Attachment 1 - PWS GAS Distribution Maint - 13 Sep 2024.pdf

PERFORMANCE WORK STATEMENT

FOR

MAINTENANCE AND REPAIR

OF

GAS DISTRIBUTION SYSTEM

AT

AVIANO AB, ITALY

Aviano Air Base, Italy

13 September 2024

Table of Contents

1. DESCRIPTION OF SERVICES

1.1. OBJECTIVE

1.2. GENERAL

1.2.1. STANDARDS

1.2.2. WARRANTY

1.2.3. ELECTRICAL SYSTEMS

1.2.4. CLEANUP

1.2.5. REPLACEMENT, UPGRADE, RENOVATION

1.2.6. INTERRUPTION OF UTILITIES

1.2.7. NON-FUNCTIONAL/NON-RELIABLE SYSTEMS

1.3. MANDATORY SERVICES

1.3.1. INSPECTION, TESTING, & MAINTENANCE SERVICE

1.3.1.1. NATURAL GAS LINES (NGL)

1.3.1.1.1. LIQUID PROPANE GAS LINES (LPGL)

1.3.1.2. GAS PRESSURE REGULATOR GROUPS (GPRG)

1.3.1.3. GAS LEAK DETECTION SYSTEMS (GLDS)

1.3.1.4. SUBMIT ITM SERVICE SCHEDULE

1.3.1.5. ITM SERVICE REPORT

1.3.2. EXTRAORDINARY MAINTENANCE

1.3.2.1. EXTRAORDINARY MAINTENANCE REQUEST

1.3.2.2. EXTRAORDINARY MAINTENANCE REQUEST SERVICE REPORT

1.3.3. EMERGENCY

1.3.3.1. EMERGENCY REQUEST

1.3.3.2. EMERGENCY REQUEST RECEPTION

1.3.3.3. EMERGENCY REQUEST RESPONSE TIME

1.3.3.4. EMERGENCY REQUEST SERVICE REPORT

1.4. GENERAL SERVICE REQUIREMENTS

1.4.1. COORDINATION

1.4.2. NOTIFICATIONS TO THE GOVERNMENT

1.5. SUBMITTALS

1.5.1. PRIOR TO COMMENCEMENT OF WORK

1.5.2. WEEKLY SERVICE SUBMITTAL

1.5.2.1. PARTS HISTORY SUMMARY

1.5.2.2. WORK ORDER TRACKER

1.5.2.3. METRICS

2. PERFORMANCE REQUIREMENTS SUMMARY (PRS)

2.1. QUALITY CONTROL SYSTEM

2.2. QUALITY ASSURANCE

3. GOVERNMENT/CONTRACTOR FURNISHED ITEMS

3.1. GOVERNMENT

3.1.1. MATERIAL

3.1.2. UTILITIES

3.1.2.1. RESTROOM USE

3.1.3. FACILITY SPACE

3.1.4. SECURITY, FIRE AND MEDICAL SERVICES

3.2. CONTRACTOR

3.2.1. MATERIAL AND EQUIPMENT

3.2.1.1. VEHICLE

3.2.1.2. HIGH-REACH DEVICES & EQUIPMENT

4. GENERAL INFORMATION

4.1. HOURS OF OPERATION

4.1.1. HOLIDAYS

4.1.2. POTENTIAL DELAYS DUE TO MILITARY OPERATIONS

4.2. CONTRACTOR - GENERAL REQUIREMENTS

4.2.1. KEY PERSONNEL

4.2.2. ORGANIZATIONAL CHART

4.2.3. EMPLOYEE REQUIREMENTS

4.2.3.1. IDENTIFICATION OF CONTRACTOR EMPLOYEES

4.2.4. LANGUAGE PROFICIENCY

4.2.5. CONTRACTOR COMMUNICATIONS

4.2.6. KEY CONTROL SYSTEM

4.2.6.1. LOST KEYS

4.2.6.2. RE-KEYING OR REPLACEMENT

4.2.7. MEETING MINUTES

4.2.8. SYSTEM DIAGRAMS

4.2.9. APPENDIX DISCREPANCIES

4.2.10. LIABILITIES AND RESPONSIBILITIES

4.3. SECURITY REQUIREMENTS

4.3.1. BASE ACCESS AUTHORIZATION

4.3.2. MAIN BASE ACCESS

4.3.2.1. SECURITY AUTHORITY

4.3.3. RESTRICTED/CONTROLLED AREAS

4.3.3.1. ACCESS COORDINATION

4.3.3.2. ESCORTS

4.4. SAFETY AND HEALTH REQUIREMENTS

4.4.1. HEALTH & SAFETY PROGRAM

4.4.1.1. HOT WORK PERMIT

4.4.1.2. ASBESTOS

4.4.2. PROMPTLY REPORT INJURIES, ACCIDENTS, DAMAGES

4.4.3. ENVIRONMENTAL PROTECTION

4.4.3.1. SAFETY DATA SHEET (SDS)

4.4.3.2. ENVIRONMENTAL SPILLS

4.4.3.3. HAZARDOUS WASTE

4.5. BASE REGULATIONS

4.5.1. ALCOHOL AND DRUGS

4.5.2. TRAFFIC LAWS

4.5.3. WEAPONS, FIREARMS, AND AMMUNITIONS

5. APPENDICES

5.1. MAPS AND FORMS

1. DESCRIPTION OF SERVICES

1.1. OBJECTIVE

The objective of this service contract is to ensure Gas Distribution System reliability and efficiency at the Aviano AB. Gas Distribution System includes Natural Gas Lines, Gas Pressure

