TAB_A-16;_PWS_FM_Service_-_Final.docx

PERFORMANCE WORK STATEMENT

FOR

FACILITIES SERVICES

31st MEDICAL SUPPORT SQUADRON

MEDICAL LOGISTICS FLIGHT

FACILITIES MANAGEMENT OFFICE

AVIANO, AB ITALY

VERSION DATED

January, 2017

TABLE OF CONTENTS

1. DESCRIPTION of SERVICES/GENERAL INFORMATION

1.1 Performance Objectives

1.2. BASIC FACILITIES SERVICES

1.3. PROJECT MANAGEMENT SERVICES

2. SERVICES SUMMARY (SS)

2.1. Overview

2.2. Performance Evaluation

2.3. Service Summary Performance Objectives

2.4. Customer Complaints

2.5. Re-Performance of Services

2.6. Repeated Deficiencies

3. GOVERNMENT FURNISHED PROPERTY, SUPPLIES, and SERVICES

3.1. Government-furnished facilities

3.2. Utilities

3.3. Hospital Identification Badges

4. GENERAL STATEMENTS

4.1. Contractor Personnel Requirements

4.2. Health Requirements

4.3. Employee Training

4.4. Quality Control Plan

4.5. Security Requirements

4.6. Physical Security

4.7. Safety

5. CONTRACTOR HOURS OF OPERATION AND LOCATION

APPENDICES

I. Acronyms

1. DESCRIPTION OF SERVICES/GENERAL INFORMATION: The awarded contractor shall provide non-personal services support to the Medical Logistics Flights/Facilities Management Office at 31st Medical Group Aviano AB, Italy in accordance with this performance work statement (PWS)

1.1. PERFORMANCE OBJECTIVE: The contractor shall accomplish all service tasks to meet the completeness, requirements and quality set forth in this documents’ Service Summary (SS).

1.2. BASIC FACILITIES SERVICES.

1.2.1. Services include, but not limited to, surveying hospital staff/users regarding utilities systems requirements. Researching available literature regarding commercial-off-the-shelf (COTS) systems; providing the Facility Manager with data on projected costs and recommendations as to which system(s) are the most appropriate and cost effective within established cost and feature parameters. Coordinating transition of existing system(s) with communications squadron personnel, vendor representatives, civil engineers, contracting, users, and hospital staff to ensure technical requirements are resolved and transition activities are consummated in a smooth, professional manner

1.2.2. Contractor shall maintain current files of drawings, plans, maps, diagrams, and other records indicating building layout, space assignments, utility and fixture equipment systems and plants, equipment layout data, and operational procedures and instructions. Files required documentation as needed.

1.2.3. Contractor shall serves as the focal point for facility security (hospital Badge program IAW MDGI 31-102) and facilities key program managing the automated key control software, by logging and tracking all key issue/key control activities. Initiates, processes, and disposes of requests for lock services, and key duplications.

1.2.4. Contractor shall assist in planning and conducting assigned safety program(s) whose primary purpose is the prevention and elimination of safety hazards, education and training of assigned functional area personnel, and upkeep of required safety program records, and inspection of assigned safety and fire prevention/protection programs. Directs corrective action to be taken regarding hazardous conditions and practices; reviews reports of accidents; provides recommendations as the basis for revision of assigned safety programs, and participates in investigations into accidents or mishaps involving medical services activities, and actively supports the Base Ground Safety Program as provided by applicable Air Force Instructions (AFI’s), regulations, or other directives. Enforces AFOSH, OSHA, and TJC hospital standards. Maintains required safety files, records, and training documentation on civilian or military members trained

1.3. PROJECT MANAGEMENT SERVICES.

1.3.1. Tracking and maintaining of spreadsheets and databases.

1.3.2. Verifying square footages, processing space utilization requests, coordinating and scheduling moves, tracking space utilization, scheduling/ conducting training of MTF staff, coordinating accident reports, and collecting and maintaining library of O&M documentation, such as building drawings, telephone data, manuals, regulations, and operating instructions

1.3.3. Contractor shall serve as focal point for the preparation and processing of work orders/job orders, self-help projects, equipment replacement, and of other closely related activities.

1.3.4. Contractor shall coordinate activities with base civil engineers, contractor services, and in-house maintenance team for the purpose of minimizing project impact to 31 MDG mission.

2. SERVICE SUMMARY (SS)

2.1. Overview. This Services Summary (SS) is a summary of the minimum performance objectives and performance thresholds required by the government in contractor performance. The Government reserves the right to inspect all services specified in the contract, and determine whether the performance objectives and goals are met.

