FA5682-14-T-0001_PERFORMANCE_WORK_STATEMENT.pdf

31 March 2014

PERFORMANCE WORK STATEMENT

FOR FIRE SYSTEMS

AT THE AVIANO AND GHEDI (BRESCIA) AIR BASES, ITALY

PERFORMANCE WORK STATEMENT (PWS) FOR FIRE SYSTEMS

AT THE AVIANO AND GHEDI (BRESCIA) AIR BASES

1. DESCRIPTION OF SERVICES.

1.1 OBJECTIVE. The objective of this service contract is to ensure maximum Fire Systems reliability and efficiency at the Aviano and Ghedi Air Bases. Fire Systems include Fire

Detection, Fire Suppression, Fire Warning, and Fire Notification Systems. Facility closures, activity/occupancy limitations, or fire watches due to unreliable, inefficient or inoperable systems must be prevented to the maximum extent possible and will directly reflect on the quality of services provided under this contract.

1.2 GENERAL. The Contractor shall provide all supervision, tools, supplies, equipment, transportation, labor, and management necessary for the Mandatory Inspection, Mandatory

Testing, Mandatory Maintenance, Smoke Detector Cleaning, Monaco System Maintenance, Extraordinary Maintenance Requests, Service Calls, and Technical Assistance pertaining to the

Fire Systems at the Aviano and Ghedi Air Bases, in accordance with the requirements specified in this PWS. The fire systems, buildings, and facilities requiring Contractor Services are indicated in the PWS Appendices. When the Contractor completes its service on a system or piece of equipment, that system or piece of equipment must be free of missing components and defects which would prevent it from functioning as originally intended and designed.

1.2.1 STANDARDS. All workmanship must meet the standards specified herein and be accomplished in accordance with applicable industry standards, equipment manufacturers guidelines, applicable regulations, and applicable laws. Standards include, but are not limited to the United States Unified Facilities Criteria (UFC), and Ente Nazionale Italiano di Unificazione

(UNI) Codes. If a United States standard is more stringent and does not violate the Italian standard, then the Contractor must perform its work in accordance with the U.S. standard.

Specific attention should be given to the requirements of the following standards and any subsequent revisions: UFC 3-600-01, 3-601-02; NFPA 11, 11A, 13, 14, 15, 16, 17,17A, 20, 25, 70, 72, 96, 101, 204, 409, 2001; and UNI 9494, 9994, 9795, 11198, 11224, 11280, 12416, 12845, 13306, 13565; Legge 818/1984, D.Lgs. 81/2008, D.Lgs. 37/2008, D.Lgs. 106/2009, D.P.R.

37/1998, D.P.R. 151/2011, D.P.R 547, D.M. 64/1998, D.M. 20/2012, Circolare del Ministero degli Interni VVF n. 1324 del 7 Febbraio 2012.

1.2.2 WARRANTY. The Contractor must take no action to void any Installer Warranty and

Manufacturer Warranty without written approval from the Contracting Officer Representative

(COR). All defects in material or workmanship found by the Contractor shall be reported to the

COR, at the time they are discovered. All the services, materials, and spare parts furnished by the

Contractor for the performance of this contract shall be covered by a two (2) year warranty. The

Contractor’s warranty with respect to work repaired or replaced must run for two (2) years from the date of repair or replacement.

1.2.3 WATER BASED SUPPRESSION SYSTEMS. These systems include, but are not limited to all associated equipment such as: tamper switches, pressure switches, flow switches, interfacing modules, fire pumps, tanks, liners, bladders, and compressors. The Contractor’s service responsibility normally starts at the First Control Valve downstream of the system

Backflow Preventer, to include that control valve and all suppression systems downstream of it.

1.2.4 FIRE ELECTRICAL SYSTEMS. The Contractor must service all the electrical system components associated with the Fire Systems indicated in the PWS Appendices. Specifically, the electrical connections required to operate the systems shall be maintained back to the source of electricity, up to, but not including circuit breakers and disconnects. Electrical wires (other than telephone lines) connecting remote station systems shall be maintained throughout the system. The Contractor is responsible for providing service to all electrical system components connected to or monitored by the Fire Alarm Control Panel. Some suppression systems have electrical system components which are further upstream of the First Control Valve. The

Contractor is responsible for servicing and maintaining all back up power system components which are connected to the Fire Systems.

1.2.5 FOAM/WATER SYSTEMS. Foam/Water based Fire Suppression Systems may include a releasing control panel, detection, and water supply (fire pumps, water storage tanks, etc…), wet-pipe sprinkler, and pre-action sprinkler systems as part of an integrated protection scheme. All such systems must be serviced as part of the Foam/Water based Fire Suppression

Systems.

1.2.6 CLEANUP. During and at completion of all service, debris shall not be allowed to spread unnecessarily into adjacent areas nor accumulate in the service area itself. All such debris, excess material, and parts shall be cleaned up and removed by the Contractor at the completion of the service and at the end of each day the service is in progress. The Contractor must dispose of all debris in accordance with all applicable Italian and United States Air Force

Laws and Standards, and submit the required corresponding documentation to the COR accordingly.

