Attachment_1-PWS_(04.18.18).pdf

PERFORMANCE WORK STATEMENT

for

GREASE TRAP CLEANING AND REPAIR

Eielson Air Force Base, Alaska

18 April 2018

Table of Contents

Section Number and Title Page Number

1.0 Basic Services 3

2.0 Service Delivery Summary 5

3.0 Government Furnished Property and Services 7

4.0 General Information 8

5.0 Appendices 10

Appendix A, Estimated Workload Data 11

Appendix B, Maps and/ or Site Plans 12

Appendix C, Required Reports/Forms 13

1. BASIC SERVICES. The contractor shall provide all management, tools, supplies, equipment and labor necessary to pump, clean, inspect, repair, and maintain grease traps located at Eielson Air Force Base Alaska to include disposal. The contractor shall perform to the standards in the contract as well as all local, state, federal regulations and manufacturer’s specifications when disposing of grease.

1.1. DESCRIPTION OF WORK.

1.1.1. CLEAN GREASE TRAPS. The contractor shall remove all fats, oils, and greases (FOG) and residues from all ten grease traps on Eielson AFB. Clean all interior and exterior surfaces of the grease traps, and the area surrounding the grease traps on a frequency schedule provided in service summary. Contractor shall clear obstructions in inlet/outlet and connecting pipes in between grease traps to ensure unrestricted flow (Frequency amount stated in table below).

Contractor shall transport all materials from grease traps to an approved off-base disposal facility

(please see Para 3.2). The contractor shall send a report to the Contracting Officer Representative

(COR) for the amount of the gallons pumped on each facility for each time of service. The contractor shall clean the grease traps in accordance with the frequency on Attachments 1, 2 and

3. The contractor also may reference to the frequency in PWS paragraph 5 Appendices A.

1.1.2. CLEAN LINES. The contractor shall steam/jet rod the drain lines to ensure proper flow from the source (e.g., kitchen sinks) to 60 feet past last grease trap of facility. The contractor shall keep the work area reasonably clean during the work effort, and shall clean the work area after completing their tasks. The contractor shall clean all the lines in association for each grease trap in accordance with a frequency rate of per quarter.

1.1.3. REPAIRS GREASE TRAPS. Contractor shall repair grease traps to maintain fully operational conditions. The types of repairs shall include replacement of seals/gaskets on grease trap lids, repair/replacement of interior baffles, and repair/replacement of pipes/fittings directly associated (e.g., physically part of the original grease trap) with the grease traps. During repair, if the contractor damages any government property/equipment, the contractor is responsible for any costs associated to that repair to bring the government property/equipment back to fully operational conditions. Prior to performing repairs, the contractor shall provide to both the COR and Contracting Officer (CO) a list of parts and associated costs for approval, to include material costs and estimated amount of labor needed to complete repairs. No repairs shall commence without the approval of the CO.

1.1.4. EMERGENCY SERVICE CALLS. Unexpected services may be required. In the event that servicing is required outside the contractor’s schedule, the contractor shall begin the service within 3 hours after notification. The contractor shall service these affected grease traps as needed to return them to fully operational condition. Service under this paragraph includes suitable clean-up of the adjacent areas. Prior to performing emergency repairs, the contractor shall provide to both the COR and CO with a list of parts and associated costs for approval, to include material costs and estimated amount of labor needed to complete repairs.

1.1.5. PROCESS FOR REPAIRS. The Government or Contractor may identify recommended or required repairs to the systems identified in Appendix A. The Contractor shall adhere to the following process when submitting Letter of Recommended Repair.

1.1.5.1. LETTER OF RECOMMEND REPAIRS (LRR). Within one (1) day after identification of repairs, the Contractor shall submit a Letter of Recommended Repairs to the

COR. The Contractor shall not let the LRRs accumulate.

(A) Each LRR shall include a detailed listing of all components, to include part number, model, description nomenclature, and manufacturer as well as suggested sources of procurement and lead time for arrival on site.

(B) The Contractor will the supply the specific reference which identifies the components as being out of compliance with manufacturer requirements and/or recommendations. These include those components being in non-serviceable condition in accordance with manufacturer requirements and/or recommendations.

(C) Each LRR shall also include a description of the component’s condition, recommended repair or replacement, cost proposal and estimated time to complete the recommended work

(after a Notice-to-Proceed is issued by the CO).

(D) Each cost proposal shall show itemized material and subcontractor costs, as well as labor hours and rates. If defects in components are discovered, which, in the Contractor’s opinion, are option to correct, the Contractor shall submit a letter describing the defect.