2.1.1. The absence of any contract requirement from the SS shall not detract from its enforceability nor limit the rights or remedies of the Government under any other provision or clause of the contract including FAR clause 52.212-4, Contract Terms and Conditions- Commercial Items, paragraphs (a) and (m).

2.1.2. SS will be used as the baseline to develop a QASP. The QASP prescribes the objective in having the services, the goals of the multi-functional team, team members and their roles and responsibilities (to include the contractor performing the service), and how the multi-functional team will assess contractor performance and manage the contract to obtain efficiencies, improved performance, and cost savings throughout its life cycle.

2.1.3. Surveillance methods may include customer complaints, periodic inspection, and inspections by the COR.

2.1.4. Method of surveillance can change after contract award and will be based on, but not limited to the following:

a. Contractor performance – based on results of previous inspections.

2.2. PERFORMANCE EVALUATION. Performance of the service will be evaluated to determine whether it meets the performance threshold. Re-performance is the preferred method of correcting any unacceptable performance.

2.3. SERVICE SUMMARY (SS) PERFORMANCE OBJECTIVES

SS# 1 BASIC FACILITIES SERVICE

Perform Basic Facilities Services to meet standards as outlined in this PWS. Conduct daily surveying hospital staff/users regarding utilities systems requirements. Collect daily data on facility work orders and systems. Generate/Manage hospital Badges IAW MDGI 31-102.

SS# 2 BASIC FACILITIES SERVICE

Perform Basic Facilities Services to meet standards as outlined in this PWS. File documentation for plant layouts, plans, maps. Log capital equipment data. Follow and facilitate work order for any assigned utility functions; phones, gas, electricity. Provide, log and track keys to internal and external (contractors) customers IAW MDGI 31-102

SS# 3 BASIC FACILITIES SERVICE

Perform Basic Facilities Services to meet standards as outlined in this PWS. Work with supply custodians to maintain a current SDS inventory. Maintain any requirements to fulfill EOC and LS functions. Define corrective action to be taken regarding hazardous conditions and practices.

SS# 4 BASIC FACILITIES SERVICE

Perform Basic Facilities Services to meet standards as outlined in this PWS. Conduct annual inventories, to include communication, phones, utilities and equipment.

SS# 5 BASIC FACILITIES SERVICE

Perform Basic Facilities Services to meet standards as outlined in this PWS. Facilitate and assist Facility Manager with Environment of Care and Life Safety requirements, meetings, and objectives. Facilitate Safety reports per written guidance.

SS# 1 PROJECT MANAGEMENT

Perform Project Management Services to have met standards as outlined in this PWS. Work Order (WO) Management. Open, track, monitor and manage WO thru BCE, Comm and in-house maintenance contractor.

SS# 2 PROJECT MANAGEMENT

Perform Project Management Services to have met standards as outlined in this PWS. Process Service Order, verify project scope of work, cost estimate, DMLSS Requirement information, contract balance sheet. Archive and/or distribute final close out documentation as appropriate.

SS# 3 PROJECT MANAGEMENT

Perform Project Management Services to have met standards as outlined in this PWS. Provide project update with timeline, charts, impact and Infections control considerations.

SS# 4 PROJECT MANAGEMENT

Perform Project Management Services to have met standards as outlined in this PWS. Processing Space Requests. Organized request to be presented to the 31 MDG Facilities Utilization Board.

1.3.1. thru 1.3.3.

Quarterly –No more than one (1) missed deadline in organizing utilization board.

SS# 5 PROJECT MANAGEMENT

Perform Project Management Services to have met standards as outlined in this PWS. Conduct Space Utilization Validation.

2.4. Customer Complaints

2.4.1. Customer will inform the COR of unsatisfactory performance. If the QCI disagrees with the complaint after investigating work site, he/she will inform the COR of the reason it is being disputed

2.4.2. Upon notification of disputed complaint, the COR will conduct an investigation to determine the validity of the complaint. If the COR determines the complaint as invalid, he/she will document the written complaint with the findings and notify the customer or functional area POC. The COR will retain the annotated copy of the written complaint for his/her files. If after investigation the COR determines the complaint as valid, the COR will inform the QCI, who shall initiate corrective action and return the written customer complaint with annotated corrective action to the COR (Further disagreements shall be brought to the attention of the contract administrator). The complaint shall be filed for monitoring future discrepant services

2.5. Re-Performance Of Services.

2.5.1. Re-performance shall be considered satisfactory when the required task has been accomplished by the deadline set by the COR in accordance with the SS.

2.6. Repeated Deficiencies. Upon a repeated performance deficiency, the value of the non-conforming service shall be deducted from contractor invoice. Deduction will be determined based on the severity of the deficiency in accordance with the SS, up to 2,500.00 Euro.

