FY24 Washer Dryer PWS Provide Maintanance and Repair.docx

Performance Work Statement for Washers and Dryers Provided Equipment, Maintenance & Repair Services

355th Civil Engineer Squadron Davis-Monthan AFB, AZ

Objective. Provide, maintain & repair washers and dryers to base dormitory & fire department locations for the 355th Civil Engineer Squadron (355 CES) at Davis-Monthan AFB (DMAFB), AZ.

1.0. Description of Services. The contractor shall provide all equipment, tools, materials, parts, transportation, personnel, labor, supervision, and management to furnish, maintain, and repair washers and dryers at selected facilities on Davis-Monthan AFB (DMAFB), AZ.

1.1. Deliverables/Administrative/Reporting Requirements. None

1.2. Scope. The contractor shall provide, maintain, and repair contractor-owned equipment for the Base. See appendices for more details. Services shall be completed as necessary to maintain equipment in good standing and operating condition.

1.2.1. Performing Services. The contractor shall perform services between the hours of 7:00 a.m. to 3:30 p.m., Monday through Friday, excluding federal holidays. The contractor must coordinate with the 355th Civil Engineer Squadron (355 CES) point of contact at (520) 228-5322 in advance to schedule services. outside of these hours and days, at no additional cost to the Government.

1.2.2. Equipment Specifications. Only new model or rebuilt machines less than 1 year old, in proper operating condition and appearance shall be provided by the contractor at start of the contract and maintained throughout the contract term. Equipment will be subject to the Contracting Officer’s (CO) inspection, or a designated representative. All equipment shall be white in color meeting all specifications in this Performance Work Statement (PWS), paragraphs 1.2.2.1 through 1.2.2.3. The contractor shall not furnish machines with coin boxes. Front of each machine shall have an individual self-adhering identification number for reporting operation issues or concerns. Identification numbers shall be between one (1) to (2) inch in height.

1.2.2.1. Washers. Washers shall meet the following minimum specifications:

a. Extra Large “Heavy Duty”

b. A minimum 3.0 cu ft capacity

c. At least 5 cycles, 2 speeds, 3 water levels

d. Identified as one-piece agitator

e. Operate at 120 volts AC, 60 Hz

1.2.2.1.1. The contractor shall provide all washer maintenance, hoses, and electrical cords at NO additional cost to the government.

1.2.2.2. Dryers. The contractor shall furnish both electric and gas operated dryers to meet the following minimum specifications:

a. Extra Large “Heavy Duty”

b. A minimum of 5.0 cu ft / 16-pound tub capacity

c. Auto Sense System

d. 3 temperature settings

e. 3 drying cycles

f. Electric Dryers. Operate off of 208 volts AC, 60 Hz and comply with the performance specifications for electric dryers. Electric dryer cords are all standard 4 prong.

g. Gas Dryers. Operate with natural gas and have 120 volts, 60 Hz. Power. Gas hoses shall be at least 4 feet long to allow the dryers to be pulled out from the wall for cleaning.

1.2.2.2.1. The contractor shall provide all dryer maintenance, and appropriate gas hoses, electrical cords, clamps, vent ducting, backflow etc. at no additional cost to the government.

1.2.2.3. Backflow Flappers. The contractor shall install “backflow flappers” in each individual dryer duct (having ganged exhaust) where it enters the wall from the laundry room to prevent back flow of hot air into unused dryers. The contractor shall maintain backflow flappers in proper working order.

1.2.3. Code Requirements. The contractor shall ensure all equipment meets the code specifications established by the U.S. Public Health Federation and National Sanitation Foundation and is subject to inspection by the installation medical authority. The contractor shall install all equipment in accordance with (IAW) the National Electric Code, the Union Plumbing Code, and comply with all safety and security measures required by the PWS.

1.2.4. Warehouse space. There is no warehouse space on DM. The dorm area is isolated and protected by a cabling system. During mobilization, equipment assets can be stored on the dorm (covered) basketball court, which can be driven directly to for unloading/loading needs.

1.2.5. Mobilization/Unit Delivery after Award. A separate Mobilization Line Item will be provided for costs incurred during this process. Unit delivery after award: the contractor will have no more than 50 days to procure and have the equipment delivered to Davis Monthan AFB., with installation immediately following.

1.2.5.1. Initial Equipment Installation. The contractor shall install washers and dryers in the facilities listed in PWS Appendix 1, Washer and Dryer Locations, in the quantities listed. The contractor shall install all equipment within 5 workdays after beginning equipment installation. Upon contract award, the contractor shall develop and implement an installation-sequencing plan, coordinated with the out-going contractor, so no building is without equipment for more than 24 hours.