(E) The CO will review the information provided by the Contractor and decide whether or not to make the repair. Each LRR submitted by the Contractor will be reviewed by the CO. If the repair is approved, a fair and reasonable price will be negotiated and the Contractor will be issued a

Notice-to-Proceed with the repair. No work shall commence until the Contractor has received approval from the CO. The CO may deviate from issuing a Notice-to-Proceed in accordance with this PWS, but only in rare and limited circumstances. Any LRR approved for work shall not preclude the Contractor from performing other service requirements in this PWS.

1.1.6. SAFETY AND HEALTH STANDARDS. The contractor shall initiate and maintain programs to ensure its employees perform tasks associated with this contract in a safe, clean, and sanitary manner.

1.2. Contractor Provided Equipment and Supplies:

1.2.1. Contractor-Furnished Equipment/Vehicles. The Contractor shall provide and maintain all equipment and vehicles necessary to perform the requirements of this contract. The

Contractor shall perform cleaning, minor repair and normal maintenance requirements of equipment on site. Maintenance and repair of Contractor vehicles or their privately owned vehicles shall not be accomplished on site. Contractor vehicles shall be maintained to present a neat, professional appearance. Contractor vehicles shall be used solely for the intended purpose of performing services in this performance work statement during normal hours of operation.

1.2.2. All equipment used in the performance of this contract shall be in good operable condition.

Equipment found to be unsafe and unable to function as designed, shall not be used in performance of this contract. The CO or COR may inspect the Contractor’s equipment and vehicles at any time and direct the removal of any unsafe or unusable equipment or vehicle from the installation.

1.2.3. The Contractor shall provide adequate numbers of equipment items and vehicles to effectively fulfill the scope of this contract. In addition, the Contractor shall maintain or have backup capability to provide continued service in the event primary equipment or vehicles are down for extended maintenance or repairs. Equipment failure shall not alleviate the

Contractor from performing any requirement contained in this contract.

2. SERVICE DELIVERY SUMMARY.

2.1. The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance Objective PWS

Para

Performance

Threshold

Remedy Method of

Assessment

SS-1 Clean Grease Traps

Clean all grease traps according to the scope and schedule. Ensure work area left in clean and sanitary condition after performing tasks.

1.1. -

1.1.1.

No more than

1 valid customer complaint per service month.

Re-performance

Within 1 business day of notification

Periodic

Inspection

SS-2 Clean Lines

Contractor shall clean lines that include steam/jet rod the drain lines associated with the grease traps to ensure proper flow from the source

(e.g., kitchen sinks) to 60 feet past last grease trap of facility

1.1.2 No more than

1 valid customer complaint per service month.

Re-performance

Within 1 business day of notification

Periodic

Inspection

SS-3

VPP Requirements:

The contractor shall perform work in a safe manner as required by OSHA

Safety and Health Requirements.

Provide a verbal report to the CO as soon as possible of each occurrence of damage to Government property or an accident resulting in death, injury, occupational disease, or adverse environmental impact.

Provide a completed copy of required Accident Investigation

Reports to the CO within five calendar days of each occurrence.

4.6. 100% of the time; no more than 1 valid defect per month

Notify CO ASAP after occurrence.

Provide a completed copy of required incident

Investigation

Reports

Periodic

Inspection

Customer

Complaint

2.2. CONTRACTOR QUALITY CONTROL PLAN. Contractor shall develop and maintain a quality program to ensure performance meets the requirements of this contract and the identified performance standards. The contractor shall develop and implement procedures to identify and prevent defective services from reoccurring. At a minimum, the contractor shall develop quality control procedures that address the areas identified in paragraph 2, Service Delivery Summary.

The Government’s COR must have a designated quality control inspector to notify in case of customer complaints. The Contractor shall provide a copy of the Contractor’s Quality Control

Plan within 20 calendar days from the date of award of the contract.

2.3. QUALITY ASSURANCE. The government shall inspect and evaluate the contractor’s performance to ensure services are received in accordance with requirements set forth in this contract. The CO or COR shall inspect by validating actual work performance, physically checking an attribute of the completed task, checking a management information report, investigating customer complaints, conferring with facility managers, or otherwise inspecting the task or its results to determine whether or not performance meets the standards contained in this

PWS. The CO or COR shall 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 shall initiate and provide the Contracting

Officer a Corrective Action Report (CAR), see Appendix D for issuance to the contractor. The

Contractor will acknowledge by signing the CAR and re-perform at no additional cost to the government, within two (2) hours of notification, if applicable. Re-performance beyond two (2) hours will be discussed and documented. If the government deems that re-performance is accepted as satisfactory, the COR will file the CAR and consider that issue “Closed”. If the re-performance is not accepted, this will be deemed as unsatisfactory. The CAR will be annotated as such by the COR and forwarded to the CO to validate. Once the validation has been reviewed and acknowledged as a defect, the CO will provide the necessary documentation to the

Contractor.

