CRAC Performance Work Statement_Rev1.pdf

Attachment 1 – Performance Work Statement Page 1 of 15

PERFORMANCE WORK STATEMENT (PWS)

Computer Room Air Conditioning Maintenance, Repairs, and Replacement

PART 1

GENERAL INFORMATION

1. GENERAL: This contract is required to provide maintenance, repairs, and replacement to various Computer Room Air Conditioning (CRAC) units servicing primary communications rooms. Units are located in various facilities on McChord Field at Joint Base Lewis-McChord (JBLM), see Technical Exhibit 2 for locations. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn, is responsible to the Government. The Contractor shall be accountable to the Government for all Contractor and subcontractor personnel and requirements.

1.1. Description of Services: The Contractor shall supply all personnel, equipment, tools, and materials necessary to maintain, repair, and replace CRAC units as identified in the attached assessments and Part 5 of this PWS. The Contractor shall perform all work in accordance with (IAW) the terms and conditions of the contract and consistent with industry standards.

1.1.1. Mission: CRAC units provide air conditioning for communication server equipment and are required to maintain the normal function of equipment and preserve network connectivity for various facilities on JBLM. Network connectivity is a mission requirement for all organizations on JBLM, to include both Active and Reserve Components.

1.2. Background: CRAC units are required to ensure proper operation of communication server equipment. These units are classified as equipment and are not to be maintained or repaired using in-house labor. A contract is required to assess CRAC units and provide required repairs and maintenance.

1.3. Objectives: The basic service objectives include the following:

1.3.1. Provide and replace any CRAC units in Group 1 or Group 2 (see Attachment #2) that currently utilize R-22 refrigerant in or are beyond economical repair with similarly sized units that use R-454B or KO approved alternative. A determination of beyond economical repair shall be made IAW Section 5.2 of this document.

1.3.1.1 Any CRAC units that are replaced shall be maintained according to the monthly, quarterly, and annual preventative maintenance outlined in Part 5 of this PWS for the remainder of the contract.

1.3.2. Provide monthly, quarterly, and annual preventative maintenance on all Group 1 CRAC units specified in Part 5 of this PWS.

1.3.3. Provide and update a month-to-month schedule of work to the COR and CS.

1.3.4. Provide and install labels for all CRAC units under this contract and any exercised options which identify the unit as being serviced by this contract and a standby service number for the customer to call in case of emergency.

Attachment 1 – Performance Work Statement Page 2 of 15

1.3.5. OPTION: Provide monthly, quarterly, and annual preventative maintenance on all Group 2 CRAC units specified in Part 5 of this PWS.

1.3.6. OPTION: Install new air conditioning units in the comm rooms within J01119, J01141, J01145 that are sized for each room’s square footage and the temperature and humidity requirements outlined in 5.2.1.

1.3.6.1 Any new units installed under this option shall be maintained according to the monthly, quarterly, and annual preventative maintenance outlined in Part 5 of this PWS for the remainder of the contract.

1.4. Scope: The Contractor will provide all personnel, equipment, tools, and materials required to accomplish work described in this PWS.

1.5. Period of Performance: The period of performance shall include a 30-day transition period, an 11-month base award, four 12-month option periods, and a six-month option to extend.

1.6. General Information

1.6.1. Quality Control: The Contractor shall develop and maintain an effective quality control program to ensure services are performed IAW this PWS. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor’s quality control program is the means by which the Contractor assures that work complies with the requirements of the contract. A Quality Control Plan (QCP) shall be submitted with the Contractor’s proposal. After acceptance, the Contractor shall receive the Contracting Officer’s acceptance in writing before implementing proposed changes to the QCP.

