FPS PWS Draft 20 May.pdf

PERFORMANCE WORK STATEMENT

FOR

MAINTENANCE AND REPAIR

OF

FIRE PROTECTION SYSTEMS

AT

AVIANO AND GHEDI ABs, ITALY

Aviano Air Base, Italy

20 May 2024

DRAFT

Table of Contents

1. DESCRIPTION OF SERVICES

1.1. OBJECTIVE

1.2. GENERAL

1.2.1. STANDARDS

1.2.1.1. MOST STRINGENT STANDARD

1.2.2. WARRANTY

1.2.3. WATER BASED SUPPRESSION SYSTEMS

1.2.4. FIRE ELECTRICAL SYSTEMS

1.2.5. CLEANUP

1.2.6. REPLACEMENT, UPGRADE, RENOVATION

1.2.7. INTERRUPTION OF UTILITIES

1.2.8. FIRE SUPPRESSING/EXTINGUISHING AGENT REPLACEMENT

1.2.9. NON-FUNCTIONAL/NON-RELIABLE SYSTEMS

1.3. MANDATORY SERVICES

1.3.1. INSPECTION, TESTING, & MAINTENANCE SERVICE

1.3.1.1. TASK FREQUENCIES

1.3.1.2. ADDITIONAL TASKS

1.3.1.2.1. ADDRESSABLE SYSTEMS

1.3.1.2.2. PERIPHERAL UNITS SERVICE (Monaco Radio Transceivers)

1.3.1.2.3. CENTRAL RECEIVING SYSTEM (Monaco D-21)

1.3.1.2.4. SMOKE DETECTOR CLEANING

1.3.1.2.4.1. ADDRESSABLE SMOKE DETECTOR

1.3.1.2.4.2. CONVENTIONAL SMOKE DETECTOR

1.3.1.2.5. SYSTEM’S GENERAL VERIFICATION

1.3.1.2.6. BACKUP BATTERIES SCHEDULED REPLACEMENT

1.3.1.3. SUBMIT ITM SERVICE SCHEDULE

1.3.1.4. ITM SERVICE REPORT

1.3.1.5. SERVICE TASKS VALIDITY

1.3.2. EXTRAORDINARY MAINTENANCE

1.3.2.1. EXTRAORDINARY MAINTENANCE REQUEST LETTER

1.3.2.2. EXTRAORDINARY MAINTENANCE REQUEST SERVICE REPORT

1.3.2.3. EXTRAORDINARY MAINTENANCE REQUEST FREQUENCY

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

1.3.3.5. REQUEST FREQUENCY

1.3.4. TECHNICAL ASSISTANCE

1.4. GENERAL SERVICE REQUIREMENTS

1.4.1. COORDINATION

1.4.2. NOTIFICATIONS TO THE GOVERNMENT

1.5. SUBMITTALS

1.5.1. PHASE IN /PHASE OUT PERIOD

1.5.2. PRIOR TO COMMENCEMENT OF WORK

1.5.3. WEEKLY SERVICE SUBMITTAL

1.5.3.1. PARTS HISTORY SUMMARY

1.5.3.2. WORK ORDER TRACKER

1.5.3.3. 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 QUALIFICATIONS

4.2.4. EMPLOYEE REQUIREMENTS

4.2.4.1. IDENTIFICATION OF CONTRACTOR EMPLOYEES

4.2.5. LANGUAGE PROFICIENCY

4.2.6. CONTRACTOR COMMUNICATIONS

4.2.7. KEY CONTROL SYSTEM

4.2.7.1. LOST KEYS

4.2.7.2. RE-KEYING OR REPLACEMENT

4.2.8. MEETING MINUTES

4.2.9. SYSTEM DIAGRAMS

4.2.10. APPENDIX DISCREPANCIES

4.2.11. 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

1. DESCRIPTION OF SERVICES

1.1. OBJECTIVE

The objective of this service contract is to ensure Fire Protection Systems reliability and efficiency at the Aviano and Ghedi ABs. Fire Protection Systems include Fire Detection, Fire Suppression, Fire

Warning, and Fire Notification 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 supervision, tools, supplies, equipment, transportation, labor, and management necessary to perform the following mandatory services pertaining to the Fire Protection

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

• Inspection, testing and maintenance (ITM)

• Backup batteries scheduled replacement

• Smoke detector cleaning

• Extraordinary maintenance

• Emergency

• Technical assistance.