3. GOVERNMENT-FURNISHED ITEMS: The government will provide the facilities, equipment, materials and services listed in this PWS section.

3.1. Government-Furnished Facilities. The Government will provide the contractor with adequate administrative office space. Office space should be consistent with Air Force quality of life standards for administrative areas, should be 120 square feet or greater in size, and should be environmentally controlled. Office space will have access to restrooms and drinking water.

3.1.1. Maintenance of Government-Furnished Facilities. All custodial, upkeep and maintenance to Government-furnished office areas will be provided at Government expense.

3.1.2. Consumables. The Government shall provide contractor with miscellaneous equipment, and incidental consumable operating supplies.

3.2. Utilities. Water, electricity, refuse and recycling collection shall be provided by the government as necessary in performance of this contract.

3.3. Hospital Identification Badges and Keys. Badges and keys/CISA shall be issued to the contractor for use during performance of this contract. Badges will be issued to employees prior to employees beginning work. All badges and keys shall be returned to the government before final payment is approved.

4. GENERAL STATEMENTS

4.1. Contractor Personnel Requirements

4.1.1. Contractor’s personnel shall be able to read, write, speak, and understand English at intermediate level.

4.2. Employee Health Requirements.

4.2.1. Employee Health Records. The contractor shall provide to the COR all information necessary to maintain medical facility records in accordance with TJC (formally JCAHO), OSHA, National Institute for Occupational Safety and Health (NIOSH), and Centers for Disease Control (CDC) employee health records requirements. The MTF employee health policies and regulations shall apply.

4.2.1.2. Pre-employment Physical Examinations and Immunizations. The contractor shall be responsible, at contractor expense, for pre-employment physicals and immunizations for contractor personnel, to include immunizations/shots prescribed by the MTF policies and (LG 81/2008). Employee who may have occupational exposure to blood or body fluids, or other potentially infectious materials, should receive the Hepatitis B vaccine, or sign an informed voluntary declination letter to be maintained by the contractor in the employee's health record with a copy provided to the MTF for MTF records, or have documented immunity to Hepatitis B infection. Employees who sign declinations may change their minds at any time and receive the Hepatitis B vaccine. Pre-employment immunizations and medical examination requirements prescribed by the MTF will be provided by the MTF to the contractor before task order start.

4.2.1.3. Other Requirements for Physical Examinations. The MTF Commander, or his designated representative, may require nose and throat cultures and blood samples from contractor personnel when required by the Infection Control Officer. The MTF Commander reserves the right to have any contractor employee re-examined during the term of the task order. Medical examination requirements prescribed by the MTF will be provided by the MTF to the contractor before task order start.

4.2.1.4. Medically Unfit Employees. The MTF Commander or his designated representative may designate an employee as medically unfit for work. When an employee has been designated as medically unfit for work, the employee shall be sent home by the contractor. The employee shall not return to work until re-examined by a contractor-selected physician or, if government approved the appropriate MTF physician may give a release to work statement. The KO and COR will notify the contractor at task order phase-in of the MTF policies.

4.3. Employee Training

4.3.1. Personnel shall attend the 31st Medical Group Command Mandatory In-services (CMI) orientation. CMI orientation is held monthly.

CMI topics are, but not limited to the following:

a. Hospital Accreditation Standards (HAS) by JCAHO

b. Infection Control Policies MDGI 44-105

c. Smoking Policy

d. Regulated Medical Waste Management MDGI 41-209

e. Disposal of waste

f. Facility Safety MDGI 91-2002

g. Aviano Base Fire Regulation MDGI 32-2001

4.3.3. In-service training for all contractor employees is to be provided and documented by government personnel throughout the period of the contract. The contractor shall maintain a copy of its certifiable continuing education program and provide a copy to the government prior to the start of the contract.

4.4. Quality Control Plan

4.4.1. The policy of the Government for Contractor Quality Control and applicable definitions are provided in Federal Acquisition Regulation Part 46. In all Government contracts, the Contractor is required to control the quality of service delivery and offer to the Government for acceptance only services that conform to contract requirements. The overall control of quality must meet the specified performance thresholds for each requirement in the Services Summary.

4.4.2. QUALITY ASSURANCE. The Government will assess the Contractor’s performance in accordance with the SS. The primary approach will be to assess the Contractor’s Quality Control program and when it is found to be acceptable, the Government will use the contractor’s quality data for acceptance and payment purposes. As long as the Contractor’s quality control remains satisfactory, the Government will perform inspections to validate the accuracy, timeliness, and truthfulness of the Contractor’s quality data. When the Contractor’s quality management system results in an unsatisfactory performance, the Government will do a more detailed performance assessment. Unsatisfactory performance is performance below the required Performance Threshold. Each required service will be assessed against applicable performance objectives and thresholds using a combination of techniques including the use of customer complaints and on-site inspections.