1.2.7 REPLACEMENT, UPGRADE, RENOVATION. During the term of the contract, the

Government may replace, renovate, and improve systems at the Government’s expense and by means not associated with this contract. All replaced, improved, updated, modernized, or renovated systems and equipment shall be maintained and serviced by the Contractor at no additional cost to the Government unless such changes result in an increase or decrease in contract requirements. Changes resulting in an increase or decrease in contract requirements will be addressed by written agreement of the parties.

1.3 MANDATORY INSPECTION, TESTING, MAINTENANCE SERVICE. The

Contractor shall provide Mandatory Inspection, Testing, and Maintenance (ITM) Service to all

Fire Systems and Equipment indicated in Appendix A, so that they are continuously complete, reliable, and in safe operating condition as originally designed and intended. Additionally, the

Contractor must provide Mandatory ITM Service to all electrical system components directly connected to or monitored by the Fire Alarm Control Panel for the suppression systems indicated in Appendix C.

1.3.1 SERVICE REQUIREMENTS. Unless indicated otherwise in this PWS, Mandatory

ITM Service and Frequency must be in accordance with the most stringent requirements of the

UFC 3-601-02 Standards and applicable UNI Standards for a 12 year period. The Contractor must schedule all 6 to 12 year Mandatory ITM Service requirements to occur during the first year of the contract, Base Period. Appendix B is a summary of the common Mandatory ITM

Service and Frequency requirements based on these standards. The Government makes no representation as to the completeness and accuracy of Appendix B, and it is the Contractor’s responsibility to provide the Mandatory ITM Service based on the most stringent requirements of the applicable standards. If a Fire System or system component is not specifically addressed in the UFC 3-601-02 Standard or in this PWS, then Contractor will provide service in accordance with the most stringent requirements of the NFPA and UNI Standards.

1.3.2 AGENT REPLACEMENT. The Contractor must recharge and return to full service all foam, gas, and chemical based fire-extinguishing systems after use, and as required for

Extraordinary Maintenance and Mandatory Inspection, Testing, and Maintenance (ITM)

Services. The Contractor’s Mandatory ITM Service includes providing and replacing all fire suppressing agents, and hydrostatic testing all cylinders in accordance with the most stringent requirements of the applicable NFPA and UNI Standards. Agent replacements will be reimbursed under the cost-reimbursable Material line item. Aqueous Film Forming Foams

(AFFF) must meet United States Military Specification, and high expansion foam must be from the specific manufacturer approved by the equipment manufacturer. The Contractor is not allowed to mix high-expansion concentrate from different manufacturers. The Contractor must retain all empty containers used under this contract until verified by COR. All engine oil and other lubricants shall be of a type approved by the equipment manufacturer and provided by the

Contractor. Furthermore, the Contractor shall provide the Government all Material Safety Data

Sheets for any hazardous chemicals and fire suppressant agents, so they may be assigned

HAZMAT authorization numbers.

1.3.3 SMOKE DETECTOR CLEANING. As part of the Mandatory ITM Service, the

Contractor must clean all smoke detectors in accordance with requirements for the type of detector, Addressable or Conventional.

1.3.3.1 ADDRESSABLE SMOKE DETECTOR. The Contractor must clean all

Addressable Smoke Detectors that indicate more than 49% unclean/dirty at the Fire Alarm

Control Panel. This service requires the Contractor to download and print, before and after cleaning, the Smoke Detector Status Report from the Fire Alarm Control Panel. The report shall be annotated to indicate the facility number and the report generation date. The Contractor will submit the report in electronic and paper copy with the first Service submittal of each month.

1.3.3.2 CONVENTIONAL SMOKE DETECTOR. Each contract period (Base Year, Option Year 1, etc…), each conventional smoke detector must be cleaned at least once.

Additional cleaning may be necessary if the smoke detector becomes dirty after the initial cleaning and starts to malfunction. The Contractor must provide a written certification letter stating that all the conventional smoke detectors in a facility have been cleaned during the contract period. In addition to this letter the Contractor must provide a map of each facility indicating facility number, location of detectors, and date detectors were cleaned. The Contractor and COR will determine the appropriate format for the map and labeling method after contract award.

1.3.4 MONACO SYSTEM. As part of the Mandatory ITM Service, the Contractor must have a technician qualified to maintain and repair the Aviano Air Base Fire Alarm Control Panel

Communication System consisting of Monaco Enterprises Inc. (U.S. Brand) equipment, along with all related components, in accordance with all Manufacture Guidelines and the following

Subparagraphs. This radio frequency based communication system is commonly referred to as the Monaco System by the Aviano Air Base personnel. The system components consists of transceiver equipment; 2 computers (Primary and Auxiliary) at separate facilities; transmitter assemblies (Monaco Unit, Antenna, Grounding Unit, Connections, Cables, etc…) at each facility in the system; and all other related components. The Contractor’s qualified technician must be capable of troubleshooting: landline connections between the computers; transducers for radio transmissions; and computer software and hardware. Upon request by the COR, the

Contractor will backup data onto the computer hard drive and Computer Disc(s) (CD), and clear the same data accordingly. Contractor must coordinate with the Aviano Air Base Fire

Department to gain access to or work on the Monaco Computer and Transmission Equipment.