Regulator Groups, Gas Leak Detection Systems and Liquid Propane Gas lines and 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 management, personnel, tools, supplies, equipment, supervision, transportation, and all other materials necessary to perform the following mandatory services pertaining to all Natural Gas Lines (NGL), Gas Pressure Regulator Groups (GPRG), Gas Leak

Detection Systems (GLDS) and Liquid Propane Gas (LPG) lines and systems, installed at

Aviano AB in accordance with (IAW) the requirements specified in this PWS, appropriate manufacturer’s recommendations and commercial practices:

• Inspection, testing and maintenance (ITM)

• Gas leak detector replacement (if older than 5 years)

• Extraordinary maintenance

• Emergency

The Gas Distribution System, buildings, and facilities requiring Contractor services are indicated in the Appendix A.

1.2.1. STANDARDS

All workmanship must be accomplished in accordance with all current and applicable Italian standards, equipment manufacturers guidelines, regulations, and laws. Standards to be applied shall be (but not limited to) UNI 10702-1, UNI 10390, UNI 11632, UNI 8827, UNI 9165, UNI

10619-1, UNI 10619-2, UNI 10619-3, UNI EN 12279, UNI 9860, UNI 9571-1, UNI EN 1776, UNI EN 12186, UNI EN 12279, UNI EN 13306, UNI EN 15001-1, UNI EN 15001-2, UNI

9571-1, UNI 9571-2, CEI 31-35 and all Italian laws, decrees, regulations to include any regional circular letters issued by the time services are performed. Additionally, the contractor will provide to the Government a printed copy of applied/applicable Norms within the first 30 days of contract award.

1.2.2. WARRANTY

The Contractor must not perform any maintenance that would void any Installer Warranty and

Manufacturer Warranty without written approval from the Designated Government

Representatives (DGR). All defects in material or workmanship found by the Contractor shall be reported to the DGR, at the time defects are discovered. All materials and spare parts furnished by the Contractor for the performance of this contract will be covered by a two (2) year warranty.

1.2.3. ELECTRICAL SYSTEMS

The Contractor must service all the electrical system components associated with the Gas

Distribution System 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. The Contractor is responsible for providing service to all electrical system components connected to or monitored by the Gas Leak Control

Panel (GLCP). The Contractor is responsible for servicing and maintaining all back up power system components which are connected to the Gas Distribution System.

1.2.4. CLEANUP

Upon completion of any/all work, the Contractor must remove all excess material and parts, thoroughly clean the immediate work area and all surrounding and adjacent areas. In addition, all the equipment listed in Appendix A, and its immediate surrounding must always be kept clean. The Contractor must dispose of all debris in accordance with applicable Italian Laws.

1.2.5. 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 maintenance requirements. Changes resulting in an increase or decrease in contract maintenance requirements will be addressed at paragraph 4.2.10.

Appendix Discrepancies of this PWS.

1.2.6. INTERRUPTION OF UTILITIES

Contractor will not interrupt utilities until approval is received in writing from the DGR.

Contractor will submit requests for utilities interruption in writing to the DGR and the

Contracting Officer (CO) at least ten (10) working days in advance of the requested outage.

Requests must include building or facility number, type of utilities to be interrupted, type of operation requiring the interruption, date, and downtime frame. To the maximum extent possible, interruptions will be scheduled for days/hours that will minimize the impact to base activities.

1.2.7. NON-FUNCTIONAL/NON-RELIABLE SYSTEMS

If the Contractor discovers a deficiency that will compromise normal operating conditions or system reliability, then the Contractor must immediately notify the DGR and CO via email indicating proper corrective actions to be taken (IAW current applicable standards). The email notification must be followed by a phone call to the DGR. If the Contractor is unsure if a deficiency requires immediate notification or not, then the Contractor should notify the DGR anyway. If the Contractor is unable to contact the DGR, then it must notify the Aviano AB Fire

Department (i.e., GLCP is not operational and requires replacement). List of the Aviano AB

Fire Department Point of Contact and the DGR will be provided by Government within five (5) working days after contract award.

1.3. MANDATORY SERVICES

1.3.1. INSPECTION, TESTING, & MAINTENANCE SERVICE

The Contractor shall provide mandatory ITM service to all Gas Distribution System listed in

Appendix A, and all related equipment. The systems must be maintained so they operate continuously, reliably, and in a safe operating condition as originally designed and intended by the manufacturer. The Contractor must provide mandatory ITM service to all electrical system components directly connected to, or monitored by, the GLCP indicated in Appendix A.

