Gate Overhead Door Maintenance PWS 03272020.docx

PERFORMANCE WORK STATEMENT (PWS)

GATE AND OVERHEAD DOOR PREVENTIVE MAINTENANCE AND REPAIR

PART 1 GENERAL INFORMATION

1. General: This is a performance-based non-personal service contract for gate and overhead door preventive maintenance services and repair at Arlington National Cemetery (ANC) in Virginia. The Government will not exercise any supervision or control over the contract service providers performing the services herein. The Contract providers shall be accountable solely to the Contractors who, in turn is responsible to the Government.

1.1. Description of Services/ Introduction: The Contractor shall provide all personnel, equipment, supplies, transportation, tools, materials, supervision, licenses, and any other items and non-personal services necessary, except for those items specified as Government furnished property and services to meet the requirements of this PWS. The Contractor shall inspect and perform preventive maintenance on all gates and doors that will ensure continuous and safe operation IAW commercial practice and manufacturer’s recommendation.

1.2. Background: ANC is our nation's most sacred shrine and the final resting place for our most revered military and civilian leaders. The Cemetery receives millions of visitors each year. ANC conducts over six thousand or more funerals yearly – in addition to over 2,000 other ceremonies, such as commemorations, wreath ceremonies, and head-of-state visits. Due to the sensitivity and the high visibility of the mission, ANC maintains the highest level of standards at all times. The gates and overhead doors are of commercial and industrial types and consist of structural framework with electrical system, electrical motor, hydraulic system, hydraulic line/hoses, and a mechanical hydraulic system for manual operation. The installation dates of the gates ranges between two (2) to ten (10) years and with little to no historic maintenance. ANC requires the services that will ensure safe and continuous operations of these gates and doors.

1.3. Objective: The Objective of this contract is to perform complete and full preventive maintenance, inspection and repairs on all gates and overhead drop down doors; provide 100% operation of gates and doors at all times at ANC.

1.4. Scope of Work: The Government intends to acquire contract support for the basic maintenance of ANC’s gates and overhead doors. The Contractor shall perform quarterly preventive maintenance, repair and safety inspection services (MRSI) on nine (9) gates and fifty-two (52) overhead drop down doors. MRSI services are defined as all regular recurring inspections, adjustments, lubrications, repairs, and parts replacements necessary to ensure the continuous safe operation of the gates and overhead doors. Repairs shall not take more than two working days to complete.

1.5. Period of Performance (POP): The POP for this contract will be for one (1) Base Year of 12 months with options to extend the term of the contract for four (4) additional years, at twelve months each. The maximum life of the contract, including any options, shall not exceed five (5) years. POP will be as follows:

Base Period: 10 June 2020 – 9 June 2021 Option 1: 10 June 2021 – 9 June 2022 Option 2: 10 June 2022 – 9 June 2023 Option 3: 10 June 2023 – 9 June 2024 Option 4: 10 June 2024 – 9 June 2025

1.6 General Information

1.6.1 Quality Control: The Contractor is responsible for the delivery of quality services/supplies to the Government (see FAR 52.246-1, Contractor Inspection Requirements). The Contractor shall develop, implement, and maintain an effective Quality Control System, which includes a written Quality Control Plan (QCP). The QCP shall implement standardized procedure/methodology for monitoring and documenting contract performance to meet all requirements of the contract. The Contractors’ shall provide a QCP that contain a systematic approach to monitor operations to ensure acceptable services/products to the Government.

1.6.1.2. The QCP, as a minimum, shall ensure an inspection plan covering all services required by this contract. The inspection plan must specify the gates and automatic doors to be inspected on either a scheduled or unscheduled basis, how often inspections will be accomplished and documented, or the title of the individual(s) who will perform the inspections.

1.6.1.3. The contractor shall develop and implement procedures to identify and prevent defective services from reoccurring and address continuous process improvement.

1.6.1.4. The QCP shall have procedures for scheduling, conducting, and documentation of inspection.

1.6.1.5. The QCP shall have discrepancy identification and correction, corrective action procedures to include procedures for addressing Government discovered non-conformances

1.6.1.6. The QCP shall also have procedures for root cause analysis to identify the root cause and root cause corrective action to prevent re-occurrence of discrepancies; procedures for trend analysis; procedures for collecting and addressing customer feedback/complaints.