1.3.4.1 SEMIANNUAL MONACO SERVICE. The Contractor will semiannually inspect, test, and maintain the Monaco System centralized Computer and Transmission Systems and

Equipment. The Contractor must disconnect the primary power supply; verify the backup power supply immediately activates; and verify the backup power supply keeps the system and equipment active for at least one hour. Additionally, the Contractor will verify that the primary and backup voltages remain within manufacture mandated tolerance values. The Contractor must clean all related equipment in accordance with manufacture guidelines.

1.3.4.2 COMPUTER TRANSFERABILITY. As part of the Semiannual Monaco Service, the Contractor must test and verify the transferability of the Monaco Computers. This requires the Contractor to switch the Primary and Auxiliary roles of the two computers. The Contractor will generate a status report via the designated Primary computer before and after the switch to document the test. The Contractor will then review the reports to verify they are identical. If there are discrepancies in the reports, then the Contractor will contact the COR immediately for further direction. Any documentation generated from this process must be submitted in conjunction with the first Service Submittal of the subsequent month.

1.3.4.3 TRANSMISSION EQUIPMENT. As part of the Semiannual Monaco Service, the

Contractor must test and verify that the transmission power corresponds to the manufacturer’s recommended level and that no distorted signal or harmonics are transmitted. Additionally, the

Contractor must: check reception sensitivity to comply with the manufacturer’s guidelines;

measure the reception signal in decibels (dB); and check the battery charger current. The contractor will perform all the above with primary power supply, and again with just the battery backup supply.

1.3.4.3 CLEANING. As part of the Semiannual Monaco Service, the Contractor must clean all the equipment associated with the Monaco System at the Primary and Auxiliary centralized monitoring locations. This cleaning must be in accordance with all applicable Manufacturer

Cleaning Guidelines and UNI Standards. At a minimum this service must remove the dust and debris from the equipment, inside an out.

1.3.4.4 FACILITY UNITS. The Contractor shall schedule the Mandatory ITM Service of each facility unit, primary power supply, and backup power supply to coincide with the

Mandatory ITM Service for the Fire Alarm Control Panel. Also, the Contractor is responsible for programming the units at each building facility indicated in the PWS Appendices. Prior to programming or activating a unit, the Contractor must input the necessary unit and facility information (address, zones, etc…) into the Monaco Computer Database.

1.3.5 DEFICIENCY. A deficiency is any problem or malfunction with a fire system that prevents the system from performing optimally. The Contractor must notify the Government of all the deficiencies it discovers in a facility via the System Service Report. If correction of the deficiency is within the scope of the Contractor’s Mandatory ITM Service, then it must correct the deficiency as soon as possible at no additional cost to the Government. (Example: Smoke

Detector was dirty so it was cleaned by Contractor.) If the Contractor is unsure that a deficiency is in scope or not, then it will consult the COR by telephone, in person, or email. If out of scope, then any corrective action by the Contractor is considered Extraordinary Maintenance.

(Example: Smoke Detector requires replacement.) If the Contractor believes it is more cost effective and timely to execute the corrective Extraordinary Maintenance during the current service visit, then it shall notify the COR by telephone for authorization to proceed. If in agreement, the COR will generate an Extraordinary Maintenance Request accordingly.

1.3.5.1 NON FUNCTIONAL / NON RELIABLE SYSTEMS. If the Contractor discovers a deficiency that will compromise normal operating conditions or system reliability, then it must notify the COR by telephone immediately. If the Contractor is unsure that a deficiency requires immediate notification or not, then it should notify the COR anyway. If the Contractor is unable to notify the COR, then it must notify the Aviano Air Base Fire Department (list to be given by Government within 10 days after contract award) or designated Government

Representatives. (Example: Fire Alarm Control Panel is not operational and requires replacement.)

1.4 EXTRAORDINARY MAINTENANCE. Extraordinary Maintenance is maintenance or repairs which are not required per the paragraph titled “MANDATORY INSPECTION, TESTING, MAINTENANCE (ITM) SERVICE,” and associated subparagraphs. This service is necessary to bring a system or piece of equipment up to the optimal operating condition, which includes associated operational checks and work site cleanup once complete. When possible, Extraordinary Maintenance shall be executed during normal Working Hours and in conjunction with Mandatory ITM Service. The Contractor must generate an Extraordinary Maintenance

Report upon completion of the service. The Government considers a request complete when the deficiency causing the request is corrected and the system or piece of equipment is operating optimally. The Contractor will generate only one Extraordinary Maintenance Report per

Extraordinary Maintenance request.

1.4.1 REQUEST LETTER. The Extraordinary Maintenance Request Letter is generated by the COR and submitted to the Contractor via email. This letter will indicate not to exceed amounts for labor and materials, and serves as the Contractor’s authorization to commence the necessary work. The Contractor must contact the COR for additional authorization if the not to exceed amount indicated on a Request Letter is insufficient to complete the work. The COR may contact the Contractor via telephone to confirm receipt and discuss the letter requirements.

Normally there is only one Request Letter per facility at Aviano Air Base; however, if several facilities have similar deficiencies then one multi-facility letter may be sent. To reduce travel time and costs, Request Letters for Ghedi Air Base will always be for multiple facilities. All

Request Letter work for Aviano Air Base must be accomplished during normal Working Hours while the Contractor is onsite for regularly scheduled Mandatory ITM Service, unless otherwise specified by the COR. Extraordinary Maintenance submitted to the Contractor via Request Letter must be completed within 10 working days unless approved otherwise in writing by the COR.

