Perforamance_Work_Statment_19_Mar_13.pdf

PERFORMANCE WORK STATEMENT

FOR

EQUIPMENT

MAINTENANCE/REPAIR SERVICES

19 Mar 2013

1. DESCRIPTION OF SERVICES. The contractor shall provide all management, tools, supplies, equipment and labor necessary to maintain and repair government owned kitchen, food service, and materials handling equipment at the U.S. Air Force Academy, Colorado. Services will be provided at the Cadet Dining Facility where approximately 12,000 meals are prepared daily and at the Jacks Valley summer encampment area where approximately 6,000 meals are prepared daily for 10-15 days.

1.1 BASIC EQUIPMENT MAINTENANCE/REPAIR SERVICES. The contractor shall maintain all equipment in accordance with manufacturer’s recommendations (reference PWS paragraph 3.3) and standard commercial practices. Service shall be performed on equipment listed in Appendix #1. As replacement to existing and addition of new equipment is accomplished by the government, the contractor shall maintain the replacement and additional equipment as part of this contract after the warranty period has expired. Total quantity of all equipment may vary plus or minus (+/-) 5% during the life of this contract.

1.1.1 The contractor shall maintain a “bench stock” of parts to perform on-the-spot repairs and preventive maintenance. Such parts may consist of regularly used items such as thermostats, valves, electrical plugs, knobs and dials, belts and chains, hoses, nozzles.

1.1.2 The contractor shall be responsible for any consumable items used in the performance of work. Such items may include, but not be limited to, nuts, bolts, screws, small electrical fittings such as wire nuts and connectors, solder and/or flux, oil, grease, refrigerant gases, cleaning and shop supplies. Consumable items shall also be maintained as “bench stock” items.

1.1.3 Any part under $1,000.00 per individual purchase shall be the responsibility of the contractor. Payment for individual parts over $1,000.00 will be the government responsibility. The contractor will be responsible for gathering three quotes and submitting a purchase worksheet demonstrating adequate competition. The contractor shall not combine individual parts under $1,000 in order to exceed this threshold. If such part is needed after normal duty hours for emergency repair, the contractor shall notify the Contracting Officer Representative (COR). All replacement parts shall be new and meet manufacturer specifications.

1.1.4 The contractor shall communicate, on a daily basis to the COR, the status of any equipment in need of repair or if a part is not readily available.

1.1.5 The contractor shall conduct high temp testing of the seven (7) deep fat fryers annually and shall remove/add refrigerant as necessary. Refrigerant shall be removed from any equipment that will be turned in to base supply for transport to Defense Reutilization and Marketing Office (DRMO). Refrigerant shall be disposed of properly (see section 1.7.6, Special Qualifications). The contractor shall be required to obtain, from the base fire department, an annual welding permit to perform minor welding services required as part of equipment repair and maintenance.

1.1.6 The contractor’s responsibility for kitchen and food service equipment begins at the point where such equipment connects to facility utilities.

1.1.7 All repairs shall be completed within eight (8) hours (1 working day) of contractor notification by the government. If repairs cannot be completed in this time frame, the contractor shall notify the COR of expected completion date and provide justification for non-completion of repair.

1.1.8 The contractor shall keep a daily log of all items repaired/replaced, i.e. replaced 2 wheels on a spider rack; replaced frayed cord on a hot cart heating unit, etc. This log, listing daily workload, will serve as a tool for tracking possible equipment replacement or abuse to certain equipment items. Within five (5) working days after the end of each month, the contractor shall make available, to the COR, a log showing all work accomplished during the month. Refer to Contract Data Requirements List (CDRL) 001.

1.1.9 The contractor shall be required to disconnect utilities to old kitchen and food service equipment and connect utilities to new or replacement equipment.

1.1.10 The contractor shall be required to assist the facility manager or his/her designated representative in moving an existing piece of kitchen and food service equipment from one location to another location or removing an existing piece of kitchen and food service equipment and installing new.

