Attachment_D_Performance_Work_Statement.pdf

PERFORMANCE WORK STATEMENT

FOR

LAUNDRY MACHINES PREVENTATIVE MAINTENANCE/REPAIR

AUGUST 31ST, 2018

1. BACKGROUND

The Armed Forces Retirement Home (AFRH-W) in Washington, DC is a Continuing Care Retirement Community (CCRC). In 1991, the AFRH became an independent Federal agency with the enactment of the Defense Authorization Act, Public Law 101-510. This modern retirement community offers Residential Living, Assisted Living, Long Term Care and Memory Support to our Nation's Veterans.

Residents shall be treated with the utmost dignity and respect, regardless of their physical or mental condition. The contractor shall be responsive to the residents and maintain the appropriate attention to detail and concern for the care of the residents that is commensurate with the mission of the AFRH-W in regards to Person Center Care.

While the total number of residents varies from month-to-month, AFRH-W provides a home for approximately 550 enlisted personnel in their retirement years at both the Gulfport and Washington campuses for a total of about 1100 residents. The AFRH, also known as the “Home”, provides retired veterans with the common daily living needs such as: private rooms, bank, chapel, convenience store, mail room, laundry facilities, barber/beauty shop, dining facility, and a 24-hour security and staff presence. In addition to these common needs, AFRH offers social, recreational, and occupational activities for many interests. While residents live in this community, AFRH provides for their overall health care needs in a high quality manner;

including on site primary care, medical care, and a continuum of long-term care services as residents change and transition from independent living. Our residents found it to be an honor to serve our country. AFRH finds it to be an honor to serve them now.

2. PURPOSE

The AFRH requires a contractor to provide preventative maintenance service and repair to the 46 laundry machines at the AFRH-W. Services will be performed in the Sheridan Main Laundry Room, Sheridan Room 1121 (Lady Sheridan), Sheridan Assisted Living (2nd and 3rd floors) and Scott Commons; dementia and long term care (2nd and 3rd floors).

3. SCOPE

The contractor shall perform preventative maintenance service and repairs in accordance with the Performance Work Statement (PWS) and all other requirements listed in this document.

This Performance Work Statement (PWS) sets forth requirements for the preventative maintenance service and repairs at the Armed Forces Retirement Home-Washington AFRH-W.

The Contractor shall provide management, supervision, quality control, inspections, manpower, supplies and equipment, tools, materials, transfportation necessary to perform preventative maintenance service and repairs to the covered equipment in attachment “A” as defined in the specifications..

4. SPECIFIC TASKS

4.1 Management - The Contractor shall provide all management, tools, materials, equipment, supplies, transportation, and labor necessary to ensure that preventative maintenance services and repairs for laundry machines. The Contractor shall at all times provide adequate supervision of employees to ensure complete and satisfactory performance of all work in accordance with the Performance Work Statement and all other requirements of the contract.

4.2. Preventative Maintenance (PM) - Monthly maintenance service will be performed during the first two weeks of each month. The Contracting Officers Representative (COR) at AFRH will submit to the contractor a list of all small repairs by the 25th day of the month for preventative maintenance services to occur within the first two weeks of the next month. The Contractor personnel shall contact the COR when arriving on AFRH Campus.

The preventative maintenance visits shall occur on a day and time agreeable to the COR and the Contractor; the Contractor shall contact the COR at least one hour prior to the PM visit to ensure the COR or in their absence their designee is available. PM visits shall not take place when the COR or their designee is not on the AFRH campus.

The Contractor shall:

• Ensure washers and dryers are maintained according to the manufacturer’s recommendations to include any preventive maintenance tasks.

• All appliances operate safely, are clean, and are free of corrosion.

• Notify the Contracting Officer’s Representative (COR) when any replacement part must be ordered and repair delays are expected.

4.3 Preventative Maintenance Services

Monthly inspection (unless noted below), testing, and preventative maintenance shall be conducted on each of the laundry machines listed on attachment “A”. The Contractor shall provide an annual inspection or PM schedule to the COR. Any repairs that fall outside of regular PM that exceed $100 need to be approved by the COR prior to any work being done.

All work shall include but not limited to the following:

Washers:

• Check hoses for wear, cracking, and dry rot. Replace any cracked or dry rotted hoses.

• Adjust drums for balance / suspension as needed

• Remove debris, rust, and clean filters

• Check pumps, valves for wear and leakage. Replace worn leaky pumps and valves

• Check drum bearings for wear and replace worn bearings as needed

• Test each machine and contact the COR if further service is required.

