QA Part 3.pdf

Solicitation # HE125426RE003 Title Okinawa Total Maintenance Contract (TMC)

Question No.

Reference (Specifications /

Drawings)

Question Response

1 PWS 2.1.3 Interior Facility Maintenance

Please identify all automotive systems at each location and define the contractor’s scope of maintenance responsibility.

DoDEA Pacific South District (Okinawa) facilities do not operate instructional carpentry or automotive trade classrooms. References to “shop,” “carpentry,” or similar spaces within the PWS pertain to facility support and building systems only.

In accordance with PWS Sections 2.1.2 and 2.1.3, the contractor is responsible for maintenance of facility infrastructure and installed building systems within all shop and shop type areas. Maintenance of instructional trade equipment or non facility property is not required unless identified as RPIE in Attachment 22.

Culinary arts spaces exist at designated middle and high schools and are maintained in accordance with PWS Section

2.1.5 and applicable RPIE/EIP classifications.

2 PWS 2.1.3 Interior Facility Maintenance

Please identify all fuel systems (all types) at each location and clarify whether maintenance of these systems is the responsibility of the contractor.

The PWS does not provide a complete, facility specific inventory of fuel systems. In accordance with PWS Sections 2.1.1, 2.1.2, and 2.1.3, the contractor is responsible for inspection, operation, preventive maintenance, and corrective maintenance of all facility integrated fuel systems identified as Real Property Installed Equipment (RPIE).

Routine maintenance up to the $5,000 material threshold is included under Firm

Fixed Price (FFP) requirements.

Repairs or replacements exceeding this threshold shall be processed as non routine work requests in accordance with PWS Section 2.4. Fuel procurement is not included unless otherwise specified in the PWS.

Final identification and validation of fuel systems will occur during Transition

In / Phase

In and be incorporated into the Preventive Maintenance Plan (PMP).

3 PWS 2.1.3 Interior Facility Maintenance

Please identify all indoor communications and low-voltage systems at each location, including but not limited to CCTV, video systems, video teleconference systems, cameras, and Mass Notification Systems (MNS), and define the contractor’s scope of responsibility.

The PWS does not provide a complete, facility specific inventory of communications, security, or notification systems.

In accordance with PWS Sections 2.1.1, 2.1.2, and 2.1.3, the contractor is responsible for inspection, preventive maintenance, and corrective maintenance of all facility integrated communications, security, and notification systems identified as Real Property Installed Equipment (RPIE), except where such systems are maintained under separate Government contracts.

Routine maintenance up to the $5,000 material threshold is included under Firm

Fixed Price (FFP) requirements. Work exceeding this threshold shall be processed as non routine in accordance with PWS Section 2.4.

Final system identification and validation will occur during Transition

In / Phase

In and be incorporated into the Preventive Maintenance Plan (PMP) and Asset Essentials in accordance with the PWS.

4 PWS 2.1.3 Interior Facility Maintenance

This section references Fire Protection systems. Please confirm whether the full scope of work is defined in Section 3.7.4. If not, provide detailed requirements and identify all applicable system locations.

Section 3.7.4 does not define the full scope of work for Fire Protection systems. Sections 2.1.3 and 3.7.4 are independent of one another, and each addresses a different contractual requirement.

• Section 2.1.3 defines the contractor’s facility maintenance responsibilities.

Under this section, the contractor is responsible for corrosion control, inspections, and maintenance related to Fire

Protection infrastructure.

Fire Protection components, devices, kitchen hood fire suppression systems, and related controls remain under the responsibility of the installation’s Fire Protection maintenance program, not the O&M contractor.

• Section 3.7.4 defines personnel training and requirements related to fire prevention and protection, including safety practices, staff responsibilities, and compliance expectations.

This section does not establish system level maintenance requirements or identify Fire Protection system locations.

While the installation’s Fire Protection maintenance program provides component level coverage, if the installation fails to perform required duties or if additional support is needed, the Government may request such work under the PWS non routine work process, subject to Government approval, funding, and issuance of a Non Routine Work Request

(NRWR).

Additionally, the Government reserves the right to modify the contract should it determine that Fire Protection systems or components previously maintained by the installation must be transitioned to the contractor for sustainment. Any such change would be executed through formal contract modification and accompanied by appropriate funding and scope adjustments.

5 PWS 2.1.3 Interior Facility Maintenance

Please identify all kitchen equipment and component systems at each location and confirm whether the contractor is responsible for routine maintenance and repair of these systems.

