION:

4.1 DCOMs can be, but are not required to be, performed between 0730 and 2100 hours 7 days a week.

4.2 RECOGNIZED HOLIDAYS. New Year’s Day, Martin L. King Day, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, and Christmas Day.

5. SECURITY REQUIREMENTS:

5.1 PHYSICAL SECURITY: The Contractor shall be responsible for safeguarding all government property provided for Contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured, lights, heat, and water turned off, and all doors and windows secured. The Contractor shall report to 4CES Service contract office all suspected abuse or negligence on the part of the tenant on a daily basis, IAW AFI 32-6001, Para. 2.8.2.

5.2 BASE PASSES AND IDENTIFICATION: The Contractor shall obtain base passes and identification cards for all employees and vehicles. Application will be coordinated through the Contracting Officer or 4CES

Service contract office.

5.3 KEY CONTROL: The Contractor shall establish and implement methods of ensuring that all keys issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons.

5.4 The government may, at its option, require the Contractor to reimburse the government for replacement of locks, “lock boxes,” or re-key as a result of Contractor losing keys.

6. SPECIAL QUALIFICATIONS: The Contractor is cautioned that off-duty active military personnel hired under this contract may be subject to permanent change of station, change in duty hours, or deployment.

Military Reservists and National Guard members may be subject to recall to active duty. The abrupt absence of these personnel could adversely affect the Contractor's ability to perform. Their absence at any time shall not constitute an excuse for nonperformance under this contract.

7. CONTRACT MANAGER: The Contractor shall provide a contract manager who shall be responsible for the performance of the work. Prior to start of the contract, the name of this person and alternate(s) who can act for the Contractor when the manager is absent shall be designated in writing to the Contracting Officer. The

Contractor shall submit, in writing, to the 4CES Service contract office and contracting any management personnel change within 24 hours of the change.

7.1 The Contract manager or alternate shall be available within 1 hour during normal duty hours from Monday through Friday to meet with the 4CES Service contract office or designated representative to discuss problem areas. After normal duty hours, the contract manager or alternate shall be available within 2 hours.

7.2 The contract manager and alternate(s) shall be able to read, write, speak, and understand English at a high school level.

8. EMPLOYEES: The government reserves the right to remove from the base any contract employee the

Contracting Officer deems incompetent, careless, or otherwise objectionable.

8.1 Contractor personnel shall present a clean, neat appearance and be easily recognized. The Contractor shall furnish each employee with an identification badge. The badge shall contain as a minimum, a picture of the person, the person's name, and the name of the Contractor. All badges shall be uniform, worn on the outer clothing, and be visible at all times. All employees that come in contact with occupants in the performance of their duties shall be able to understand and speak English. Under the Immigration and Nationality Act (INA), employers may hire only persons who may legally work in the United States (i.e., citizens and nationals of the

U.S.) and aliens authorized to work in the U.S. The employer must verify the identity and employment eligibility of anyone to be hired (Ref: U. S. Department of Labor:

http://www.dol.gov/compliance/guide/aw.htm#whowhich) .

9. VEHICLES: All vehicles shall be in operable condition and meet local, state, and federal safety requirements. Each Contractor vehicle shall have the name of the Contractor neatly exhibited on each side of the cab. The Contractor shall operate vehicles to comply with base traffic regulations. The Contractor shall be responsible for cleanup of any fluids leaked from their vehicles. Contractor vehicles containing government materials (other than repair parts) are not authorized to leave the base.

9.1 HAZARDOUS MATERIALS: The Contractor shall have approval from the Hazardous Material

Management Program (HMMP) team prior to purchasing, handling, using, and storing any chemicals, solvents, lubricants, and other products that require MSDS. The Contractor shall identify these materials on a Contractor

Hazardous Material Inventory list (Appendix D). The Contractor shall provide this inventory list and one copy of the Material Safety Data Sheet (MSDS) for each item to HAZMART for review and HMMP approval prior to any chemicals being brought onto Seymour Johnson AFB, or within 15 days of the start of this contract. This inventory is also used by the Contractor to annually report hazardous material usage. By 30 January of each calendar year, the Contractor shall submit two copies of the completed Contractor Hazardous Material Inventory list to 4 CES/CEI. The Contractor shall maintain one copy of the MSDS for each hazardous material line item used within the work center.

9.2 The generation of hazardous waste is not expected from this contract. It is the responsibility of the

Contractor to determine if hazardous waste is generated from Contractor operations. 4 CES/CEI will assist with determination if requested by the Contractor. In the event hazardous waste is generated, disposal of hazardous waste shall be handled by the government. The generation of universal waste (including but not limited to mercury containing light fixtures) is probable under this contract. The Contractor shall manage and dispose of universal waste in accordance with the base Hazardous Waste Management Plan and 40 CFR Part 273, Universal Waste Rules.

9.3 The Contractor shall use environmentally safe products when available. The Contractor shall submit justification for the use of any Class I Ozone Depleting Substances (ODS) as part of the aforementioned

Contractor Hazardous Material Inventory submittal process. The justification shall include at a minimum: (1) the name of the ODS; (2) the ODS quantity to be used; (3) the frequency of ODS usage; (4) the purpose for using the ODS; and (5) reasons why the ODS cannot be substituted. The Contractor shall request waivers for usage of any ODS and receive approval from the 4CES Service contract office in writing prior to using any

ODS.