1.6.1.7. The Contractor shall provide to the Government, upon request their quality control documentation.

1.6.1.8. The Contractor shall deliver the Quality Control Plan with the contractor’s proposal and the Contractor shall submit within 10 calendar days thereafter when the Contractor makes changes. After acceptance of the quality control plan, the contractor shall receive the Contracting Officer’s acceptance in writing of any proposed change to their QC system.

1.6.2 Quality Assurance: The Government shall evaluate the Contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is a Government only document primarily focused on what the Government will do to assure that the Contractor has performed in accordance with the requirements of the contract. Minimum levels of performance and disincentive for failure to meet the minimum levels are outlined in the “Performance of Work Requirements Summary” contained in Technical Exhibit one (1).

1.6.3 Federal Government Holidays: The Contractor is not required to work on the following holidays, except during service calls or emergency calls:

1.6.4 Hours of Operation: The Contractor shall perform regular routine service Monday through Friday, between the hours of 8:00 AM and 5:00 PM, as coordinated with the COR. As required, the Contractor may be required to work later hours or weekend but only through Government authorization.

1.6.4.1 The Contractor shall not provide services on Federal holidays (except for service calls or emergency calls) or when the Government closes the facility due to local or national emergencies, administrative closings, or similar Government directed facility closings.

1.6.4.2. Other Than Normal Hours Of Operation: The Contractor shall provide personnel support outside the normal hours of operation as required, including holidays, to fulfill the requirements of emergency calls or service calls occurring 5:00 P.M. to 6:30 A.M., Monday- Friday, Saturdays, Sundays, and holidays weekday hours.

1.6.4.3. The Contractor shall maintain at all times, an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.6.5 Place of Performance: The Contractor shall perform this work at ANC in Arlington Virginia throughout the cemetery.

1.6.6. Type of Contract: The Government will award a firm fixed price contract.

1.6.7. Security Requirements: Contractor personnel or any representative of the Contractor entering ANC shall abide by all security rules and regulations. Contractor shall coordinate with the ANC security office to ensure all Contractor employees have received the appropriate security background check.

1.6.7.1. The Contractor is solely responsible for processing employees through the Department of Homeland Security e-Verify system, and should consult with that agency for any questions.

1.6.7.2. The Contractor shall receive additional security guidance upon award of contract.

1.6.7.3. The Contractor shall carry passes issued by ANC for all vehicles entering the Cemetery, whether company-owned or employees’ private vehicles.

1.6.7.3.1. The Contractor Project Manager shall maintain a current list of all vehicles and individuals issued such passes.

1.6.7.3.2. The Contractor shall provide a list of these vehicles to include make, model, color and associated license plate information to the COR within ten (10) days of contract award and within one (1) day of any changes to the list throughout the contract’s period of performance.

1.6.7.4. The Contractor shall ensure all names and social security numbers or Alien Registration Numbers of contractor personnel performing under this contract are provided to ANC security personnel within ten (10) days of contract award.

1.6.7.4.1. The ANC security office will perform a criminal records check on all proposed contractor employees and provide an approval or disapproval to the contractor within two (2) business days.

1.6.7.4.2. After contract award, the Contractor shall provide the names and social security numbers or Alien Registration Numbers of new/replacement personnel to the ANC security office for approval no later than five (5) days prior to the proposed new/replacement hire performing on the contract.

1.6.7.5. Physical Security: The Contractor shall be responsible for safeguarding all

Government equipment, information, and property provided for contractor use. At the close of each work period, the Contractor shall secure all Government facilities, equipment, and materials.

1.6.7.6. Key Control: The Contractor shall establish and implement methods of making sure no keys and access codes issued to the Contractor by the Government are lost or misplaced; and unauthorized persons do not use keys and access codes. NOTE: All references to keys include key cards. The Contractor shall not duplicate any keys issued by the Government. The Contractor shall develop procedures covering key control that shall be included in the Quality Control Plan. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas.

1.6.7.6.1. The Contractor shall immediately report any occurrence of duplicated, misplaced, or lost keys to the Contracting Officer and COR after discovery of occurrence, and submit a written report to the Contracting Officer by close of business the next workday.

1.6.7.6.1.1. The written report shall provide complete details relating to duplication, misplacement, or loss.

1.6.7.6.1.2. In the event keys, other than master keys, are lost or duplicated, the Contractor shall, upon direction of the Contracting Officer, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re- keying.

1.6.7.6.1.3. When the Government performs replacement of locks or re-keying, the Government will deduct from the monthly payment due the Contractor the total cost of re- keying or the replacement of the lock or locks.