Confirmed; See attachment 22, section 2.1.5 of the PWS and other applicable areas of the PWS.

6 PWS 2.1.3 Interior Facility Maintenance

Please identify all door systems at each location and define the scope of contractor maintenance.

The Performance Work Statement (PWS) does not provide a complete, facility by facility inventory of door systems across DoDEA Pacific South District (Okinawa) locations. While facility data and attachments (including RPIE information) have been provided, these inventories may not be complete or fully reconciled with field conditions.

Accordingly, the Government cannot definitively identify all door systems at each location prior to contract award. In accordance with PWS Sections 2.1.2 and 2.1.3, the contractor is responsible for routine inspection, maintenance, and repair of all facility integrated door systems identified as RPIE, with work exceeding the $5,000 material threshold processed as non routine in accordance with PWS Section 2.4.

7 PWS 2.1.3 Interior Facility Maintenance

Please identify all Electronic Security Systems, security systems, and Security/ATFP systems at each location and define the contractor’s maintenance responsibilities.

The PWS does not provide a complete, facility specific inventory of communications, security, or notification systems.

In accordance with PWS Sections 2.1.1, 2.1.2, and 2.1.3, the contractor is responsible for inspection, preventive maintenance, and corrective maintenance of all facility integrated communications, security, and notification systems identified as Real Property Installed Equipment (RPIE), except where such systems are maintained under separate Government contracts.

Routine maintenance up to the $5,000 material threshold is included under Firm

Fixed Price (FFP) requirements. Work exceeding this threshold shall be processed as non routine in accordance with PWS Section 2.4.

Final system identification and validation will occur during Transition

In / Phase

8 PWS 2.1.3 Interior

Please identify all shop areas (e.g., carpentry, culinary, automotive, etc.) at each location and clarify the contractor’s required scope of work within these spaces.

DoDEA Pacific South District (Okinawa) facilities do not operate instructional carpentry or automotive trade classrooms. References to “shop,” “carpentry,” or similar spaces within the PWS pertain to facility support and building systems only.

In accordance with PWS Sections 2.1.2 and 2.1.3, the contractor is responsible for maintenance of facility infrastructure and installed building systems within all shop and shop type areas. Maintenance of instructional trade equipment or non facility property is not required unless identified as RPIE in Attachment 22.

Culinary arts spaces exist at designated middle and high schools and are maintained in accordance with PWS Section

2.1.5 and applicable RPIE/EIP classifications.

9 PWS 2.1.3 Interior Facility Maintenance

Please confirm whether non-fixed items (e.g., display cases) are included in the contractor’s maintenance responsibilities.

The Performance Work Statement (PWS) does not assign the contractor responsibility for maintaining non fixed indoor furniture, defined as items that are not bolted, anchored, or permanently attached to the facility or grounds. These items are considered movable property and are not part of the facility’s fixed infrastructure.

Accordingly, the contractor is not responsible for routine maintenance, repair, or replacement of non fixed indoor furniture or other portable furnishings that can be relocated without tools or disassembly.

The contractor’s responsibility is limited to fixed building and site components that are permanently installed or anchored and fall under the PWS defined scope of Operations & Maintenance (O&M). However, if the Government determines that repair or replacement of non fixed indoor furniture is required, such work may be requested and authorized under the PWS non routine work process, subject to Government approval, funding, and issuance of a Non

Routine Work Request (NRWR).

10 PWS 2.1.3 Interior

Facility Maintenance Please confirm whether any Government-furnished equipment (e.g., power washers, forklifts, lifts, carpet cleaners, etc.) will be provided, and identify which items, if any, the contractor is not responsible to maintain.

Where Government furnished equipment is provided and assigned to the contractor for facilities maintenance purposes, maintenance responsibility will be as defined in the PWS and applicable manufacturer requirements.

11 PWS 2.1.3 Interior Facility Maintenance

Please identify all water filtration systems requiring filter replacement at each location.

The Performance Work Statement (PWS) identifies water filtration systems as contractor maintained systems, including routine inspection and filter replacement, but does not provide a complete, facility by facility inventory identifying the precise locations, quantities, or types of all water filtration systems across DoWEA Pacific South District (Okinawa) facilities (see PWS 2.1.2 and 2.1.3).

