Atch_2_PWS_OHDAOD.docx

FA5613-18-R-0007

ATTACHMENT 2

PERFORMANCE WORK STATEMENT

FOR

PREVENTIVE MAINTENANCE WITH SAFETY INSPECTIONS AND REPAIR OF

OVERHEAD AND AUTOMATIC OPENING DOORS IN THE

KAISERSLAUTERN MILITARY COMMUNITY (KMC)

09 MAR 2018

Table of Contents

Section Number and Title Page Number

C. Current Overhead Door Equipment List ………………………………………………………11 D. Current Automatic Opening Door Equipment List …………………………………………29

PERFORMANCE WORK STATEMENT (PWS)

FOR

PREVENTIVE MAINTENANCE WITH SAFETY INSPECTIONS AND REPAIR OF OVERHEAD AND AUTOMATIC OPENING DOORS IN THE KAISERSLAUTERN MILITARY COMMUNITY (KMC)

1. DESCRIPTION OF SERVICES. The Contractor shall provide all non-personal services, management, tools, supplies, equipment, travel and labor necessary to perform Preventive Maintenance (PM) with safety inspections and repairs of overhead and automatic opening doors in the Kaiserslautern Military Community (KMC) in a manner that shall ensure safe and continuous operation. All maintenance, inspection and repair services shall conform to standard commercial practices in maintaining overhead and automatic opening doors in accordance with (IAW) ASR A 1.7 (Technische Regeln für Arbeitsstätten Türen und Tore: Technical Rules, Guidelines for Doors, and Gates), DIN 14677 für die Instandhaltung von Feststellanlagen (maintenance of arrester systems for fire barrier doors) and UVV (Vereinigte Berufsgenossenschaften, Unfallverhütungsvorschriften), GUV-R 198 (Gesetzliche Unfallversicherung/Regeln für den Einsatz von persönlicher Schutzausrüstung zum Halten und Retten – Statutory Accident Insurance/Rules for Use of Personal Protective Equipment used for Holding and Rescuing).

1.1. TECHNICAL DESCRIPTION OF OVERHEAD DOORS. Overhead doors are defined as roll-up doors or overhead sectional doors, with exception of sliding/overhead fire doors as listed in Appendix C. The components of automatic and manual opening roll-up or overhead sectional doors consist of electrical systems, a drive with electrical motors, pulleys, cables, electronic control units, remote control panels, emergency switches, and wings/partitions with safety glass IAW Appendix C.

1.2. TECHNICAL DESCRIPTION OF AUTOMATIC OPENING DOORS. Automatic opening doors are defined as sliding doors, swinging doors and revolving doors as listed in Appendix D. Sliding doors are opening automatically, swinging doors are opening on a double hinge, and revolving doors consist of orthogonal partitions that rotate about a central pivot. The components of automatic opening doors consist of electrical systems within the doors; a drive with electrical motors, pulleys, cables, electronic control units, remote control panels, emergency switches, and wings/partitions with safety glass.

1.3. QUALIFICATIONS. Contractor service technicians shall be trained and certified experts to perform service and repairs. Technicians shall meet German federal and local certification requirements for maintaining and repairing overhead and automatic opening doors. Contractor technicians shall have knowledge of the current German safety and accident prevention regulations and the usage of guidelines and generally recognized rules of engineering IAW commercial practices, to be able to assess the proper condition of the overhead and automatic opening doors.

1.4. PREVENTIVE MAINTENANCE SERVICES. The Contractor shall provide PM on overhead and automatic opening doors at the locations designated in Appendix C and D annually during the months of October, November, and December to ensure reliable and continuous safe operation. Maintenance dates shall be coordinated with the Contracting Officer Representative (COR) IAW this PWS paragraph 1.6.1. The maintenance shall be performed IAW ASR A 1.7 (Technische Regeln für Arbeitsstätten Türen und Tore: Technical Rules, Guidelines for Doors, and Gates), Prüfbuch für kraftbetätigte Tore und Türen – Maintenance Book for Power Driven Gates and Doors.

1.4.1. SAFETY INSPECTIONS ON OVERHEAD DOORS. The Contractor shall perform technical safety inspections through accredited surveillance associations or by the Contractor’s certified experts (“befähigte Person”) on all roll-up and overhead sectional doors annually in conjunction with PM services. All follow-up safety inspections required due to repairs cited during initial safety inspections shall be performed at no additional cost to the Government.

