PWS_Facility_Maintenance_5_Dec_2016.pdf

PERFORMANCE WORK STATEMENT

FOR

FACILITY OPERATIONS, REPAIR, AND

MAINTENANCE SERVICES (FORMS)

SPANGDAHLEM AB, GE

05 DEC. 2016

1. DESCRIPTION OF SERVICES/GENERAL INFORMATION. The contractor shall provide all personnel, equipment, tools (to include special tooling), vehicles, materials and supervision necessary to perform all operation, maintenance and repair tasks and functions primary for heating, ventilation and air conditioning. (HVAC) for all medical treatment facilities (MTF) at Spangdahlem AB. The medical community includes buildings 550, 137, 161, 163, 175, 559, 580 Spangdahlem AB, and Zemmer warehouse

Germany, to include Patient Care Areas. Services include but are not limited to maintenance, both scheduled and unscheduled, incidental repairs, and operations activities necessary to keep the MTF in good working order. Maintenance includes regularly scheduled adjustments and inspections, preventative maintenance tasks, and emergency response and service calls for incidental repairs. All work shall be executed in a consistent manner by individuals who are qualified, careful and efficient in the trade and in strict accordance with prevailing industry standards and this Performance Work Statement (PWS).

1.1. Maintenance. The contractor shall provide guidance and coordination for plant operations functions to assure effective and economical operations of all MTF activities. Maintenance services shall include all corrective, preventive, and emergency maintenance on all real property installed equipment (RPIE) in these facilities. A complete RPIE list (approx... 3800 items) can be obtained upon request. Interior and exterior painting services and small repair projects are included in the contract.

1.1.1. General Building Maintenance – Exterior/Interior. Services are required for the operation, maintenance, and repairs of structural components and surfaces, locks, doors and windows. The work is to include any work on the building or its appurtenances and affixed components. Work includes incidental patching and touch up of all exterior and interior surfaces.

1.1.2. Electrical Systems. Services are required for the operation, maintenance, and incidental repair of electrical systems to provide a continuous, adequate, and safe electrical system. Major electrical components to include switchgears, control centers, distribution panels, panel boards, transformers, regulators, batteries, controllers, metering equipment, circuit protection devices, load centers, uninterrupted power systems (UPS), power distribution units (PDU), Alarm systems, PA systems, and lighting protection equipment.

1.1.3. Interior and Exterior Lighting System. Services are required for the operation, maintenance, and incidental repair of both the interior and exterior lighting systems to provide adequate lighting to the MTF.

Electrical lighting systems include all illumination lighting, exit lighting, parking lot lighting, structural/suspension elements, reflectors, lenses, switching and other control devices for lighting, and the replacement of lamps and fixtures as required.

1.1.4. Plumbing System. Services are required for the operation, maintenance, and incidental repairs of the plumbing systems and chemical treatment of water (where necessary) to provide adequate delivery and collection services to the MTF. Plumbing systems and equipment shall include all hot and cold water supplies, interior fixtures, exterior fixtures, distribution and collection systems to include sinks, urinals, commodes, showers, faucets, traps, drains, lines, cleanouts, valves, decorative fountains and other associated equipment. All incidental repairs for plumbing products/components shall match existing materials.

Installation procedures shall be in accordance with product manufacturers’ recommendations. Operation, repair and maintenance will be required for sump pumps, sewage systems, backflow devices and water softeners.

1.1.5. Roof System. Services are required for gutters and roofs. This includes inspections and cleaning services.

1.1.6. Interior Floor System. Services are not required.

1.1.7. Emergency Light and Power Systems. Services are required for the operations, maintenance, and incidental repair of elements of the emergency lighting system to maintain safety and security of the MTF.

Maintenance and repair includes the testing and replacement of batteries, controls, control circuits, distribution wiring, relays, lamps, conduit, cabinet enclosures, and inverters.