Existing facility inventories and attachments have been provided; however, these inventories may not be complete or fully reconciled with current field conditions. As such, while water filtration systems are known to exist at multiple locations (e.g., water fountains, potable water points, kitchen and food service areas, and other designated filtration applications), the Government cannot definitively identify all systems requiring filter replacement at each facility prior to contract award. Final filtration systems identification and validation will occur during Transition

In / Phase

In and be incorporated into the Preventive Maintenance Plan (PMP) and Asset Essentials in accordance with the PWS.

12 PWS 2.1.3 Interior

Please confirm whether maintenance of communications systems, CCTV systems, video systems, video teleconference systems, cameras, MNS systems, ATFP systems, and Electronic Security Systems is the responsibility of the contractor under this contract.

The PWS does not provide a complete, facility specific inventory of communications, security, or notification systems.

In accordance with PWS Sections 2.1.1, 2.1.2, and 2.1.3, the contractor is responsible for inspection, preventive maintenance, and corrective maintenance of all facility integrated communications, security, and notification systems identified as Real Property Installed Equipment (RPIE), except where such systems are maintained under separate Government contracts.

Routine maintenance up to the $5,000 material threshold is included under Firm

Fixed Price (FFP) requirements. Work exceeding this threshold shall be processed as non routine in accordance with PWS Section 2.4.

Final system identification and validation will occur during Transition

In / Phase

In and be incorporated into the Preventive Maintenance Plan (PMP) and Asset Essentials in accordance with the PWS.

13 PWS 2.1.3 Interior Facility Maintenance

Please confirm whether the contractor is responsible for removal of mold, stains, and graffiti within interior spaces.

Yes. The contractor is responsible for removal of mold, stains, and graffiti within interior spaces, subject to the scope and limitations defined in PWS Section 2.1.3 (Interior Facility Maintenance).

14 PWS 2.1.3 Interior Facility Maintenance

Please identify all Government-furnished equipment (e.g., power washers, dollies, forklifts, hydraulic lifts, pallet jacks, carpet cleaners, carpet driers, wet vacuums, genie lifts, etc.) and clarify which items the contractor is required to maintain.

The PWS does not identify specific Government furnished equipment inventories. Where Government furnished equipment is provided and assigned to the contractor for facilities maintenance purposes, maintenance responsibility will be as defined in the PWS and applicable manufacturer requirements.

15 PWS 2.1.1 Routine Facility Maintenance

The solicitation indicates a contractor liability threshold for materials of $5,000.00. Please clarify whether this threshold includes associated costs such as shipping, contractor overhead and profit (OH&P), and labor.

The $5,000.00 contractor liability threshold applies to material costs only. The threshold represents the maximum amount of material cost for which the contractor is responsible under routine maintenance prior to processing the work as non routine.

The $5,000.00 threshold does not include labor costs, which are priced separately in accordance with the applicable labor rates and CLIN structure. Shipping and the applicable 8% Material Handling Fee, where authorized, are applied in accordance with the solicitation and are not used to reduce or increase the $5,000.00 material liability threshold.

If the estimated material cost for a required repair or replacement exceeds $5,000.00, the work shall be processed as non routine in accordance with PWS Section 2.4 and the applicable pricing provisions.

16 PWS 2.1.1 Routine

For example, if a required part costs $4,700, shipping is $500, OH&P is $400, and labor is $3,000 (total cost of $8,600), please confirm whether the contractor would be reimbursed only for the amount exceeding $5,000 (i.e., $3,600), or if the threshold applies differently.

The $5,000.00 contractor liability threshold applies only to material costs. It does not apply to labor, shipping, contractor overhead and profit (OH&P), or fees.

Using the example provided:

Material cost: $4,700 Shipping: $500

OH&P: $400

Labor: $3,000 Total cost: $8,600

Because the material cost ($4,700) does not exceed the $5,000.00 material liability threshold, the work remains within the contractor’s routine maintenance responsibility under the Firm

Fixed Price scope. The threshold is not calculated based on the total cost of the work.

The contractor would not be reimbursed for amounts exceeding $5,000 in this example, as the material cost alone does not exceed the threshold that triggers non routine processing.

If the material cost alone had exceeded $5,000.00, the work would be processed as non routine in accordance with PWS Section 2.4.

17 PWS 2.1.1 Routine Facility Maintenance

Please provide examples of non-routine work orders for which the contractor would be fully reimbursed.

See section 2.4 for relevant examples.