1.6.7.6.1.4. In the event a master key is lost or duplicated, The Government will replace all locks and keys for that system and the total cost deducted from the monthly payment due the Contractor.

1.6.7.6.2. The Contractor shall prohibit the use of Government issued keys by any persons other than the Contractor’s employees.

1.6.7.6.2.1. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer.

1.6.7.6.3. Lock Combinations: The Contractor shall establish and implement methods of ensuring that an unauthorized person does not have the lock combinations. The Contractor shall ensure to change lock combinations when personnel no longer need to have an access. These procedures shall be included in the Contractor’s Quality Control Plan.

1.6.7.7. Search and Seizure: Contractor personnel and property (bags, purses, enclosed containers including tool kits, or other packages or parcels and vehicles) shall be subject to search and seizure upon entering and exiting the confines of the ANC.

1.6.7.8. Cemetery Access: The Contractor shall be responsible for ensuring that all Contractor personnel authorized to perform work under this contract obtain cemetery access within five

(5) workdays after contract award. The contractor shall submit the names of all personnel working under this contract to the Contracting Officer and COR. The Government will issue an ANC identification badge. All Contractor employees shall have the badge visibly above the waist at all times. Changes of Contractor personnel list shall be submitted within 24 hours of changes to the list.

1.6.7.8.1. Gate Access: The Contractor shall establish and implement methods of ensuring that unauthorized persons shall not have gate access codes. The Contractor shall notify the COR when personnel having access to the combinations no longer have a need to know such combinations. These procedures shall be included in the Contractor’s QCP.

1.6.7.9. Security Training Requirements: Contractor shall ensure all personnel receive security-related training in accordance with applicable DoD, Army, and ANC policies or regulations. Training shall include, but may not be limited to, Information Assurance (IA) Awareness, Antiterrorism Awareness, and Operations Security (OPSEC) Awareness.

Antiterrorism (AT) Level I and OPSEC training will be conducted prior to contract performance, and annually thereafter. The Contractor may use their own training materials, providing the ANC security office review the materials, and approve prior to the Contractor conducting the training. The Government will not be responsible for the cost of developing AT or OPSEC awareness training materials. Contractor-developed training shall include information on identifying and reporting suspicious activity based on the Army's iWatch program. The Contractor may receive training materials and presentations from the ANC security office; however, it is the Contractor's responsibility to ensure all personnel receive the training.

1.6.7.9.1. The Contractor shall provide the Government with a report of training completed within thirty (30) days from contract award, and annually thereafter.

New employees will receive training prior to performing on this contract, and their training completion will be reported to the ANC security office within ten (10) days of their starting performance on this contract.

If the Contractor requires access to DoD information systems or networks to meet the performance requirements of this contract, IA Awareness training must be completed and submitted to the ANC Information Management Officer (IMO).

All Contractor employees who will access DoD information systems or networks must meet the requirements of Homeland Security Presidential Directive-12, and other applicable DoD or

Army IA policies and regulations. The Contractor will ensure employees requiring access to DoD information systems complete applicable account request forms, and complete IA training; certificates of IA training and the applicable forms will be provided to the Government within ten (10)days of contract award, or within two(2) working days of new employees coming on-board after the period of performance has begun. The Contractor can obtain information from the ANC IMO.

1.6.7.9.2. Antiterrorism Level I Training (AT I): All Contractor employees, to include subcontractor employees, requiring access to Army installations, facilities and controlled access areas shall complete AT Level I awareness training within fifteen (15) calendar days after contract start date or effective date of incorporation of this requirement into the contract, whichever is applicable. The Contractor shall submit certificates of completion for each affected Contractor employee and subcontractor employee, to the COR, within five (5) calendar days after completion of training by all employees and subcontractor personnel. AT Level I Awareness training is available at the following website: http://jko.jten.mil/courses/atl1/launch.html

1.6.7.9.3. i Watch Training: All Contractor and associated subcontractors shall brief all employees on the local iWatch program (training standards provided by the Arlington National Cemetery Antiterrorism Officer (ATO). This locally developed training shall be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR. This training shall be completed within fifteen (15) calendar days of contract award and within fifteen (15) calendar days of new employee’s commencing performance, with the results reported to the COR no later than thirty (30) calendar days after contract award.

1.6.8. Special Qualifications: The Contractor shall be responsible for ensuring all employees possess all required state motor vehicle licenses for operating equipment and vehicles used in the execution of this contract. The contractor shall have valid certification and licenses in accordance with Federal, State and Local regulations required to perform any work under this contract prior to commencing work. Technicians must meet the state, federal and local certification requirements for MRSI services. The Contractor shall submit current certificates of employee’s qualification and training to the designated Contracting Officer’s Representative (COR). All certifications must remain current during the entire duration of the contract.