1.1.8. Fire Protection System. Services are required for the operations, maintenance, and incidental repair of elements of the fire alarm and protection system to maintain safety and security of the MTF. Maintenance and repair includes the testing and replacement of batteries, controls, control circuits, distribution wiring, relays, and sensors.

1.1.9. Sprinkler System. Services are required for the operations, maintenance, and incidental repair of elements of the sprinkler system to maintain safety and security of the MTF. Maintenance and repair includes the testing and replacement of controls, control circuits, distribution wiring, pumps, relays, and sensors.

1.1.10. Fire Safety Inspection. Services are not required.

1.1.11. Overhead Doors. Services are required for the operation, maintenance, and incidental repairs of the overhead doors.

1.1.12. Heating, Ventilating and Air Conditioning (HVAC). Services are required for the operations, maintenance, and incidental repairs of HVAC components and coordination of repairs of moving components by the HVAC Contractor to include the building automation system MFG: Kieback & Peter Neutrino GLT and DDC 4200 controllers. Work includes incidental repair and maintenance of sensors, dampers, ducts and hinges, diffusers, insulation, drain pans, piping, seals, weather stripping, electrical wiring to motor control centers and disconnects, air conditioning unit enclosures (including access panels), chillers, air-handlers, HVAC water treatment systems, and all other components of the heating, steam, ventilation, air conditioning systems, and boilers. Boilers shall be maintained in accordance with the requirements of Air Force Instruction

(AFI) 32-1068, Heating Systems and Unfired Pressure Vessels (Oct 98), safety regulations like UVV and the European/German industry standards like DIN/EN. This includes maintaining required humidity levels and required air balances.

1.1.13. Elevator System Maintenance. Services are not required.

1.1.14. Automatic Doors and barriers. Services are required for the testing, operations, maintenance and repairs of Automatic Door systems and barriers throughout the MTF.

1.1.15. Ice Machines. Services are required for the maintenance and repair of all ice machines throughout the

MTF.

1.1.16. Pest Management. Services are not required.

1.1.17. Medical Gas and Vacuum. Services are required for the testing, operations, maintenance and repairs of Medical gas and Vacuum systems throughout the MTF.

1.1.18. Grounds services. Services are not required.

1.1.19. Routine Maintenance parts. The Contractor shall bear the cost of all routine maintenance parts and supplies on Ventilation systems (air filters and belts) and all routine maintenance parts and supplies for oil fired boilers (nozzles and oil filters) installed in the Medical Facilities covered under this contract. This cost is not reimbursable by the government and needs to be calculated into the monthly cost of this contract.

1.1.20. Repair parts. The Government shall bear the cost of all materials, parts, and supplies for all scheduled and unscheduled maintenance and repair action except for the items listed under 1.1.19. All purchased parts shall be reimbursed as allowable by the Government. All repair and replacement parts shall be separately invoiced showing the building, work request number, and parts used on the document and any applicable handling fee added. The contractor shall get prior approval from QAP if the total cost of the materials, parts and supplies required completing the unscheduled maintenance and repair action exceeds $250.00. The contractor shall provide a monthly update of this budget on every 5th workday of the following month.

1.2. Repairs. Incidental repairs are defined as repairs or replacement of systems or components. Costs for repair parts and materials will be paid by the repair cost budget. See Appendix B which shows maximum allowance per year.

1.3. Response and Completion Times. The Government Facility Manager or designated representative will determine if repairs are emergency, urgent or routine. The required response and completion times, by criticality are as follows:

Criticality

Response Time

(Normal Duty

Hours)

Work

Completion

Response Time

(After Duty Hours)

Work

Completion

Emergency 10 Minutes Continuous

Until Safe

30 Minutes to

Acknowledge

90 Minutes on Site

Continuous

Until Safe

Urgent N/A 5 Duty days N/A N/A

Routine N/A 30 Duty days N/A N/A

Preventative N/A 100% Completed

Within Month

Assigned

N/A N/A

1.4. Hours of Operation. The hours of operation at Spangdahlem AB,GE is Monday through Friday, 0730

– 1630 excluding German holidays. American holidays are normal working days.