The fire protection systems, 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 include also the United States Unified Facilities Criteria (UFC) ant the National Fire Protection Association (NFPA).

1.2.1.1. MOST STRINGENT STANDARD

The intent is to provide fire protection system reliability. If U.S. (UFC and NFPA) maintenance standards and frequencies are more stringent, or testing methods are more accurate, and not in contradiction with all current and applicable Italian standards, equipment manufacturers guidelines, regulations, and laws, then the Contractor must perform the work accomplishing also all the U.S.

requirements and guidelines.

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 Contracting Officer's Representative (COR).

All defects in material or workmanship found by the Contractor shall be reported to the COR, 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. WATER BASED SUPPRESSION SYSTEMS

These systems include but are not limited to all associated equipment such as: tamper switches, pressure switches, flow switches, fire pumps, water reservoir tanks, liners, bladders, and air compressors. The

Contractor’s area of service responsibility starts at Main Control Valve (MCV) (e.g., Post Indicator valve) with its tamper switch (if provided) and applies to all water suppression systems downstream of

MCV. The only component the Contractor is not required to service is the water suppression system

Backflow Prevention Device. This device is maintained by the 31 Civil Engineer Squadron.

1.2.4. FIRE ELECTRICAL SYSTEMS

The Contractor must service all the electrical system components associated with the Fire Protection

Systems 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 Fire Alarm Control Panel (FACP). The Contractor is responsible for servicing and maintaining all back up power system components which are connected to the fire protection systems.

1.2.5. 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.

1.2.6. 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.

1.2.7. INTERRUPTION OF UTILITIES

Contractor will not interrupt utilities until approval is received in writing from the COR. Contractor will submit requests for utilities interruption in writing to the COR 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.

1.2.8. FIRE SUPPRESSING/EXTINGUISHING AGENT REPLACEMENT

The Contractor must recharge and return to full service all inert gas (clean agent), and chemical-based fire-extinguishing systems after use, and as required by mandatory ITM services. All engine oil and other lubricants/fluids shall be of a type approved by the equipment manufacturer and provided by the

Contractor. Furthermore, the Contractor shall provide to the Government all Safety Data Sheets for any hazardous chemicals and fire suppressant agents, so they may be assigned HAZMAT authorization numbers. The Contractor is responsible to always ensure uninterrupted fire protection systems functioning/coverage at buildings 1121 and 1302.

1.2.9. 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 COR 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 COR. If the Contractor is unsure if a deficiency requires immediate notification or not, then the Contractor should notify the COR anyway. If the Contractor is unable to contact the COR, then it must notify the Aviano AB Fire Department (i.e., FACP is not operational and requires replacement). List of the Aviano AB Fire Department Point of Contact and the designated

Government representatives 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 Fire Protection Systems 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 FACP for the fire protection systems indicated in Appendix A. Additionally, the contractor will perform an “Initial Acceptance Inspection” during the first ITM cycle for all facilities.

This task may involve entry of confined spaces, in which the Contractor Personnel must wear proper safety equipment and be current in their training (Confined Spaces training will be at Contractor’s expense and responsibility)

1.3.1.1. TASK FREQUENCIES

Frequencies for tasks that must be executed within the life of the contract are: Weekly, Monthly, Quarterly, Semiannual, Annual, 2-years, 3-years and 5-years. It must be performed also the 12-years task (“Verifica Generale del Sistema” / “System’s General Verification”) mentioned in the UNI 11224.

1.3.1.2. ADDITIONAL TASKS

1.3.1.2.1. ADDRESSABLE SYSTEMS

Regarding the “Functional Control” frequencies established by UNI 11224, it is required to assimilate the “Addressable Systems” to the “Conventional Systems”, therefore all devices must be serviced on a semi-annual basis.