1.3.1.1. NATURAL GAS LINES (NGL)

The contractor shall provide verification service for medium pressure distribution lines and relative shut-off and vent valves. All main gas lines at Aviano AB are Polyethylene (HDPE) and working at medium pressure. Contractor shall check for possible gas leaks using proper equipment with GPS technology annually. The check also includes the gas lines that deliver gas from the GPRG to the facility shut- off valve. Contractor shall inspect, lubricate, and exercise all shut-off valves annually. The estimated total length of NGL is 22,000 meters and estimated number of line shut off valves is 304.

1.3.1.1.1. LIQUID PROPANE GAS LINES (LPGL)

As part of the Natural Gas Lines, the contractor shall check for any possible gas leaks by using field gas leak detector on gas lines that deliver gas from LPG tank to the pressure regulator and/or the facility shut-off valve. The estimated total length of LPGL is 100 meters.

1.3.1.2. GAS PRESSURE REGULATOR GROUPS (GPRG)

The contractor shall provide survey (Sorveglianza), conduction (Conduzione), scheduled preventive maintenance (seven-year ordinary maintenance) and corrective maintenance of the

GPRG listed in Appendix A to be performed in accordance with frequencies indicated in

Appendix B. The cabinet shall be considered part of the GPRG. Each service shall include the cleaning of all the GPRG devices.

1.3.1.3. GAS LEAK DETECTION SYSTEMS (GLDS)

The contractor shall service the GLDS semiannually.

1.3.1.4. SUBMIT ITM SERVICE SCHEDULE

The Contractor shall schedule and arrange all work to mitigate interference with normal

Government operations. The Contractor must submit a schedule for Aviano AB indicating all mandatory ITM services to be performed during the contract period. These schedules must be submitted to the DGR and CO for approval no later than five (5) working days after contract award. These schedules must be approved prior to commencement of contract work. The service schedule must include:

- Facility Number

- System type (e.g. GPRG)

- ITM service type (e.g. functional test)

- Applied standard/norm

- Start Date and Time

- Completion Date and Time

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

Any changes due to unforeseen circumstances will require the Contractor to submit an updated

ITM schedule for DGR review and approval with the weekly service submittal. The updated schedule shall also include the previous week’s performed tasks. The submittals must be in electronic format and must be fully readable when printed.

Note: It is the Contractor’s responsibility to obtain all required specific material and make all necessary arrangements or coordination to fully accomplish services.

1.3.1.5. ITM SERVICE REPORT

The Contractor must generate a dual language (English and Italian) service report each time it works on a system. Every system (GPRG, GLDS, etc.) in a facility requires a system service report; therefore, it is expected that a system/facility could have multiple reports during a work week. The system service report shall include a checklist of all actions to be executed for each single system, indicating law or regulation reference. The comments section of the system service report must include, but is not limited to the following:

- ITM services that were not performed with a detailed list of devices/equipment not serviced and related explanation of why service was not performed (the Contractor shall communicate these information to the DGR via email within the following working day)

- List and reason of previously deferred services

- Identified deficiencies with a detailed description; applicable code references; proposed solution; required material and labor quantities.

The ITM service report forms shall be submitted for approval no later than five (5) working days after contract award for approval. The ITM service reports will be accepted in both hard copy and electronic formats. If in hard copy, the reports shall be signed and stamped. If in electronic format, the reports shall be locked and digitally signed, and must be fully and clearly readable when printed on paper. The electronic reports shall be named as indicated in Appendix

E.

1.3.2. EXTRAORDINARY MAINTENANCE

Extraordinary maintenance consists of any maintenance or repairs not included in the mandatory

ITM service. This service is necessary to bring a system, or piece of equipment, up to the original operating condition for which the equipment was intended, which includes associated operational checks. The Government considers a request complete when the deficiency causing the request is corrected and the system or piece of equipment is operating as intended.

1.3.2.1. EXTRAORDINARY MAINTENANCE REQUEST

An extraordinary maintenance request is a request via telephone from the DGR. This will be followed by an extraordinary maintenance request letter via email. The Contractor must respond and be onsite at the facility requiring service within 4 normal working hours after receipt of a request letter for Aviano AB. The request must be completed within three (3) working days unless approved otherwise in writing by the DGR. The Contractor must generate an extraordinary maintenance request service report upon completion of the service.

1.3.2.2. EXTRAORDINARY MAINTENANCE REQUEST SERVICE REPORT

The Contractor shall generate and submit the extraordinary maintenance request service report to the DGR via email by 09:00 on the second working day following the completion of each extraordinary maintenance request by the Government. The extraordinary maintenance request service report form shall be submitted no later than five (5) working days after contract award for approval. The report must include:

- The reference of the related request letter

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

- Date and time work began

- Date and time work was completed

- Description of work completed

- Number of direct hours expended to the half hour

- Description of material and parts used, including quantities

- Signature or initials of the Contractor’s personnel performing the service or supervisor, indicating that the work has been completed.