1.5. Contractor Personnel.

1.5.1. The Contractor shall identify to the Contracting Officer, a primary and alternate point of contact (POC) who has full authority to act on behalf of the contractor on all operational aspects of the contract. The contractor, prior to contract performance, shall designate the POC and alternate in writing. The POC or designated alternate(s) shall be available via telephone 24 hours a day, 7 days a week, including federal

German and US holidays. The POC or alternate(s) shall be on-site during normal duty hours and all times while contract work is being performed.

1.5.2. Performance Expectations. During contract performance the Contractor must be knowledgeable of the standards of National Fire Protection Association (NFPA) and The Joint Commission (TJC) on

Accreditation of Healthcare Organizations.

1.5.3. Employee Training, Licenses, Insurance, and Permits. The Contractor and subcontractor employees shall possess all training, licenses, insurance, and permits as required by State and local authorities and shall observe all applicable regulations and laws. Contractor shall ensure all certificates, licenses; permits and bonds are kept current and valid and be available upon request by the government. Associated expenses shall be covered by the Contractor.

1.5.4. Employee Health Records. The Contractor shall report to the CO, in writing, all information necessary to maintain hospital records in accordance with (IAW) the TJC, OSHA, National Institute for

Occupational Safety and Health (NIOSH), and Centers for Disease Control (CDC) employee health records requirements. As a condition of employment, all contract personnel who will have occupational exposure to blood or body fluids, or other potentially infectious materials, shall receive Hepatitis B vaccine, or have documented proof of immunity to Hepatitis B infection. The Contractor, at no additional cost to the government, shall obtain all required vaccinations.

1.5.5. Security requirements. The contractor shall obtain the following pass and identification items for all personnel employed under this contract who require entrance to Spangdahlem Air Base:

-USAFE Form 19, Residency Check

-USAFE Form 79, Request for Base Entry Identification

-German Police Certificate (less than three months old)

- Security Questionnaire for a simple security check

1.6. Key Control. The contractor shall establish and implement methods of making sure all keys issued by the government to the contractor for contractor employee use are not lost or misplaced and are not used by unauthorized persons. The contractor shall immediately report to the Quality Assurance Personnel (QAP) any occurrences of lost or unauthorized duplication of keys. In the event keys, other than master keys, are lost or duplicated, the contractor may be required, to re-key or replace the affected lock or locks without cost to the government. All rooms/areas requiring to be locked shall not be left unattended during duty performance and shall be re-locked by contractor personnel after completion of duties. Contractor shall provide documentation proofing that insurance exists to cover the cost for lost keys and key cards.

1.7. Quality Control Inspection Program. The contractor shall employ their own internal commercial quality control program/procedures to identify, prevent, and ensure non-recurrence of defective services in the performance of this contract.

1.8. Additional Services.

1.8.1. General. Emergency situations may require contractor personnel to work other than normal working hours to provide services. Emergency Call Back and Overtime Services are services provided at times other than those specified in the contract. The Contractor shall provide services when requested by the Facility

Manager/Contracting Officer Representative or Contracting Officer.

1.8.2. Emergency Calls. Emergency Call Back services involve situations where contractor personnel are required to respond to an emergency after normal hours of operation. The contract price includes 5 emergency calls per year. If additional emergency call back services are required, the Contractor will receive prior approval through the Facility Manager. The Contractor shall prepare and submit to the Facility

Manager/Contracting Officer Representative a record of additional emergency services performed which shall contain: start and end dates, times, and nature of the request. A copy of the record shall be furnished to the Contracting Officer.