1.6.2. Quality Assurance: The Contracting Officer (KO) will evaluate the Contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the KO must do to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.6.3. Recognized Federal Holidays: The Contractor shall not be required to perform services on recognized federal holidays. The recognized federal holidays include:

New Year’s Day Independence Day Martin Luther King Jr.’s Birthday Labor Day Inauguration Day Columbus Day Washington’s Day Veteran’s Day Memorial Day Thanksgiving Day Juneteenth National Independence Day Christmas Day

1.6.3.1 Federal holiday dates can be located here: https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/#url=Overview.

1.6.4. Hours of Operation: The Contractor shall be responsible for providing services, between the hours of 7:30 AM and 4:30 PM PST, Monday through Friday, except federal holidays or when the Government facility is closed due to local or national emergencies, administrative http://www.opm.gov/policy-data-

Attachment 1 – Performance Work Statement Page 3 of 15 closings, or similar Government directed facility closings. For other than firm fixed price contracts, the Contractor will not be reimbursed when the Government facility is closed for the above reasons. The Contractor shall at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential to successful performance under this contract.

1.6.4.1 Standby Services:

• The Contractor shall provide on-call standby services outside of normal working hours to respond to system emergencies and malfunctions. A sticker or other non-destructive marking system will be affixed to the doors leading to covered CRAC units with the emergency dispatch number and company name in case of an alarm.

• The Contractor shall maintain detailed logs of all standby calls to be submitted to the COR on a monthly basis.

• Standby services shall be compensated at a minimum call-out time of two hours for each standby call.

1.6.5. Place of Performance: The work under this contract will be performed at the following facilities on McChord Field at JBLM:

1.6.5.1 Group 1: J00007, J00100, J00555, J00851, and J01216

1.6.5.2 Group 2: J00309, J01205, J01422, and Hangar 2

1.6.5.3 New Installs: J01119, J01141, and J01145

1.6.6. Security Requirements: The Contractor shall comply with JBLM security regulations:

Army Regulation (AR) 190-11, AR 190-13, 190-51, and Department of the Air Force Instruction (DAFI) 31-101. Contractor employees shall display either contractor provided identification badges, or identification badges issued under the RAPIDGate Program. If the contractor does not participate in the RAPIDGate program, it shall submit its proposed design for its employee identification badge to the KO at least 10 workdays prior to the performance start date for approval. The contractor-provided identification badge shall be made of nonmetallic material, and clearly display the employee's name, the contractor's name, and a recent color photograph of the employee. Contractor personnel shall wear the identification badge at all times when performing work under this contract at a Government site, including while attending Government meetings that may take place outside the Government facility. Unless otherwise specified in the contract, each contractor employee shall wear the identification badge. Anticipate delays in getting commercial vehicles on post and allow time for commercial vehicles to reach their destination by driving designated routes at posted speed limits through JBLM. Procedures for commercial vehicle access to JBLM are subject to change without prior notice.

1.6.6.1. The contractor shall be responsible for safeguarding all Government equipment, information, and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured. Cell phones and other electronic devices may not be permitted in certain parts of work areas and must be stored outside of controlled areas.

Attachment 1 – Performance Work Statement Page 4 of 15

1.6.7. Qualifications:

1.6.7.1. Contractor personnel performing work under this contract shall be U.S. citizens unless the provisions of AR 25-2, Information Assurance have been fully completed and approval has been granted by the Government for the non-U.S. citizen to perform the required support.

1.6.7.2. All contractor personnel working on equipment that could release ozone depleting refrigerants (such as R-22) shall be Section 608 certified according to the type of equipment they will be servicing.

1.6.7.3. Access and General Protection/Security Policy and Procedures: All Contractor personnel performing work under this contract shall comply with applicable installation, facility and area commander installation/facility access, local security policies and security procedures.

Contractor personnel shall provide all information required for background checks to meet installation access requirements by the installation Provost Marshal Office, Director of Emergency Services or Security Office. Contractor personnel shall comply with all personal identity verification requirements as directed by Department of Defense (DoD), HQ Department of Army (DA) or local policies.