1.2.5.2. Equipment Removal or Installation during Contract Period of Performance. The contractor shall remove any piece of equipment from any location within 48 hours of notification by the Contracting Officer (CO), or a designated representative and store at contractor place of business. Contractor notification will be sent by e-mail and followed by a contract modification. The contractor shall procure equipment additions to the contract per 1.2.2-1.2.3. above or earlier with agreed date via contractor and contracting official, or a designated representative, and followed by a contract modification. The contractor shall not relocate equipment from its original location without approval or request of the CO, or designated representative. Contractor relocation of equipment shall be made at no additional cost to the Government.

1.2.5.3. Final Equipment Removal. The contractor shall remove all contractor equipment within 5 days after the end of the contract period of performance. The contractor shall coordinate equipment removal with the entering contractor installation –sequencing plan.

1.2.5.4. Signs and Decals. The contractor shall supply each laundry room with operating instructions. Signs and decals shall be professionally made, no “homemade” signs, and the contractor shall keep signs and decals updated and in serviceable condition throughout the life of the contract.

1.2.6. Found Items: The contractor shall turn in any found personal items of equipment, clothing, jewelry, money, etc.; to the dormitory manager at (520) 228-3003 or (520) 228-3576. The contractor shall obtain a signed receipt from the facility manager for lost items that are turned in.

1.2.7. Maintenance and Repair

1.2.7.1. Equipment Maintenance. The contractor shall service, level, inspect, and clean all equipment as necessary to maintain the equipment in good operating condition.

1.2.7.2. Maintenance and Repair Site. The contractor may perform maintenance and repair services at the equipment site, however, if maintenance and/or repair services will exceed 4 hours, the contractor shall perform services at the contractor’s place of business. Removed machines are deemed unserviceable, thus the contractor shall replace it with a serviceable unit at the time of removal.

1.2.7.3. Service Calls. The contractor shall respond to service calls placed by designated Government personnel for maintenance and repair services. Individuals authorized to place service calls will provide the contractor with the building number, machine number, an explanation of the equipment malfunction, and a phone number where the individual can be reached. There is an average of 45 calls per year, with fewer calls the first two years and slightly more the last 2 years.

1.2.7.3.1. Personnel Authorized to Place Service Calls. The CO will designate, in writing, Government personnel authorized to place service calls. A copy of the list of authorized callers will be provided to the contractor, no later than the contract start date. The contractor shall not accept service calls from any individual other than those authorized to place service calls. If the contractor does receive a service call from anyone other than the authorized individuals, the contractor shall advise the caller to contact individuals authorized to place calls. The Government is not responsible for calls placed by individuals other than those authorized by the Contracting Officer.

1.2.7.3.2. Service Call Response. The contractor shall have repair technicians on site within two (2) business days in which the service call was placed. Repairs requiring greater than 2 days will require replacement. The contractor shall always maintain an adequate number of replacement machines to “swap out” units as necessary.

1.2.7.4. Dormitory Access. The contractor shall contact dormitory manager for access into the dormitory area at (520) 228-3003 or (520) 228-3576. The dormitory area is closed off to general access by a cabled, locked, & gated system. Facilities have common laundry or individual room requirements with services on 1st, 2nd, and/or 3rd floors. There are NO elevators in any dorm facility, plan accordingly.

Contractor personnel will go directly to the bldg. 3533 dorm management office before starting work and again to check out and provide status update to management before departing.

1.2.8. Vandalism. The contractor shall report all instances of vandalism or apparent willful act of contractor owned equipment damage to DMAFB Security Forces 520-228-3200, Contracting Officer, and the COR. The contractor shall cooperate with Government personnel and provide a written statement of facts for the Security Forces, when requested. Based on government findings, the contractor may be entitled to submit a claim for reimbursement. Discussion and questions will be directed to the CO.

2.0. Service Summary. The contract service requirements are summarized in performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimally acceptable levels of service required for each requirement. The Services Summary (SS) and the contractor’s Quality Control Plan provide information on contract requirements, the expected level of contractor performance and the expected method of Government validation and confirmation of services provided. These thresholds are critical to mission success. Procedures as set forth in the Federal Acquisition (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 work shall be allowed to identify normal phase-in problems.