1.6.9. Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5, Post Award Orientation. The Contracting Officer, COR, and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings, the Contracting Officer will apprise the Contractor of how the Government views the Contractor's performance and the Government will record the written minutes, which will be signed by the Contractor, Contracting Officer, and the COR. The Government will distribute the written minutes within five (5) working days after the meeting.

1.6.9.1. Should the Contractor not concur with the minutes, the Contractor shall state in writing to the Contracting Officer within ten calendar days any areas he does not concur and explain the reasons for non-concurrence. The Contracting Officer will review and consider the reasons submitted for the Contractor's non-concurrence and make a decision. The Contracting Officer will notify the Contractor of the decision in writing within ten business days.

1.6.9.2. The Contractor shall apprise the Government of problems, if any, being experienced and the Contractor shall record the written minutes, which shall be signed by the Contractor, Contracting Officer, and COR. The contractor shall distribute the minutes within five (5) working days after the meeting. The Contracting Officer will take the appropriate action to resolve outstanding issues. These meetings shall be at no additional cost to the Government.

1.6.10 Contracting Officer Representative (COR): The COR will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government drawings, designs, and specifications; monitor Contractor's performance and notify both the Contracting Officer and Contractor of any deficiencies; coordinate availability of Government furnished property; and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.6.11. Key Personnel: The Government considers the Project Manager to be Key Personnel. The Contractor shall identify Key Personnel in the proposal. Projected replacement of Key personnel must be submitted in writing to the COR and KO for approval 30 days prior to a replacement. All key personnel shall have means of verbal communication and by e-mail with the COR, as the Cemetery anticipates communication, at a minimum, twice daily. Key personnel and alternates shall be able to communicate fluently in English both verbally and in writing.

1.6.11.1 Project Manager: The Project Manager and Alternate must have a minimum 2 years working with gates and overhead door maintenance and repair. The Project Manager and Alternate must be able to read, write, speak and understand English.

1.6.12. Identification of Contractor employees: The Contractor (to include subcontractors) shall provide each employee an Identification (ID) Badge, which includes at a minimum, the Company Name, Employee Name and a color photo of the employee. ID Badges for Key Personnel shall also indicate their job title. The Contractor shall wear their ID Badges at all times when the employee is performing work under this contract at ANC. Each Contractor (to include subcontractors) employees shall wear the ID Badge in a conspicuous place on the front of exterior clothing and above the waist except when safety or health reasons prohibit. The Contractor (to include subcontractors) shall be responsible for collection of ID Badges upon completion of the contract or termination of employee. The Contractor shall provide a listing of issued ID cards to the Contracting Officer prior to the contract performance date and updated as needed to reflect Contractor and Subcontractor personnel changes. All contract 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. The Contractors shall also ensure all documents or reports produced by them are suitably marked as contractor products or that Contractor appropriately disclosed participation.

1.6.13. Supervision of Contractor Employees: The Government will not exercise any supervision or control over Contractor or subcontractor employees while performing work under the contract. Such employees shall be accountable solely to the Contractor, not the Government. The Contractor, in turn, shall be accountable to the Government for Contractor or subcontractor employees.

1.6.14. Organizational Conflict of Interest: 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 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. 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 he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.6.15. Conduct of Personnel: The Contracting Officer may require the Contractor to remove from the job site any employee working under this contract for reasons of misconduct, security, or found to be under the influence of alcohol, drugs, or other incapacitating agents. Contractor employees shall be subject to dismissal from the premises upon determination by the Contracting Officer that such action is necessary in the interest of the Government. In accordance with (IAW) Joint Ethics Regulations, DOD 5500.7-R, and 18 U.S.C. 1382 (1972), the cemetery Executive Director (who has authority such as an installation commander) has the authority to bar individuals from the cemetery. The removal from the job site or dismissal from the premises shall not relieve the Contractor of the requirement of providing sufficient personnel to perform the services as required by this contract.

1.6.15.1. Clothing: Contractor shall be fully clothed at all times, to include long slacks or pants and shirt, buttoned up from neck to waist. Clothing shall be clean each day. Any soiled clothing should be cemetery work-related that day. T-shirts and/or tank tops as outer garments are prohibited. Shoes/boots will have no holes or loose soles. Contractor employees will maintain personal hygiene.