1.6.8. Post Award Conference/Periodic Progress Meetings: The contractor agrees to attend any post-award conference convened by the contracting office in accordance with Federal Acquisition Regulation (FAR) Subpart 42.5. The KO and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings, the KO will apprise the contractor of how the Government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced.

Appropriate action shall be taken to resolve outstanding issues. These meetings shall be attended at no additional cost to the Government.

1.6.9. Key Personnel: The Contractor shall provide a Contract Manager who shall be responsible for the performance of work. The name of this person and an alternate, who shall act for the Contractor when the Manager is absent, shall be designated in writing to the KO. The Contract Manager or alternate shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. The Contract Manager or alternate shall be available between 7:30 AM and 4:30 PM PST, Monday thru Friday except for Federal holidays or when the Government facility is closed for administrative reasons.

1.6.10. Contractor Personnel:

1.6.10.1. Identification of Contractor Personnel: All Contractor personnel attending meetings, answering Government telephones, and working in other situations where their Contractor status is not obvious to third parties, are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials.

1.6.11. Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to, or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.), or perform evaluation services which may create a current or subsequent Organizational Conflict of Interest (OCI) as defined in FAR Subpart 9.5.

The contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a

Attachment 1 – Performance Work Statement Page 5 of 15 plan to the Contracting Officer to avoid or mitigate any such OCI. The contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may affect other remedies as deemed necessary, including prohibiting the contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.6.12. Phase-In/Phase-Out Periods: Not applicable.

1.6.13. Contractor shall coordinate all shutdowns or outages with 627 Civil Engineer Squadron (CES) and 627 Communication Squadron (CS) Point of Contacts (POCs).

1.6.13.1. 627th CES POC: 2d Lt Dexter Vinant-Tang, Email: dexter.vinant_tang.2@us.af.mil Office phone: (253) 982-9199

1.6.13.2. 627th CS POC: MSgt Matthew Aloia, Email: matthew.aloia@us.af.mil mailto:dexter.vinant_tang.2@us.af.mil mailto:matthew.aloia@us.af.mil

Attachment 1 – Performance Work Statement Page 6 of 15

PART 2

DEFINITIONS & ACRONYMS

2. Definitions And Acronyms:

2.1. DEFINITIONS:

2.1.1. CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime.

2.1.2. CONTRACTING OFFICER (KO). A person with authority to enter into, administer, and/or terminate contracts, and to make related determinations and findings on behalf of the Government. Note: The only individual who can legally bind the Government.

2.1.3. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S.

Government appointed by the KO to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor, as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4. CONTRACTOR PERSONNEL. Contractor and subcontractor employees performing working under this contract.

2.1.5. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement (PWS).

2.1.6. DELIVERABLE. Anything that can be physically delivered, but may include non-physical items, such as meeting minutes or reports.

2.1.7. GOVERNMENT-FURNISHED PROPERTY (GFP) OR GOVERNMENT PROPERTY

(GP): Not Applicable.

2.1.8. KEY PERSONNEL. Contractor employees who are critical for achieving PWS objectives.

Key personnel shall meet position qualification and experience requirements indicated in the PWS. When key personnel qualifications are used as an evaluation factor in “Best Value” procurement, the KO is the only one authorized to concur with key personnel replacement after award of the contract. When proposed key personnel resumes are used as an evaluation factor in best value procurement, a letter of commitment may be required from the individual whose resume is provided.

2.1.9. LOCAL TRAVEL: Any travel that is required to perform services IAW the PWS that is within a 50-mile radius of the place of performance.

2.1.10. PERFORMANCE REQUIREMENT SUMMARY (PRS). A listing of the service outputs under the contract that are to be evaluated by the COR on a regular basis, the surveillance methods to be used for these outputs, and the performance requirement of the listed outputs.

2.1.11. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

Attachment 1 – Performance Work Statement Page 7 of 15

PROPERTY ADMINISTRATOR (PA). Not Applicable.

