Attachment_1_Reefer_Maintenance_PWS_-_26_Jun_14.pdf

DEPARTMENT OF THE AIR FORCE

405th EXPEDITIONARY CIVIL ENGINEER SQUADRON

THUMRAIT AIR BASE, OMAN

PERFORMANCE WORK STATEMENT

FOR

DFAC and BX REFRIGERATED UNIT MAINTENANCE

12 May 2014

PERFORMANCE WORK STATEMENT

DFAC and BX Refrigerated Unit Maintenance Services

Thumrait Air Base, Oman

SCOPE OF WORK

The Contractor shall provide all management, tools, supplies, parts, equipment, transportation and labor necessary to maintain and repair United States Air Force owned refrigerated units specified in Fig. 1 at Thumrait Air Base for duration of one (1) year with optional year of up to four (4) additional years.

Service repair tasks shall be in accordance with the procedures recommended by the respective refrigerated unit manufacturer and in accordance with applicable federal, regional, state, and local laws and commercial standards.

A running inspections schedule shall be developed with a minimum frequency of three (3) visits a month and shall include a minimum of one (1) scheduled maintenance visit in a one (1) month period.

The Contractor shall perform an inspection of all refrigerator units to determine (if any) required repair work is needed.

The contractor shall obtain approval at least 48-hours in advance when deviating from the preventative maintenance schedule.

Preventive maintenance and cleaning shall be accomplished in accordance with the manufacturer’s specifications.

The Contractor shall provide quality control personnel, fluent in English and certified to work on and supervise work on specified equipment.

1. DESCRIPTION OF SERVICES.

1.1. PREVENTATIVE MAINTENANCE AND INSPECTION (PMI)

1.1.1. The Contractor shall provide preventive maintenance and replacement parts in accordance with manufacturer’s standards.

1.1.2. The Contractor shall provide labor, materials, tools, supervision, and expertise necessary to complete required maintenance tasks. If replacement parts are required, Contractor is required to submit form 3000 for approval before purchase.

1.1.3. The Contractor shall maintain a reasonable amount of replacement parts in stock to not delay servicing the refrigerated units past three (3) calendar days. It is the contractor’s responsibility to store the spare parts in a facility off base.

1.1.4. Running inspections and routine cleaning shall be accomplished once every seven (7) calendar days.

1.1.5. Maintenance and cleaning shall include but is not limited to replacement of driers, filters, refrigerant lines and fittings, topping off of refrigerant gas, flushing the system, Pressure wash or chemically cleaning of condenser coils and evaporator coils, replacement of condenser motor(s) and fans as well as evaporator motor(s) and fans, temperature control system to include thermostat(s), checking compressor oil level and inspection/repair of doors & seals, electronic circuitry such as solenoids, transformers, capacitors, motherboards, contactors, AEV’s(Automatic Expansion Valves).

1.1.6. Physical inspection of the back of the unit shall include checking for signs of overheating on components inside control box, leakage of fluid and components prone to damage from corrosion, check components inside control box, condenser fan and motor, defrost drain tube and suction modulation valve (SMV), suction solenoid valve (SSV) and filter drier, quench valve and moisture indicator, Partlow recorder (if applicable), power cables to include control circuitry, plugs and door gaskets, and structural integrity, instruction labels and plates. Physical inspection of the rear of the unit shall include checking sensors and wire harnesses, defrost drain and expansion valve, to include evaporator coil and defrost heaters, HTT (heater termination thermostat) and condenser and evaporator fans and motors.

1.1.8. Operational inspection shall include checking Partlow chart (if applicable) and proper pressures with manifold gauge set, fan rotation and trip start setting user selectable codes, calibration of Partlow chart and check of compressor frost level, auto PTI and manual defrost compressor oil level and refrigerant level, and operation of the filter drier downloading recorded data (if applicable).

1.1.9. The contractor shall test all circuit boards, fuses and relays, including the Amp draw, capacitance, and continuity through wire harness and electrical components to verify they meet the manufactured recommended limits. The contractor shall measure and record all coolant levels for each reefer unit, and report any leaking units.

