Pre-Proposal_Conf_Program_Brief-HE1260-14-R-0007.pdf

Pre‐Proposal Conference HVAC, Facility and Sports Field Maintenance

Contract

HE1260‐14‐0007

14 November 2014

Michael Thompson Superintendent

Michael Easley Supervisory Logistics Operations Manager

Brian Hyden Facility Operations Specialist

� The Okinawa School District Consists of:

◦ 13 Schools/68 buildings � Kadena Air Base: 7 schools/19 buildings � Marine Corps Bases: 6 schools/47 buildings � Elementary PSCD/SS K‐5 (8), Middle 6‐8 (3), High 9‐12 (2)

◦ District Superintendent Office (DSO)

◦ Student Transportation Office (STO)

� The Okinawa District employs more than 900 personnel who support the educational effort of approximately 7,700 students

Approximately 183 instructional days for students and 190 educator instructional work days

Approximately 12 support staff all year

Approximate school year schedule:

◦ August 21st: Educators return to school

◦ August 27th: School year begins

◦ December 23rd: Winter Recess

◦ January 6th: Classroom instruction resumes

◦ April 7th: Spring Recess

◦ April 14th: Classroom instruction resumes

◦ June 12th: Last day of school

3‐5 Future MILCON projects in the next 5yrs

• Kadena MS Renovation: July 2015 – December 2016

• AEIS/BHPS (Kadena ES Replacement): January 2017

• Zukeran ES Replacement: February 2017

• Killin ES Replacement: January 2019

• Kubasaki HS Replacement: January 2019

• Kadena ES (Stearley Heights ES Replacement): July 2019

Impact on contract requirements

• Drayage requirements

• Overall improvement of District facilities (6 of 13 schools)

• Additional turf field

To provide the necessary maintenance services required to maintain a safe, fully operational, healthy and sanitary school environment for faculty and students within the Okinawa

School District

The contractor shall be required to provide and manage a full service HVAC, Facility and Sports Field Maintenance program for the Okinawa District.

2.1 Contract Management. Provide management, oversight, direction and supervision for all work under the contract, to include all matters pertaining to work identification, performance of services and delivery of data; employee hiring, orientation and training, utilization, payment and administration; purchasing and subcontracts; and establishment and maintenance of records.

2.7 Initial Survey of Facility Condition. Survey all

critical systems and components, such as; boilers, AC systems, fire suppression systems and doors, structures, etc., and critical system components at each facility, conducting a preliminary assessment of operating status and/or integrity. Take photographs as appropriate and as permitted by security considerations. Initial Survey identifies critical deferred maintenance and forms the basis for establishment of priorities within the District. Review priorities with Government as required.

2.7.1 Routine Facility Inspections. Monthly facility inspections are identified as part of the routine preventative maintenance and will be conducted by certified craftsman qualified to identify facility and equipment deficiencies as outlined within this PWS.

The Contractor provided inspector or accompanying representative shall understand and speak English to communicate concerns at each facility with the onsite Government representative(s). The Contractor will identify and record deficiencies and recommended corrective action for all areas identified in this PWS in the Work Management System.

The inspection will result in contractor created work orders that will be prioritized and accomplished to ensure appropriate safety and functionality of facilities are maintained throughout the life of the contract.

2.14.1 WO Priority. WOs are identified in three

priority levels;

� (Priority 1) Unscheduled emergency, � (Priority 2) Scheduled urgent, and � (Priority 3) Scheduled routine.

The Contractor shall provide a monthly report generated from the Work Management System for all work accomplished and a priority listing of work orders that require further action.

2.14.2 WO Labor Classification. The Contractor shall

assign a priority to each Work Order within the Work Management System, which will also include one of three technical labor classifications, which are identified as;

� (Technical 3) General Labor � (Technical 2) Craftsman � (Technical 1) Master Craftsman

The assigned priority is subject to change at the COR’s discretion according to educational goals and District leadership priorities.

� 2.14.3 Unscheduled Emergency Work Orders. (Priority 1).