The request letter email is considered received as of the time and date the COR sends it to the

Contractor.

1.4.2 REQUEST FREQUENCY. The below table is based on historical data and indicates an average amount of Request Letters the Contractor may receive per contract period. The data in this table is provided for informational purposes only.

Average Request Letters

Working

Hours

Air Base

Aviano Ghedi

During 80 2

1.5 SERVICE CALL. A Service Call is a request via telephone call from the COR, Aviano Air

Base Fire Department, or designated Government Representatives. Service Call work consists of:

determining the cause of system and equipment malfunctions; eliminating the cause(s); and restoring the system or equipment to satisfactory working condition. The Contractor shall make every attempt to correct the Service Call deficiency in one visit, and within applicable authorization limits. If the Contractor is unable to correct the deficiency in one visit, then it must place the system in a safe condition that will prevent further damage. Before leaving the facility, the Contractor must contact the Service Call originator by telephone or in person to report: a description of completed work; overall status of the effected system(s); and description of any necessary follow-up service. Any necessary follow-up service will be executed as Extraordinary

Maintenance. The Contractor must generate a Service Call Report for every Service Call it receives.

1.5.1 CALL RECEPTION. The Contractor shall have adequate procedures for receiving and responding to Service Calls 24 hours per day, seven days a week, including weekends and holidays. A single local Aviano or toll free telephone number shall be provided by the Contractor for receipt of all service calls. All telephone calls shall be answered by an individual fully familiar with the Contractor’s work control procedures, and the terms and conditions of this contract. The individual shall have sufficient English language skills to understand the reason for call and necessary actions to take.

1.5.2 RESPONSE TIME. The Contractor must be onsite at the facility requiring service and working to resolve the Service Call issue within 1 hour after receipt of a call for Aviano Air

Base, and within 6 hours after receipt of a call for Ghedi Air Base.

1.5.3 SERVICE CALL WORK AUTHORIZATION.

1.5.3.1 DURING WORKING HOURS. During working hours the Contractor should receive Service Call requests primarily from the COR. During the call the COR will stipulate the authorization limits for labor and material. The Contractor must contact the COR for additional authorization if the not to exceed amounts are insufficient to complete the work. If, during working hours, a Service Call request comes from the Aviano Air Base Fire Department or designated Government Representative, then the Contractor must immediately attempt to contact the COR by telephone for authorization to proceed with the Service Call request. If the

Contractor is unable to contact the COR for authorization, or the COR does not stipulate any authorization limits, then it shall proceed with the Service Call request in accordance with the paragraph titled “STANDARD NOT TO EXCEED LIMIT.”

1.5.3.2 AFTER WORKING HOURS. The Contractor shall receive Service Call requests from the COR, Aviano Air Base Fire Department, or designated Government Representative after working hours, which includes weekends and holidays. The Contractor is authorized to proceed with the Service Call request in accordance with the paragraph titled “STANDARD

NOT TO EXCEED LIMIT.”

1.5.3.3 STANDARD NOT TO EXCEED LIMIT. The Contractor is authorized to execute

Service Call requests to correct system deficiencies with a not to exceed limit of €500 in total material cost per call, per facility. The Contractor must obtain approval from the COR prior to incurring any material costs in excess of the €500 limit. If the Contractor is unable to obtain this approval, then it must place the system in a safe condition in order to prevent further damage.

There is no limit on direct labor costs.

1.5.4 REQUEST FREQUENCY. The below table is based on historical data and indicates an average amount of Service Calls the Contractor may receive per contract period. The data in this table is provided for informational purposes only.

Average Service Calls

Working

Hours

Air Base

Aviano Ghedi

During 105 3

After 50 1

1.6 TECHNICAL ASSISTANCE. Upon request the Contractor shall provide technical assistance to the COR, Aviano Air Base Fire Department, or designated Government

Representatives. The Contractor’s response time for this service will be within 1 working day of the request unless approved otherwise by the COR. This assistance includes, but is not limited to:

(1) Recommending and instructing how to restore a system back to normal condition after activation

(2) Attending Government provided training for a newly constructed or renovated facility in order to gain knowledge of the facility fire systems

(3) Surveying, evaluating, and generating facility records (Operation and Manuals, As-

Built Drawings, Reports, etc…) in the format and quantities requested by the COR.

1.7 GENERAL SERVICE REQUIREMENTS.

1.7.1 COORDINATION. The Contractor shall coordinate and cooperate with all other

Contractors and Government personnel to: avoid conflicts; coordinate work being performed;

and prevent impact to Air Base Operations. It is the Contactor’s responsibility to verify all necessary requirements to access a facility. The Contractor must coordinate in advance with

Facility Managers, and if necessary re-schedule performance. For coordination purposes, the

Government will provide the Contractor a Facility Managers List with contact telephone numbers no later than 5 working days after contract award. If the Contractor is unable to contact a Facility Manager, then it will contact the COR for assistance.