1.1.10. The Contractor shall provide the Government with a continuous maintenance, cleaning, and repair log.

The log shall also include any items found during the monthly inspection and any repairs needed to be performed along with a price estimate.

1.1.11. For purposes of this PWS, refrigerants that are used in refrigeration units and/or other HVAC systems should be considered Ozone Depleting Substances (ODSs). The Contractor is--at minimum--required to follow these rules:

Contractor shall perform work in accordance with any/all Sultanate of Oman decrees; and/or any Governorate or local regulations.

At minimum, contractor’s personnel shall be specifically trained to work with units that contain/use R-12 and R-134a refrigerant.

The Contractor shall possess all required fittings, hoses, gauges/meters and recovery/recycling equipment to allow work on all types of refrigeration systems.

Refrigerant recovery and recycling is required for all services/repairs and purposeful venting of ANY refrigerant is specifically prohibited.

Commercial refrigeration equipment cannot be allowed to lose more than 35% of their total charge during any 12-month period. The Contractor must log and monitor the amount of ODS refrigerant currently in, and added to each refrigeration unit serviced. This will allow any ongoing leaks or releases to be identified and stopped.

Service/repairs to equipment using R-12 (or any other refrigerant) requires use of industry-standard recovery and recycling procedures.

If the costs to maintain existing equipment using R-12 refrigerant are too high, the Contractor may propose to convert the units to R-134a refrigerants using commercially-available retrofit kits. Any work to convert existing R-12 refrigeration to use R-134a MUST be approved by the CO and the Government Project Engineer before any work is started.

1.2. REPAIR SERVICES.

1.2.1. Refrigerated unit repair services shall be rendered according to the refrigerated unit manufacturer’s recommendations.

1.2.2. The Contractor shall provide all parts necessary to repair broken/disabled refrigerated units in order to make them operational per manufacture’s recommendations. The Contractor shall have commonly used parts on hand to address repeated equipment failures. 90 days after contract award, the Contractor shall provide Government with the list of on hand parts available. The Contractor shall submit a Part Inventory log monthly with the invoice.

1.2.3. The Contractor shall return refrigerated units to operational conditions within three (3) calendar days after notification of service repair requirement, unless otherwise approved by the Contracting Officer.

1.3. EMERGENCY REPAIR SERVICES RESPONSE. The contractor shall respond to an emergency repair service request within 48-hours of call during regular duty hours. Emergency service repair calls shall occur when refrigerated units malfunction or fail to operate properly. The contractor shall adhere to the requirements in section 1.2

1.3.1. The contractor shall provide a quote for the estimated cost of the refrigerated unit repair and the estimated man-hours required to perform the repair to the COR and CO within 48 hours of the initial site inspection.

1.3.2. REPAIR ESTIMATE. Repair estimate shall contain, as a minimum, the following:

Itemized price list for each replacement part

Description of the part to be replaced

Part number provided by the manufacturer or authorized dealer/vendor

Estimated time for part delivery and installation

Total costs

The Contractor shall provide this estimate to the CO or COR within 48-hours of diagnosis. No repair shall be made unless CO or COR approval is obtained. The Contractor shall notify the CO and COR when any replacement part must be ordered.

2. GENERAL INFORMATION.

2.1. DAMAGES TO GOVERNMENT BUILDINGS, EQUIPMENT, OR VEGETATION Damages to

Government buildings, equipment, or vegetation are addressed in clause 52.237-2 – “Protection of Government Buildings, Equipment, and Vegetation,” Any damages shall be brought to the attention of the COR or the Contracting Officer within 1 hour. The Contractor shall report such damage to the Contracting Officer and the Government Engineer.

2.2. HOURS OF OPERATION. The contractor shall provide PMI as per Para 1.1 during normal work hours:

0700Hrs to 1800Hrs, Sunday through Thursday, excluding holidays. Access to work site shall be restricted to these hours and days. However, due to ever changing requirements, the Contractor may experience delays while entering Thumrait Royal Air Force of Oman (RAFO) gate.