Emergency WOs includes immediate action that is required to eliminate life threatening or serious injury hazards to personnel, prevent significant loss or damage to government property, ensure security of sensitive government property, restore essential services or respond to organizational priorities. The contractor will respond to emergency requests within two (2) hours and sufficiently arrest the emergency situation within one calendar day of notification. Emergency requests may be generated by the Contracting Officer, COR, Okinawa District leadership, facility managers, installation emergency services personnel or environmental personnel.

� 2.14.4 Scheduled Urgent Work Orders. (Priority 2). Urgent WOs includes those requests when work is required to correct a situation that would become an emergency if unattended, would seriously affect morale, or has been the subject of organizational emphasis. Normal response time is the following business day or within 24 hours after the WO has been initiated.

� 2.14.5 Scheduled Routine Work Orders. (Priority 3). Routine WOs cover work that if deferred would result in minor disruption to daily activities, continued inconvenience or unsightly conditions. Normal response time is two business days or within 48 hours after the WO has been initiated.

� 3.1/4.1/5.1 Routine Maintenance. The Contractor shall provide routine preventive maintenance on all Okinawa District HVAC systems regarding electrical, mechanical, civil and structural disciplines in accordance with equipment and systems manufacturer recommendation via vigilant routine inspections. The Contractor shall perform minor work, typically minor repairs, such minor work is defined as work that the Contractor will expend $200 or less in material costs, and includes inspection, periodic and preventive maintenance, operation of utilities, and minor repairs incidental to schedule. Any repairs exceeding $200 in material cost shall be identified as a Project Repair Work Order subject to COR approval.

� 3.1/4.1/5.1 Routine Maintenance. The Contractor shall identify, record, and take the necessary corrective action to ensure equipment and systems meet all current facility and life safety codes and record it in the Work Management System. The Contractor shall also trace system and equipment malfunctions to the cause and take the corrective action as required. Causes identified that are outside Okinawa District facilities and school boundaries that are not within DoDEA Pacific jurisdiction or control will be coordinated with the installation or local DPW to ensure the problem is corrected.

� The Contractor shall notify the school administration and COR of any temporary disruptions in service that could impact the educational mission and obtain written permission from the COR for any scheduled utility interruption

� 4.1.2.1 Drayage Services. The Contractor shall be responsible for inventory, securing, coordinating and supervising drayage services.

Typical drayage services will be requested as necessary and are as follows:

� a. Disassembly and reassembly of equipment, furnishings and materials. b. Packing of school materials and labeling boxes according to location. c. Providing moving boxes.

� d. Relocation of disconnected audiovisual equipment e.g. television monitors, projectors, etc.

� e. Relocation of disconnected computer equipment to include peripherals. (Note: DoDEA Pacific will test and disconnect computer equipment prior to relocation / movement.)

� f. Items requiring relocation will be transported as requested by the COR to facilities throughout Okinawa

� 6.1 Project Repairs for HVAC Systems, Facilities and Sports Fields.

The Contractor shall provide Project Repairs for DoDEA facilities involving electrical, mechanical, civil and structural disciplines as required and approved by the COR and Contracting Officer. Project Repairs are defined as work that exceeds the negotiated fixed price task order for recurring services and exceeds $200 in material costs for repairs. In order for the contractor to perform Project Repairs, the contractor shall submit a quote to the COR for the amount the work shall cost. As deemed by the Contracting Officer, the Contracting Officer or COR will determine if the price is fair and reasonable and will approve each quote in the form of issuing a task order or notice to proceed for the work and/or repair parts.

� 6.1 Project Repairs for HVAC Systems, Facilities and Sports Fields.

The Government retains the right to seek solutions from other sources for fair market value. Project Repairs typically require more in depth technical knowledge to correct, install, or repair equipment, systems or property. The Contractor shall provide project details and the necessary labor and equipment cost estimates to complete the project. Only new standard parts of equal quality shall be used for repairs. Parts, which have been replaced, will become the property of the Government. The Contractor shall provide a disposal report of all replaced defective parts to the COR for review and approval. Replaced parts and property that are identified as a government returned asset should be provided to the COR within one week of the completed repairs unless otherwise directed for disposal.