1.9. Operation and Maintenance Records.

1.9.1. Computerized and other Documentation of Operations and Maintenance (O&M) Records. O&M records shall be computerized using the Defense Medical Logistics Standard Support (DMLSS) software program. The DMLSS system reflects scheduled maintenance and facilities maintenance schedules and tasks

(repairs). The Contractor shall provide all data, in English, to the QAP in order to upload records for work orders, maintenance, new and existing equipment including performance of scheduled maintenance procedures, and/or systems acquired during the term of this contract. Additionally binders (Betriebshandbuch) with documentation of maintenance and repair shall be separately maintained and inspection ready for equipment items regulated by either US and / or German law (for instance: Medical gas systems, all equipment containing Ozone depleting substances (ODS), and Automatic door openers).

1.9.2. Records Backup. A government system administrator will back the DMLSS up daily.

1.9.3. Hardware. All computer hardware and software purchased in support of the O&M operation, and historical data gathered during the term of this contract, will remain the property of the Government and shall be returned at the completion of the contract.

1.9.4. Operating Records and Reports in DMLSS. The contractor shall prepare and submit to the QAP all required operating records and reports in English, as required by operating procedures, accreditation and other regulatory documents. These reports shall be prepared and submitted to the QAP monthly to arrive by the eighth of the month following the reporting period. The contractor shall be responsible for creating, maintaining, and disposing of only those government required records that are specifically cited in this SOW or required by the provisions of the mandatory directives like the Life Safety Code, NFPA, AAAHC or

German authorities.

Applicable Publications and Forms. If requested by the government, the contractor shall provide the original record or a reproducible copy of any such record. This includes all records, files, documents, and working papers provided by the government and/or generated for the government in the performance of this contract become and remain government property

1.10. PERFORMANCE OF SERVICES DURING CRISIS.

IAW DFARS 237.76 and unless otherwise directed by an authorized government representative, it is determined that services as identified in this PWS are NOT essential for performance during a crisis.

2. SERVICES SUMMARY (SS). The Services Summary summarizes the performance objectives that relate directly to standards of performance required to meet mission needs. The performance threshold briefly describes the minimum acceptable overall levels of service required for each level of service. These thresholds are critical to mission success.

PERFORMANCE OBJECTIVE

PWS

PARA

PERFORMANCE

THRESHOLD

Surveillance

Method

1 Operation and Maintenance are performed in accordance with all federal

(US and German), state, local and commercial requirements and the

Performance work statement.

Para

1.1.-

1.1.20.

2 valid customer complaints per month

Customer

Complaints and random DMLSS

QA tasks

2 Repairs are completed in accordance with all federal (US and German), state, local and commercial requirements and the Performance work statement.

Para

1.1.-

1.1.20.

2 valid customer complaints per month

Customer

Complaints and random DMLSS

QA tasks

3 Monthly scheduled maintenance tasks are completed by 100% the month scheduled.

Para 1.3 4 valid customer complaints per year

DMLSS system reports

4 Unscheduled routine work orders are completed within 30 days at a 95% or higher rate.

Para 1.3 4 valid customer complaints per year

DMLSS system reports

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES.

3.1. Utilities. Electricity and water services will be provided by the Government at no cost to the Contractor.

3.2. Refuse Collection. The Government will provide refuse collection from dumpsters located in the

Contractor’s assigned areas for office type waste products only.

3.3. Plans, Manuals and Lists. The government will provide to the Contractor all available “as built” drawings, maintenance and operating manuals, spare parts manuals, and spare parts lists. However, the non-availability of plans or manuals will not relieve the Contractor from the performance of operations, maintenance or repairs.

3.4. Work Performed by Other Than the Contractor. When work performed by the Government or other contractors is expected to affect the Contractor’s performance, the Government shall furnish plans, specifications, etc. for such work to the Contractor that the Contractor may make scheduling allowances.

3.5. Government Right to Change Standard Operating Procedures. The Government reserves the right to establish and/or change Standard Operating Procedures, i.e., work order procedures, emergency and fire procedures, security procedures and power failures.