(Monthly)

2.1. Quality Control. The contractor shall provide a written description of the quality control system to include identification of the commercial practices and procedures to be used, such as those of the Professional Grounds Management Society (PGMS), Tree Care Industry Association, American Society of Landscape Architects, the American National Standards Institute (ANSI), and local Extension Offices of the Federal Cooperative Extension Service. The contractor shall develop and implement procedures to identify, prevent, and ensure non-performance and continual repeat of defective services do not occur. Upon contract award, a written Quality Control Plan shall be submitted to the Contracting Officer for review and feedback. The plan shall specifically address the contractor’s strategy to provide quality workmanship, continual process improvement and for correcting deficiencies as required.

2.2. Quality Assurance. The Government will inspect and evaluate the contractor’s performance to ensure services are received in accordance with requirements set forth in this contract. The CO or the COR shall inspect by validating actual work performance, physically checking an attribute of the completed task, checking a management information report, investigating customer complaints, or otherwise inspecting the task results to determine whether or not performance meets the standards contained in this PWS. The Contracting Officer or the COR will use the contractor’s work schedule or modified version thereof, to record validation results. Results of the validation then become the official Air Force record of the Contractor’s performance. When a performance threshold has not been met or contractor performance has not been accomplished, the COR will initiate a Corrective Action Report and provide it to the Contracting Officer for issuance to the contractor. The contractor shall respond to the CAR in accordance with instructions provided and return it to the Contracting Officer no later than the suspense date on the CAR.

2.3. Performance Assessment

2.3.1. Periodic Validations. The COR will employ a “spot check” style of evaluation based on the contractor’s schedule. Periodic validations will be conducted on a scheduled basis (daily, weekly, monthly, quarterly, semi-annual or annually) and may be adjusted, based on quality trends. Any unsatisfactory inspection (defect) result shall be recorded, and the contractor shall re-perform the services after notification by the Contracting Officer or the COR. All remedies shall be in accordance with the FAR 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance.

2.3.2. Periodic Progress Meetings. The Contracting Officer, COR, other Government personnel as appropriate, and the contractor will periodically meet to discuss the contractor’s performance. The following issues shall be discussed, opportunities to improve the contract, any modifications required of the contract, unsatisfactory inspections and trends against each performance objective observed, positive performance, and steps taken by the contractor to prevent unsatisfactory occurrences in the future. The contractor shall provide a summation of unsatisfactory inspections and customer complaints and provide insight into any identified trends. The minutes of these meetings will be reduced to writing, signed by the Contracting Officer and any other signatures as deemed appropriate, distributed to the functional area and the contractor. Should the contractor not concur with the minutes, the contractor shall provide a written notification to the Contracting Officer identifying areas of non-concurrence for resolution.

3.0. Special Requirements.

3.1. Contract Manager. Upon contract award, the contractor shall designate a primary contract manager and at least 1 alternate contract manager, who will be responsible for performance of services. The contractor shall submit the name of the primary contract manager and/or alternate(s), who shall act for the primary contract manager if absent, in writing to the CO and COR. The contract manager or alternate(s) shall have full authority to act for the contractor on all matters relating to daily operation of this contract and shall be available within 60 minutes, either in person or by telephone, during normal working hours to discuss performance with Government personnel. The contract manager and alternate(s) contract manager must be able to read, write, speak, and understand English fluently. The contract manager and alternate(s) contract manager shall have a minimum of two years’ experience in work related to that which is being performed.

3.2. Continuation of Essential Services. The Government has determined that the services in this PWS have been determined not to be mission essential and does not require continued support during crisis, as defined in accordance with the Defense Federal Acquisition Regulation Supplement (DFARS), Subpart 237.76, Continuation of Essential Contractor Services.

3.3. Listing of Employees. The contractor shall maintain a current listing of employees performing services on DMAFB. The list shall include employee's name (as shown on Driver’s License), social security number, driver’s license number, state of issue, date of birth, and country of citizenship. Managers, supervisors, and/or superintendents must be identified on the list of employees. The contractor shall submit the list to the COR, prior to the contract start date, and submit an updated list when an employee's status or information changes, within 5 working days of the change. The name of any contractor employee that is terminated during the period of the contract must be reported to the Contracting Officer in writing within one workday of the employee’s termination.

3.4. Security Training. All contractor employees shall receive initial and recurring security education training from the Government sponsoring agency’s security manager. Training must be conducted in accordance with DoD 5200.01 V1-V4, Information Security Program, and AFI 31-1404, Air Force Information Security Program. Contractor personnel who work in Air Force controlled/restricted areas must be trained IAW AFI 31- 101, The Air Force Installation Security Program.