2.3.1 CUSTOMER COMPLAINT RECORD TEMPLATE, FEB 05. Once a complaint has been filed, the Customer Complaint Record must be forwarded to the COR to be validated. If the complaint is valid, the COR must contact the project manager/on-site manager for him/her to acknowledge by signing block titled, “DATE/TIME CONTRACTOR INFORMED OF

COMPLAINT”. The contractor must correct the defect(s) within two (2) hours after notification unless the COR permits a longer period, based on the circumstances. At this time, the COR can ask for the contractor to re-perform at no additional cost to the government. The COR will annotate the block titled, “ACTION TAKEN BY CONTRACTOR” if re-performance was satisfactory, the complaint will be closed and the COR will file the documentation. If re-performance is unsatisfactory, the COR will sign the last block titled, “RECEIVED/VALIDATED BY”. At that point, the form will come to the contracting officer for further actions.

2.4. PERFORMANCE ASSESSMENT.

2.4.1 PERIODIC SURVEILLANCE. This method requires the COR to employ a “spot check” style of evaluation based on the contractor’s schedule. Periodic surveillance 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 service after notification by the CO or COR.

2.4.2 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 re-performed after notification by the

CO or COR.

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

Exceeding the performance threshold for performance objective for any two, or more consecutive or non-consecutive months during a contract period may constitute an immediate

Progress Meeting with the Multi-functional Team. All remedies shall be in accordance with the

FAR 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance.

2.4.3 PERIODIC PROGRESS MEETINGS. The CO, COR, other government personnel as appropriate, and the Contractor shall periodically meet to discuss the Contractor’s performance.

The following issues should be discussed; opportunities to improve the contract, any modifications required of the contract, unsatisfactory inspections and valid customer complaints against each performance objective observed and steps taken by the Contractor to prevent occurrences in the future. The Contractor shall provide a summation of unsatisfactory inspections and customer complaints and provide insight into any identified trends.

Contracting will put the minutes in writing, signed by the CO and any other signatures as deemed appropriate, distributed to the functional area and the contractor and a copy placed in the official contract file. Should the contractor not concur with the minutes, the contractor will provide a written notification to the Contracting Office identifying areas of non-concurrence for resolution.

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES.

3.1. GOVERNMENT FURNISHED PROPERTY. None.

3.2. Solid Waste Collection and Disposal. The Contractor shall use bulk containers to dispose of waste generated from accomplishment of services detailed in this PWS. The Contractor shall adhere to all base level recycling programs, as well as the Resource Conservation and Recovery

Act Regulations provided by the EPA and all DEC state regulations.

3.3. EMERGENCY MEDICAL SERVICE. The government will provide emergency medical treatment and emergency patient transportation service for contractor personnel who are injured or become critically ill while at Eielson AFB. Treated personnel will be responsible for reimbursing the government for the cost of medical treatment and patient transportation at the current inpatient or outpatient treatment rate.

4. GENERAL INFORMATION.

4.1. HOURS OF OPERATION. The contractor shall coordinate with the COR to determine a schedule that allows the contractor to complete their work yet creates minimal disturbance for the facilities. Typically, the contractor shall perform work during normal business hours of

Monday through Friday, 7:00 AM and 5:00 PM. This schedule must be provided to the COR not later than (NLT) two weeks after performance start-up.

4.2. Federal Holidays

New Year’s Day - 1 January

Martin Luther King Day - 3rd Monday in January

Washington’s Birthday - 3rd Monday in February

Memorial Day - last Monday in May

Independence Day - 4 July

Labor Day - 1st Monday in September

Columbus Day - 2nd Monday in October

Veteran’s Day - 11 November

Thanksgiving Day - last Thursday in November

Christmas Day - 25 December

4.3. Base Closures. Work scheduled but not accomplished because of base closure due to weather, exercises, or mission, shall be accomplished as soon as possible after reopening the base.

4.4. Traffic Laws. The Contractor and its employees shall comply with base traffic regulations.

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

4.6. Reporting Requirements. Contractor personnel shall report to an appropriate authority any information or circumstances of which they are aware may pose a threat to the security of DoD personnel, Contractor personnel, resources, and classified or unclassified defense information.

4.7. Physical Security. The Contractor shall be responsible for safeguarding all government property and controlled forms provided for Contractor use. At the end of each work period, all government facilities, equipment, and materials shall be secured.

4.8. Contract Manager. The contract manager or alternate(s) shall be available during normal duty hours to meet on the installation within 2 hours with the government personnel designated by the CO or the COR to discuss problem areas. The Contractor shall provide the CO telephone number(s) where surveillance results and complaints can be reported. The Contractor shall also provide to the CO the names and phone numbers of Contractor POCs for after business hours including nights, weekends, and holidays. This information shall be kept updated by the

Contractor whenever personnel changes occur. The contract manager or alternate(s) shall have full authority to act for the Contractor on all contract matters relating to the daily operation of this contract.