4.5. Security Requirements

4.5.1. A hospital identification badge is required for every contractor employee, performing under this contract. Facility Management will furnish hospital identification badges. Contractor personnel are required to visibly display identification badges on their outermost garment while visiting or performing work in any facility under this contract.

4.5.1.1. During performance of the contract, the contractor shall be responsible for obtaining required base identification badges for all current and newly assigned personnel. The Contractor is responsible to return badges to the COR immediately after employee employment termination.

4.5.2. Contractor shall submit a typed list on company letterhead (an original and two copies of each list) of all personnel employed under this contract and their vehicle information. Vehicle information needs to include make, model, year and license plate number. The list must be submitted not later than 15 calendar days prior to the contract commencement date and 3 days after any new employee starts work under this contract.

4.5.3. Contractor shall inform all assigned personnel that they and their personal belongings may be subject to search, at the discretion of the installation commander, when entering or leaving the installation.

4.5.4. When work under this contract requires unescorted entry to controlled or restricted areas, the contractor shall submit a letter with the names of the assigned primary and alternate personnel in those areas.

4.5.5. Contractor employees shall comply with Aviano Instruction 32-2001, Fire Protection and Prevention, (chapter 8). A copy of this regulation may be obtained from the COR.

4.6. Physical Security

4.6.1. Building Security. The contractor shall keep all exterior doors and windows secured during performance of Facilities services after operating hours.

4.6.2. Keys and Swipe (CISA) Card Control. Keys and cards issued to the contractor by the Government shall be safeguarded according to commercial standards (i.e. key lock box). The contractor shall report the occurrence of a lost key/card to the COR, no later than one workday after the loss is noted. The contractor shall be liable up to 2,500.00 Euro for all costs incurred as a result of lost keys and cards. Keys and cards issued to the contractor by the U.S. Government shall be returned to the U.S. Government upon request and at the completion/termination of the contract and before final payment will be authorized.

4.6.2.1. Reporting Lost Keys and Swipe (CISA) cards. The contractor shall immediately report any occurrences of lost, unauthorized use, or unauthorized duplication of keys and cards, to the COR.

4.6.2.2. 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 at no 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 deducted from the next payment due the contractor.

4.7. Safety

4.7.1. The contractor shall comply with safety standards in accordance with the OSHA Standard in accordance with AFI 91-301, Air Force Occupational and Environmental Safety, Fire Protection, and Health (AFOSH) Program (para 9), Italian Law 626, or in the event of conflict, whichever law is most stringent. Determination will be made by the Prevention and Protection office. The contractor shall provide a safety plan prior to performance.

4.7.2. In the case of contractor employee, medical personnel/patient injuries or damage to government assets, the contractor will promptly inform COR personnel who in turn will inform the 31 FW/ SEG office

4.7.3. Alcohol and Drugs. The consumption of and/or being under the influence of alcohol (to include smelling of alcohol) or drugs while on duty is strictly prohibited. At the direction of the Contracting Officer (CO) or CO’s designated representative, contractor personnel found to be or suspected to be under the influence of alcohol or drugs during duty will be immediately removed from duty. The Contractor will be notified and a meeting with COR and CO will be held thereafter to define proper cores of actions.

5. CONTRACTOR HOURS OF OPERATION AND LOCATION

The contractor shall perform the services required under this contract primarily during the normal duty hours of 0730 to 1630, Monday through Friday, excluding Italian holidays at Facilities Management Office located in B117 in Area 1. If duty hours need to be changed, the COR will notify the contractor at least two weeks in advance, with the exception for emergency situations caused by man or nature.

APPENDIX I

ACRONYMS

AFB - Air Force Base AFI - Air Force Instruction CLIN - Contract Line Item Number CES - Civil Engineering Squadron CDC - Center of Diseases Control CMI - Command Mandatory In-Service CO - Contracting Officer COMM – Communication COR – Contracting Officer Representative COTS - Commercial-off-the-shelf EOC - Environment of Care FAR - Federal Acquisition Regulation HM - Hazardous Material HW - Hazardous Waste IAW - In Accordance With IDGA - Installation Dangerous Goods Advisors LS - Life Safety MDG - Medical Group MTF - Medical Treatment Facility NIOSH - National Institute for Occupational Safety and Health OSHA - Occupational Safety and Health Administration PWS - Performance Work Statement QASP – Quality Assurance Surveillance Program QC - Quality Control QCP - Quality Control Plan SS - Services Summary SDS - Safety Data Sheet TJC - the Joint Commission UDGA - Unit Dangerous Goods Advisors UDGP - Unit Dangerous Goods Program WO – Work Order