2.3. BASE CLOSURE/MINIMUM MANNING. Work scheduled but not accomplished because of base closure due to weather, exercises, actual alert, or minimum manning days shall be accomplished within 48-hours after being notified of ability to re-enter cantonment area at Thumrait Air Base.

3.0. SERVICE SUMMARY (SS). 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 required for each requirement. The Service Summary (SS) and the contractor’s Quality

Control Plan 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 FAR 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance, shall be used to remedy all deficiencies. During only the first 90 calendar days of the contract’s period of performance (the first 3 scheduled maintenance periods), one additional error per scheduled maintenance period shall be allowed in an effort to identify normal phase-in problems.

SERVICE SUMMARY

Performance Objectives Surveillance Method Performance Threshold

Contractor Quality Control 100% Inspection Services monitored by contractor quality control representative

Service Call Response 100% Inspection Service calls are satisfactorily completed within required time

Refrigerated units Preventative Maintenance

100% Inspection The same refrigerated unit does not experience the same issue in a given month

Property Control

100% Inspection USAF pre-approval before any refrigerated unit is repaired, replaced, moved or stored.

Maintenance Log 100% Inspection A current maintenance log is submitted to the COR monthly

Invoicing 100% Inspection Provide invoices to COR and CO for all services rendered

4.0. Quality Control. The Contractor shall develop and maintain a quality control program and plan to ensure refrigerated unit maintenance services are performed in accordance with commonly accepted commercial practices. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. As a minimum, the contractor shall develop quality control procedures addressing the areas identified in Section 3, Service Summary. At any time during the duration of this contract the Quality Control plan shall be modified to increase the contract proficiency with Contracting Officer’s approval.

Performance Objective

PWS

Para

Performance Threshold

Remedy Method of Assessment

SS-1

Scheduled Maintenance

1.1;

inclusive

No more than 2 valid defects per scheduled maintenance period.

Re-performance Within 48 hours of notification

Periodic Validation

SS-2

Repair Services

1.2;

inclusive

No more than 1 valid defect per scheduled maintenance period

Re-performance Within 48 hours of notification

Periodic Validation

SS-3

Emergency Repair

1.3;

inclusive

No more than 1 valid defect per scheduled maintenance period

Re-performance Within 48 hours of notification

Periodic Validation

4.1. Quality Assurance. The Government shall inspect and evaluate the contractor’s performance to ensure services are received in accordance with requirements set forth in this contract. The COR shall inspect by validating actual work performance, physically checking an attribute of the completed task, checking a management information report, investigating customer complaints, conferring with facility managers, or otherwise inspecting the task or its results to determine whether or not performance meets the standards contained in this PWS. A member of the HVAC shop will inspect/verify all work performed prior to COR approval. The COR shall 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 threshold has not been met or contractor performance has not been accomplished, the COR shall initiate and provide the CO a Contract Discrepancy Report 17 (CDR), DD Form 2772 for issuance to the contractor. The contractor shall respond to the CDR IAW instructions provided and return it to the CO within 10 calendar days of receipt.

5. GOVERNMENT FURNISHED PROPERTY AND SERVICES.

5.1. EQUIPMENT. The Government shall provide no equipment for contractor use in support of the requirements of this contract.

5.2. TELEPHONE

The Government shall not provide a telephone line for contractor use in making local commercial calls and on base calls in support of contract requirements. Long distance calls and toll calls are not authorized on Government phones.

5.3. SOLID WASTE COLLECTION AND DISPOSAL. The Contractor shall be responsible to take all waste produced off the installation and dispose of it in accordance with all host nation laws.