4.9. Personnel. Contractor personnel shall present a neat appearance. Contractor personnel shall be easily recognizable while on the installation in conjunction with this contract. This shall be accomplished through the wear of distinctive clothing, overcoats, or hats, bearing the company name or logo. The coloring or design of the items selected shall be such that identifies personnel easily and quickly for reasons of safety and personal protection. The government is authorized to restrict the employment under the contract of any Contractor employee or prospective Contractor employee, who is identified as a potential threat to the health, safety, security, general well-being, or operational mission of the installation and its population.

4.10. SECURITY REQUIREMENTS.

4.10.1. CONTRACTOR/EMPLOYEE BASE PASS AND IDENTIFICATION, SPECIAL

CLEARANCES AND VEHICLE PASSES. The contractor shall be responsible for and shall pay for obtaining all necessary clearances, cards, passes, decals, or other items required for access of contractor personnel and vehicles to the base or other areas where work will be performed. The contractor shall be required to apply for vehicle and personnel identification media at the Base Pass and Registration Section. Upon completion or termination of the contract, the contractor shall ensure all vehicle and personnel identification media are surrendered to the Base Pass and Registration Section. The contractor shall obtain the following pass and identification items: Flight line authorization and pass (Flight Line Passes shall be obtained from Base OPS, 2827 Flight line Ave) and Eielson Vehicle Pass.

4.11. SPECIAL QUALIFICATIONS. The contractor personnel shall be certified by appropriate federal and state regulatory agencies to meet federal and local certification requirements in cleaning grease traps. As well as all federal and state certifications regarding the disposal of grease.

4.12. PERFORMANCE OF SERVICES DURING CRISIS DECLARED BY THE

NATIONAL COMMAND AUTHORITY OR OVERSEAS COMBATANT

COMMANDER. In the event a crisis is declared in the United States affecting the local area, the contractor shall continue to perform ALL SERVICES in accordance with this contract until notified otherwise by the Contracting Officer. These services are essential due to the lack of available government personnel to immediately perform them.

4.13. VOLUNTARY PROTECTION PROGRAMS (VPP).

The contractor shall perform work in a safe manner as required by OSHA Safety and Health

Requirements. Provide a verbal report to the CO as soon as possible of each occurrence of damage to Government property or an accident resulting in death, injury, occupational disease, or adverse environmental impact. Provide a completed copy of required Accident Investigation

Reports to the CO within five calendar days of each occurrence.

5. APPENDICES.

Appendix A – Estimated Workload Data

Appendix B – Maps and/or Site Plans

Appendix C – Required Reports/Forms

(continued on next page)

APPENDIX A – Estimated Workload Data

Cleaning Grease Traps

Facility

Number

Street

Address

Facility

Name

Number of

Grease

Traps

Frequency of

Cleanings

Total Work

Volume

5182 2449 French Creek Child Development

Center 1 Quarterly 4 Services

3335 2540 Central Ave Commissary 1 Monthly 12 Services

3338 2564 Central Ave BX Food Court 3 2x Monthly 72 Services

3298 3302 Wabash Ave Bowling Alley 1 Weekly 52 Services

2207 447 North St Two-Seasons

Dining Facility 2 Weekly 104 Services

2225 2450 Central Ave Yukon Club 1 Monthly 12 Services

5223 2584 Coman Dr Aurora Event Center 1 Bi-

Annually 2 Services

Cleaning of Lines

Facility

Number Street Address Facility Name

Frequency of

Cleanings

5182 2449 French Creek Child Development Center Quarterly

3335 2540 Central Ave Commissary Quarterly

3338 2564 Central Ave BX Food Court Quarterly

3298 3302 Wabash Ave Bowling Alley Quarterly

2207 447 North St Two-Seasons Dining Facility Quarterly

2225 2450 Central Ave Yukon Club Quarterly

5223 2584 Coman Dr Aurora Event Center Quarterly

Appendix B – Maps and/or Site Plans

The Government will provide the contractor with a base map after contract award. Site photos can be provided if requested.

Appendix C – Required Reports/Forms

CUSTOMER COMPLAINT RECORD

DATE/TIME OF COMPLAINT (1)

SOURCE OF COMPLAINT

ORGANIZATION (2)

BUILDING NUMBER (3)

INDIVIDUAL (4)

PHONE NUMBER (5)

NATURE OF COMPLAINT (6)

CONTRACT REFERENCE (7)

VALIDATION (8)

DATE/TIME CONTRACTOR INFORMED OF COMPLAINT (9)

ACTION TAKEN BY CONTRACTOR (10)

RECEIVED/VALIDATED BY (11)