3.6. Government Right to Contract. The Government reserves the right to contract independently for any repairs, alterations, or other such work exceeding the incidental repair limitation.

3.7. Government-furnished Records. These records may include pending requisitions for equipment to be furnished to the Contractor, pending project case files required for contract performance or control logs or registers on which the serially sequenced entries, must be continued by the Contractor.

3.8. Environmental Protection. The contractor shall ensure appropriate coordination in the purchase, use, handling, storage, and disposal of all hazardous materials and wastes in accordance with local regulations.

3.9. No Smoking Policy. The contractor shall ensure that contractor employees and sub-contractors eat in designated areas only, also that employees and sub-contractors shall comply with the current clinic smoking policy. NOTE: There is no smoking inside government facilities and on the Medical Group Campus.

4. APPENDICES.

Appendix A – Estimated Workload Data

Appendix B – Major Mechanical Systems (Maintenance intensive)

APPENDIX "A"

Total Estimated Hours per Year

ESTIMATED HOURS

(NORMAL DUTY

TIME)

ESTIMATED HOURS

(OTHER THAN

NORMAL DUTY TIME)

Scheduled Tasks 2,195

Unscheduled Tasks 1,165 70

Miscellaneous Tasks 180

Admin 1,430

TOTAL ESTIMATED HOURS (NORMAL DUTY

TIME) 4,970

TOTAL ESTIMATED HOURS (OTHER THAN

NORMAL DUTY TIME) 70

TOTAL HOURS 5,040

SCHEDULED TASKS BY FACILITY SYSTEM

EST.

UNSCHEDULED

HRS (NORMAL

DUTY TIME)

EST. UNSCHEDULED

HRS (OTHER THAN

ALARM, SECURITY AND BUILDING

MANAGEMENT SYSTEM 120

COMMUNICATIONS SYSTEM 65

ELECTRICAL POWER & DISTRIBUTION

SYSTEM 270

ELECTRICAL SYSTEM 505

EMERGENCY POWER & LIGHTING SYSTEM 220

HEATING, VENTILATION & AIR

CONDITIONING SYSTEM INCLUDING

BUILDING AUTOMATION SYSTEM 800

PLUMBING SYSTEM 120

ROOFING 45

SITE CIVIL/MECHANICAL UTILITIES 50

TOTAL EST. SCHEDULED HRS (NORMAL

DUTY TIME) 2,195

TOTAL EST.UNSCHEDULED HRS (OTHER

THAN NORMAL DUTY TIME) 0

TOTAL UNSCHEDULED HOURS 2,195

UNSCHEDULED TASK BY FACILITY

SYSTEM

UNSCHEDULED

HRS (NORMAL

DUTY TIME)

EST. UNSCHEDULED

HRS (OTHER THAN

ALARM, SECURITY AND BUILDING

MANAGEMENT SYSTEM 50

COMMUNICATIONS SYSTEM 20

ELECTRICAL POWER & DISTRIBUTION

SYSTEM 40

ELECTRICAL SYSTEM 45

EMERGENCY POWER & LIGHTING SYSTEM 25

EXTERIOR CLOSURE 50

HEATING, VENTILATION & AIR

CONDITIONING SYSTEM 260 50

INTERIOR CONSTRUCTION 250

INTERIOR FINISHES 150

PLUMBING SYSTEM 100 10

ROOFING 30 10

SITE CIVIL/MECHANICAL UTILITIES 50

SUBSTRUCTURE 5

TRAVEL TIME BETWEEN SPANGDAHLEM,

AND ZEMMER 20

TOTAL EST.UNSCHEDULED HRS (NORMAL

DUTY TIME) 1095

TOTAL EST.UNSCHEDULED HRS (OTHER

THAN NORMAL DUTY TIME) 70

TOTAL UNSCHEDULED HOURS 1165

MISCELLANEOUS TASKS Frequency Times per year

NORMAL

DUTY

TOTAL EST.NOR-

MAL DUTY HRS

PER YEAR

PREP. FOR DISTINGUISHED VISITOR

TOURS Monthly 12 1 12

HOUSEKEEPING IN MECHANICAL ROOMS

AND RPIE EQUIP. Quarterly 4 40 160

PART INVENTORY Annual 1 8 8

TOAL EST. MISCELLANEOUS TASK (NORMLAL DUTY TIME) 180

TOAL ESTIMATED MISCELLANEOUS TASK 180

ADMINISTRATIVE TASK FREQUENCY TIMES PER YEAR

NORMAL

DUTY HRS

TOTAL EST.