9.4 The contract manager and alternate, as well as employees who handle hazardous and/or universal waste shall be required to attend government-conducted hazardous waste training. The class will be taught at

Seymour Johnson Air Force Base. There will be no charge to the Contractor for the training. The Contractor shall contact 4 CES/CEA for such training. The Contractor shall be required to provide proof that employees have attended the course on an annual basis. The government may conduct a “no-notice” environmental inspection at any time.

10. INFORMATION ACCESS: As a minimum, the 4CES Service contract office should have full access to the following information:

10.1 DCOM status on which units are under the Contractor’s control, with estimated return dates.

11. CONSERVATION OF UTILITIES: The Contractor shall comply with the SJAFB Energy

Conservation Plan and observe energy conservation initiatives. Mechanical equipment controls in each dormitory unit for heating, ventilation, and air conditioning systems shall be set as follows after completion of DCOM: Heat shall be set at 60 degrees F; air conditioning shall be set at 80 degrees F.

12. NO SMOKING POLICY: The Contractor and/or his employees shall comply with Air Force Instruction

(AFI) 40-102, Para 2.2, 2.5.1, and 4, stating, smoking is prohibited within any Air Force facility.

APPENDIX A: Estimated Workload Data DCOM

ITEM DESCRIPTION Annual

Quantities

1 Dormitory Paint Bldg. 3603 0 to

40,000 SF

2 Dormitory Paint Bldg. 3605, 06, 07, 13, 14, 15, 16 0 to

85,000 SF

3 Dormitory Paint Bldg. 3651-3652 0 to

40,000 SF

4 Dormitory Cleanings and Maintenance 0 to 350

APPENDIX B: Floor Plans

DORMITORY CAMPUS

BLDGS 3605, 06, 07, 13, 14, 15, 16

72 ROOMS ON THREE FLOORS WITH SHARED BATHROOMS

TYPICAL SUITE

BLDGS 3605, 06, 07, 13, 14, 15, 16

BLDGS 3651 and 3652

72 ROOMS ON 3 FLOORSITH INDIVIDUAL CLOSETS & LAVATORY SHARED BATHROOM & KITCHEN

BLDGS 3651 and 3652

BLDG 3603

72 ROOMS ON 3 FLOORS WITH INDIVIDUAL CLOSETS & LAVATORY

SHARED BATHROOM & KITCHEN; ROOM SIZE = 122SF

BLDG 3603

APPENDIX C: Required Forms

DCOM INSPECTION Date:

CONTRACT NO:

DORMITORY # UNIT#

DATE:

Time unit called in:

Time Unit inspected:

DISCREPANCIES NOTED:

CORRECTED

AT JOB SITE

REQUIRES FURTHER

INSPECTION

SJAFB Form 0-204, Revised August 2009

INSPECTOR SIGNATURE

CONTRACTOR SIGNATURE

Copy #1. Retained by Addressee

Copy #2. Returned to Originator

APPENDIX D: Contractor Hazardous Material Inventory Form

CONTRACTOR HAZARDOUS MATERIAL INVENTORY1 PAGE _______

OF _______

1. PRIME

CONTRACTOR/ORGANIZATION:

2. PRIME CONT/POC

3. PHONE

4. FAX

5. DATE

6. PRIME CONT EMAIL

7. CONTRACT NUMBER

8. EXPECTED

START DATE

9. EXPECTED

END DATE

10. CONTRACTOR SIGNATURE

11. WORKPLACE/BLDG

12. SUB-CONTRACTOR

13.

DELIVERY

ORDER

14. CONTRACT ADMINISTRATOR

15. CONTRACTING ADMINISTRATOR

SIGNATURE

16. PHONE

17. FAX

18. DATE

19. GOVERNMENT

REPRESENTATIVE

20. SIGNATURE

21. PHONE

22. FAX

23. DATE

24. PROJECT/TASK DESCRIPTION

25. Usage Reporting Schedule

Contract Term Monthly ______________(month reported)

Product Name/Part

Number

Manufacturer Storage

Location

While

On-base2

Physical

Form

(S,L,G)

Amount

& Unit of Issue3

Container

Type

Max

Amount

Onsite at any

Time 4

Anticipated

Amount

Used for

Project

Actual

Amount

Used

During

Period5

Intended Use

FOOTNOTES:

1. This form is used for initial notification of hazardous materials intended for use on associated project and to report subsequent actual usage. Include all materials, which contain an EHS, TRI, CERCLA hazardous substance, toxic chemical, generates a hazardous waste after use, and/or requires a Material Safety Data Sheet.

2. Will temporary storage be established or kept in vehicles and taken off-base daily.

3. Identify amount in container & the units item is measured in, i.e. gallon, ounces, lbs, etc.

4. Identify maximum amount present (stored and used) at any one time on

SJAFB.

5. Report actual quantities used. Quantities should reflect the reporting schedule identified in line 25.

PAINT SHEET

APPENDIX E: Paint Sheet Bldg 3603

ADDRESS: DATE:

Project No:

Length of Time Occupied: Inspector:

ROOM FINISH SCHEDULE

ROOM PAINT ITEM AREA Sq Ft REMARKS

CEILING WALLS CEILING WALLS

Main Room 166 703

Bathroom 42

TOTAL SQUARE FEET 208 778

TOTAL WALLS/CEILINGS – Sq Ft 986

Bldg. 3605,06,07,13,14,15,16

Main Room 201 SF 428 SF

Bathroom 60 SF 85 SF

TOTAL SQUARE FEET 261 513

TOTAL WALLS/CEILINGS – Sq Ft 774

Bldg 3651 and Bldg 3652

Main Room 156 564

Bathroom 35 55

TOTAL SQUARE FEET 191 619

TOTAL WALLS/CEILINGS – Sq Ft 810