1.2 EMERGENCY CALL RESPONSE

1.2.1 The contractor shall respond to any emergency repair, as determined by the COR, during non-duty hours within two (2) hours of notification. Non-duty hours are defined as any time outside the normal duty hours of Monday-Friday, 7:00 am-3:30 pm.

1.2.2 During normal duty hours, the contractor shall respond within 30 minutes to an emergency call as determined by the COR. Such an emergency repair call will take precedence over normal preventive maintenance and routine repair calls.

1.2.3 In addition to preventive maintenance, the contractor shall respond to any non-emergency repairs when notified by the COR.

1.3 PREVENTIVE MAINTENANCE

1.3.1 The contractor shall provide an on-going preventive maintenance (PM) program ensuring all equipment is maintained according to the manufacturer’s recommendations (see PWS paragraph 3.3). The contractor shall minimize disruptions and inconveniences to users.

1.3.2 The contractor shall provide to the COR a monthly PM schedule broken down by week and listing any/all discrepancies found. Repairs made during the preventive maintenance need to be listed and tracked. Within five (5) working days after the end of each month, the contractor shall provide a report of all PM accomplished.

Any discrepancies between scheduled and actual performed maintenance will be noted and justifications provided to the COR.

1.4 SIGNS. The contractor shall place an “Out of Order” or “Do Not Use” sign on any piece of equipment for which parts are on order. The contractor shall tag any electrical or gas disconnect that has been secured, noting the date and technician’s name. Signs shall contain pertinent information such as date of service, technician’s names, and expected date for parts arrival and/or unit placed back into service. Signs shall be legible and placed in an easy to see area. The contractor shall follow proper procedures for Lock Out/Tag Out program.

1.5 PROPERTY CONTROL. The contractor shall obtain approval of the COR or the contracting officer before removing any item from its existing location.

1.7 GENERAL INFORMATION.

1.7.1. QUALITY ASSURANCE. Quality Control. The contractor shall establish and maintain a complete Quality Control Plan to assure the requirements of the contract are provided as specified. A copy of the Contractor’s Quality Control Plan shall be made available upon request by the Contracting Officer. The plan shall include, at a minimum, the following:

- The methods of identifying and preventing defects in the quality of service performed before the level of performance becomes unacceptable.

- Records of all inspections conducted by the contractor and the necessary corrective action taken. This documentation shall be made available to the government during the term of the contract.

1.7.2. HOURS OF OPERATION. The Cadet Dining Facility (Mitchell Hall, Bldg. 2350) serves three (3) meals per day, seven (7) days per week. The only exception to this schedule occurs three (3) times per year – Spring Break week (late March), Thanksgiving week, and Christmas/New Years’ weeks. The contractor shall provide on-site service at Mitchell Hall during normal duty hours which are Monday-Friday, 7:00 am – 3:30 pm; however, during special scheduled events the government reserves the right to establish work requirements outside the normal duty hours. Hours are not altered by conditions which impact government employees such as phased departure or delayed reporting.

Contractor personnel may purchase one (1) meal per shift to be consumed in the building.

Contractor personnel are not authorized to sample food prepared for cadets. All food purchased must be consumed at the time of the meal.

1.7.2.1. The contractor shall also make available an additional technician to perform maintenance and repair duties in the absence of the regularly scheduled technician or to assist the regularly scheduled technician on such tasks that may require more than one (1) person to safely accomplish. The standby technician shall be familiar with the requirements of the Cadet Dining Facility and be fully capable of replacing the regularly scheduled technician.

1.7.2.2. The contractor shall provide emergency service after normal duty hours and on weekends and holidays. The contractor shall provide the COR a schedule of on-call personnel. The contractor shall also notify the COR as to any changes to the standby schedule. Refer to CDRL 003.

1.7.2.3. The contractor shall provide a cell phone as a means of technician contact both during and after normal duty hours. Cell phone shall have a local dialing area number, not a long distance number.