NORMAL DUTY

HRS PER YEAR

PREPARATION FOR MEETING AND

BRIEFINGS D 260 1 260

WORK ORDER PROGRESS MEETINGS W 52 1 52

INTERNAL STAFF MEETINGS D 260 0.5 130

SUBCONTRACTOR COORDINATION W 52 1.5 78

CORRESPONDENCE AND E-MAILS D 260 0.5 130

QUALITY ASSURANCE MEETING QA

PERSONNEL M 12 1 12

MEDICAL GROUP INITIAL AND ANNUAL

TRAINING REQUIREMENTS A 1 6 6

STANDARD OPERATING PROCEDURES

REVIEW M 12 5 60

MATERIALS PURCHASING AND ORDERING D 260 0.5 130

INTERNAL QUALITY CONTROL, PROJECT

MANAGEMENT, COORDINATION AND

DOCUMENTATION W 52 3 156

DMLSS WORK ORDER CONTROL &

ADMINISTRATIVE WORK D 260 1 260

MISC. ACTIVITY, SPECIAL PROJECTS,

CUSTOMER REQUESTED TIME W 52 3 156

TOTAL ESTIMATED ADMINISTRATIVE HOURS (NORMAL DUTY TIME) 1430

APPENDEX “B”

Major Mechanical Systems (Maintenance intensive)

Building Automation System Building # System

550 Kieback & Peter - Neutrino-GLT 1 each 550 DDC4200 10 each

Ventilation Systems Heating and Cooling Building # System volume

550 AHU 1 20,105 CBM/H

550 AHU 2 22,760 CBM/H

550 AHU 3 24,430 CBM/H

550 AHU 4 27,355 CBM/H

550 AHU 5 24,100 CBM/H

550 AHU 6 22,620 CBM/H

Zemmer AHU 1 3,750 CBM/H

137 AHU 1 (DIPC) 1500 CBM/H

137 AHU 2 (Dental LAB) 3,750 CBM/H

CHILLERS

550 No. 1 Carrier 686 KW 550 No. 2 Carrier 686 KW

137 No. 1 York 152 KW

Fan Coil Units / Split A/C Units / Heat Pumps 550 Carrier 32 each 161 York 5 each (Split A/C)

175 York / Krone 4 each (Split A/C) 559 Daikin 1 each (Heat Pump / A/C) 137 York 1 each (Split A/C)

137 York 80 each (fan coil units)

Zemmer MITSUBISHI 1 each (Split A/C)

Oil Fired Boilers 550 Viessmann 560 KW 550 Viessmann 560 KW

Zemmer Buderus 80 KW

Sprinkler System 550 Clapper Valve # 1 Minimax 1 each 550 Clapper Valve # 2 Minimax 1 each

550 Booster pump 1 each

550 Zone Pumps with flow switches Minimax & Wilo 14 each

Zemmer Clapper Valve 1 each

Zemmer sprinkler pump 1 each

Fire Alarm Systems 137 Esser 1 each 161 Esser 1 each 175 Esser 1 each

550 Esser 1 each 559 Esser 1 each

Zemmer Esser 1 each

Roof / Exhaust Fans 550 12 each

137 32 EACH

Zemmer 1 EACH

Sewage Pump Systems 550 Main Pump basement 1 each

550 mini sewage system 3 each 559 Main sewage Pump outside 1 each