1.6.15.2. The Contractor shall neither eat nor drink beverages (except water or non-alcoholic drinks) in the work areas, nor in site of committal shelter during a service. Use of intoxicating beverages and/or drugs is strictly prohibited.

1.6.15.3. Contractor personnel shall not lean, sit or stand on or against headstones or monuments. No tools, equipment, or other items will be placed, leaned on headstones or monuments.

1.6.15.4. The only designated smoking area for ANC is located near building 123. All other areas are designated as NO SMOKING.

1.6.16. Recognition of Ceremonies: The Contractor shall ensure performance of this requirement does not affect any funeral, ceremony, procession, or visitation that could cause delays, altered or compromised the dignity or security of the event. The Government will provide a list of scheduled ceremonies the week prior to the event, and a list of scheduled funerals the day prior to the service. The Contractor shall be responsible for staying abreast of all such upcoming events. The Contractor shall communicate not less than daily with the COR, to ask questions and ensure he or she understands the off-limit areas - which will vary depending upon the event. (As a rule-of-thumb, work – especially with power equipment – is not acceptable within 1,000 feet of the funeral or ceremony.) The Contractor shall assign tasks accordingly throughout the rest of the Cemetery – to avoid the nonproductive use of labor, equipment, and downtime. If the Contractor fails to re-direct employees away from an event in a timely fashion, the COR may then do so. The Contractor shall also visit with the COR on other issues of common cemetery etiquette, such as conduct with next-of-kin and when processions passes by.

1.6.17. Environmental Management System: Arlington National Cemetery has implemented an Environmental Management System (EMS), provided upon request, to proactively deal with the environmental impacts of its processes, activities, and services. All Contractors performing work at ANC must be aware of and understand ANC's Environmental Policy. Contractors shall be responsible for ensuring all subcontractors hired on their behalf are aware of and understand ANC's Environmental Policy. The Contractor shall be responsible to ensure that all goods and services used by the Contractor do not deviate from ANC's EMS. In the event of non-compliance with ANC's legal or other requirements, or non-conformance with the EMS, the Contractor shall be required to take immediate corrective action, perform a root- cause analysis and develop preventative action to keep the non-compliance/non-conformance from recurring. In addition, the Contractor shall ensure their employees are aware of their roles and responsibilities with regard to the EMS and how these requirements affect the work performed under this contract.

1.6.17.1. Environmental Protection: The Contractor and Contractor representative shall handle, transport, store, and dispose of all waste materials generated by any work performed under this contract IAW all applicable Federal, State, Local, or Cemetery laws, ordinances, regulations, court orders, or other types of rulings having the effect of the law, including, but not limited to Executive Order 12088, 13 October 1978; the Federal Water Pollution Control Act, as amended (33 U.S.C. 1251 ET SEQ); the Clean Air Act as amended (16 U.S.C. Sec 1531, ET SEQ); the Toxic Substances Control Act, as amended (15 U.S.C. Sec 2601, ET SEQ); the Solid Waste Disposal Act, as amended (16 U.S.C. Sec 469, ET SEQ); and Emergency Planning and Community Right-to-Know Act (42 U.S.C. 11011, ET.SEC.). In case of a conflict among these laws and regulations, the most stringent law or regulation shall apply.

1.6.17.2. Waste, Recycling, and Storage: The Contractor shall recycle waste materials to the extent practicable. The Contractor may use the Government-provided recycling bins for cardboard, paper, aluminum/metal cans, plastic, and glass jars/bottles. The Contractor shall provide the Government records of the type, weight and location of disposal for all waste materials sent offsite for recycling and/or disposal. The Contractor shall immediately dispose of hazardous waste offsite; hazardous waste will not be stored onsite. The Contractor shall furnish and store all hazardous materials, fuel, and oil on sized secondary containment.

Maintenance of equipment must be conducted offsite.

1.6.17.3. Storm Water Pollution Prevention: The Contractor shall implement measures to prevent storm water pollution in accordance with federal, state and ANC Municipal Separate Storm Sewer System (MS4) requirements. The Contractor shall furnish, install, maintain and operate erosion and sediment control measures, such as silt fences, storm drain protection, soil retention blankets, etc., prior to the start of any work that could cause runoff or pollution to storm water. The Contractor shall keep paved roads, parking lots and walkways clear of dirt, debris and other material. The Contractor shall immediately remove any materials deposited onto these surfaces. The Contractor shall furnish and use drip pans under equipment oil and fuel tanks, and cover equipment when not in use and during rain events.