3.5. Antiterrorism Awareness Training. Level I – Antiterrorism (AT) Awareness Training is available to all contractor employees. Non-Common Access Card (CAC) holders can accomplish Level 1 - AT Awareness Training at https://jkodirect.jten.mil/Atlas2/page/login/Login.jsf. Additionally, contractor employees may contact the Government sponsoring agency’s Unit Antiterrorism Representative (UATR) to request Antiterrorism Awareness Training material.

3.6. Reporting Requirements. Contractor personnel shall immediately report to an appropriate Government authority any information or circumstances of which they are aware may pose a threat to the security of Department of Defense personnel, contractor personnel, resources, and classified or unclassified defense information. Contractor personnel are required to review suspicious activity reporting procedures. Contact the Government sponsoring agency’s Unit Antiterrorism Representative (UATR) to request Suspicious Activity Reporting training material. Contact the Base Defense Operation Center (BDOC) to report actual suspicious activity at (520) 228-3200.

3.7. Incident Notification. Contractor personnel with access to a government computer shall update their AtHoc profile with current contact information to ensure receipt of incident notification. Contractor personnel without computer access should be alert for notifications from the base public address system (i.e. Giant Voice). Additional notifications can be received via the Davis Monthan AFB Facebook Page. In the event of an incident, contractor personnel should adhere to the guidance provided in the Antiterrorism Awareness Training.

3.8. Pass and Identification Items. The contractor shall ensure that all necessary pass and identification items required for contract performance are obtained for contractor employees and non-Government owned vehicles.

3.9. Retrieving Identification Media. The contractor shall retrieve all identification media, including vehicle passes from contractor employees that depart for any reason before the contract expires (e.g. terminated for cause, retirement, etc.) and turn them in to the issuing office. Once contractor employees are no longer employed, the contractor office shall notify the issuing office of the termination immediately.

3.10. Traffic Laws. Contractor employees shall comply with all base traffic regulations. Contractor employees are subject to random vehicle speed control checks. Contractor personnel cited for speeding on the installation may suffer loss of base driving privileges, debarment from the base, or other administrative action. The use of seat belts is mandatory for all vehicle occupants. The use of cell phones is prohibited while driving on base, unless the phone is a hands-free cell phone.

3.11 Random Personnel and Vehicle Searches. Contractor personnel are subject to random personnel and vehicle searches. If contractor personnel refuse to be searched, they will be denied entry to the base, and may result in loss of base driving privileges, debarment from the base, or other administrative action.

3.12. Weapons, Firearms, and Ammunition. Contractor employees are prohibited from possessing weapons, firearms, or ammunition, on themselves or within their contractor owned vehicle or privately owned vehicle while on Davis-Monthan AFB.

3.13. For Official Use Only (FOUO). The contractor shall comply with DoD 5400.7-R, Chapter 4, DoD Freedom of Information Act (FOIA) Program requirements. This regulation sets policy and procedures for the disclosure of records to the public and for marking, handling, transmitting, and safeguarding FOUO material.

3.14. Physical Security. Contractor employees shall safeguard all Government property and controlled forms provided for contractor use. At the end of each work period, the contractor shall secure all Government facilities, equipment, and materials. The contractor shall establish and implement methods of ensuring all Government lock combinations, are not lost, misplaced, or used by unauthorized persons. The contractor shall prohibit the use of lock combinations, issued by the Government, by any persons other than the contractor’s employees. The contractor shall also prohibit and the opening of locked areas by contractor employees to permit entrance of persons other than contractor employees engaged in performance of contract work requirements in those areas.

3.15. Contractor Personnel Travel on the Installation. All contractor personnel will limit their travel on the installation only to specific areas required for performance of services, specified break and meal areas, or travel directly to and from these locations.

3.16. Controlled/Restricted Areas. The Contractor shall adhere to/implement local base procedures for entry to AF controlled/restricted areas where Contractor personnel work. An AF Form 2586, Unescorted Entry Authorization Certificate, must be completed and signed by the sponsoring agency’s Security Manager before a Restricted Area Badge will be issued. Contractor employees must have a favorably completed National Agency Check plus written Inquires (NACI) investigation before receiving a Restricted Area Badge. Interim access can be granted in accordance with AFI 31-501, Personnel Security Program Management.

3.17. Access to the 309th Aerospace Maintenance and Regeneration Group (309 AMARG) Area. This project includes work located in the 309 AMARG controlled area. Strict security and personnel access control is maintained. Contractor personnel must be listed on an entry authorization list (EAL), have proper identification, and obtain passes at the 309 AMARG gate to obtain entry to the work site. New EAL requests must be submitted to the COR at least 48 hours in advance for required access to the site. The name of any employee that is terminated during the period of the contract must be reported in writing to the CO and COR within one workday of the termination.