2.1.12. PROPERTY MANAGEMENT SYSTEM. Not Applicable. System established by the Contractor that is used to manage GFP/GFE in its possession to control, use, preserve, protect, repair, and maintain.

2.1.13. QUALITY ASSURANCE. A planned and systematic pattern of all actions necessary to provide confidence that adequate technical requirements are established; products and services conform to established technical requirements; and satisfactory performance is achieved. For the purposes of this document, quality assurance refers to actions by the Government.

2.1.14. QUALITY ASSURANCE SURVEILLAND PLAN (QASP). The Government’s organized written document specifying the surveillance methodology to be used for surveillance of Contractor performance.

2.1.15. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.16. SUBCONTRACTOR. One that enters into a contract with a prime Contractor. The Government does not have privity of contract with the subcontractor.

2.1.17. WORK DAY. The length of time during a day in which the Contractor provides services, in accordance with the contract. Also referred to as Business Day.

2.1.18. WORK WEEK. Monday through Friday, unless otherwise specified.

2.2. ACRONYMS:

AFARS Army Federal Acquisition Regulation Supplement AR Army Regulation CES Civil Engineer Squadron CFR Code of Federal Regulations CS Communication Squadron CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative CRAC Unit Computer Room Air Conditioning Unit DA Department of the Army DAFI Department of the Air Force Instruction DD250 Department of Defense Form 250 (Receiving Report) DD254 Department of Defense Form 254 DD1466 Building Pass DFARS Defense Federal Acquisition Regulation Supplement DMDC Defense Manpower Data Center DoD Department of Defense FAR Federal Acquisition Regulation GFE Government Furnished Equipment GFP Government Furnished Property GP Government Property HIPAA Health Insurance Portability and Accountability Act of 1996 IAW In Accordance With

Attachment 1 – Performance Work Statement Page 8 of 15

JBLM Joint Base Lewis-McChord KO Contracting Officer OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs PA Property Administration PIPO Phase-In/Phase- Out POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Plan SDS Safety Data Sheet TE Technical Exhibit

Attachment 1 – Performance Work Statement Page 9 of 15

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. Government Furnished Items And Services:

3.1. Services: The Government will provide escort services for access to controlled areas for required evaluation or repair work to meet contract requirements. The Contractor shall coordinate with the Government prior to scheduled work in controlled areas.

3.2. Utilities: The Government will provide standard utilities to the Contractor for facility use while performing tasks outlined in this PWS. The Contractor shall instruct all employees in utilities conservation practices. The Contractor shall be responsible for operating under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount to accomplish cleaning vehicles and equipment.

Attachment 1 – Performance Work Statement Page 10 of 15

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. Contractor Furnished Items And Responsibilities:

4.1. General: The Contractor shall furnish all personnel, equipment, tools, and materials required to perform work under this contract that are not listed under Part 3 of this PWS.

Attachment 1 – Performance Work Statement Page 11 of 15

PART 5

SPECIFIC TASKS

5. Specific Tasks

5.1. Required Testing/Repairs: Some CRAC units require further testing and repairs to become fully operational. The Contractor shall perform testing and subsequent repair(s) to each CRAC unit, as listed below. Following repairs, the Contractor shall perform the required annual maintenance on each unit, as specified in 5.2 of this PWS. All CRAC units shall adhere to ANSI/TIA/EIA-569-B requirements to maintain a temperature between 64F and 75F, and a relative humidity of 30% and 55% within the telecommunication room. Each unit is identified by the building number and, in buildings with multiple units, the model number for the unit.

5.2. Determination of Replacement

5.2.1. When the Contractor is determining if repairs are needed, they may recommend to the COR that the equipment is beyond economical repair to the and requires replacement instead. If the COR concurs, the Contractor will provide a quote to the COR in writing that identifies the part(s) that is beyond repair, provides a cost of replacement, and provides substantiating data to support why the recommended replacement is required. The COR will then bring this to the KO who will either approve the replacement, defer it to a future contract, or approve repairs instead.