1.3.3. EMERGENCY

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

1.3.3.1. EMERGENCY REQUEST

An emergency request is a request via telephone from the DGR. This will be followed by an emergency request letter via email. Emergency request work consists of the following:

determining the cause of system and/or equipment malfunctions, eliminating the cause(s) and restoring the system and/or equipment to full-operational working condition. It is Contractor responsibility to correct the emergency request deficiency in one visit. 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 to the system or to the building. Before leaving the facility, the

Contractor must contact the emergency request originator (personnel that notified the contractor of the emergency) and Fire Department ECC operator by telephone or in person to report the following: a description of completed work, overall status of the affected system(s) and description of any necessary follow-up work. The request must be completed within three (3) working days unless approved otherwise in writing by the DGR. The Contractor must generate an emergency request service report for every emergency request it receives accordingly to paragraph 1.3.3.4. below.

1.3.3.2. EMERGENCY REQUEST RECEPTION

The Contractor shall have adequate procedures for receiving and responding to emergency requests twenty-four (24) hours per day, seven (7) days a week, including weekends and holidays. A single toll-free telephone number shall be provided by the Contractor for receipt of all emergency requests. 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 English language skills to understand the reason for call and necessary actions to take.

1.3.3.3. EMERGENCY REQUEST RESPONSE TIME

The Contractor must respond and be onsite at the facility requiring service within one (1) hour after receipt of an emergency request for Aviano AB.

1.3.3.4. EMERGENCY REQUEST SERVICE REPORT

The Contractor generates an emergency request service report for each emergency request. This document must be submitted to the DGR via email on the first working day following receipt of the emergency request. The emergency request service report form shall be submitted no later than five (5) working days after contract award for approval. The report must include:

- Date and time the Contractor received the request

- Request originator name

- Originator telephone number

- Facility number

- System identification

- Description of the problem generating the request

- Date and time work began onsite

- Date and time work was completed onsite

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

- Description of work completed

- Number of direct hours expended to the half hour

- Description of material and parts used, including quantities

- Signature or initials of the Contractor’s personnel performing the service or supervisor, indicating that the work has been completed

- Identified uncorrected deficiency(s) with a detailed description and related solution.

1.4. GENERAL SERVICE REQUIREMENTS

1.4.1. COORDINATION

The Contractor shall coordinate with all other involved parties (e.g., Contractors and

Government personnel) to ensure there are no disruptions to Military Operations while performing the mandatory services. The Government will provide the Contractor with Facility

Manager’s list no later than two (2) working days after contract award. It is the Contractor’s responsibility to coordinate all mandatory services with the Facility Managers well ahead of time and accomplish all requirements necessary to access the facility. If the Contractor is unable to access the facility due to unforeseen circumstances, then rescheduling the work must be accomplished. All unproductive time due to delays caused by Military Operations (e.g., access procedures, exercises, emergencies, etc.) shall not be at Government’s expense.

1.4.2. NOTIFICATIONS TO THE GOVERNMENT

The day of the service, before beginning any mandatory ITM or extraordinary maintenance service on a facility, the Contractor must notify the Facility Manager and Aviano AB 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 notification signs must be located at all the entrances of the premises involved in the service and the areas where the

Contractor is working. The notification signs must have an inscription “Natural Gas System

Maintenance in Progress” on a yellow, red, or orange background color, and be large enough to be seen and read from five (5) meters. The notification signs shall be submitted no later than five (5) working days after contract award for approval. The DGR must approve the Contractor notification signs prior to commencement of all contracted work. The notification signs requirement does not apply to the emergency requests.

1.5. SUBMITTALS

1.5.1. PRIOR TO COMMENCEMENT OF WORK

After contract award, the Contractor must provide the following submittals to the DGR:

• Notification signs

• ITM service report forms

• Extraordinary Maintenance and Emergency request service report forms

• ITM service schedule

• Metrics form

• Organizational chart

• Contractor contact information

• Quality Control Plan (QCP)

• Safety Plan, and applicable SDS's

• Employee roster

• Base pass requests

All submittals must be approved by the DGR prior to commencement of contract work. A detailed list of the submittals to be provided is included in Appendix D – “Contractor’s Submittals”.

1.5.2. WEEKLY SERVICE SUBMITTAL

The weekly service submittal is a compilation of all required documentation (ITM service reports, part history summary, work order tracker, metrics, etc.) pertaining all the work performed by the Contractor in a week timeframe. The documentation in electronic format shall be locked, digitally signed, and must be fully and clearly readable when printed on paper. The documentation on hard copy shall be signed and stamped. The Contractor must deliver the weekly service submittal to the DGR by 16:00 on the second working day of each following week. (e.g., February’s first week submittal is due by the 2nd working day of the second week of

February).

1.5.2.1. PARTS HISTORY SUMMARY

The Parts History Summary (PHS) is a history of the replacement parts used by the Contractor to perform extraordinary maintenance and emergency requests under this contract (Excel format). It consists of the parts history list and the facility usage list. The Contractor must update these lists weekly and submit a copy of the PHS to the DGR in conjunction with the weekly service submittal. The submittal must consist of all the applicable data up to the date of the submittal, not just the period since the last submittal. The sample format of the PHS and associated lists will be provided to the Contractor by the Government no later than two (2) working days after contract award.