1.6.17.4. Air Quality: The Contractor shall take all necessary reasonable control measures to reduce air pollution by any material or equipment used to carry out the requirements of this contract. This includes, but is not limited to, wetting down dry materials as necessary to prevent blowing dust, and keeping volatile waste and materials in covered containers.

1.6.17.5. Identification and Certification of Mandatory Product Attributes:

The Contractor shall comply with procurement requirements established by the Federal Acquisition Regulation (FAR) Subpart 23.7 "Contracting for Environmentally Preferable and Energy-Efficient Products and Services", Executive Order 13423, "Strengthening Federal Environmental, Energy, and Transportation Management” and Executive Order 13514 - Federal Leadership in Environmental, Energy, and Economic Performance."

1.6.18. Interface with Government Operations: Performance of work by Contractor personnel under the terms of this contract shall not interfere with regularly scheduled government operational activities.

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS & ACRONYMS

2.1. Definitions: The following definitions and descriptions apply whenever the word or phrase in this specification is used.

2.1.1. Contract Administrator: The official Government representative delegated authority by the Contracting Officer to administer a contract. This individual is normally a member of the appropriate Contracting/Procurement career field and advises on all technical contractual matters.

2.1.2. Contractor: A supplier or vendor awarded a contract to provide specific supplies or services to the government. The term used in this contract refers to the prime.

2.1.3. Contracting Officer: A person who has the authority to enter into; administer, and/or terminate contracts; and make related determinations and findings on behalf of the Government. Note: The Contracting Officer is the only individual who can legally bind the Government to a contract.

2.1.4. Contracting Officer’s Representative (COR): An employee of the U.S. Government appointed by the contracting officer 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.

2.1.5. Damage: A condition that impairs either value or use of an article; may occur in varying degrees. Property may be damaged in appearance or in expected useful life without rendering it unserviceable or less useful.

2.1.6. Defective Service: A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.7. Deliverable: Anything that the Contractor can physically delivered, but may include non- manufactured things such as meeting minutes or reports.

2.1.8. Government-Furnished Property (GFP) or Government Property (GP): Property in the possession of, or directly acquired by, the Government and subsequently made available to the Contractor.

2.1.9. Key Personnel: Contractor personnel evaluated in a source selection process and the key personnel may be the determinant factor for evaluation in the performance of a contract in the PWS. When an evaluation factor is use for key personnel in best value procurement, The Government can reject an offer if it does not have a firm commitment from the persons listed in the proposal.

2.1.10. Loss of Government Property: Unintended, unforeseen or accidental loss, damage, or destruction of Government property that reduces the Government’s expected economic benefits of the property. Loss of Government property does not include occurrences such as purposeful destructive testing, obsolescence, normal wear and tear, or manufacturing defects. Loss of Government property includes, but is not limited to:

(1) Items that cannot be found after a reasonable search;

(2) Theft:

(3) Damage resulting in unexpected harm to property requiring repair to restore the item to usable condition; or

(4) Destruction resulting from incidents that render the item useless for its intended purpose or beyond economical repair.

2.1.11. Material: Property that may be consumed or expended during the performance of a contract, component parts of a higher assembly, or items that lose their individual identity through incorporation into an end-item. Material does not include equipment, special tooling, and special test equipment or real property.

2.1.12. Non-Personal Services: The personnel rendering the services are not subject; either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the government and its employees. Non personal service contracts are authorized by the government in accordance with FAR 37.012, under general contracting authority, and do not require specific statutory authorization.

2.1.13. Performance Requirements Summary: The performance requirements summary is a graphic summary of the critical services or “outputs” that the Government use to measure the Contractor’s performance.

2.1.14. Performance Work Statement (PWS): PWSs defined requirements in a clear and concise manner. They define the work in terms of “what” is required rather than “how” the work is to be performed. They shall enable assessment of work performed against a measurable standard. PWS rely on the use of measurable performance standards and financial incentives in a competitive environment to encourage competitors to develop and institute innovative and cost effective methods of performing the work.

2.1.15. Physical Security: Actions that prevent the loss or damage of Government property. Property. All tangible property, both real and personal.

2.1.16. Property Administrator: An authorized representative of the KO appointed in accordance with agency procedures, responsible for administering the contract requirements and obligations relating to Government property in the possession of a contractor.

2.1.17. Provide: To furnish, as in Government-furnished property, or to acquire, as in contractor-acquired property.

2.1.18. Quality Assurance: The Government procedures to verify that services being performed by the Contractor are acceptable in accordance with established standards and requirements of this contract.