18 PWS 2.1.1 Routine Facility Maintenance

Please provide specific examples of non-routine work orders that would be considered outside the contractor’s responsibility.

See section 2.4 for relevant examples.

19 PWS 2.1.1 Routine Facility Maintenance

Please clarify the process for billing DoDEA for work performed in response to vandalism or natural disasters, including whether such work is subject to the $5,000 threshold.

See section 2.1.1. "Excludes damages and/or malfunctions caused by vandalism and natural disasters."

20 PWS 2.1.1 Routine Facility Maintenance

For work exceeding the material threshold, please confirm whether the contractor is required to submit vendor quotes or other supporting documentation as part of the reimbursement process.

Yes, see sections 2.1.3.2 and 2.4.1

21 PWS 2.1.3.2.2 New Work

Please clarify how New Work will be addressed within the existing CLIN structure.

See sections 2.4 and 6.2 for definition.

22 PWS 2.1.3 Interior Facility Maintenance

Please confirm whether the contractor is responsible for replacement of lights and ballasts within elevator systems at each location.

Confirmed

23 PWS 2.1.3 Interior

Please confirm whether the contractor is responsible for troubleshooting and repair of school-owned or privately owned plug-in equipment (e.g., refrigerators, dehumidifiers, fans, space heaters, spot coolers, etc.).

No Routine Facility Maintenance requirement, however section 2.4 may be utilized to facilitate periodic repairs if approved by COR. Ideally, the schools will take care of these items through the GPC program. Should the schools experience challenges, the COR may approve the repairs via section 2.4.

24 PWS 2.1.5 Kitchen Appliances

Please confirm whether the following systems are maintained under separate contracts. If so, identify the responsible party and clarify authority in the event of overlap:

Kitchen Exhaust Fire Suppression Systems Kitchen Exhaust Systems Grease Traps Walk-in Refrigerators and Freezers

The PWS does not provide a complete, facility specific inventory of kitchen exhaust fire suppression systems, kitchen exhaust systems, grease traps, or walk in refrigerators/freezers. Existing inventories and Attachment 22 (RPIE List) may not be fully reconciled with field conditions; therefore, the Government cannot pre identify all systems prior to award.

Contractor Responsibility In accordance with PWS 2.1.1, 2.1.2, 2.1.3, and 2.1.5, the contractor is responsible for routine inspection, preventive maintenance, and corrective maintenance (up to the $5,000 material threshold) for the following systems when they are part of the facility infrastructure and identified as RPIE:

• Kitchen Exhaust Fire Suppression Systems (IBE/RPIE)

• Kitchen Exhaust Systems (RPIE)

• Grease Traps (RPIE)

• All Walk In Refrigerators and Freezers (IBE/RPIE/PWS) Routine maintenance is included under the Firm Fixed Price (FFP) scope. Work exceeding the $5,000 material threshold is processed as non routine in accordance with PWS 2.4.

Separate Contracts / Overlap Certain fire protection components (e.g., system certifications, suppression agent services) may be maintained under separate installation fire protection contracts. In cases of overlap, the COR will determine the responsible party. The contractor shall not independently reclassify responsibilities.

The Performance Work Statement (PWS), together with Attachment 22 – DoDEA RPIE List, establishes the framework for identifying and managing government equipment within DoDEA Pacific South District (Okinawa) facilities. While inventories and attachments have been provided, these listings may not be complete or fully reconciled with current field conditions, and therefore do not constitute a definitive, facility by facility baseline prior to contract award.

RPIE – Kitchen Equipment (Routine Maintenance Scope) Items located in kitchen and culinary areas that are identified as Real Property Installed Equipment (RPIE) in Attachment 22 – DoDEA RPIE List (e.g., built in food service equipment, walk in refrigerators and freezers, grease traps, exhaust systems, dishwashers, hard plumbed galley equipment, waste disposers, and associated fixed mechanical, electrical, and plumbing systems) are considered part of the facility infrastructure.

Accordingly, RPIE kitchen equipment shall be managed under the routine maintenance section of the contract, in accordance with:

• PWS 2.1.3 (Interior Facility Maintenance) and 2.1.5 (Kitchen Appliances)

• Manufacturer recommendations, applicable standards, and the approved Preventive Maintenance Plan (PMP)

Please confirm whether the contractor is required to perform routine maintenance on all listed equipment-in-place. Additionally, provide a complete list of kitchen appliances and equipment at each location.