1.3.1.2.2. PERIPHERAL UNITS SERVICE (Monaco Radio Transceivers)

As part of the mandatory ITM service, the Contractor shall test and verify each peripheral unit (Monaco

Radio Transceivers mod. BT-X) in compliance with applicable standards and Manufacturer instructions:

Appendix B is the Monaco BT-X Operation & Maintenance Manual. The Contractor shall verify that the primary and backup voltages remain within manufacturer’s mandated tolerance values. The

Contractor shall test and record the transmission power (both forward and reflected power must be measured at both the peripheral unit output and the antenna connection to evaluate the coax cable loss) and verify that corresponds to the manufacturer’s recommendations. The Contractor shall verify that all the signals are properly received at the Fire Department Emergency Control Center (ECC) and that the peripheral unit replies properly when manually polled.

1.3.1.2.3. CENTRAL RECEIVING SYSTEM (Monaco D-21)

All the Monaco radio transceivers are linked/interfaced to the central receiving system Monaco D-21 located at the Fire Department ECC. The Contractor shall have and maintain at all time technician(s) certified and qualified to operate on Monaco D-21 system. The list of the technician(s) qualified and certified to operate on Monaco D-21 shall be submitted with the Bid proposal. If the Contractor does not have such qualified personnel, the Contractor shall provide, no later than five (5) working days after award of the contract, a schedule for having the technician(s) qualified and certified within three (3) months after contract award.

1.3.1.2.4. SMOKE DETECTOR CLEANING

As part of the mandatory ITM service, the Contractor must clean all smoke detectors in accordance with requirements for the type of detector, addressable or conventional.

1.3.1.2.4.1. ADDRESSABLE SMOKE DETECTOR

The Contractor must clean all addressable smoke detectors that indicate a 49% analog level at the FACP.

This service requires the Contractor to download and print where possible, before and after cleaning, the smoke detector status report from the FACP. The report shall be annotated to indicate the facility number and the report generation date. If the download or the printout is not feasible, the Contractor shall submit a report indicating the address of the detectors cleaned and the related result (e.g. cleaned successfully, need replacement, etc.). The Contractor will submit the report in electronic copy, locked and digitally signed, with the next weekly service submittal.

1.3.1.2.4.2. CONVENTIONAL SMOKE DETECTOR

All conventional smoke detectors must be cleaned annually. Additional cleaning may be necessary if a smoke detector malfunctions. The Contractor must provide a written certification letter stating that all the conventional smoke detectors in a facility have been cleaned during the contract period. In addition to this letter, the Contractor must provide a map of each facility indicating facility number, location of detectors, and date detectors were cleaned. The Contractor will submit weekly report identifying all detectors that were cleaned/serviced. The government will provide to the Contractor the floor plan drawings no later than two (2) working days after contract award.

1.3.1.2.5. SYSTEM’S GENERAL VERIFICATION

The Contractor must provide a written certification letter stating which detectors in a facility have been serviced as per par. 11 of UNI 11224 during the contract period. In addition to this letter, the Contractor must provide a map of each facility indicating facility number, location of detectors, type of service, and date detectors were serviced. The Contractor will submit weekly report identifying all detectors that were serviced. The government will provide to the Contractor the floor plan drawings no later than two

(2) working days after contract award.

1.3.1.2.6. BACKUP BATTERIES SCHEDULED REPLACEMENT

The Contractor shall replace all the backup batteries of the equipment listed in Appendix A within the first year of the contract. The backup batteries shall be classified as “long life” according to the Eurobat

Guide; this means 10/12 years of design life.

1.3.1.3. 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 and a schedule for Ghedi AB indicating all mandatory ITM services to be performed during the contract period. These schedules must be submitted to the COR and CO for approval no later than one (1) day after service start date. These schedules must be approved prior to commencement of contract work. The service schedule must include:

- Each mandatory ITM service required by this PWS indicating the governing standard

- Facility Number

- Type of service to be performed (e.g., Monthly ITM service)

- Date, starting time and completion time.

Once approved by the COR, 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 COR 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 (i.e., replace pressurized CO2 or Nitrogen cartridges, replace fusible links, overhaul valves, check tanks for corrosion, etc.).