6. SPECIAL QUALIFICATIONS.

6.1.1. Contract Manager. The Contractor at all times shall provide a fully qualified on-site Project Manager who shall be responsible for the performance of the work. The Contractor shall designate in writing to the Contracting Officer the name of the Project Manager and all alternates. The Project Manager shall have full authority to act for the Contractor and must be fluent to speak and read the English language. The Project Manager shall be on-site during normal work hours and for contingencies requiring work beyond normal work hours. The Contractor at all times shall have a representative explaining the work operations to persons performing the work in the language that those performing the work are capable of understanding. The Contracting Officer shall have the right to determine whether the proposed representative is technically proficient to speak and communicate in the English language. The Contractor shall immediately replace any individual not acceptable to the Contracting Officer.

6.1.2. Contractor Employees. The contractor shall not employ persons for work on this contract, if he/she is identified to the contractor by the Contracting Officer as a potential threat to the health, safety, security, general well being or operational mission of the installation and its population.

6.1.2.1. Contractor personnel shall present a neat appearance and be easily recognized as contractor employees.

This may be accomplished by wearing distinctive clothing bearing the name of the company or by wearing appropriate badges, which contain the company name and employee name.

6.2. CONSERVATION OF UTILITIES. The contractor shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions that preclude the waste of utilities, which shall include:

6.2.1. Lights shall be used only in areas where and when work is actually being performed.

6.2.2. Employees shall not adjust mechanical equipment controls for heating, ventilation, and air conditioning systems.

6.2.3. Water faucets or valves shall be turned off when not in use.

7.1. SECURITY REQUIREMENTS.

7.1.1. The contractor shall follow existing security procedures and instructions applicable to Thumrait Air Base, Oman. The contractor shall be responsible for the physical security of all materials, supplies and equipment, including property being utilized. Security requirements may change and the contractor shall abide by any changes.

7.1.2. The following are prohibited items: wear of any type of US military uniform; cellular telephones (unless carrying a signed letter of authorization), mobile radios, beepers, pagers, or any other type of communication device; still cameras or video recording devices; laptops, portable drives (flash, thumb, zip); contraband (weapons, drugs, etc).

7.1.3. Vehicles shall not be allowed onto the facility unless required to perform the duties of the contract. All vehicles shall be searched upon entering Thumrait Air Base, Oman.

7.2.1. Pass Requirements. The Contractor shall be responsible for processing access passes for personnel, vehicles, equipment and all other elements associated with this project through the Contracting Officer the prior to starting any work. The Contractor shall submit all necessary paperwork to obtain access passes within five (5) calendar days of Contract Award date. The Contractor shall be given up to twenty-one (21) calendar days for access passes processing. This includes proper coordination with both Royal Air Force of Oman (RAFO) and U.S.

Security Forces. Fourteen (14) calendar days before Base Access pass expiration; the Contractor shall coordinate with the Contracting Officer for pass extensions.

APPENDIX A – DEFINITIONS

1. Contractor – Prime contractor who has the contract directly with the Government.

2. Government – Government of the United States.

3. Scheduled Maintenance – Periodic prescribed inspections and servicing of equipment in accordance with commercial/industry practices. Periodic inspection and servicing shall take place once every month.

4. Unscheduled/Emergency Maintenance/Repairs - Maintenance that is not scheduled but is required to correct unpreventable deficiencies and restore the equipment to a safe, serviceable, and operating condition.

FIG. 1 - REFRIGERATED UNITS TO BE MAINTAINED

LOCATION MODEL # REEFER # SERIAL #

DFAC 45R1 1 USFU 0241281

DFAC 45R1 2 USFU 0241300

DFAC 45R1 3 USFU 0241297

DFAC 45R1 4 USFU 0241316

DFAC 45R1 5 USFU 0241260

DFAC 45R1 6 USFU 0241321

DFAC 45R1 7 USFU 0241276

DFAC 45R1 8 USFU 0241342

DFAC 45R1 9 USFU 0241337

DFAC DK 4532 10 515 4008

BX

11 LPIU 5817200

DFAC 69NT40 12

DFAC 69NT40 13

DFAC 69NT40 14

DFAC 69NT40 15

DFAC 69NT40 16

DFAC 69NT40 17

Total