PWS 2.1.5 Kitchen Appliances (Equipment-in-Place

26 PWS 2.2.2 General Requirements of Routine HVAC Maintenance

Please confirm whether the contractor will be the sole entity responsible for maintenance of gas and liquid fuel boilers. If not, identify other responsible parties and clarify which entity has precedence.

The PWS does not provide a complete, facility specific inventory of gas and liquid fuel boiler systems. In accordance with PWS Sections 2.1.1, 2.1.2, and 2.1.3, the contractor is responsible for inspection, preventive maintenance, and corrective maintenance of all gas and liquid fuel boiler systems identified as Real Property Installed Equipment (RPIE), except where such systems are maintained under separate Government contracts.

Systems within scope include, but are not limited to gas and liquid fuel boiler systems to include Boilers directly related to HVAC systems.

Routine maintenance up to the $5,000 material threshold is included under Firm

Fixed Price (FFP) requirements. Work exceeding this threshold shall be processed as non routine in accordance with PWS Section 2.4.

Final system identification and validation will occur during Transition

In / Phase

In and be incorporated into the Preventive Maintenance Plan (PMP) and Asset Essentials in accordance with the PWS.

27 PWS 2.2.2 General Requirements of Routine HVAC Maintenance

Please confirm whether the contractor is responsible for maintenance of non-mounted (portable) dehumidifiers.

In accordance with PWS Sections 2.1.1, 2.1.2, 2.1.3 and 2.2.2, the contractor is responsible for inspection, preventive maintenance, and corrective maintenance of all HVAC related systems identified as Real Property Installed Equipment (RPIE), except where such systems are maintained under separate Government contracts.

Systems within scope include, but are not limited to HVAC systems to include dehumidifiers directly related to HVAC systems.

The contractor’s responsibility is limited to fixed building and site components that are permanently installed, portable units provided under contract as supplimentary for deficient systems, or anchored and fall under the PWS defined scope of Operations & Maintenance (O&M). However, if the Government determines that repair or replacement of non mounted dehumidifiers is required, such work may be requested and authorized under the PWS non routine work process, subject to Government approval, funding, and issuance of a Non

Routine Work Request (NRWR).

Routine maintenance up to the $5,000 material threshold is included under Firm

Fixed Price (FFP) requirements. Work exceeding this threshold shall be processed as non routine in accordance with PWS Section 2.4.

Final system identification and validation will occur during Transition

In / Phase

Routine inspection, servicing, and corrective maintenance of RPIE kitchen equipment up to the $5,000 material threshold is included under the Firm Fixed Price (FFP) scope. Corrective actions exceeding this threshold shall be processed as non routine work in accordance with PWS 2.4.

Equipment in Place (EIP) Equipment classified as Equipment in Place (EIP)—that is, personal property fixed in place but not integral to the facility structure—is not included by default in routine maintenance. Maintenance or repair of EIP shall be performed only when directed and approved by the COR, generally as non routine work in accordance with PWS 2.1.5 and 2.4.

The contractor shall not independently reclassify equipment and shall coordinate with the COR to confirm whether an asset is RPIE or EIP prior to execution of maintenance activities.

Validation During Phase In In accordance with the PWS, the successful contractor shall:

• Validate and reconcile RPIE and EIP assets during Transition In / Phase In, using Attachment 22, existing inventories, and field inspections.

• Confirm classifications, locations, and conditions of kitchen related assets.

• Document validated RPIE assets in Asset Essentials and incorporate them into the PMP for routine sustainment.

• Report discrepancies or undocumented assets to the COR for determination.

28 PWS 2.2.2 General Requirements of Routine HVAC Maintenance

Please clarify whether full duct cleaning at each school is required as part of routine services. If so, provide details regarding frequency, triggering conditions (e.g., user request), and expected scope of work.

See sections 2.1.3, 2.2, 2.2.1, and 2.2.2.d. "industry standards [i.e. American Society of Heating, Refrigerating and Air- Conditioning Engineers (ASHRAE), American National Standards Institute (ANSI), Unified Facilities Criteria (UFC), etc.] or other industry standards that dictate a more frequent interval between inspections, at which time the more frequent interval shall be followed."

29 Solicitation Page 43 (Communications): Site visits are scheduled for April 20–26. Please confirm whether RFIs will be accepted after completion of the site visits. If so, provide the deadline for RFI submittal.