If the replacement is deferred, the Contractor shall still be required to maintain that unit until the end of the contract.

5.3. Maintenance Periods:

5.2.1. Required Maintenance (Annually):

5.2.1.1. The Contractor shall perform all required annual maintenance on all CRAC units upon acceptance of this contract. The contractor shall perform annual maintenance within the first two

(2) weeks after the work start date, as described in 1.5. of this PWS. The Contractor perform all tasks according to the monthly tasks outlined in Attachment #3 CRAC Maintenance Checklist and any additional inspections as required by the manufacturer guidelines.

5.2.2. Required Maintenance (Monthly):

5.2.2.1. The Contractor shall perform all required monthly maintenance on all CRAC units beginning one (1) month after initial annual maintenance. The Contractor shall perform all monthly maintenance within the first two (2) weeks after the start of each new month. Monthly maintenance shall not be required when either annual or quarterly maintenance is performed. The Contractor shall perform all tasks according to the monthly tasks outlined in Attachment #3 CRAC Maintenance Checklist and any additional inspections as required by the manufacturer guidelines. Additionally, the Contractor shall perform a visual inspection of all system components not inspected/maintained during the monthly maintenance period.

5.2.3. Required Maintenance (Quarterly):

5.2.3.1. The Contractor shall perform all required quarterly maintenance on all CRAC units beginning two (2) months after the initial annual maintenance. The Contractor shall perform quarterly maintenance every three (3) months after the initial quarterly maintenance period.

Quarterly maintenance shall not be required when the annual maintenance is performed. The

Attachment 1 – Performance Work Statement Page 12 of 15

Contractor shall perform all quarterly maintenance within the first two (2) weeks after the start of every quarterly maintenance period. The Contractor shall perform all tasks according to the quarterly tasks outlined in Attachment #3 CRAC Maintenance Checklist and any additional inspections as required by the manufacturer guidelines. Additionally, the Contractor shall perform a visual inspection of all system components not inspected/maintained during the quarterly maintenance period.

5.3. The Contractor shall replace failed components discovered during the monthly, quarterly, or annual inspections. The Contractor shall provide a one-year warranty on all new parts, materials, and labor.

5.4. The Contractor shall dispose of all materials, components, and waste gas/refrigerant according to all federal, state, and local regulations.

Attachment 1 – Performance Work Statement Page 13 of 15

THIS PAGE LEFT INTENTIONALLY BLANK.

Attachment 1 – Performance Work Statement Page 14 of 15

PART 6

APPLICABLE PUBLICATIONS

6. Applicable Publications (Current Editions):

6.1. The Contractor shall abide by all applicable regulations, publications, manuals, and local policies and procedures including, but not limited to:

AR 25-2 Information Assurance AR 420-1 Army Facilities Management AR 530-1 Operations Security (OPSEC) ASA IE&E Sustainable Design & Development Policy EM 385 1-1 Department of the Army Safety & Health Requirements

JBLM Design Standard Specifications NFPA 70 National Electric Code

National Fire Protection Association Code National Plumbing Code Telecommunication Industry Association Wiring Standards

PWE-707 Standard Operating Procedures for Construction & Demolition Waste UFC 1-200-01 General Building Requirements UFC 1-200-02 High Performance and Sustainable Building Requirements UFC 1-201-01 Non-Permanent DOD Facilities in Support of Military Operations WAS-026638 National Pollutant Discharge Elimination System (NPDES) MS4 Permit

Attachment 1 – Performance Work Statement Page 15 of 15

PART 7

ATTACHMENTS

7. Attachment List:

7.1. Attachments:

7.1.1. Attachment #1 Performance Work Statement (this document)

7.1.2. Attachment #2 Unit Information & Locations

7.1.3. Attachment #3 CRAC Maintenance Checklist