PWS.doc

PERFORMANCE WORK STATEMENT (PWS)

MAINTENANCE OF

AUTOMATIC FIRE DETECTION/SUPPRESSION SYSTEMS

AVIANO & GHEDI (BRESCIA) AIR BASES, ITALY

May 2008

PERFORMANCE WORK STATEMENT

MAINTENANCE OF AUTOMATIC FIRE DETECTION/SUPPRESSION SYSTEMS

AVIANO & GHEDI (BRESCIA) AIR BASES

1. SCOPE OF SERVICES.

1.1. The Contractor shall provide all qualified labor, supervision, tools, supplies and equipment necessary to maintain Fire Alarm and Suppression systems at Aviano and Ghedi Air Bases, including transmitting system consisting of two MONACO D5000 computers (located at Bldg 1434 and Bldg 218) and almost 220 peripheral units installed at Aviano AB and eight automatic dialers at Ghedi AB The Contractor shall also be responsible for maintaining and updating Air Force property records for the systems under this contract, by recording all of his activities/interventions on the systems. Each system property record shall be constantly updated within 3 days from service performed activities. Generate basic documentation (schematic drawings, schematic diagrams, system maintenance and operating manuals) where missing, update generated documentation as required above. The property records, including any schematic drawings or diagrams shall be delivered to the Contracting Officer within 10 days from date of expiration of the contract. Property records to deliver to the Contracting Officer shall be a printed version in 4 copies and electronic version in 2 copies.

1.2. The objective of this performance based maintenance service is to ensure maximum fire alarm and suppression system reliability and efficiency through quality maintenance activities as well as to enable management to appraise systems conditions through current and reliable property records. Facility closures, activity/occupancy limitations or fire watches due to unreliable, inefficient or inoperable systems shall be prevented to the maximum extent possible and directly reflect on the quality of services provided considering age/life cycle of the systems, facility environment etc. (example: excellent maintenance service activities should result in no systems reliability, efficiency or operability issues and consequently no facility closures, limited activity/occupancy or fire watches).

1.3 Furthermore, as determined necessary by the U.S. Government, the Contractor shall be required to perform extra-ordinary maintenance, repair and modifications of existing systems.

1.4. The Contractor shall render services in compliance with the following:

1.4.1 Detection systems of all Facilities (Industrial, Civil, Hospital, and Hazardous Facilities) : UNI 11224, March 2007

1.4.2 In addition to service required at paragraph 1.4.1 systems at Medical Treatment Facility Bldg 121 shall be inspected as per: NFPA 72-1999, 25-1998, 10-1998, 90A-1999, 80-1999.

1.4.3. Suppression systems of all facilities shall be maintained in accordance with the following:

1.4.3.1 Water based systems - NFPA 25 2008 version.

1.4.3.2 Gas Agents, Inert Gases Total Floating Systems - NFPA 12A, 2004 version.

1.4.3.3 Dry or Wet Chemical systems - NFPA 17 and 17A, 2002 versions.

1.5. Non UNI or NFPA Required Services. The Contractor shall perform the following services upon request of the U.S. Government. These services are not limited to facilities listed in Appendix A but for facilities anticipated to be added to Appendix A.

1.5.1 Activation of Radio Transmitter at facility and pertinent Monaco computer.

1.5.2 Emergency response to all facilities of Appendix A and as subsequently added to the contract.

2. SERVICES AND FREQUENCIES

2.1 At all facilities the services and frequencies shall be in accordance with the following:

2.1.1 Detection Systems all facilities with

UNI 11224, Table 1 standard and subject to the following exceptions:

2.1.1.1 Initial verification. Appendix B provides information concerning the condition status of the systems; therefore the Contractor shall accept this information as the” initial verification” indicated in UNI 11224 standard. For new facilities this initial verification shall be provided as foreseen by the above cited standard upon Government acceptance of a new facility or system and added to Appendix A herein.

2.1.1.2 Visual Inspection. Not Required (performed by U.S. Government).

2.1.1.3 Ordinary Maintenance. As needed. Only parts with a unit value of Euro 20.00 or less shall be the responsibility of the Contractor.

2.1.1.4 Extraordinary Maintenance. Shall be performed by the Contractor on a case by case basis as authorized by the Contracting Officer. The Contractor shall be responsible for developing and submitting a price/cost proposal when requested by the Contracting Officer or his duly appointed representative. The Contractor shall submit the price/cost proposal to the U.S. Government within 5 work days from the request of the Contracting Officer or his duly appointed representative. The Contractor may submit a price/cost proposal on his own initiative upon discovery of a malfunction that has compromised the function of the system to such a degree that it could require closure of the facility. In these cases the Contractor shall advise immediately Quality Assurance Personnel (QAP) and the FPO (Fire Prevention Office) of the system function compromise.