Yes. RFI's will be accepted after completion of the site visit. RFI submittals are due 08 May 2026 by 12:00PM EST.

30 PWS 2.4.2 Please provide complete and updated as-built drawings for each location, including architectural, mechanical, and electrical systems.

As-built drawings will only be provided to successful bidder for security reasons.

31 PWS 2.4 Please confirm whether the contractor is required to submit two

(2) subcontractor quotes for non-routine work requests. If so, please confirm whether quotes may be submitted in Japanese.

Confirmed. The contractor is required to obtain and submit multiple subcontractor quotes for certain non routine work requests, in accordance with Sections 2.1.1, 2.4, and 2.4.1 of the Performance Work Statement (PWS). Quotes may be obtained from local subcontractors in Japanese; however, all submissions to the Government must be provided in English, in accordance with PWS 2.4.1(d) and related FAR clauses.

32 PWS 2.4 Please confirm whether the $15,000.00 threshold includes all associated costs, including materials, shipping, contractor overhead and profit (OH&P), and labor.

The contractor is responsible for the first $5,000.00 and it should be shown as a credit during the proposal process for the projects. See Example 1 in 2.1.1.

33 PWS 2.1.3.2.2 and

PWS 2.4

Please clarify the distinction between “New Work” and “Non- Routine Work” for pricing and execution purposes. For example, installation of new items (e.g., mounting a monitor or whiteboard) does not involve maintenace or repair of existing systems—please confirm whether such work is considered New Work or Non- Routine Work, and how it is to be priced.

See definitions section of the PWS.

34 Ref Attachment 19 /

PWS 2.4.1.1.2

Please provide a detailed definition of the “material handling cost of 8%,” including all cost elements intended to be covered.

The fixed 8% Material Handling Fee is a Government established charge applied to materials under the applicable non routine T&M CLINs. Consistent with the response provided in Part 1, the 8% fee excludes all labor costs, as labor is priced separately under the applicable T&M labor rates.

The 8% Material Handling Fee is intended to cover only the contractor’s indirect costs associated with material procurement and handling, including but not limited to:

- Purchasing and procurement administration

- Vendor coordination and order processing

- Internal material handling, tracking, and processing

- Material related invoicing and accounting activities

- Contractor overhead and profit associated with material handling activities

No direct labor, installation labor, or field labor is included in or payable through the 8% Material Handling Fee. No additional or separate material handling charges, markups, or administrative fees related to materials are permitted beyond the fixed 8% fee.

35 PWS 2.1.2 Please confirm whether the contractor is responsible for repair and/or replacement of parking lot lighting systems, including fixtures and covers. If so, please specify the locations. If not, identify the responsible party and clarify authority in case of overlap.

Confirmed, all DoDEA schools, campuses, and support facilities. See property boundaries as shown in attachements 2- 17.

36 PWS 2.1.2 Please confirm whether the contractor is responsible for maintenance and repair of fixed signage on facility property, regardless of whether it is attached to the building or free-standing.

Confirmed

37 PWS 2.1.3 lease confirm whether the contractor is responsible for repair and/or replacement of wall-mounted soap and hand sanitizer dispensers at all locations.

39 PWS 2.1.3 Please confirm whether the contractor is responsible for relocating, mounting, or otherwise handling fire extinguishers upon request.

Confirmed

40 PWS 2.1.3 Please confirm whether the contractor is financially responsible for replacement of window blinds or drapery due to normal wear and tear or defects.

Confirmed

The Performance Work Statement (PWS) does not provide a complete, facility by facility inventory of appliances (e.g., stoves, washers/dryers, kindergarten equipment, etc.) for DoDEA Pacific South District (Okinawa) locations. While inventories and attachments have been provided, they may not be complete or fully reconciled with field conditions.

Accordingly, the Government cannot definitively identify all appliances present at each location prior to contract award.

Maintenance Responsibility by Appliance Classification Contractor responsibility is determined by asset classification, not by the educational program or room type in which the appliance is located.

1) Real Property Installed Equipment (RPIE) – Routine Maintenance Appliances identified as RPIE (per Attachment 22 – DoDEA RPIE List) and integrated into the facility (e.g., hard plumbed, hard wired, built in kitchen equipment) are managed under routine maintenance in accordance with PWS

2.1.3 and 2.1.5.