1.7.1.1 RESTRICTED AREAS. Restricted areas are places requiring unauthorized personnel to be escorted and controlled all times. Due to military exercises or other military activity, the Contractor may encounter particular controls and time delays gaining access to systems located inside restricted areas. In this case, unproductive time shall be at no additional cost to the Government. 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.

Contractor personnel must remain with the escorts at all times and abide by instructions of the escorts. The Government will provide the Contractor a list of restricted facilities requiring special coordination or escorts to enter no later than 5 working days after contract award.

1.7.1.2 FIRE SERVICE COORDINATION MEETING. The Contractor must attend and participate in this monthly meeting with the Government. The format for this meeting will be finalized before the first meeting. At a minimum meeting attendees will review and discuss the

Contractor’s Mandatory ITM Service Schedule and Service Submittals. This meeting will assist the Government and Contractor in coordinating any associated service work and escorts.

Additionally, this meeting will give the Contractor an opportunity to notify the Government and discuss any potential deviations or changes to the Mandatory ITM Service Schedule.

1.7.2 NOTIFICATIONS TO THE GOVERNMENT.

1.7.2.1 10 DAY NOTICE. The Contractor shall notify the COR, Aviano Air Base Fire

Department, and Facility Manager at least 10 working days in advance of a service, Mandatory

ITM or Extraordinary Maintenance, to be performed on a facility. Notification shall include the type of service to be done and the estimated completion time and date. The Fire Service

Coordination Meeting will satisfy this notification requirement only for those in attendance, normally the COR and Aviano Air Base Fire Department. Facility Managers will not normally be present at this meeting, so they must be notified by telephone or in person. The Ghedi Facility

Manager will make all necessary notifications to the Ghedi Air Base Fire Department. The 10

Day Notice requirement does not apply to Service Call and Technical Assistance visits to a facility.

1.7.2.2 DAY OF SERVICE. Before commencing service, Mandatory ITM or Extraordinary

Maintenance, on a facility, the Contractor must notify the Facility Manager and Aviano Air Base

Fire Department by telephone or in person. Additionally, the Contractor must place notification signs at each facility where it intends to perform a service. These signs must be located at the two main public entrances, determined by the Facility Manager, and at any electrical and mechanical room where the contractor is working. The signs must have a yellow, red, or orange background color, and be large enough to be seen and read from 5 meters distance. The COR must approve the Contractor signage prior to commencement of contractual works. This Day of

Service notification requirement does not apply to an initial Service Call visit to a facility, but is applicable to all call related subsequent visits.

1.8 SUBMITTALS. Unless indicated otherwise in this PWS, all documentation must be submitted to the COR within 10 working days of the original request date.

1.8.1 PRIOR TO COMMENCEMENT OF WORK. After contract award the Contractor must submit the following submittals to the COR, which must be approved by the COR prior to commencement of the contractual works: Notification Signage, ITM Service Schedule, Monaco

Technician Qualification, Organizational Chart, Contractor Contact Information, Quality Control

Plan, Safety Plan, and applicable MSDS’s.

1.8.2 ITM SERVICE SCHEDULE. The Contractor shall schedule and arrange all work to cause the least interference with normal Government operations. The Contractor must submit a comprehensive combined Aviano and Ghedi Air Base Schedule indicating all Mandatory ITM

Service it will perform during the current award period. For example, if an Option Period is awarded the Contractor would submit a schedule just for that Option Period. This schedule must be submitted to the COR for approval no later than 10 working days after award of the current contract period. This schedule must be approved prior to commencement of contractual works.

The Service Schedule must include:

(1) Each Mandatory ITM service required by this PWS indicating the governing standard, when applicable

(2) Facility Number

(3) Type of work to be performed (Ex. Monthly Inspection)

(4) Date(s) to be performed

Once approved by the COR, the Contractor must make every effort to adhere to the schedule.

The Contractor must provide a paper and electronic (via email) copy of the approved schedule to the COR, and Aviano Air Base Fire Department. It is possible that the schedule could change due to unforeseen circumstances or Air Base operations; therefore, the Contractor must submit an updated ITM Schedule for COR review and approval with the Monthly Service Submittal.

The submittal must be in paper format and made to the COR the first week of every month at the start of the Fire Service Coordination Meeting. Once approved by the COR a copy of the approved scheduled must be electronically mailed to the COR and Aviano Fire Department.

1.8.3 GHEDI MANDATORY ITM SERVICE SCHEDULE. Due to access limitations, the

Contractor must schedule all Ghedi Air Base Mandatory ITM Service to occur on a semiannual basis; therefore, all required services occurring more frequent than semiannually (weekly, monthly, etc…) will occur during the semiannual visits.

1.8.4 SERVICE SUBMITTAL. The Service Submittal is a compilation of all the required documentation (System Service Report, Extraordinary Maintenance Reports, Service Call

Report, Smoke Detector Cleaning, etc…) generated by the Contractor during the current submittal period. The Contractor must provide electronic and paper copies of an entire month’s submittal to the COR by 1500 on the third working day of each month.