1.4.2. SAFETY INSPECTIONS ON AUTOMATIC OPENING DOORS. The Contractor shall perform technical safety inspections through accredited surveillance associations or by the Contractor’s certified experts (“befähigte Person”) on all automatic opening doors semi-annually in the months November or December in conjunction with PM services, and during April or May. All follow-up safety inspections required due to repairs cited during initial safety inspections shall be performed at no additional cost to the Government.

1.4.3. MAINTENANCE AND SAFETY REPORTS. The contractor shall submit a written maintenance and safety inspection report to the COR within five (5) business days after completion of work. The report shall be based on the requirements located in ASR A 1.7 ( Technische Regeln für Arbeitsstätten Türen und Tore - Technical Rules, Guidelines for Doors, and Gates). The report shall be in English and include, but not limited to:

(a) Date and time of the service

(b) Identification of door system and location of maintenance i.e. roll-up door, sectional door, fire door, sliding door, revolving door, swinging door, automatic doors

(c) Overall condition including discrepancies cited and repairs needed

(d) Service performed and parts required

(e) Amount of time spent on inspection

(f) Name of the technician performing the service

1.5. REPAIR SERVICE. All repair work shall be IAW standard commercial practices using parts specified by the equipment manufacturers, or items of equal or higher quality. The Contractor shall notify the COR in writing (e-mail is acceptable) about the status of the repair service by the next business day. When required parts are not available, the Contractor shall notify the COR in writing (e-mail is acceptable) the next business day it is discovered. The Contractor shall provide written documentation (for example, a letter/email from the parts manufacturer) to the COR explaining any delays in delivery of the parts, as described in paragraph 1.5.1. and 1.5.2. The Contractor shall complete the repair within one business day or as scheduled with the COR after receiving the required parts from the manufacturer.

1.5.1. ROUTINE REPAIR SERVICE CALLS (Monday – Friday and US Federal Holidays: 0700 – 1600). The COR will notify the Contractor of required repairs. The Contractor shall report to the work location within four (4) hours after verbal/email notification or as scheduled by the COR. If repair cannot be performed the Contractor shall survey the repair and provide a repair estimate for material and estimated performance date of repair not later than one (1) business day after receiving the requested prices of the required parts from the manufacturer. The Contractor shall provide written documentation (for example, a letter/email from the parts manufacturer) to the COR if the requested price information/part delivery time can not be obtained within five (5) business days after the survey. The repair estimate shall be submitted to the Contracting Officer (CO) and COR. The Contractor shall not make any repairs until written approval is received from the CO or COR. The written approval can be issued by e-mail, letter or by the CO or COR signing the repair estimate with date. The Contractor shall commence repair work within one (1) business day after approval unless the parts are not available. The Contractor is not entitled to payment for the cost estimate.

1.5.2. EMERGENCY REPAIR SERVICE CALLS. (Monday – Friday and US Federal Holidays: 1600-0700; Saturday, Sunday and German Federal Holidays: 24 Hours). The Contractor shall report to the work location within four (4) hours of notification by the COR. The contractor shall survey the repair and provide a repair estimate to the CO and COR as described in 1.5.1. The contractor shall provide an emergency telephone number to the COR within one (1) business day after contract awarded. The COR will provide the 786 CES/CEOES standby phone number to the Contractor after contract award.

1.5.3. PARTS. If the required repair parts are expected to exceed a value of $5,000.00 per repair call, the Contracting Officer must approve the costs and therefore the COR shall notify the Contracting Officer in advance to obtain an approval before authorizing the contractor to proceed with the repair. The Contractor shall supply repair parts parts for approved repairs that are of equal or higher quality to the OEM parts required for each overhead or automatic opening door. For parts ordered or manufactured, a copy of the applicable invoice shall be provided as proof of amount paid, or to be paid to the manufacturer/wholesaler, or other supporting documentation/quotation regarding the cost of these parts shall be provided to the COR. The Contractor shall seek out all appropriate discounts from the manufacturer/wholesaler and shall pass the discounts onto the Government. For shipping charges, a copy of applicable invoice shall be provided as proof of amount paid. Reimbursement is limited to the net price of parts listed, including shipping charges, if applicable (no handling charge). The net price is the price as paid by the Contractor, no costs or profits added.