� 6.1.1 Drawings, Plans and/or Specifications. In the event the nature of the work to be performed and the complexity of drawings, plans and/or specifications needed for the project repairs require preparation of formal plans and/or specifications, the Contractor shall include an estimate for such work in its proposal for Project Repair Work Order approval, and subsequently prepare the drawings, plans and/or specifications as required.

� 6.1.2 Material Submittals. Material submittals, if required, shall be submitted IAW the proposal and/or the resulting Task Order issued.

� 7.1. Government Furnished Property � The Contractor shall provide all tools, equipment and supplies to accomplish the contract requirements of this PWS. During the duration of this contract, the Government may provide already available GFM for temporary use. Upon receipt of any available GFM, the Contractor shall inventory, sign for receipt, maintain and return it in the same condition it was provided or replace it with a similar item of quality and condition.

� Workspace and Storage - The Government will provide limited workspace and storage for supplies and equipment as available.

The Contractor shall maintain all Government-Furnished office, shop and storage space in a neat and orderly condition. The storage of any hazardous materials is not allowed unless approved by the COR. The Contractor shall use assigned spaces only for contract purposes. Upon conclusion of the resulting contract, the Contractor shall return all assigned areas in a clean, neat and well-maintained condition, and remove all Contractor property.

� The locations and hours where maintenance services are required are provided within the PWS at 7.3.1. The District and School year calendars are available upon request.

� Duties required within the performance of this contract shall not impact normal school operations such as classroom sessions and faculty meetings.

� Support at each facility should remain consistent throughout the District regardless of geographical location.

� Contractor employees shall be excused from maintenance duties upon the declaration of Tropical Cyclone Condition of Readiness (TCCOR) 1‐Caution (1C). Contractor employees shall return to their normal tasks upon the declaration of TCCOR Storm Watch (SW)

Schools/Location Hours of Operation School Session Hours Amelia Earhart Intermediate School/Kadena 0700‐1600 0850‐1505 Bob Hope Primary School/Kadena 0700‐1600 0850‐1505 Kadena Elementary School/Kadena 0700‐1600 0850‐1500 Kadena High School/Kadena 0700‐1515 0725‐1350 Kadena Middle School/Kadena 0700‐1600 0720‐1350 Ryukyu Middle School/Kadena 0700‐1500 0720‐1350 Stearley Heights Elementary School/Kadena 0730‐1600 0820‐1430 Bechtel Elementary School/Camp McTureous 0730‐1600 0830‐1450 Killin Elementary School/Camp Foster 0730‐1600 0800‐1420 Kinser Elementary School/Camp Kinser 0700‐1500 0800‐1420 Kubasaki High School/Camp Foster 0700‐1500 0720‐1350 Lester Middle School/Camp Lester 0700‐1515 0720‐1350 Zukeran Elementary School/Camp Foster 0700‐1530 0730‐1340

NOTE: Daily inspections of school grounds required to ensure safety and free of debris

� 7.7.1 Project Manager and/or Job Site Specific Manager. The Contractor shall provide a Project Manager and/or Job Site Specific Managers who shall be the COR’s point of contact for all technical issues relating to contract requirements. The Contractor’s Project Manager(s) shall have a minimum three years of experience managing a large maintenance operation similar to the maintenance tasks required within the contract and shall be able to understand, read, write, and speak English.

*Managers must be able to understand, read, write, and speak English.

The Contractor shall provide employees their specific tasks and authority relating to the PWS. All managers shall be available during the hours of operation listed in this PWS to discuss problem areas with the Government representatives. Response to inquiries shall be within 2 hours from notification by the COR or Contracting Officer.

� 7.7.2 Qualifications. The Contractor shall provide sufficient employees for general labor, maintenance experience, skills and the necessary technical certifications to perform the PWS requirements.

� Contractor personnel shall present a neat appearance and be easily recognized as a contract employee by wearing appropriate uniform or badges containing the company name and employee name in English.

� While performing duties outlined within this PWS, contract employees must be able to understand and speak English well enough to allow facility mangers to clarify onsite requirements or deficiencies when a work order has been created.