1.5.2.2. WORK ORDER TRACKER

The Work Order Tracker (WOT) is a history of the list of the extraordinary maintenance and emergency call requests under this contract (Excel format). It consists of the updated status of all the requests. The Contractor must update this list weekly and submit a copy of the WOT to the DGR in conjunction with the weekly service submittal. The submittal must consist of all the applicable data up to the date of the submittal, not just the period since the last submittal. The sample format of the WOT will be provided to the Contractor by the Government no later than two (2) working days after contract award.

1.5.2.3. 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 shall provide the DGR a list of the proposed management metrics within five (5) working days after contract award. The DGR reserves the right to request from the Contractor changes in the type and format of metrics, if these do not objectively and effectively reflect actual quantity, timeliness, and quality of the services performed. The DGR reserves the right to compare contractor metrics against other government obtained information, such as, but not limited to, customer complaints, DGR service inspection findings, or work performance observations. The contractor metrics and results of the above comparisons shall be utilized by the DGR in the determination whether provided services are satisfactory or otherwise.

2. PERFORMANCE REQUIREMENTS SUMMARY (PRS)

The contract service requirements are summarized in performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimally acceptable levels of service for each requirement. The PRS and the Contractor’s QCP provide information on contract requirements, the expected level of Contractor performance and the expected method of Government validation and confirmation of services provided. These thresholds are critical to mission success. Procedures as set forth in the FAR 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance, will be used to remedy all deficiencies. During the first initial 60 days of the contract, two additional errors on each required task shall be allowed in an effort to identify normal phase-in problems, except for any Emergency.

Required Task Performance Objective

PWS

Para

Performance

Threshold Resolution

Mandatory

Inspection, Testing and

Maintenance service

Contractor shall perform the service with completeness, accuracy, quality and timeliness IAW Laws and

Standards currently in Force in Italy and the requirements of this PWS.

1.3.1 & subpar.

No more than two

(2) discrepancies per month

Contractor re-performs service within three (3) working days upon notification at no additional cost to

Government

Extraordinary

Maintenance

Contractor shall perform the service with completeness, accuracy, quality and timeliness IAW Laws and

Standards currently in Force in Italy and the requirements of this PWS.

1.3.2 & subpar.

No discrepant services allowed

Contractor re-performs service within one (1) working day upon notification at no additional cost to

Government

Emergency

Contractor shall perform the service with completeness, accuracy, quality and timeliness IAW Laws and

Standards currently in Force in Italy and the requirements of this PWS.

1.3.3 & subpar.

No discrepant services allowed

Lack of responses or delay in response due to Contractor's fault will be considered as unsatisfactory performance

Notifications to the Government

Contractor shall notify FM and ECC prior to start working on any system.

1.4 & subpar.

No discrepant services allowed

Contractor's fault will be considered as unsatisfactory performance

Submittals

Contractor shall submit the required documentation assuring the completeness, accuracy, quality and timeliness IAW this PWS requirements

1.5.2 & subpar.

No more than four (4) discrepancies per week

Contractor resubmits correct documents/reports within 2 working days upon notification at no additional cost to Government

For services not performed/performed unsatisfactorily, partially performed or for unacceptable trends of reperformance, the CO will decide on action to be taken on case-by-case basis, in accordance with contract terms and conditions.

ITM reports are an integral part of ITM services: an incorrect report means an incomplete ITM service which will be considered as a not performed ITM service.

An ITM service performed partially shall be reperformed completely: servicing only the devices not serviced during the “ITM service performed partially” will be considered not acceptable.

An ITM service performed exceeding the timeframes indicated by Standards and Laws due to

Contractor’s responsibility (incorrect scheduling, employees’ shortages, etc.) will be considered as partially performed.

2.1. QUALITY CONTROL SYSTEM

The Contractor shall develop and maintain a QCP to ensure services are performed IAW this contract, applicable laws and regulations and commercial practices. The plan shall implement quality control procedures to identify, prevent and ensure non-recurrence of defective services.

Quality control procedures should present all aspects of quality control to include the responsibility for surveillance, description of records to be kept and corrective actions to be taken to correct unsatisfactory performance. At a minimum, the Contractor shall develop quality control procedures addressing the areas identified in Paragraph 2 (PRS) of the PWS. The awardee Contractor shall submit a copy of the QCP within ten (10) working days after contract award. Proposed changes to the plan shall be provided to the CO for approval prior to implementation.

2.2. QUALITY ASSURANCE

The Government will periodically evaluate the Contractor’s performance by appointing DGR to ensure services are received IAW requirements set forth in the contract. The DGR(s) will evaluate the Contractor’s performance: the DGR may inspect and rate each task as acceptable or unacceptable. If the DGR determines an unsatisfactory performance, the DGR will document the written discrepancy and notify the Quality Control Inspector (QCI). The QCI will sign and return the inspection sheet indicating an agreement or non-agreement to re-perform the service.

The discrepancy shall be filed for monitoring future recurring performance. If the QCI challenges the validity of the discrepancy even after the DGR determines its validity, the QCI shall notify the DGR and the CO, and the CO shall make the final determination. The DGR will use the Contractor’s work schedule or modified version thereof, to record validation results.

Results of the validation then become the official Air Force record of the Contractor’s performance. When a performance standard has not been met or Contractor performance has not been accomplished, the DGR will initiate and provide the CO a Corrective Action Report

(CAR) for issuance to the Contractor. The Contractor shall respond to the CAR IAW instructions provided and return it to the CO within ten (10) calendar days of receipt.