2.1.1.5 System Overhaul/Revision. As determined by the U.S Government based on the age of the system and condition. This service shall be performed by the Contractor only as authorized by the Contracting Officer on a case by case basis. The Contractor shall be responsible for developing and submitting a price/cost proposal when requested by the Contracting Officer or his duly appointed representative. The Contractor shall submit the price/cost proposal to the U.S. Government within 5 work days from the request of the Contracting Officer or his duly appointed representative.

2.2 Suppression systems. All service frequencies in NFPA standards listed as annual or at more frequent intervals shall be performed semi-annually. All services in the NFPA standards listed with intervals greater than annual shall be performed only when requested by the Contracting Officer.

2.2 Medical Treatment Facility Bldg 121. The task and frequencies of services shall be in accordance Appendix C EC 5.40 resulting on Frequency Summary (Appendix D).

3. EMERGENCY RESPONSE.

3.1 Definition: An emergency is defined as any system/s operational or efficiency condition that impairs it’s capability to function as foreseen and which constitutes an immediate safety hazard for operating personnel or US Government property.

3.2 The Contractor must provide and maintain current emergency contact numbers/communication means for Aviano AFB and Ghedi. The Contractor shall only respond to emergency calls placed by individuals authorized by the Contracting officer. The emergency contact numbers/communication means shall be provided by the Contractor to the Contracting Officer and QAP within 5 days of award of the contract.

3.3 The Contractor must provide emergency response within 1 hour for Aviano AFB and 6 hours for Ghedi, in order to troubleshoot and repair systems. This type of service must be guaranteed 24 hours a day, 7 days a week. If restoration of the system to normal operation/reliability or a temporary interim repair is not feasible in reasonable time (not to exceed 8 hours) the Contractor shall so notify the Dispatch Room Operator (DRO) and Facility Manager (FM). The QAP shall be notified the first work day following the emergency response with details of the malfunction and/or inability to restore system’s function as well as any associated timeline for either a temporary or permanent repair. Historical workload data: average of 200 calls per year

3.4 The Contractor shall replace defective components up to a maximum of Euro 150.00 per call per facility. Nevertheless the Contractor shall ensure that the aggregate amount of replacement components shall not exceed funds available of the contract. In the event sufficient funds are not available under the contract, the Contractor shall so advise the DRO.

4. COORDINATION REQUIREMENTS

4.1 The Contractor shall submit a work schedule for all services under this contract except for emergency calls, extraordinary maintenance and system overhaul/revision. This schedule, by facility number, shall be for all activities planned to be performed on a monthly, quarterly, semi annual and annual basis. The schedule shall be submitted in 3 copies to the Contracting Officer within 15 days of award of the Contract and subsequently for each year.

4.2 Regardless of the work schedule, the Contractor shall coordinate with the Facility Manager (FM) and the Fire Department (FD) 5 working days in advance of any planned activities under this contract except for response to emergency calls. Coordination of maintenance activities is necessary to ensure building occupants and affected response forces are aware on alarms that may be activated for appropriate action.

4.3 All systems are linked to the Emergency Dispatch Center (EDC) and the Contractor shall notify the Dispatch Room Operator (DRO) anytime an operational test is to be conducted.

4.4 Upon maintenance activity completion the Contractor shall notify the FM and DRO that all systems are back to normal operating condition.

4.5 Notification of the FM for emergency call response shall be the responsibility of the FD.

4.6 A list of FM's and Dispatch Room Operator with contact information shall be provided by the QAP within 5 days of award of this contract and updated information will be provided to the Contractor on an as needed basis.

5. REPORTING NON FUNCTIONAL/NON RELIABLE SYSTEMS.

Except for emergency responses, the Contractor shall immediately notify the QAP and FPO of any problem or discrepancy found that will compromise normal operating conditions or system reliability. The notification to the QAP will include system failure details and proposed solution, repair time line and price should the components exceed the unit cost of paragraph 2.1.3 above.

6. TECHNICAL ASSISTANCE.

When requested, the Contractor shall provide qualified technical assistance:

6.1 To the FPO to determine system conditions and provide QAP and FPO with printed and electronic copy of operating procedures and instructions to restore a system to normal conditions after an activation.

6.2 To survey, evaluate and generate operational manuals and/or system facility records and provide paper and electronic copies to the Contracting Officer in the respective quantities requested.

7. MATERIAL DIPOSAL AND FACILITY CLEANLINESS.

The Contractor shall transport and dispose of all materials, replacement parts and refuse resulting from his service activities, at an off-Base authorized disposal sites. Disposal shall be in accordance with all applicable Host Nation Laws and Regulations for types and categories of products. The Contractor shall be responsible for any permits, fees or any other cost associated with the use of off-base disposal sites. After work completion, each facility must be restored to original conditions, free of materials or any type of debris.