Dryers:

• Remove built up lint from filters, vent and behind dryer

• Check lint filters for tears or holes

• Check drum bearings for wear and replace worn bearings as needed

• Check drive belt for wear, cracking, or tears. Worn, cracked or torn belts shall be replaced

• Check idle pulleys and oil as necessary

All labor costs associated with installing parts are covered under the preventative maintenance program. Any repair that will incur an additional cost shall be documented and an estimate shall be submitted to the Contracting Officer for review and approval.

Additional issues, concerns or machine/part that fails to operate as intended discovered during inspection shall be noted and presented to the COR immediately.

The contractor shall be responsible for obtaining commercial warranties on the installed equipment and coordinate warranty provisions with the respective manufacturers.

4.4 Emergency Call Out

The contractor will provide any emergency repairs on an on-call basis. The contractor shall respond to any equipment repair request within 24 hours of notification.

4.5 Parts/Supplies

The contractor shall order and/or supply all parts needed in the performance of the contract and ensure that parts are adequate. All replacement parts shall be new or reconditioned. All reconditioned parts shall meet or exceed manufacturer’s specifications for reconditioning. Copies of the monthly invoices/credits for all parts shall come directly to the COR from the contractor. There are no contractor markups or taxes associated with parts under preventative maintenance or emergency call outs.

4.6 Contractor Stewardship of Federal Resources

Contractor shall make every effort to reduce water and energy consumed as part of contracted duties. Contractor shall not leave water taps running while performing task(s) or use more public utilities than is necessary for effective performance. The Contractor shall ensure that all exterior doors and all exterior windows remain closed at all times unless actively required by the task(s) being performed. All malfunctioning equipment shall be reported to the COR immediately.

5. Period of Performance. The contract term will be for one (1) 12-month base year and four

(4) 12-month option years. .

6. Government Personnel. The Contracting Officer (CO) has the overall responsibility for contract administration. The CO is the only Government representative authorized to amend, modify or deviate from the contract. The Contracting Officer’s Representative (COR) will be designated in writing at the time of award to assist the CO in the day-to-day on-site administration of this contract. The COR responsibilities include: determining the compliance and adequacy of performance by the Contractor, in accordance with the Performance Work Statement, attachment(s), and all other terms and conditions listed on the contract; requesting removal of unsuitable contractor employees; approving schedule changes; ordering re-performance of unacceptable work or performance by other means, etc.

7. Hours of Operation. The contractor shall required services during AFRH-W normal working hours: Monday through Friday 7:30 am to 4:30 pm; excluding Federal holidays: New Year’s Day, Martin Luther King, Jr. Day, Presidents Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day and Inauguration Day (Washington, DC only). Any deviations to the above schedule shall require advance coordination and approval with the COR.

8. Place of Performance. All work shall be performed on-site at the AFRH-Washington, D.C.

9. Records and Reporting. The contractor shall be responsible for submission of all required code compliant forms and provide one (1) copy to the Government.

10. Government Furnished Equipment (GFE).

None.

11. Management. The Contractor shall manage the total work effort associated with the services required herein to ensure fully adequate and timely completion of these services, and permit tracking of work in progress. Such management includes, but is not limited to, planning, scheduling, cost accounting, report preparation, establishing and maintaining records, and quality control. The Contractor shall provide staff with the necessary management expertise to assure the performance of the required work.

12. Contractor Personnel Access. Contractor personnel shall be accompanied by COR or designee while at AFRH.

13. Employee Conduct. All contractor employees shall comply with Executive Order 11222, May 8, 1965, Prescribing Standards of Ethical Conduct for Government Officers and Employees. No contractor employee shall accept money or gifts from Residents. Contractor employees shall not enter the occupied rooms of independent living residents, without the prior approval of the COR. Any violation of the above will result in immediate removal of the employee by AFRH security.

14. Pass and Identification Items. Pass and identification items are required for all contractor personnel and non-Government owned vehicles entering AFRH. The contractor pass and identification request shall be made to the COR on company letterhead and shall include:

Contractor employee names, social security numbers, birth dates and work and home phone numbers.

15. Employee Badges/Parking. Contractor personnel shall visibly display Government furnished identification badges on their person in accordance with the AFRH procedures. All contractor personnel shall comply with parking procedures published for the AFRH. Contractor employees shall return all AFRH issued identification badges and parking/vehicle IDs to the attending AFRH security officer stationed at the AFRH Security Gatehouse immediately upon exiting AFRH.

16. Safety. While performing services under contract, the contractor shall ensure the protection of employees, health and safety of AFRH residents, staff, and visitors, while preventing damage to property, materials, supplies, equipment, and work interruptions.

The contractor shall:

• Comply with all OSHA, District of Columbia Safety Code, and the AFRH Safety Regulations.