2.1.19. Quality Assurance (QA) Specialist: An official Government representative concerned with matters pertaining to the contract administration process and quality assurance/quality control. The QA specialist acts as technical advisor to the Contracting Officer in these areas.

2.1.20. Quality Assurance Surveillance Plan (QASP): An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.21. Quality Control: All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.22. Quality Control Plan: Document that records the process of quality control.

2.1.23. Scheduled Maintenance and Repair (M&R) Services: M&R Services are defined as all regular recurring inspections, adjustments, lubrications, repairs, and parts replacements, that are "necessary to insure the continuous safe operation of the equipment. The M&R services will be performed weekly, bi- weekly, monthly, quarterly, semi-annually, and annually in accordance with the specifications for each of its terms as contained herein.

2.1.24. Subcontractor: A subcontractor is an individual or in many cases a business that signs a contract to perform part or all of the obligations of another's contract. The Government does not have privity of contract with the subcontractor.

2.1.25. Workday: The number of hours per day the Contractor provides services in accordance with the contract.

2.1.26 . Work Week: Monday through Friday, except for Federal holidays unless specified otherwise.

2.2. Acronyms

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

The Government will only supply the following as needed in performance of this requirement:

3.1. Water: The Government will supply water as needed to perform the requirements in this PWS. The Contractor shall be responsible for operating under conditions that prevent the waste of utilities.

3.2. Electricity: The Government will provide electricity as needed for the operations of drills or other tools needed for performance of this requirement.

3.3. Parking Regulations: Contractor employees may park privately owned vehicles in the area designated for parking by the COR.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND SERVICES:

4.1. General: The Contractor shall furnish all supplies, equipment, and services required to perform work under this contract that are not listed under Section 3 of this PWS.

4.2. The Contractor shall be responsible for safely storing any chemicals, cleaning solutions, etc. in accordance with manufacturers recommendations. The Contractor shall submit to the COR a completed copy of Material Safety Data Sheet (MSDS) for all chemicals and cleaning solutions on the same day after use.

4.3. The Contractor shall use equipment and ancillary supplies that will maximize sustainability and environmental responsibility – such as low-emission and low-decibel equipment and vehicles, biodegradable trash bags, parts, and off-post recycling of all organic material collected at the cemeteries.

4.4. Disposal: The Contractor shall ensure all disposable items are disposed of IAW Local, State, and DOD regulations and policy, upon completion of visit.

4.5. CEMETERY ACCESS. The Contractor shall be responsible for ensuring that all contractor personnel authorized to perform work under this contract obtain cemetery access. Within five (5) workdays after contract award, the Contractor shall submit to the Contracting Officer and COR the names and completed JBM-HH Form 190-16a (Request for a Joint Base Myer-Henderson Hall Installation Access Control Pass-Contractor) of ALL personnel working under this contract. Changes of the contractor personnel list shall be submitted within 24 hours of the change-taking place. All Contractor employees shall have on them, at all times, positive/valid, photographic identification, and the Joint Base Myer – Henderson Hall issues badge/paperwork certifying they completed the vetting process.

4.6. LIMITED BACKGROUND CHECK. For contractors that do not require CAC, but require access to a DoD facility or installation. Contractor and all associated sub-contractors employees shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification Index (NCIC-III) and Terrorist Screening Database (TSDB) (Army Directive 2014-05/AR 190-13), applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by government representative).

PART 5

SPECIFIC TASKS

5. Specific Tasks: IAW this PWS, scheduled Maintenance & Repair are defined as all regular recurring inspections, adjustments, lubrications, repairs, and parts replacements, that is "necessary” to insure the continuous safe operation of the electronic gates and overhead doors.

5.1. Basic Services/Preventive Maintenance: The Contractor shall perform quarterly preventive maintenance on: one (1) manual gate, six (6) automatic slide gates, one (1) automatic pivot gates, one (1) automatic lift and pivot gate and fifty-two (52) overhead doors in accordance with Technical Exhibit 3, “Quarterly Inspection and Maintenance Checklist”. The gate types and locations are documented in Technical Exhibit 4 and Map of Gate Locations Technical Exhibit 5.

The Contractor shall provide all necessary personnel, equipment, tools, labor, transportation, supervision and any parts to perform on-site preventive maintenance service and repair of Gates and Overhead Doors as required. Contractor shall respond within 4 (four) hours of request by the COR.