1.8.4.1 SYSTEM SERVICE REPORT. The Contractor must generate a dual language

System Service Report each time it works on a system. Every system (Wet-Pipe, Dry-Pipe, Detection, etc…) in a facility requires a System Service Report; therefore, a system could have multiple reports during a work week. When applicable, the report must follow the service checklist formats of NFPA 25 for suppression systems, and UNI 11224 Appendices A and B for detection, alarm, and notification systems. The UNI 11224 format shall be modified to reflect text and entries in the English and Italian languages. Samples of these formats will be provided to the Contractor by the Government no later than 5 working days after contract award. The

Comments section of the System Service Report must include, but is not limited to the following:

(1) Planned services that were not performed with an explanation why service was not performed (Ex. Unable to enter facility because….)

(2) Previously deferred services performed

(3) Identified deficiency with a detailed description; applicable code references;

proposed solution; required material and labor quantities and cost.

1.8.4.2 EXTRAORDINARY MAINTENANCE REPORT. The Contractor generates and submits the Extraordinary Maintenance Report upon completion of each Extraordinary

Maintenance request by the Government. Format of the Report will be finalized at the Pre-

Performance Conference. The report must include:

(1) Description of the deficiency(s), including cause(s)

(2) Date and time work began

(3) Date and time work was completed

(4) Description of work actually completed

(5) Amount of direct hours expended to the half hour

(6) Description of material and parts used, including quantities and costs

(7) Total cost associated with the work, including call fees when applicable

(8) Signature or initials of the Contractor personnel performing the service or supervisor, indicating that the work has been completed

1.8.4.3 SERVICE CALL REPORT. The Contractor generates a Service Call Report for each Service Call. This document must be submitted to the COR via email by 0900 on the first

Government work day following receipt of the Service Call. Format of the Report will be finalized at the Pre-Performance Conference. The report must include:

(1) Date and time the Contractor received the call

(2) Call originator name

(3) Originator telephone number

(4) Facility number

(5) System identification

(6) Description of the problem generating the call

(7) Work Authorization Limits

(8) Date and time work began onsite

(9) Date and time work was completed onsite

(10) Description of any deficiency(s), including cause(s)

(11) Description of work actually completed

(12) Amount of direct hours expended to the half hour

(13) Description of material and parts used, including quantities and costs

(14) Total cost associated with the work, including call fees when applicable

(15) Signature or initials of the Contractor personnel performing the service or supervisor, indicating that the work has been completed

(16) Identified uncorrected deficiency(s) with a detailed description; proposed solution; required material and labor quantities and cost.

1.8.4.4 PARTS HISTORY SUMMARY. The Parts History Summary is a history of the replacement parts used by the Contractor to perform Extraordinary Maintenance under this contract. It consists of the Parts History List and the Facility Usage List. The Contractor must update these lists monthly and submit a copy of the summary to the COR in conjunction with the

Service Submittal. The submittal must consist of all the applicable data up to the date of the submittal, not just the period of time since the last submittal. The sample format of the Parts

History Summary and associated lists will be provided to the Contractor by the Government no later than 5 working days after contract award.

2. SERVICE SUMMARY. The contract 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

PWS

Para

Performance

Threshold Remedy*

Mandatory Inspection, testing, Maintenance service

1.3 No more than one (1)

discrepancy a month

Contractor re-performs at no additional cost to the

Government*

Monaco System 1.3.4 No more than 2 hour offline time at both locations

Contractor re-performs at no additional cost to the

Government*

Extraordinary Maintenance 1.4 No discrepant services allowed

Contractor re-performs at no additional cost to the

Government*

Service Calls & Work

Authorizations

1.5 No discrepant services

allowed

Contractor re-performs at no additional cost to the

Government*

Notifications to the

Government

1.7.2 No discrepancies allowed Contractor re-performs at

no additional cost to the

Government* - Negative trend will be reported in

CPARS

Submittals 1.8

No more than one(1) discrepancy a month

Contractor re-performs at no additional cost to the

Government*

2.1 REMEDY*: The preferred method for correcting any identified deficiencies will be re-performance. For services not re-performed satisfactorily, or for unacceptable trends of re-performance, the Contractting Officer will decide on action to be taken, on case by case basis, including monetary deductions.

3. FURNISHED PROPERTY AND SERVICES.

3.1 GOVERNMENT.

3.1.1 GOVERNMENT FURNISHED FACILITIES. The Government will not provide office space or operational facilities to the Contractor.

3.1.2 GOVERNMENT FURNISHED EQUIPMENT. The Government will not provide tools or equipment to the Contractor.

3.1.3 GOVERNMENT FURNISHED MATERIAL. Within 5 days of contract award, the

Government will allow the Contractor to access and view the following documents if available:

As-Built Drawings; Operation and Maintenance Manuals; Historical Inspection, Testing, and

Maintenance Documents. These documents are provided for informational purposes only. The

Government makes no representation as to the completeness or accuracy of these documents.

Additionally, any necessary access keys will be made available for Contractor’s use during the term of the contract.

3.1.4 AVAILABILITY OF UTILITIES. The Government will furnish the following utility services at existing outlets for use in those facilities provided by the Government and as may be required for the work to be performed under this contract: electricity, fresh water, and sewage service. Electrical connections or temporary installations shall be made in accordance with safety regulations at the Contractor’s expense.