• Ensure that any additional safety measures will be incorporated when it is deemed necessary by the Contracting Officer (CO).

• Ensure resident safety and shall report safety concerns to the AFRH Safety Officer.

17. Alcohol and Drug Use. The contractor shall not allow any employee to perform work when the employee is under the influence of alcohol, illegal drugs or prescription drugs which can adversely affect the employee's ability to perform their duties in a safe manner. Contractor employees found to be under the influence of alcohol or illegal drugs will be immediately removed from AFRH. The threshold for being under the influence of alcohol or illegal drugs is the same as that established by current laws for vehicle operation. The contractor shall be responsible for establishing the method(s) by which employees will be determined to be under the influence of alcohol or illegal drugs. The Government reserves the right to require any contractor employee that is displaying errant or unexplained behavior to be removed from AFRH and immediately tested.

18. Motor Vehicle/Traffic Regulations. Contractor employees operating motor vehicles at AFRH shall possess a valid driver's license. Driver and vehicle permits, licenses, registrations and proof of insurance shall be maintained in the vehicle at all times and made available upon request. Contractor employees shall comply with District of Columbia laws requiring seat belts be worn at all times. Contractor employees shall adhere to the posted speed limits. Speed limits on AFRH grounds are 15 mph unless otherwise posted. Only 5 mph is permitted when AFRH residents are present. Contractor personnel driving a motor vehicle on AFRH shall not use a cell phone unless the vehicle is safely parked or the driver is using a hands-free device.

19. Replacement of Contractor Employee for Security Reasons. The Government retains the right to request removal of the contractor’s employees, regardless of prior clearance or Background Investigation (BI) adjudication status, whose actions clearly conflict with the Government’s security procedures. Upon the determination by the CO that a contractor employee should be removed, the contractor must remove the contractor’s employee immediately after notification and shall provide replacement within 5 working days.

20. Non-Payment for Additional Work. Any additional services or a change to work specified which may be performed by the contractor, either at its own volition or at the request of an individual other than a duly appointed CO, except as may be explicitly authorized in the contract, will be done at the financial risk of the contractor. Only a duly appointed CO is authorized to bind the Government to a change in the specifications, terms, or conditions of the contract.

21. Indemnification. The contractor shall indemnify and hold harmless the Government and its officers, agents, representatives, and employees from all claims, loss, damage, actions, causes of action, expense, and/or liability resulting from, brought for, or on account of any personal injury or property damage received or sustained by any person or property growing out of or attributable to any work performed under or related to the Contract, regardless of whether such claims, losses, damages, actions, expenses, and/or liability may be attributable to the fault, failure, or negligence of the contractor.

22. Environmental Compliance. The contractor shall be responsible for compliance with all AFRH, local, state and federal environmental policies and mandates. Penalty charges resulting from contractor's failure to comply with environmental policies and mandates shall be borne by the contractor only. The contractor shall take any corrective actions as directed by such agencies with no additional cost to the Government.

23. Performance Meetings. The Government and contractor representatives shall meet as often as necessary to ensure satisfactory performance in accordance with the PWS.

24. PERFORMANCE REQUIREMENTS SUMMARY (PRS)

The Contractor service requirements are summarized into performance objectives that relate directly to the mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Task

PWS Task

Requirement Performance

Standard Method of

Surveillance Incentive/

Disincentive

4.2 Contractor

shall contact the COR at least one hour prior to the PM visit to ensure the COR or designee is available.

Perform this duty 10 out of 12 months.

COR or designee signature on the work receipt.

Past Performance Evaluation

4.3

Contractor performs washer and dryer maintenance and repair services in accordance with the tasks identified in Section 4 of the PWS

Performs this duty 90% of the time unless an exception is granted by the CO or COR.

Random inspection of equipment after visit

Past Performance

Evaluation

25. Periodic Surveillance. This method employs a “Random Inspection” style of evaluation and may be adjusted, based on quality trends. The PRS contains only those items considered most important for contract accomplishment. The Government retains the right to inspect all PWS requirements. The contractor shall correct the unacceptable performance within 24 hours.

If the contractor does not correct the unacceptable performance within 24 hours, the COR will notify the CO who will take appropriate administrative action.

28. Contract Administration. In no event shall any understanding or agreement, contract modification, change order or other matter in deviation from the terms of this contract between the Contractor and a person other than the CO be effective or binding upon the Government.

The CO is the only person authorized to make or approve any changes in any of the requirements of the contract and, notwithstanding any provisions contained elsewhere in the contract that authority remains solely with the CO. Should the Contractor make any changes at the discretion of any person other than the CO, the change will be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in the costs incurred as a result thereof.

2. PURPOSE