3. GOVERNMENT/CONTRACTOR FURNISHED ITEMS

3.1. GOVERNMENT

3.1.1. MATERIAL

Within two (2) working 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 ITM 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.

3.1.2. UTILITIES

Contractor will be allowed the use of utilities needed to accomplish work under this contract.

Electric power 220 V, 1 phase, 50 Hz is available. Connections will be at Contractor’s expense.

Upon completion of any work performed, Contractor will restore site to original condition without debris, neat and safe for others to use.

3.1.2.1. RESTROOM USE

Contractor will be allowed the use of restroom facilities within the work area.

3.1.3. FACILITY SPACE

The Government will not provide the Contractor any office or an on-base area to conduct admin related work. Any work unrelated to the maintenance, testing or certifications of the devices mentioned within Appendix A will be accomplished by the Contractor in their place of work.

3.1.4. SECURITY, FIRE AND MEDICAL SERVICES

The Government will provide police and fire protection. In the event of a medical emergency on base, the Contractor is required to call +39-0434-30-1911 (ECC). If employee is unable to speak English, then he/she is required to call 112 and ensure the information is relayed from the dispatcher to the ECC on base.

3.2. CONTRACTOR

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:

- Be the same (brand and model) of the original one. If the material is no longer available on the market, the Contractor will provide to the DGR/CO the declaration of compatibility with existing system

- Comply and be certified with applicable Norms/Standards: the certification shall be delivered to the DGR prior the installation

- Be used in accordance with original design and manufacturer's intent.

3.2.1. MATERIAL AND EQUIPMENT

The Contractor shall maintain enough readily available materials and equipment on hand to fulfill the requirements within this PWS. Lack of materials or equipment does not relieve the

Contractor from the responsibility or from the requirement to complete the work within the time limits specified in this PWS. Each vehicle must have the necessary equipment and tools (e.g.

PPE, electronic gas detector, certified gas cylinders for detectors calibration, etc.) to carry out the activities required by this PWS and a minimum quantity of common spare parts (e.g.

batteries, pressure gauges, etc.). When using measuring equipment, fixed or mobile, the contractor must provide the DGR with valid calibration certificates. The certificates must remain current through the life of the contract.

3.2.1.1. VEHICLE

Contractor vehicles shall always be maintained in a safe and operational condition while on

Aviano AB. They must also be clearly identifiable with a logo or the name of the Contractor company. If at any point, while on Government premises, a spill or release of any hazardous material into the environment does occur from the contractor vehicles, then it will be the

Contractor’s responsibility to notify appropriate agencies and contain the spill. See paragraph

4.4.3.2. for further details.

3.2.1.2. HIGH-REACH DEVICES & EQUIPMENT

Some devices are installed at heights that require the use of specific devices or equipment (such as the use of lifting platforms or ladders or scaffolding). Such devices or equipment shall be CE

(Comunitá Europea/European community) certified, and the user shall be qualified to use it.

4. GENERAL INFORMATION

4.1. HOURS OF OPERATION

Normal working hours are Monday through Friday, from 08:00 to 17:00, except U.S. Federal and Italian Holidays. The Contractor will schedule all the services to be performed during normal working hours. The Contractor may find it necessary to deviate from the normal base hours of operation, to ensure timely completion of work under this PWS at no additional cost to the Government.

4.1.1. HOLIDAYS

During the following U.S. Federal and Italian Holidays the access to the facilities could be limited:

U.S. Federal Holidays

New Year’s Day 1st January

Martin Luther King’s Birthday 3rd Monday in January

President’s Day 3rd Monday in February

Memorial Day Last Monday in May

Juneteenth 19th June

Independence Day 4th July

Labor Day 1st Monday in September

Columbus Day 2nd Monday in October

Veteran’s Day 11th November

Thanksgiving Day 4th Thursday in November

Christmas Day 25th December

Italian Holidays

New Year’s Day 1st January

Epiphany 6th January

Easter as stated on current year’s calendar

Easter Monday as stated on current year’s calendar

Aviano local patron Saint’s Day 12th April

Liberation Day 25th April

Italian Labor Day 1st May

Republic Day 2nd June

Assumption Day 15th August

All Saints 1st November

National Unity Day As stated on current year calendar

Immaculate Conception 8th December

Christmas Day 25th December

Saint Stephen Day 26th December

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.

4.1.2. POTENTIAL DELAYS DUE TO MILITARY OPERATIONS

Contractor may experience delays due to military exercises or other military activities in Entry

Control Points (ECP) of Aviano Air Base. Potential delays do not alleviate Contractor from performing service and shall not be the basis for the additional cost to the Government.

4.2. CONTRACTOR - GENERAL REQUIREMENTS

The Contractor shall have competent personnel trained within the contract. All Contractor personnel must be qualified/certified in accordance with Italian law and experienced in the skills and responsibilities of the position to which they are assigned or must be supervised by a technician provided with the proper qualification in accordance with applicable Italian standards. The Contractor shall provide an employee roster and submit the base pass requests to the

CO/DGR within two (2) working days from the contract award.