Examples include (not all inclusive):

• (Built in, hard plumbed, hard wired) ranges/ovens, dishwashers, and food service equipment

• All Walk in refrigerators/freezers

• Grease traps, waste disposers, and fixed exhaust/ventilation systems Routine inspection, servicing, and corrective maintenance up to the $5,000 material threshold are included under the Firm Fixed Price (FFP). Work exceeding the threshold is processed as non routine per PWS 2.4.

2) Equipment in Place (EIP) – COR Directed, Non Routine Appliances classified as EIP (fixed in place but not integral to the facility) are not included by default in routine maintenance. Maintenance or repair of EIP is performed only when directed and approved by the COR, generally as non routine work in accordance with PWS 2.4.

3) FF&E / Portable / Instructional Equipment – Outside TMC Scope Portable appliances and instructional/educational equipment (including most kindergarten classroom equipment, stand alone washers/dryers not classified as RPIE, and similar items) are outside the TMC scope, unless explicitly designated and directed by the Government.

Phase In Validation In accordance with the PWS, the successful contractor shall:

• Validate and reconcile appliances during Transition In/Phase In using existing inventories (including Attachment 22), field inspections, and coordination with the COR.

• Confirm classifications (RPIE vs. EIP vs. FF&E) prior to performing maintenance.

• Document verified RPIE assets in Asset Essentials and incorporate them into the Preventive Maintenance Plan (PMP).

• Report discrepancies or undocumented items to the COR for determination.

Please identify all appliances (e.g., stoves, washers/dryers in culinary programs, kindergarten equipment, etc.) at each location and confirm whether the contractor is responsible for their maintenance.

PWS 2.1.3

41 PWS 2.1.3 Please confirm whether the contractor is responsible for procurement and replacement of electronic sensors for sinks, wash stations, urinals, and toilets, as well as replacement of batteries for Government-furnished equipment.

Confirmed

42 PWS 2.3 For sports fields with stadium lighting, please confirm whether the contractor is responsible for maintenance of these systems. If not, identify the responsible party and clarify authority in case of overlap.

Confirmed

The Performance Work Statement (PWS) includes limited, clearly defined requirements applicable to typhoon events.

Beyond debris removal, the contractor’s responsibilities are governed by safety conditions, emergency response provisions, and standard maintenance requirements already contained in the PWS.

Pre Typhoon Requirements The PWS does not establish specific pre typhoon preparation activities (e.g., system shutdowns, equipment relocation, boarding, or storm hardening) as stand alone tasks.

However, prior to typhoon conditions, the contractor is expected to:

• Continue normal operations and provide clean-up activities as required by PWS until a Tropical Cyclone Condition of Readiness (TCCOR) 1 Caution (1C) is declared, at which time contractor personnel are excused from maintenance duties (PWS 3.1.1).

• Maintain facilities, grounds, and systems in a condition consistent with routine O&M requirements, which inherently reduces vulnerability to storm damage (PWS 2.1–2.3).

• Coordinate with the COR for any Government directed pre storm actions, if issued.

No additional pre event inspections or preparations are required unless specifically directed by the Government.

During Typhoon Conditions

• Contractor personnel shall be released from duties upon declaration of TCCOR 1 Caution (1C) and shall not resume work until TCCOR Storm Watch (SW) is declared (PWS 3.1.1).

• No contractor actions are required during active typhoon conditions unless otherwise directed by the Government for life safety emergencies.

Post Typhoon Requirements Upon declaration of TCCOR Storm Watch (SW), the contractor shall resume work and shall:

• Remove debris caused by inclement weather to ensure facilities, grounds, and access areas are safe for scheduled operations (PWS 3.1.1).

• Conduct inspections of affected facilities and systems as part of routine and emergency maintenance to identify damage, hazards, or system failures (PWS 2.1.3, 2.1.4).

• Respond to emergency maintenance conditions (e.g., utility failures, flooding, structural hazards) in accordance with required response times (PWS 2.1.3.2.1, 2.1.4).

• Initiate corrective maintenance or non routine work requests for storm related damage, as applicable, following standard work order and approval procedures (PWS 2.1.1, 2.4).

Please identify any specific contractor requirements before and/or after typhoon events beyond debris removal, including preparation, inspection, or restoration activities.

PWS 3.1.143

44 PWS 2.1.3 Please confirm whether the contractor is required to perform installation of Government-purchased equipment (e.g., playground equipment, basketball hoops, whiteboards, kilns, etc.) at no additional cost to the Government.

RFI