3.2 CONTRACTOR FURNISHED MATERIAL. The Contractor shall provide new or factory reconditioned parts and components when performing the services described in this

PWS. All replacement materials (parts, components, equipment, etc…) shall: match the dimensions, finish, color, and design of equipment on which it is to be used; be of equal or better quality than original equipment specifications; comply with applicable Government, commercial, or industrial standards; and be used in accordance with original design and manufacturer’s intent.

If the original manufacturer has updated the quality of parts for current production, then parts supplied under this contract shall equal or exceed the updated quality. At least 10 working days after the Contractor notifies the Government that a service is complete, it will retain the replaced materials so they are available for inspection by a Government Representative. The Contracting

Officer or COR may require the Contractor to submit manufacturer’s descriptive data and certifications for materials used where there are questions concerning their performance and quality. Such submittals shall be delivered to the Contracting Officer or COR within 2 working days of request. Manufacturer’s descriptive data and certificates must clearly illustrate the proposed item meets all applicable standards and shall include: name of the manufacturer, model number, or other identifying information; information describing the performance, capacity, and rating; and installation instructions. If the Contracting Officer and COR determine that materials used in completed work do not meet the requirements of this PWS and applicable standards, then the Contractor must remove, replace, and re-perform the work at no cost to the Government.

3.2.1 MATERIAL AND EQUIPMENT. The Contractor shall maintain sufficient quantities of readily available materials and equipment on hand to support the Extraordinary Maintenance

Requests. Lack of availability of materials or equipment shall not relieve the Contractor from the requirement to complete the work within the time limits specified in this PWS.

4. ADMINISTRATIVE REQUIREMENTS.

4.1 SAFETY AND HEALTH PROGRAM. Contractors must maintain a Safety and

Occupational Health plan which meets all applicable Aviano Air Base and Italian Standards to include, but not limited to, requirements outlined in the Air Force Consolidated Occupational

Safety Instruction, AFI 91-203, and D.Lgs. 81/2008. The Contractor must submit this plan to the

COR for approval no later than 10 working days after contract award. Contractor shall designate/ identify a person as the Safety and Occupational Health representative. The

Contractor must:

(1) Maintain the written plan that may include, but is not limited to: respiratory protection, hazard communication, protective equipment and clothing, medical surveillance, industrial hygiene, inspections, surveys, and documentation

(2) Notify the COR of any adverse safety and occupational health conditions occur while performing contractual services. Mishaps involving Contractor employees shall be reported to the COR and 31 FW Safety and Occupational Health office immediately. A written report detailing the occurrence must be given to COR within 2 working days after accident occurrence.

(3) In coordination with the COR, the 31 FW Safety and Occupational Health office will conduct inspections, surveys, assessments, and audits of the Contractor’s Safety and

Occupational Health program and processes on an unannounced basis.

4.1.1 HOT WORK PERMIT. Before starting any work with open flame the Contractor must coordinate with the COR to obtain a “Hot Work Permit” from the Aviano Base Fire Department.

4.1.2 ASBESTOS. If the existence of material containing asbestos is discovered, the

Contractor must immediately report the location and extent of asbestos to the COR for determination and resolution.

4.2 ENVIRONMENTAL PROTECTION. The Contractor shall ensure the purchase, use, handling, storage, and disposal of all toxic, hazardous materials, special materials, and wastes are in accordance with all applicable environmental protection standards. Contractor is required to pay any fines for which it is determined to be responsible, and complete the appropriate paperwork to be submitted to the proper authorities with copies provided to the 31 Civil

Engineer Squadron (CES) Environmental Element, COR, and Contracting Officer. No chemical or hazardous products shall be brought onto Government property without the approval of the 31

CES Environmental Element.

4.2.1 MATERIAL SAFETY DATA SHEET (MSDS). Prior to bringing any hazardous material onto the Aviano and Ghedi Air Bases, the Contractor must have a 31 CES

Environmental Element approved MSDS for the hazardous material. The Contractor must submit all MSDS’s to the COR at least 10 working days prior to the intended use of the hazardous material. The COR will coordinate with the 31 CES Environmental Element to obtain or deny approval. All approved MSDS’s must be kept updated with the latest manufacture information and be consolidated in a binder. At a minimum, the Contractor must keep a binder at its office location, Service Call Reception location, and on site where service work is being performed that day.

4.2.2 ENVIRONMENTAL SPILLS. If the Contractor spills or releases any substance listed in 40 CFR 302 into the environment, it must immediately report the incident to the COR. The

Contractor is responsible for any hazardous spill response, immediately containing the spill, preventing/minimizing any further release into the environment and down storm drains. The

Contractor is liable for the spill or release of such substances and costs associated with cleanup.

4.2.3 HAZARDOUS WASTE. At no time shall the Contractor release or dispose of any fire suppressant agents into the environment or sanitary sewer system. The Contractor shall be responsible for all coordination and approvals from all appropriate agencies prior to any disposal of agents. All approvals must be in writing and kept in a permanent record. Contractor shall be responsible for the complete removal and disposal of agents through legal and approved methods. The Contractor shall also provide the 31 CES Environmental Element and COR with copies of all documentation for shipment, handling, storage, and disposal of fire suppressant agents removed from the Aviano and Ghedi Air Bases.