4.2.1. KEY PERSONNEL

The Contract Manager (CM), QCI and/or alternate(s) shall have full authority to act for the

Contractor on all contract matters relating to the daily operation of this contract. The CM, QCI or alternate(s) must be available and must be reachable during work hours. The contract manager or representative(s) shall be available during normal working hours, and within 24 hours of notification, be able to meet at Aviano AB with the CO or DGR to discuss problematic areas. The Contractor shall provide to CO and DGR telephone number(s) and e-mail address(es) of all key personnel where validation results and complaints can be reported. This information shall be delivered within five (5) working days from the contract award and will be kept updated by the Contractor whenever personnel changes occur.

4.2.2. ORGANIZATIONAL 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 and the contact information shall be submitted with the Bid proposal. This list shall include the full name and role/position and qualification of each employee. The Contractor must notify the

DGR in writing at least five (5) working days prior to any personnel changes or changes in contact information. The Contractor must notify the DGR in writing of any unplanned changes as soon as possible, but no later than the next working day.

4.2.3. EMPLOYEE REQUIREMENTS

The Contractor shall not employ person(s) for work in this contract who are identified to the

Contractor by the CO as a potential threat to the health, safety, security, general well-being, or operational mission of the installation and its population. The Government is authorized to restrict the employment under the contract of any Contractor employee or prospective

Contractor employee, who is identified as a potential threat to the health, safety, security, general well-being, or operational mission of the installation and its population.

4.2.3.1. IDENTIFICATION OF CONTRACTOR EMPLOYEES

Contractor personnel shall present a neat appearance. All employees shall wear a nametag or other identifying apparel all the time. Contractor personnel shall be easily recognizable while on the installation in conjunction with this contract. This shall be accomplished through the wear of distinctive clothing, overcoats, or hats, bearing the company name or logo. The coloring or design of the items selected should be such that identifies personnel easily and quickly for reasons of safety and personal protection.

4.2.4. LANGUAGE PROFICIENCY

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 to coordinate services properly and independently with United States Government personnel. All written correspondence shall be in English.

4.2.5. CONTRACTOR COMMUNICATIONS

To facilitate communication between the Government and the Contractor, the Contractor must designate and maintain an active email account(s) and contact telephone number(s) for the life of the contract.

4.2.6. 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 that shows the facility number, name of personnel 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 keys issued by the Government.

4.2.6.1. LOST KEYS

The Contractor shall immediately report to the DGR any occurrences of lost, unauthorized use, or unauthorized duplication of keys.

4.2.6.2. 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 DGR, 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 shall be deducted from any payment due to the Contractor.

4.2.7. MEETING MINUTES

The CO is responsible for recording the meeting minutes for all official meetings with the

Contractor and distributing them, in English, via email to the meeting participants, DGR, and

CO within two (2) working days of the meeting. Official meetings include all meetings with the

CO or DGR regarding Contractor quality or performance issues.

4.2.8. SYSTEM DIAGRAMS

If during the performance of a service the Contractor discovers that the system diagram is missing or incorrect, it must notify the DGR via the system ITM service report. Any time the

Contractor makes a significant change to the system, it shall generate a new system diagram in

CAD (dwg format) format and submit an electronic version (CAD) to the DGR for approval.

Once approved, the Contractor will post the updated diagram in the building or facility.

4.2.9. APPENDIX DISCREPANCIES

If during the performance of services under this contract the Contractor discovers that the description of the system components indicated in the Appendices differs from the actual onsite condition, then it must notify by e-mail to the DGR and the CO within 10 working days indicating the updated detailed description of the actual onsite condition of the system. A modification to the contract shall be made between the Contractor and the CO to update the

Appendices. If the Contractor believes the discovered discrepancy constitutes a cost increase/decrease to the contract, then the Contracting Officer will evaluate if the discrepancy is subject to a contract modification IAW clause 52.212-4 Contract Terms and Conditions—

Commercial Products and Commercial Services.

4.2.10. LIABILITIES AND RESPONSIBILITIES

The Contractor shall be responsible for all damages to persons or property that occurs during the performance of this contract as a result of the Contractor's fault or negligence. The Contractor shall also be responsible for all materials and work performed until completion and acceptance of the work. The Contractor shall safeguard all tenants and visitors in the facilities while performing the work under this contract.

4.3. SECURITY REQUIREMENTS

Contractor employees shall comply with Aviano AB security requirements always imposed by the Installation Commander while on Aviano AB premises. The Contractor shall obtain all necessary passes, decals, badges, or other items required for access to perform contract services at Aviano AB. The Contractor is responsible for accountability of all such media, which shall be surrendered to the Security Forces Squadron Pass and Registration Section upon completion or termination of the contract or upon termination of an individual’s employment for the

Contractor. The Contractor shall comply with all Aviano AB policies regarding entry to the installation, rules of the road, contingency operations compliance, and photography prohibitions.

Contractor employees are authorized entry to the installation for the purpose of work under this contract only and are not authorized in other facilities or areas without prior Government authorization.