5.2. Repairs (Reimbursable): The Contractor shall coordinate with the COR for all repair services. All repairs shall be in accordance with standard commercial practices using parts specified by the gate and overhead manufacturers, or items of equal or higher quality.

The Contractor shall ensure minimum time for non-operation of the electronic gates or overhead doors, not to exceed two working days. The Contractor shall notify the COR of all projected downtime and estimated time for repair. When required parts are not available, the contractor shall notify the COR the same working day it is discovered. The contractor shall provide written documentation (for example, a letter/email from the parts manufacturer) to the COR about expected delivery time/explaining why the required repair time cannot be met. The contractor shall complete the repair within one work day or as scheduled after receiving the required parts from the manufacturer.

5.3. Routine Calls: The Government will classify Service Calls as routine when the work does not qualify as an emergency call. The COR will notify the Contractor of required repairs. The Contractor shall perform routine service call during the government’s regular working hours. The contractor shall survey the repair and prepare a cost estimate not later than one (1) business day after receiving requested price of required parts. The contractor shall provide written documentation (for example, a letter/email from the parts manufacturer) to the COR proofing if the requested price information/delivery time cannot be met within 5 working days. The cost estimate shall be submitted to the COR. The contractor is not entitled to payment for the cost estimate. The contractor shall not make any repairs until written approval is received from the COR. The written approval can be issued by letter or by signing the cost estimate (containing official signature block, with date). The Contractor shall repair work within one work day after approval. The Contractor shall provide a report that include the date and time of the service call, the location of the electronic gate(s) or overhead door(s), the repairs performed, and the name of the technician performing the repairs. The Contractor shall accept unscheduled repair calls for all electronic gates and overhead doors from the COR or ACOR. At no time shall the contractor make repairs that exceed the reimbursable CLIN unless directed by the contracting officer.

5.3.1. After each preventive maintenance service is performed, all serviced equipment shall be tested to ensure it is operational.

5.4. Emergency Calls: The Government will classify as emergency when system failures constitute a danger to personnel, threaten to damage property, or threaten to disrupt activity operations or mission. The Contractor shall report to the work location within four (4) hours of notification by the COR. Within two (2) hours of arrival at the scene, the Contractor shall survey the repair and prepare a cost estimate to the COR not later than one (1) business day after receiving requested price of required parts. The contractor is not entitled to payment for the cost estimate. The contractor shall not make any repairs until written approval is received from the COR. Repairs will commence upon receiving the written approval from the COR within one day after approval. After duty hours contact COR at standby phone number (will be issued by COR).

The Contractor shall provide a report that includes the date and time of the emergency call, the location of the electronic gate(s) or overhead door(s), the repairs performed, and the name of the technician performing the repairs within three (3) days of completion. The Contractor shall accept unscheduled repair calls for all electronic gates and overhead doors from the COR or his designated representative

5.5. Parts (Reimbursable): The repair and replacement parts for all electronic gates and electronic overhead doors are required to sustain continued operation of the electronic gates system and overhead doors in support of paragraphs 5.2 through 5.4. All defective parts for maintenance and repair services on the electronic gates system and overhead doors related equipment shall be included as reimbursable materials.

Labor hours to repair and replace parts shall be included in Preventive Maintenance Service and Service Repair Calls as specified in para 5.3 and para 5.4.. The Contractor shall complete required items, in accordance with urgency, and obtain the best value for the Government. All contractor-furnished materials required for work shall conform to manufacturer standards.

5.5.1. Cost Estimate: The repair cost estimate shall consist of:

(a) total cost of repair, including labor and parts

(b) part number(s) for replacement part(s) required

(c) A copy of paid receipt reflecting price paid for parts, or other supporting documentation/quotation regarding the cost of the parts from the manufacturer.

(d) Estimated time required for repair.

5.6. Required Documentation

5.6.1. Preventive Maintenance Schedule: The Contractor shall submit a written preventive maintenance schedule to the COR within fifteen (15) calendar days after date of award or fifteen

(15) days after the initial site visit whichever is the later date. The schedule shall include the estimated date (s) and time of service. The Contractor shall provide any schedule changes to the COR no later than five (5) business days prior to the start of the service.

5.6.2. Preventive Maintenance Report/Inspection Report: The contractor shall submit a written maintenance report within one week after completion of work. The report shall include:

(a) date and time of the service

(b) location, equipment number and type

(c) overall condition including discrepancies cited and repairs needed

(d) service performed, and

(e) Name of the technician performing the service and amount…