3.17.1. Each time the contractor is to perform services at 309 AMARG, the contractor must first go to 309 AMARG Job Control office, building 7615, to sign for a vehicle cone. The contractor shall place the cone on the contractor vehicle's top, hood, or dashboard in plain view the entire time the contractor is in AMARG. Upon completing services, and prior to leaving the 309 AMARG area, the contractor shall return the cone to the Job Control office.

3.18. Privacy Act. The Contractor shall ensure that its employees fully understand and comply with Title 5 of US Code, Section 552.a and DoD 5400.7-R, DoD Freedom of Information Act Program. These procedures must be followed to identify and safeguard reports and data accordingly. The contractor will ensure that Contractor employees are briefed annually on properly identifying and handling Privacy Act data/information.

3.19. Protection of Personally Identifiable Information. Personally Identifiable Information (PII) refers to information that can be used to distinguish or trace an individual’s identity either alone or when combined with other information that is linked or linkable to a specific individual. PII may range from common data elements such as names, addresses, dates of birth, and places of employment, to identity documents, Social Security numbers (SSN) or other government-issued identity, precise location information, medical history, and biometrics. The contractor shall protect all PII encountered in the performance of services in accordance with Department of Defense Directive 5400.11, Department of Defense Privacy Program, and DoD 5400.11-R, Department of Defense Privacy Program. If a PII breach results from the contractor's violation of the aforementioned policies, the contractor shall bear all notification costs, call-center support costs, and credit monitoring service costs for all individuals who's PII has been compromised.

3.20. Duty Hours. The 355 CES normal duty hours of operation are 7:00 a.m. to 3:30 p.m. Monday through Friday, excluding federal holidays. The contractor shall perform routine maintenance services during these hours and days, unless otherwise specified by the COR, due to mission requirements.

3.21. After Hours Support. No after-hours support is required.

3.22. Federal Holidays. The Federal Government observes the following holidays. (Note: If the holiday falls on a Saturday, then the holiday will be observed as recognized by the Federal Government). The contractor shall not normally be required to provide routine services on holidays, or the actual day set aside for observation.

Christmas Day

3.23. Contractor Employee Appearance. Contractor employees shall present a professional, conservative, and neat appearance. Contractor personnel shall report for duty in a professional manner, in appropriate attire befitting the work environment, and have complied with socially acceptable standards of personal hygiene.

3.24. Communication. Contractor employees shall maintain open, professional, and respectful communication with Government personnel (military and civilian) and other contractor employees. The COR will report valid complaints in writing to the Contracting Officer for action. Valid complaints will be considered a performance failure. The contractor shall resolve all substantiated complaints immediately upon notification of the complaint. Contractor employees are required to identify themselves as a contractor at all times while on the job, (e.g. in the workplace, when attending meetings, when answering Government telephones, in e-mails, or when making phone calls on behalf of the Government).

4.0. General Information

4.1. Environmental Protection Compliance. In addition to all applicable Federal, State and local environmental codes and regulations, the contractor is required to have Environmental Management System (EMS) Awareness Training. The contractor shall comply with the DMAFB Contractor Environmental Guide (CEG) in completing the required EMS Awareness Training prior to start of work and provide A-1 to A-3 sheets at the pre performance. The CEG is available online at https://cs2eis.af.mil/sites/10625/DM/shared%20Documents. Follow instructions and type “esohtn” into registration password box and create account. Questions should be directed to the Program Manager at 520-228-4840.

4.2. Utilities. Reasonable amounts of electricity, and water as required for the performance of this contract will be available at site locations. Information concerning the location of existing supply points to contractor facilities may be obtained through the COR. The contractor shall provide and maintain, at his/her expense, the necessary service lines from the existing Government supply points to the contractor service location. The contractor shall ensure employees practice utility conservation. The contractor shall be responsible for operating under conditions that prevent the waste of utilities to include lighting, heating, ventilation, and air conditioning systems, electricity, and water.

4.3. Emergency Services. The Government will provide security forces services (call (520) 228-4444 for emergencies only), and fire protection services (call (520) 228-3333). There is no emergency room on DMAFB, therefore contractor personnel shall call (520) 228-3333 for medical emergencies.

3.0. APPENDIX

3.1. Appendix 1 - Washer and Dryer Locations

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