4.3.1. BASE ACCESS AUTHORIZATION

Government will provide entry authorization to Aviano AB for Contractor’s personnel and vehicles necessary to accomplish the required service IAW this PWS. Contractor’s personnel and vehicles must be identifiable. At Contract award, Contractor shall be responsible to submit all the mandatory documentation to obtain the entry passes. All employees may be subject to a background check through the Carabinieri and the Italian Air Force to obtain authorization for base access. This process could take up to two months until approved. Contractor will be responsible to request renewal of entry passes timely prior expiration to avoid interruption of services with subsequent request from U.S. Government for damages or related costs for missing services including legal refunds. The Contractor shall be aware that entry requirements are subject to change due to installation and world situations.

The Aviano AB Installation Commander reserves the right to deny restricted area entry to any

Contractor employee upon discovery of unfavorable information, and the right to terminate the entry of any employee upon disclosure of information indicating the individual’s continued entry to Aviano AB not in the best interest of national security. Entry Passes are property of US

Government and if for some reason the Contract is suspended or terminated, Contractor is fully responsible to return the badges within one (1) day after the suspension or the termination of the

Contract to DGR or CO. If the Contract is re-activated after a suspension the Contractor will have back the original badges. If Contract extend for more than twelve (12) months, Contractor is responsible to get the new forms and fill them for the renewal of Entry Passes. Request for renewal badges should be requested at least 60 calendar days prior to the expiration date of the current Entry Passes.

4.3.2. MAIN BASE ACCESS

All commercial Contractor vehicles shall enter through Gate 8 (Area F, LVIS Gate) and be subject to search prior to gaining base entry. The Contractor should plan and allow for delays because of the increased and ever-changing security procedures.

4.3.2.1. SECURITY AUTHORITY

The Contractor shall brief all employees that they shall immediately leave any area upon notification by the CO, DGR, constituted authority, Security Forces, or when directed as occasional operational requirements, real world activities, or emergencies dictate.

4.3.3. RESTRICTED/CONTROLLED AREAS

Contractor performance within restricted/controlled areas shall require Contractor compliance with various levels of security and established personnel security entry control procedures. The

Contractor shall ensure all Contractor employees performing services in secured areas are processed for a controlled area, limited access, or visitor badge by the Entry Controller of the restricted/controlled area.

4.3.3.1. ACCESS COORDINATION

The facility manager/user/occupant will be responsible for providing access, escorts, or temporary visitor access badges for Contractor personnel while performing contract services.

4.3.3.2. ESCORTS

At all times while in restricted/controlled areas, Contractor employees shall be under direct surveillance of a person who is cleared to wear a controlled area badge and perform escort duties. Visitor badges shall be returned to the Entry Controller each time the employee completes the duties and leaves the area.

4.4. SAFETY AND HEALTH REQUIREMENTS

Contractor will perform IAW (but not limited to) D. Lgs. 81/08 – 106/09 Art 26 (TESTO

UNICO SULLA SICUREZZA) and ALL other safety applicable laws. In case of conflicts, the most stringent standard will be observed. Within ten (10) days from the contract award, Contractor shall contact Aviano 31 FW/CCPP Prevention and Protection Office (

31FW.CCPP.DUVRI@us.af.mil, 0434 307722) in order to complete the DUVRI (Documento

Unico di Valutazione dei Rischi Interferenti) accordingly to fulfill the latter obligation. Dlgs

81/08. Contracting Office will provide the Contractor with properly POC and documentation.

Contractor will also provide a POS (Piano Operativo di Sicurezza/Operational Safety Plan) or an equivalent written safety protocol covering preventive measures meant for minimizing mishaps and preventing interference hazards within occupied base facilities and infrastructures.

Contractor’s vehicle and drivers shall comply with base road traffic regulations (see 4.5.2.)

using proper equipment such as warning signs, reflective jackets, cones etc. Safety or personal protective equipment violations will result in suspension of work until violations are corrected, at no cost to the U.S. Government. Contractor may also be liable for penalties assessed on related delays occurred. Before accessing Aviano Air Base, the Contractor will receive appropriate safety instructions on work areas with presence of known hazards IAW D. Lgs.

81/08 – 106/09 Art. 26. Prevention & protection officer will brief Contractor concerning safety and emergency procedures after contract award, at the pre-performance conference.

Contractor's representatives shall receive a safety briefing during the pre-performance conference from Base 31 FW/SEG Occupational Safety Office. Electronic copy of POS or equivalent will be provided to 31 FW/SEG (31FW.SEG@us.af.mil) right after the pre-performance meeting or within ten (10) working days after contract award, whichever is first.

4.4.1. HEALTH & SAFETY PROGRAM

Contractors must maintain a Safety and Occupational Health plan which meets all applicable

Aviano ABs 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.

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:

mailto:31FW.CCPP.DUVRI@us.af.mil mailto:31FW.SEG@us.af.mil

a. respiratory protection

b. hazard communication

c. protective equipment and clothing

d. medical surveillance

e. industrial hygiene

f. inspections

g. surveys

h. documentation

2. Notify the CO, DGR and 31 FW Safety and Occupational Health office of any adverse safety and occupational health conditions occur while performing contractual services.