1.6. REQUIRED DOCUMENTATION.

1.6.1. PREVENTIVE MAINTENANCE AND SAFETY INSPECTION SCHEDULE. The Contractor shall furnish a written schedule for all PM and safety inspections to the designated CO or COR no later than seven (7) business days after award of contract, and thereafter annually no later than twenty (20) business days prior to the start date of the service. The schedule shall include the estimated date and location. The Contractor shall provide any schedule changes to the COR no later than seven (7) business days prior to the start of the service.

1.6.2. ROUTINE AND EMERGENCY REPAIR REPORTS. The Contractor shall provide repair reports and work documentations to the COR within three (3) working days after completion of work. The reports shall be in English and include:

(a) Date and time of the service

(b) Location, door number/serial number and type (i.e. roll-up door, sectional door, fire door, sliding door, swinging door, revolving, automatic)

(c) Full functionality test

(d) Service performed and parts used

(e) Amount of time worked

(f) Name of the technician performing the service

1.6.3. DELIVERABLES.

1.7. WASTE DISPOSAL. All trash and hazardous waste, generated as a result of PM, safety inspections, emergency or routine repairs, shall be disposed of off base, IAW the German Waste Disposal Law at no additional cost to the Government.

1.8. GENERAL INFORMATION.

1.8.1. QUALITY CONTROL. The Contractor shall have and maintain a written Quality Control Plan (QCP) to ensure maintenance, safety inspections and repair services are performed IAW this PWS. The Contractor shall have procedures to identify and prevent defective services from recurring. As a minimum, the Contractor shall have quality control procedures that address the areas identified in Paragraph 2, Services Summary. The Contractor shall submit the QCP in writing to the CO for acceptance within ten (10) business days after contract award. The QCP becomes a compliance document after acceptance by the CO.

1.8.2. HOURS OF OPERATION. Contractor’s hours of operations shall be IAW below table.

Saturdays, Sundays, & German and US Federal Holidays

24 hours

U. S. / German Federal Holidays. German and American holidays can be found at the following web address: https://de.usembassy.gov/holiday-calendar/

1.8.3. PERFORMANCE OF SERVICES DURING MILITARY EXERCISES OR OPERATIONS. Work stoppages may occur during the execution of this contract due to military exercises or operations. During these times, access to areas supporting the exercise or operation may be curtailed or denied. During scheduled and unscheduled exercises or operations, the Contractor shall be prepared to postpone performance in coordination with the COR until immediately after completion of the military exercise or operation.

1.8.4. UNACCEPTABLE PERFORMANCE. The Contractor will be given four (4) hours after notification to correct unacceptable performance. If deficiencies are not corrected within the required time frame, the COR will notify the Contracting Officer for action. The Contractor shall re-perform at no cost to the government. Any re-performance and/or unacceptable performance will be documented by the COR and may result in the Government seeking equitable price reduction or adequate consideration IAW Federal Acquisition Regulation (FAR) clause 52.212-4, Contract Terms and Conditions-Commercial Items due to acceptance of nonconforming services.

1.8.5. SECURITY REQUIREMENTS. The Contractor personnel shall comply with all requirements and procedures IAW AFFARS 5352.242-9000, Contractor access to Air Force Installations.

1.8.5.1. CONTRACTOR/EMPLOYEE BASE PASS AND IDENTIFICATION, SPECIAL CLEARANCES AND VEHICLE PASSES. The Contractors personnel shall obtain Base Entry Identification, Installation Common Access Card (ICAC). In order to obtain the ICAC the Contractor is required to submit a USAFE IMT 79 (Request for Base Entry Identification), Memo of Base ID request and the Security Questionnaire for simple security check as well as a Police Good Conduct Certificate (Polizeiliches Fuehrungszeugnis). USAFE IMT 79, Memo of Base ID request and the Security Question forms shall be provided by the 786 CES/CEOES COR. Contractor personnel shall take the USAFE Form 79, Memo of Base ID request along with certification of good personal conduct and the Security Questionnaire to Bldg #134 at Ramstein Air Base, to obtain the ICAC. Contractor Personnel shall only gain access to the KMC after the security check has been passed with positive result. It is the responsibility of the Contractor to collect and turn-in the ICAC to the COR within one week for personnel no longer employed.

1.8.5.2. ESCORT. The Contractor will be escorted for entry into Areas on Ramstein Air Base requiring escorted entry, as needed. Arrangements for escorts will be made by the COR.

1.8.5.3. SPECIAL QUALIFICATIONS. Contractor employees performing services shall be able to speak enough English to communicate on a basic level with on site personnel.