1.3.1.4. ITM SERVICE REPORT

The Contractor must generate a dual language system service report each time it works on a system.

Every system (Wet-Pipe, Dry-Pipe, Detection, 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:

- Planned services that were not performed with a detailed list of devices/equipment not serviced and related explanation of why service was not performed

- Previously deferred services performed

- Identified deficiencies with a detailed description; applicable code references; proposed solution;

required material and labor quantities.

The ITM service report shall include, where possible, the FACP’s history log to include the events pertaining the ITM service performed: the history log is not request for weekly and monthly ITM services: refer to Appendix G for brand and models of FACP capable to print/download the history log.

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 must be in electronic format, locked and digitally signed, and must be fully readable when printed on paper. The reports shall be named as indicated in

Appendix F.

1.3.1.5. SERVICE TASKS VALIDITY

Type and frequency of each required task shall comply with the most current applicable standard in force at the time of contract award. Appendix C is a sample version of the common Mandatory ITM Service and Frequency requirements based on listed standards (UNI, EN, NFPA and UFC). The Government makes no representation as to the completeness and accuracy of Appendix C, and it is the contractor’s responsibility to provide the updated Appendix C no later than ten (10) working days after contract award, and to provide the mandatory ITM services based on the most stringent standard (par. 1.2.1.1) requirements of the applicable standards. No further changes (increase or reductions) in fixed frequencies will be requested for this contract. Contractor is required to notify in writing CO and COR for any code or norm changes. In case of consistent changes of norm requirements, proper action will be considered and evaluated.

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. This task may involve entry of confined spaces, in which the Contractor Personnel must wear proper safety equipment and be current in their training

(Confined Spaces training will be at Contractor’s expense and responsibility)

1.3.2.1. EXTRAORDINARY MAINTENANCE REQUEST LETTER

The extraordinary maintenance request letter is generated by the COR and submitted to the Contractor 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, and within 24 normal working hours after receipt of a request letter for Ghedi AB. The request must be completed within three (3) working days unless approved otherwise in writing by the COR. 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

COR 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.

1.3.2.3. EXTRAORDINARY MAINTENANCE REQUEST FREQUENCY

The below table is based on historical data and indicates an average amount of request letters the

Contractor may receive during one period of performance. The data in this table is provided for informational purposes only.

Average Request Letters

Normal

Working

Hours

Air Base

Aviano Ghedi

During 200 4

After 0 0

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 designated Government representatives. 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

COR. The Contractor must generate an emergency request service report for every emergency request it receives accordingly to paragraph 1.3.3.4. below. This task may involve entry of confined spaces, in which the Contractor Personnel must wear proper safety equipment and be current in their training

(Confined Spaces training will be at Contractor’s expense and responsibility)

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, and within five (5) hours after receipt of an emergency request for Ghedi 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 COR 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

- Work Authorization Limits

- 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.

1.3.3.5. REQUEST FREQUENCY

The below table is based on historical data and indicates an average amount of emergency requests the

Contractor may receive during one period of performance. The data in this table is provided for informational purposes only.

Average Emergency

Requests

Normal

Working

Hours

Air Base

Aviano Ghedi

During 40 1

After 15 0

1.3.4. TECHNICAL ASSISTANCE

Upon request, received in writing, the Contractor shall provide technical assistance to the COR, Aviano

AB Fire Department, or designated Government representatives. The Contractor's response time for this service will be within two (2) working days of the request unless approved otherwise by the COR. This assistance includes, but is not limited to:

- Recommending and instructing how operate on systems and how to restore a system back to normal condition after activation

- Attending Government provided training for a newly constructed or renovated facility to gain knowledge of the facility fire protection systems

- Surveying, evaluating, and generating facility records (Operation and Manuals, As-Built Drawings, Reports, etc.) in the format and quantities requested by the COR.

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 the main public entrances, determined by the Facility Manager, and at any electrical and mechanical room where the Contractor is working.