8. SERVICE REPORTS AND SUBMITTAL TIMES.

8.1 The Contractor shall furnish reports in dual language for each service task and emergency response performed per facility. There shall be no consolidation of service activities per facility or per type of service task. Report formats shall be as follows:

8.1.1 Detection system. All facilities Report shall follow the formats of appendices A and B of UNI 11224 appropriately modified to reflect text and entries in the English and Italian languages for detection systems and NFPA 25 2008 version for suppression systems.

8.1.2 Additional inspections required at Medical Treatment Facility Bldg 121:

Quarterly, semi-annual and annual certifications shall be in the English language as specified in EC 5.40 for facility accreditation and in the formats of Appendix E.

8.1.3 Suppression systems. As per applicable NFPA documents cited in paragraph 1.4.3 above.

8.1.4 Emergency Response. Shall bear the heading “EMERGENCY RESPONSE” and be in dual language text and entries as well as including the following information:

- Date/time request was received and name of requestor;

- Time technician arrived and departed the facility,

- building number;

- Any information/indications that DRO provided;

- Annotation of Fire Department representative presence at facility, if any;

- Time required for troubleshooting, corrective measures, outstanding corrective actions at time of facility departure;

- List of replaced components (if any).

8.2 Submittal times shall be as follows:

8.2.1 Within the first 5 work days of each month, the Contractor shall submit to the Government all service task reports/documentation performed during the preceding month, 8.2. Emergency response. The report shall be furnished to the QAP the first work day following the response.

9. SERVICE SUMMARY (SS). The Contractor service requirements are summarized into performance objectives that relate to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each objective. These thresholds are critical to mission success.

Performance Objective

Facility closures, limited activity/occupancy or fire watches imputable to maintenance activities:

- facility closure

- limited activity/occupancy

- fire watches

No more than 1 work day per month per facility

No more than 24 hrs per month

. Emergency response to all facilities of Appendix A and as subsequently added to the contract.

- 1 hour for Aviano AB;

- 6 hour for Ghedi AB

Service reports

a. Formats

b. Submittal within 5 working days

c. Emergency response

No more than 1 discrepancy per month

No more than 1 discrepancy per month

10. GOVERNMENT FURNISHED PROPERTY AND SERVICES.

a. US Government shall provide access to existing/commonly available utilities to include electricity, water and toilets for the Contractor’s use in executing requirements of this PWS.

b. Systems Real Property Records (Paper or Electronic)

c. Storage Space limited to no more than 20 Sq. Mt and in a single facility/area

d. Facility Manager List

e. Computer Operator’s Manual

f. Mechanical Room Keys

11.GENERAL INFORMATION.

11.1 RESTRICTED AREAS. Restricted areas (fenced areas, facilities, storages, or mechanical rooms) are places requiring unauthorized personnel to be escorted and controlled all times. Due to military exercises, or other military activity, the Contractor could encounter particular controls and time delays while gaining access to systems located inside restricted areas. In this case, unproductive time shall be at no additional cost to the US Government. The Contractor must properly coordinate in advance with Facility Managers, and if necessary re-schedule performance. The Contractor shall submit a request for an adequate number of escorts to accomplish services in these areas and specify the duration of the escorts requirement. Employees shall remain with the escorts at all times and abide by instructions of the escorts including facility evacuation.

11.2 QUALITY CONTROL PLAN (QCP). The contractor shall develop and maintain a quality control program to ensure maintenance services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. As a minimum, the contractor shall develop quality control procedures addressing the areas identified in Paragraph 8, Service Delivery Summary (SDS). The contractor shall establish and maintain a complete QCP that ensures professional maintenance services are performed IAW this contract, applicable laws and regulations to reach the objective stated in paragraph 1.a herein. The QCP should address all aspects of quality to include the responsibility for surveillance, description of records to be kept, and corrective actions to be taken to remedy unsatisfactory performance. A copy of the contractor's QCP shall be submitted within 10 days of contract award. Proposed changes to the plan shall be provided to the CO prior to implementation.

11.3 METRICS. Metrics are management products in the form of report (written or graphical) containing essential and factual information and data/statistics on the type, quantity, timeliness, and quality of contract services performed. Overall, they objectively depict effectiveness in meeting contract requirements and objectives. Negative trends should be accompanied by information specifying the types of action the contractor intends to take to correct deficiencies and prevent their recurrence. This shall include the method for identifying and preventing defects in the quality of service performed before the level of performance becomes unacceptable. The Contractor metrics and results of the above comparisons shall be utilized by the Contracting Officer in the determination whether provided services are satisfactory or otherwise and whether maximum use recycled products is made.