1.7.2.4. The contractor shall NOT be required to work on the following 10 recognized Federal holidays.

New Year’s Day Martin Luther King Day President’s Day Memorial Day Independence Day Labor Day Columbus Day Veteran’s Day Thanksgiving Day Christmas Day

1.7.3. PERFORMANCE OF SERVICES DURING CRISIS DECLARED BY THE NATIONAL

COMMAND AUTHORITY. Continuation of Essential DoD Contractor Services During Crisis.

This provision is not applicable since no services are required during a crisis.

1.7.3.1 The Contracting Officer (CO or COR will notify the contractor, by any means of communication, of a crisis existing and the contractor’s employees shall not perform the services required under this contract until notified by the government that the crisis is over. Then the contractor’s employees shall report the next business day, unless requested by the government to report the same day as notified.

1.7.3.2 There shall be no costs paid by the government to the contractor during a crisis except those costs incurred for work performed under this contract and PWS.

1.7.4. SPECIAL QUALIFICATIONS. Contractor employees shall be certified as Type I technicians under the EPA Certification for Federal Clean Air Act, Section 608, which requires all persons who maintain, service, repair, or dispose of appliances that contain regulated refrigerants be certified in proper refrigerant handling techniques. A copy of all employees’ training certificate will be presented to the COR prior to the contractor beginning work.

2. SERVICE SUMMARY

Performance Objective PWS Paragraph Performance Threshold

Equipment Repair Repairs are made within specified time limits.

1.1.7

1.1.4

85% of equipment is repaired within 8 hours, remaining 15% within timeframe agreed upon between contractor and

COR.

COR is notified of delays due to parts.

Reports and Logs Call and Maintenance Log provided to COR.

Monthly PM Schedule provided and discrepancies noted and explained.

1.1.8

1.4.2

90% of the time, monthly Call Maintenance Log provided to COR within 5 working days after the end of the month, remaining 10% within 7 working days.

90% of the time, PM log provided to COR within 5 working days after the end of the month, remaining 10% within 7 working days.

Service Call Response Service is provided within specified time.

1.3 and sub paragraphs

95% of all service calls are satisfactorily completed within required time, remaining 5% within the timeframe agreed upon between contractor and

COR.

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES

3.1 Office/Work Shop area to include desk, chair, bookshelf, work bench, parts storage.

3.2 Telephone, fax line, computer with CPU and monitor. Access to USAFA network including internet access.

3.3 The government has gathered all available printed manuals and placed them in three-ring binders within the contractor office. Currently printed manuals are available for the majority of equipment; all others are available through internet access provided.

4. CONTRACTOR LABOR HOURS

4.1 The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the United States Air Force Academy via a secure data collection site. The contractor is required to completely fill in all required data fields at http://www.ecmra.mil.

Reporting inputs will be for the labor executed during the period of performance each Government fiscal year (FY), which runs 1 October through 30 September. While inputs may be reported any time during the FY, all data shall be reported no later than 31 October* of http://www.ecmra.mil/ each calendar year. Contractors may direct questions to the Contractor Manpower Reporting Application (CMRA) help desk.

*Reporting Period: Contractors are required to input data by 31 October of each year.

Uses and Safeguarding of Information: Information from the secure web site is considered to be proprietary in nature when the contract number and contractor identity are associated with the direct labor hours and direct labor dollars. At no time will any data be released to the public with the contractor name and contract number associated with the data.

User Manuals: Data for Air Force service requirements must be input at the Air Force CMRA link http://www.ecmra.mil. User manuals for government personnel and contractors are also available at the Army CMRA link.

5. APPENDICES – Equipment Listings and Approximate Quantities/Workload Estimate

5.1 Appendix 1 Equipment listing. Immediately upon Post-Award a survey will be conducted with the COR and the contractor. All of the government owned equipment listed at Appendix 1 will be located and identified.

5.2 Appendix 2 – 30 day sample menu

5.3 Appendix 3 – Contract Data Requirement List. DD Form 1423

5.4 Appendix 4 - Historical Cost Data / Work Outside Normal Duty Hours

5.6 Appendix 5 - Critical Equipment List

http://www.ecmra.mil/