The notification signs must have an inscription “Fire Alarm 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 COR 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. PHASE IN /PHASE OUT PERIOD

To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the Contractor shall have personnel on board, during the thirty (30) day phase in/ phase out periods. During the phase in period, the Contractor shall submit all the documentation requested in this

PWS and become familiar with performance requirements in order to commence full performance of services on the contract start date.

1.5.2. PRIOR TO COMMENCEMENT OF WORK

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

• Notification signs

• Updated appendix C

• 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 COR prior to commencement of contract work.

A detailed list of the submittals to be provided is included in Appendix D – “Submittals”.

1.5.3. WEEKLY SERVICE SUBMITTAL

The weekly service submittal is a compilation of all required documentation (ITM service reports, smoke detector cleaning, part history summary, work order tracker, metrics, etc.) generated by the Contractor.

The Contractor must provide electronic (digitally signed/certified and fully readable when printed) copies of an entire week's submittal to the COR 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).

1.5.3.1. 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 COR 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.

1.5.3.2. 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 COR 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.

1.5.3.3. 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 COR a list of the proposed management metrics within five (5) working days after contract award. The COR 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 COR reserves the right to compare contractor metrics against other government obtained information, such as, but not limited to, customer complaints, COR service inspection findings, or work performance observations. The contractor metrics and results of the above comparisons shall be utilized by the COR 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, 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 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 working day 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

Delayed response, damage to the system or to the building due to incomplete/improper service, will be charged to the KTR

Technical Assistance

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

IAW the requirements of this

PWS.

1.3.4.

No discrepant services allowed

Contractor re-performs service within 1 working day at no additional cost to Government

Notifications to the

Government

Contractor shall notify FM and

ECC prior to start working on any system.

1.4.2.

No discrepancies allowed

The cost for eventual emergency responses (FD/SFS/Occupants) will be charged to KTR

Submittals

Contractor shall submit the required documentation assuring the completeness, accuracy, quality and timeliness

IAW this PWS requirements.

1.5 & 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, or for unacceptable trends of reperformance, the

CO will decide on action to be taken on case-by-case basis, including monetary deductions. Negative trend will be reported in CPARS.

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 and, therefore, it will not be paid.

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 paid with a monetary deduction of 25%. Any compensative action taken by the U.S. Government to assure the safety of the Base personnel during the lack of "legal coverage” (timeframe between the expiration of the last ITM service and the following one) will be charged to the Contractor.

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. A copy of the Contractor's QCP shall be submitted with the Bid proposal. 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 COR(s) to ensure services are received IAW requirements set forth in the contract. The COR(s) will evaluate the

Contractor’s performance: the COR(s) may inspect and rate each task as acceptable or unacceptable. If the COR(s) determines an unsatisfactory performance, the COR(s) 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 COR(s) determines its validity, the QCI shall notify the COR and the CO, and the CO shall make the final determination. The COR 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 COR 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. DRAFT

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 COR/CO the declaration of compatibility with existing system

- Be of equal or better quality than original equipment or parts specifications

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

COR 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.

Additionally, the Contractor will provide the Government a printed copy of the most current applicable

UNI and NFPA Norms no later than one (1) day after service start date.

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

4.2.1. KEY PERSONNEL

The Contract Manager (CM), QCI and/or alternate(s) must be available and must be reachable during work hours. The Contractor shall provide to CO and COR 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 no later than one (1) day after service start date and will be kept updated by the Contractor whenever personnel changes occur. The CM, QCI or alternate(s) shall have full authority to act for the

Contractor on all contract matters relating to the daily operation of this contract.

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

4.2.3. EMPLOYEE QUALIFICATIONS

As per Italian laws and norms, Contractor’s personnel will be qualified to both provide reports IAW current legislation and certified to perform maintenance of listed equipment as per PWS, specific manufacturer’s recommendations and commercial practices. Documents attesting qualifications of personnel (i.e., qualification as per “DECRETO 1° Settembre 2021 del Ministero dell’Interno and successive modifications) shall be submitted with Contractor’s quote.

4.2.4. 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.

4.2.4.1. 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.

4.2.5. 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.

4.2.6. 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.

4.2.7. 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.

4.2.7.1. LOST KEYS

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

4.2.7.2. 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 COR, to re-key or replace the affected lock or…