1.8.6. CONFORMANCE WITH ENVIRONMENTAL MANAGEMENT SYSTEMS.

The Contractor shall perform work under this contract consistent with the relevant environmental policy and objectives identified in the installation Environmental Management System (EMS) applicable for the contract. The Contractor shall perform work in a manner that conserves water, energy and other resources to the maximum extent feasible and ensure minimum production of waste as possible, giving preference to recycling and reutilization opportunities. Furthermore, the Contractor shall give preference to less toxic materials whenever available and still reliable for their work. In the event an environmental nonconformance or noncompliance of host nation and USAF environmental laws and regulations associated with the contracted services is identified, the Contractor shall take corrective and/or preventative actions. In the case of a noncompliance, the Contractor shall respond and take corrective action immediately. In the case of a nonconformance, the Contractor shall respond and take corrective action based on the time schedule established by the EMS Coordinator. In addition, the Contractor shall ensure that their employees are aware of the environmental management system on base and how these requirements affect their work performed under this contract. All on-site contractor personnel shall receive the installation EMS awareness level information.

1.8.6.1. CONFORMANCE WITH ENVIRONMENTAL REQUIREMENTS.

The Contractor shall perform all work in accordance with applicable German and US Air Force environmental laws, regulations and operating standards, including but not limited to the Final Governing Standards (FGS) for Germany. The Contractor shall be immediately capable of understanding and addressing environmental laws and regulations as they pertain to work performed under this contract. The FGS for Germany and other important environmental laws & requirements applicable for all Contractors working on base will be made available upon request.

1.8.7. DOD MISSION ESSENTIAL SERVICES DURING CRISIS. It is determined that none of the services as stated in this PWS are mission essential.

1.8.8. CONTRACTOR MANPOWER REPORTING. The Contractor shall report ALL Contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the PM with safety inspections and repairs of overhead and automatic opening doors via a secure data collection site. The Contractor is required to completely fill in all required data fields at http://www.ecmra.mil. Reporting inputs will be for the labor executed during the period of performance for each Government fiscal year (FY), which runs 1 October through 30 September. While inputs may be reported any time during the FY, all data shall be reported no later than 31 October of each calendar year. Contractors may direct questions to the CMRA help desk via hyperlink.

1.9. USES AND SAFEGUARDING OF INFORMATION. Information from the secure web site is considered to be proprietary in nature when the contract number and Contractor identity are associated with the direct labor hours and direct labor dollars. At no time will any data be released to the public with the Contractor name and contract number associated with the data.

1.10. USER MANUALS: Data for Air Force service requirements shall be input at the Air Force CMRA link. However, user manuals for government personnel and Contractors are available at the Army CMRA link at http://www.ecmra.mil.

2.0. SERVICES SUMMARY (SS). The SS provides information on contract requirements and the expected level of the Contractor’s performance. The contract service requirements are summarized in performance objectives. The performance threshold briefly describes the acceptable levels of service required for each requirement. These thresholds are critical to mission success. During the first 30 days of the contract, four errors on each –performance objective will be allowed in an effort to overcome normal phase-in problems (this applies when there is a change of Contractor only).

Performance Objective

PWS Paragraph

Performance Threshold

SS-1. Perform Preventive Maintenance:

Annual maintenance on overhead and automatic opening doors are performed timely and properly IAW this PWS using the equipment listing in Appendix C and D.

SS-2. Perform Safety Inspections:

Annual safety inspections on overhead and automatic opening doors are performed timely and properly IAW this PWS using the equipment listing in Appendix C and D.

SS-3. Perform Routine Repair:

Routine repairs are performed properly and within times specified on overhead and automatic opening doors.

SS-4. Perform Emergency Repair:

Emergency repairs are performed properly and within times specified on overhead and automatic opening doors.

SS-5. Routine and Emergency Repair Reports:

Provide Submittals, Schedules and Reports: Submittals, Preventive Maintenance Schedules, and Reports provided are complete, accurate, and delivered within time specified.

1.6.2 including its sub-paragraphs No more than 6 late, incomplete or inaccurate submittals/schedules/reports per month

3.0. GOVERNMENT FURNISHED PROPERTY AND SERVICES. The government will provide electricity to the Contractor to perform services identified in this PWS.