4.3 WORKING HOURS. Contractor’s working hours will coincide with the normal working hours of 31 Civil Engineer Squadron civilian personnel; a 5-day, 40-hour week, Monday through

Friday, from 8:00 A.M. to 5:00 P.M., except American and Italian holidays. Except for Service

Calls, the Contractor is not required to provide services on the following American and Italian holidays:

AMERICAN HOLIDAYS

New Year’s Day January 1

Martin Luther King’s Birthday 3 rd

Monday in January

President’s Day 3 rd

Monday in February

Memorial Day Last Monday in May

Independence Day As stated on current year calendar

Labor Day 1 st Monday in September

Columbus Day 1 st Monday in October

Veteran’s Day As stated on current year calendar

Thanksgiving Day 4 th Thursday in November

Christmas Day December 25

ITALIAN HOLIDAYS

New Year’s Day January 1

Epiphany January 6

Easter Monday As stated on current year calendar

Aviano local patron Saint’s Day As stated on current year calendar

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 normally observed on the previous Friday.

American holidays falling on a Sunday are observed on the following Monday.

4.4 CONTRACTOR PERSONNEL. All work under this contract must be performed in a skillful and workmanlike manner. All Contractor personnel must be qualified and experienced in the skills and responsibilities of the position to which they are assigned, and must be supervised by a technician provided with the proper qualification in accordance with applicable standards.

Contractor employees shall conduct themselves in a proper, efficient, courteous, and businesslike manner. The Government reserves the right to require removal from the job site of any employee who endangers persons or property, whose continued employment is inconsistent with the interests of military security, or whose presence deters the accomplishment of work.

4.4.1 MANAGEMENT. The Contractor shall manage the total work effort associated with the services required herein to assure fully adequate and timely completion of the contract requirements. Verbal scheduling and status reports shall be provided when requested by the

Contracting Officer and COR. The status of any item of work must be provided within 4 hours of the inquiry During Working Hours and within 48 hours After Working Hours.

4.4.2 CONTRACT MANAGER. The Contractor shall provide to the Government the name(s) of the responsible supervisory person(s) authorized to act for the Contractor. The

Contract Manager or representative(s) shall be available during normal Working Hours, and within 4 hours of notification, be able to meet at Aviano Air Base with the Contracting Officer or

COR to discuss problematic areas. Contact information of the Contract Manger and Alternates shall be provided to the Contracting Officer and the COR within 10 working days of contract award.

4.4.3 MONACO QUALIFIED TECHNICIAN. The Contractor must submit all necessary qualification documentation for the Monaco Qualified Technician to the COR for approval within 10 working days of contract award. The Contractor must have a COR approved Monaco

Qualified Technician on staff within 20 working days of contract award. To be considered a

Monaco Qualified Technician, one of the following criteria must be met:

(1) A person with Monaco Certifications covering the BT-X Fire Communicator/

Controller System and D-21 Centralized Fire Monitoring Computer System. Both certifications must be current; therefore, were obtained in the last two years.

(2) A person with 3 years’ experience working on and programming the equipment associated with a BT-X Fire Communicator/Controller System and D-21

Centralized Fire Monitoring System. This experience must have been obtained during the previous 4 years.

4.4.4 ORGANIZATION CHART. In addition to the requirements of obtaining Base Access

Badges, the Contractor must submit an Organization Chart indicating all employees who shall perform work under this contract to the COR no later than 10 working days after contract award and before initiating the performance of work. This list shall include the full name and position of each employee. The Contractor must notify the COR in writing at least 5 working days prior to planned changes in personnel and contact information occur. The Contractor must notify the

COR in writing of any unplanned changes as soon as possible, but no later than the next working day.

4.4.5 ENGLISH LANGUAGE REQUIREMENTS. The Contractor’s Contract Manager(s), Call Reception Personnel, as well as one person per maintenance team shall have a good command of the English language in order to properly and independently coordinate services with United States Government personnel.

4.4.6 IDENTIFICATION OF CONTRACTOR EMPLOYEES. While performing services at Aviano and Ghedi Air Bases, Contractor personnel shall wear clothing and/or badges that clearly identify them as such.

4.5 QUALITY CONTROL PLAN (QCP). The Contractor must be an ISO 9001/2008

Certified Contractor and submit the appropriate Certification Documentation indicating this requirement with its Technical Proposal Submittal. The Contractor shall establish and maintain a complete QCP that ensures all services are performed in accordance with this PWS, applicable laws, and standards to reach the objectives summarized in the Service Summary table. 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 must be submitted to the COR for approval within 10 working days of contract award. Once approved, any proposed changes to the plan must be submitted to the COR for subsequent approval.

4.6 GOVERNMENT QUALITY ASSURANCE. Contracting Officer Representative (COR) will evaluate Contractor’s performance through on-site inspections of the Contractor’s services and by receipt of base customer complaints. Gov’t COR will generate a written complaint form and inform Contractor QCI (quality control inspector) within one hour from when the discrepant service was observed or reported. Contractor has 4 work hours to respond with re-performance of the service or notification of when the discrepancy will be resolved. If contractor disagrees with Gov’t complaint, the Contracting Officer will be informed and will make the final determination of action to be taken.

4.7 KEY CONTROL SYSTEM. The Contractor shall establish and implement a key control system to ensure keys issued to the Contractor are not lost, misplaced, or used by unauthorized personnel. 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 must not duplicate any…