The contractor shall provide the CO a list, in dual copy, of the proposed management metrics within 10 days of contract award. At the end of each month, the contractor shall furnish to the CO two (2) copies of the monthly metrics. The CO reserves the right to request the contractor to change type and format of metrics if these do not objectively and effectively reflect actual quantity, timeliness, and quality of the services performed. The CO reserves the right to compare contractor metrics against other government obtained information, such as, but not limited to, customer complaints, QAP service inspection findings, or work performance observations. The contractor metrics and results of the above comparisons shall be utilized by the CO in the determination whether provided services are satisfactory or otherwise.

11.4 KEY CONTROL SYSTEM. Establish and implement a key control system, to ensure keys issued to the contractor are not lost, misplaced, or used by unauthorized persons. The contractor shall establish a log to show facility, name signing out/in the key, date and time out/in and any other pertinent information necessary to control keys. The contractor shall not duplicate any keys issued by the government.

Lost Keys. The contractor shall immediately report to the QAP or the CO any occurrences of lost, unauthorized use, or unauthorized duplication of keys.

Re-Keying or Replacement. In the event keys other than master keys are lost or duplicated, the contractor shall be required, upon written direction of the CO, to re-key or replace the affected lock or locks without cost to the government. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the government and the total cost of the re-keying effort will be deducted from the monthly payment due to the contractor.

11.5 CONTRACT MANAGER. The Contract manager (CM) or representative(s) shall be available during normal duty hours within four (4) hours to meet on the installation with the Contracting Officer or QAP to discuss problematic areas. Phone numbers of the CM or alternates contact information shall be provided to the CO and the QAP no later than the day prior to initiation of the service. The CO and QAP must be notified within 5 working days in writing when changes in the personnel and/or contact information occur.

11.6 ENGLISH LANGUAGE REQUIREMENTS. The Contractor’s emergency call center personnel as well as one (1) person per maintenance team shall have a good command of the English language in order to properly and independently coordinate services with US Government personnel. This language requirement shall also apply for the Contract Manager or authorized representative.

11.7 GOVERNMENT REMEDIES. The Contracting Officer shall apply monetary deductions for services not satisfactorily performed or re-performed, where re-performance is feasible, or unacceptable trends of re-performance indicating an ineffective Contractor Quality Control Program.

11.8 GOVERNMENT QUALITY ASSURANCE. QAP will evaluate the contractor’s performance through on-site inspections of the contractor's quality control program and receipt of complaints from base personnel. The Government may inspect each task as completed or increase the number of quality control inspections due to repeated failures discovered during quality control inspections or repeated customer complaints. Likewise, the QAP may decrease the number of quality control inspections if performance dictates. The QAP will also receive and investigate complaints from various customers located on the installation. The contractor shall be responsible for initially validating customer complaints. However, if the Contractor’s personnel challenge the validity of the customer complaint(s), the QAP shall be advised for a final recommendation to the Contracting Officer.

11.9 PERFORMANCE EVALUATION MEETING. The Contract Manager (CM) may be required to meet with the CO, Contract Administrator (CA), QAP, Multi-Functional Team (MFT) and other government personnel as necessary. The contractor may also request a meeting with the CO when the contractor believes such a meeting is necessary. Meeting minutes shall be recorded and signed by the CM, CO, and CA, and included in the contract file.

11.10 SERVICE PERFORMANCE (Not Applicable to Emergency Calls).

Unless otherwise approved by the CO, the Contractor must schedule all services required by this contract between 0800 and 1700, Monday through Friday.

At beginning of each calendar year the CO will provide an updated list of American and Italian Holidays.

The Contractor is not required to provide maintenance services on the following American and Italian holidays:

a. AMERICAN HOLIDAYS

New Year’s Day

January 1

Martin Luther King’s Birthday 3rd Monday in January

President’s Day 3rd Monday in February

Memorial Day Last Monday in May

Independence Day July 4

Labor Day 1st Monday in September

Columbus Day 1st Monday in October

Veteran’s Day November 11

Thanksgiving Day 4th Thursday in November

Christmas Day December 25

b. ITALIAN HOLIDAYS

New Year’s Day January 1

Epiphany January 6

Easter Monday

Aviano local patron Saint’s Day March 31

Liberation Day April 25

Italian Labor Day May 1

Republic Day June 2

Assumption Day August 15

All Saints November 1

Immaculate Conception December 8

Christmas Day December 25

Saint Stephen Day December 26

NOTE: American holidays falling on a Saturday are observed on the previous Friday. American holidays falling on a Sunday are observed on the following Monday

11.11 SAFETY. The contractor shall comply with Air Forces safety and health standards specified in AFI 91- 301 and applicable Italian laws 626, and regulations while performing services under this contract.

11.12 WORKLOAD ESTIMATES: AS PER APPENDICES Aand D

11.13 APPENDICES.

Appendix A - Fire Alarm and Suppression Systems Appendix B - Systems Conditions Status Appendix C - Hospital EC 5.40 Standards Appendix D – Hospital Frequency Summary

Appendix E - Maintenance Procedures Report Formats