4.0. APPENDICES.

C. Current Overhead Door Equipment List D. Current Automatic Opening Door Equipment List

Appendix A

OVERHEAD DOORS ESTIMATED WORKLOAD DATA PER YEAR

ESTIMATED QUANTITY

(average of 5 hours per call)

(average of 3 hours per call)

NOTE:

(a) Each routine repair service call for Overhead Doors is estimated to be 5 hours. The Contractor shall invoice and will be paid by service call, regardless of the actual duration of the repair work per call. If the actual hours worked exceed the total estimated hours for Routine Repair in Appendix A, Estimated Overhead Doors Workload Data Per Year, by more than 10% at the end of the performance period, upon the request of the Contractor, an adjustment may be made for the hours worked in excess of the 10%, in accordance with clause DFARS 252.243-7002, Request for Equitable Adjustment. The basis for the adjustment are the total estimated hours for Routine Repairs in Appendix A, Estimated Overhead Doors Workload Data Per Year

(b) Each emergency repair service call for Overhead Doors is estimated to be 3 hours. The Contractor shall invoice and will be paid by service call, regardless of the actual duration of the repair work per call. If the actual hours worked exceed the total estimated hours for Emergency Repair in Appendix A, Estimated Overhead Doors Workload Data Per Year, by more than 10% at the end of the performance period, upon the request of the Contractor, an adjustment may be made for the hours worked in excess of the 10%, in accordance with clause DFARS 252.243-7002, Request for Equitable Adjustment. The basis for the adjustment are the total estimated hours for Emergency Repairs in Appendix A, Estimated Overhead Doors Workload Data Per Year

Appendix B

AUTOMATIC OPENING DOORS ESTIMATED WORKLOAD DATA PER YEAR

ESTIMATED QUANTITY

(average of 5 hours per call)

(average of 3 hours per call)

NOTE:

(a) Each routine repair service call for Automatic Opening Doors is estimated to be 5 hours. The Contractor shall invoice and will be paid by service call, regardless of the actual duration of the repair work per call. If the actual hours worked exceed the total estimated hours for Routine Repair in Appendix A, Estimated Automatic Opening Doors Workload Data Per Year, by more than 10% at the end of the performance period, upon the request of the Contractor, an adjustment may be made for the hours worked in excess of the 10%, in accordance with clause DFARS 252.243-7002, Request for Equitable Adjustment. The basis for the adjustment are the total estimated hours for Routine Repairs in Appendix A, Estimated Automatic Opening Doors Workload Data Per Year

(b) Each emergency repair service call for Automatic Opening Doors is estimated to be 3 hours. The Contractor shall invoice and will be paid by service call, regardless of the actual duration of the repair work per call. If the actual hours worked exceed the total estimated hours for Emergency Repair in Appendix A, Estimated Automatic Opening Doors Workload Data Per Year, by more than 10% at the end of the performance period, upon the request of the Contractor, an adjustment may be made for the hours worked in excess of the 10%, in accordance with clause DFARS 252.243-7002, Request for Equitable Adjustment. The basis for the adjustment are the total estimated hours for Emergency Repairs in Appendix A, Estimated Automatic Opening Doors Workload Data Per Year

APPENDIX C – CURRENT OVERHEAD DOOR LIST

RAB Total:

KMCC TOTAL

Vogelweh TOTAL:

E'Hof TOTAL:

Kapaun TOTAL:

Landstuhl TOTAL

Bann TOTAL

CTS TOTAL

MFH TOTAL

Out Door Reck

Out Door Reck

Out Door Reck

Out Door Reck

Out Door Reck

Out Door Reck

Macaroni Grill

Chili's too

SVS TOTAL

AMXS TOTAL

APS TOTAL:

APPENDIX D – CURRENT AUTOAMTIC OPENING DOOR LIST

Total of Automatic Opening Doors: 78

MODEL/TYPE

RAMSTEIN

Officer Club

Officer Club

Ramstein Inn

Ramstein Inn

USAFE Conf. Ctr.

USAFE Conf. Ctr.

Post Office

Post Office

Post Office

Post Office

Billeting

Bldg 538 Billeting

Billeting

Hercules Theater

Hercules Theater

Finance

Post Office (Disabled Entrance)

LGMD

LGMD

LGMD

LGMD

LGMD

LGMD

LGMD

LGMD

LGMD

Legal Office

Legal Office (Disabled Entrance)

NCO Club

VOGELWEH

(Disabled Entrance)

Bowling Center

Bowling Center

KAPAUN

Lindbergh Hall

Lindbergh Hall

Lindbergh Hall

E-HOF

LANDSTUHL

KMCC