� Quality Control Plan (QCP): The Contractor shall develop and maintain a QCP and any updates/changes, shall be submitted to COR and Contracting Officer within 10 days of incorporation of any changes into the Plan.

� The Government’s QASP is not a substitute for the Contractor Quality Control Plan.

� Phase‐In Schedule

� Access List: The Contractor must furnish an access list to COR at least one week prior to starting scheduled work. The list shall be forwarded to the facilities Administration by the COR prior to start of work. The access list shall have the contractor employee’s full name and date of birth.

� List of Employees assigned to the Contract ‐ The Contractor shall provide a list of employees performing under the contract and their assigned work sites to the COR and Contracting Officer within 10 days from contract award.

The List shall be updated quarterly and delivered to the COR and Contracting Officer.

� Contract Management Plan: The Contractor shall develop a Contract Management Plan detailing how tasks will be accomplished in accordance with this PWS.

� The draft Contract Management Plan Schedule shall be submitted to the COR for review/approval within 5 working days after contract award. The COR has 5 working days to provide the contractor with comments and/or changes.

� The contractor has 5 working days to incorporate the changes and submit a final Work Plan to the COR. All changes and/or deviations from the Work Plan shall be approved by the COR prior to starting the new work schedule.

� This shall be completed annually within 30 days of a new performance period.

� Quality Control Plan (QCP): The Contractor shall develop and maintain a QCP and any updates/changes, shall be submitted to COR and Contracting Officer within 5 days from contract award and within 10 days of incorporation of any changes into the Plan.

� Hazardous Material and Waste Management Plan: The Contractor shall provide a written plan for effective management of hazardous materials and waste generated during contract performance.

� Refrigerant Management Plan: The Contractor shall provide a written plan for refrigerant evacuation and storage plan that meets environmental protection agencies CFC/HSFC Refrigerant Processing Regulations. Asbestos Containing Materials (ACM) Training, as indicated in the annual deliverables.

� Name(s) and telephone number(s) of the managers assigned plus their specific tasks and authority associated with the contract to the COR and Contracting Officer.

� Service Request Calls. The Contractor shall provide a twenty‐four (24) hour telephone number(s) for reporting routine technical issues/problems and requests for emergency maintenance.

� Monthly Billing invoices shall be submitted via Wide Area Workflow (WAWF) to the COR to include any applicable required supporting documentation

� Quality Control Surveillance Reports – The Contractor shall document all quality control and surveillance inspection report(s) and submit the report(s) to the COR at the time of invoicing. This report shall be submitted to the appointed COR via e‐mail.

� The Contractor shall provide a monthly report for all maintenance work orders accomplished and pending work orders, which includes Project Repairs. This report shall be submitted to the appointed COR via e‐mail.

� Contract Management Plan

� Conduct annual review of the QCP with COR at the beginning of the new contract period to validate effectiveness and update as necessary.

� Conduct inspection and provide a report to the COR regarding any discrepancies of athletic and sports fields as identified in this PWS. The report will be provided not later than September 1st of each contract year.

� The Contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Okinawa District Total Maintenance Contract via a secure data collection site.

� The Contractor shall maintain annual training certifications for all employees under subject contract and shall submittal all annual training certifications to the COR no later than September 30th for each calendar year.

� Asbestos Awareness Training: Asbestos Hazard Emergency Response Act (AHERA) requires all personnel that would come in contact with Asbestos Containing Material (ACM) to complete the mandatory 2 hours Asbestos General Awareness Training yearly, unless otherwise specified in this PWS to complete a higher level of training.

� All Contractor or Sub‐contractor personnel shall complete this mandatory training, which must be documented. Handling of ACM shall be in accordance with Japan Environmental Governing (JEG) and Environmental Protection Agency (EPA) standards

� Communication!!

• Contractors and Administrative Officers

• Administrative Officers and COR

• Contract Manager/Supervisors and COR

• COR and Contracting Officer

� Safety � Security � Quality Control Plans well documented and maintained for every project

Contract Specialist:

Georgette Hendricksen, georgette.hendricksen@dodea.edu

Contracting Officer:

Angela Dash, angela.dash@pac.dodea.edu