Attachment A Performance Work Statement.pdf

PWS Germany and BENELUX Refrigeration Maintenance

1.0 Vision

The commercial refrigeration systems and equipment in Commissary stores and distribution centers are fully operational providing cooling efforts that keep the food products at proper temperature and the interior spaces are kept a comfortable level.

2.0 Mission

2.1 The Defense Commissary Agency (DeCA) provides routine and mission-critical supermarket resources to support the military and families worldwide. DeCA facilities encompass mechanical, electrical, and electronic equipment necessary to provide continuous, redundant environmental support to mission-critical food supplies at each of its commissary sites. Because of the complexity and need for consistency of this support, dedicated maintenance, repair, alteration, engineering, and other repair work is essential to ensure mission-critical food supplies remain constant and uninterrupted. This contract defines requirements for commercial refrigeration maintenance and repair services to DeCA commissaries and the central meat processing plant (CMPP). The requirement of this contract is to provide a proactive and responsive maintenance regimen for both of the DeCA facilities located in Germany, Netherlands, and Belgium. The requirement is designed to ensure that the facilities and equipment are maintained, repaired or replaced in accordance with (IAW) established commercial standards, host nation regulations, Department of

Defense regulations, and DeCA standards.

2.2 By properly maintaining DeCA’s commercial refrigeration systems and equipment, the commissary can provide its customers wholesome food stuff in a safe and comfortable environment.

3.0 Scope

3.1 The intent of this contract is to have a contractor be responsible for all the commercial refrigeration systems and equipment by inspecting, maintain, repairing and replacing as necessary to keep all the systems and equipment at a high level of operations. The commercial refrigeration systems are to operate properly all day every day of the year.

3.2 The contractor shall use experienced and properly qualified personnel while performing required services and repairs, as required, to minimize and reduce emergency and recurring actions and to keep each commissary facility operating in an energy efficient and cost-effective manner.

3.3 The maintenance services shall be provided at 18 separate facilities consiting of; 15 commissaries, 1 Headquarters (HQ), 1 Kaiserslautern Cold Storage (KCS) and 1 Ramstein Central

Meat Processing Plant (CMPP). These facilities are located in Germany (Bavaria, Rheinland-Pfalz, Hessen, and Baden-Wurttemberg); Brunssum, Netherlands; and Chèvres, Belgium). The systems and equipment to be maintained and the exact location of the stores can be found in the attachments.

4.0 Contract management

4.1 Essential Personnel

4.1.1 The contractor shall provide resumes and qualification documents of essential personnel, the Contract Manager and Alternate Contract Manager, Quality Control Manager personnel to be used by the Contractor in the performance of this contract. The CM, ACM and QCM are three separate persons and the roles shall not be combined. The contractor shall ensure that all such essential personnel and key subcontractor personnel are fully certified, licensed and capable of performing the Work in an efficient, reliable, and professional manner. If the Government questions the qualifications or competence of any contractor’s personnel or subcontractor personnel performing under this contract, the contractor will bear the burden of proving the qualifications and competence of the personnel.

4.1.2 During the first 90 days of performance, the contractor shall make no substitutions of previously identified essential personnel or essential subcontractor personnel unless the substitution is necessitated by illness, death, or termination of employment. The contractor shall notify the Contracting Officer (KO) within 15 calendar days after the occurrence of any of these events. After the first 90 days of performance, the contractor shall notify the

KO within seven (7) calendar days prior to any changes to essential personnel or essential subcontractor personnel as identified in the following paragraphs or as identified by the KO.

Notification of personnel change shall include a resume demonstrating compliance with minimum qualifications stipulated below.

4.1.3 The Government reserves the right to review and approve any designated essential personnel or key subcontractor personnel based on the submitted resumes or follow-up requested information for which a replacement is being sought during the term of this contract or any extension.

4.1.4 Contract Manager (CM) and Alternate Contract Manager (ACM). The minimum qualifications for the CM and ACM are:

4.1.4.1 At least five years of project management experience on a similar contract with multiple locations across a large (more than 750 square kilometers) geographic area

4.1.4.2 Education shall include technical or college education in business, engineering, engineering technology, or project management; and certificate or technical training mechanical related field, such as electrical, Heating, Ventilating and Air

Conditioning (HVAC), commercial refrigeration or plumbing

4.1.4.3 Experience with facility maintenance or repair contracts, scheduling, cost control and risk management

4.1.4.4 Effective communication skills, strong leadership skills, and technical experience

4.1.4.5 Shall be qualified tradespersons with technical training and background relevant to this contract

4.1.4.6 Shall be able to read, write, speak and understand both English and the host nation language

4.1.4.7 Be a full-time employee and not a retiree

5.0 Contractor Requirements

5.1 Experience and Qualifications: The contractor (firm) shall have a minimum of five (5) years of experience in PM and repair of commercial supermarket product refrigeration systems equal in type, size and complexity to the systems found at the DeCA commissaries.

The contractor must be currently properly certified remain certified as shown in the table below and any and all additional regulatory, statutory or mandatory requirements. The contractor shall have fully qualified personnel to fulfill the requirements of the contract.

Contractor’s personnel are defined as employees that receive their salary directly from the prime contractor. The refrigeration technicians shall be part of the contractor’s staff and shall not be sub-contracted. If the contractor does not have in-house personnel to provide the services in the aforementioned areas, then the contractor shall have a formal Joint Venture

Agreement or Prime/Subcontractor Teaming Agreement that is agreed to in writing between the parties and is subject to full review and approval by the KO.

REGULATORY

REQUIREMENT

FIRM

QUALIFICATION

INDIVIDUAL

QUALIFICATION

Specific certification

ISO 9001:2015 X

ISO 14001:2015 X

EU 2015/2067 X X

EU 517/2014 X X

EN 13313 X K65 level 1

EN378-1 to 378-4 X X

EC 303/2008

X

5.2 Personnel Qualifications: The technicians performing work under the contract shall have a minimum of two (2) years of experience after completing their trade training and receiving certification and shall all at a minimum be Journeyman certified. Qualification certificates substantiating contractor Technician and Master Technician and all employees' qualifications to perform under this contract shall be provided with the offer. Provide certificates to demonstrate individual additional qualifications completed by each refrigeration technician who is to maintain CO2 Trans-critical refrigeration or systems using

Natural Refrigerants. Within thirty (30) days after award the contractor shall provide a by name roster of all personnel they intend to use in performance of the Work and shall include the trade certification certificates of each individual. The Government reserves the right to review and approve any personnel based on the submitted certifications or follow-up requested information for which a replacement is being sought during the term of this contract or any extension.

5.3 The Contractor must have at least one Refrigeration Master Technician employee on their staff, he shall submit documentation and certificates to substantiate the “Meister's” qualifications to perform under this contract. The Master must be a full-time employee and not a retiree. If either master departs the Contractors’ workforce, then the Contractor shall replace him. The Contractor shall replace the departing master within 30 calendar days and provide the COR and KO the new master’s certification.

5.4 The contractor shall comply with all applicable Host Nation and EU laws and regulations. The contractor shall have on their staff a safety administrator or inspector as required by law who is responsible for preparing required risk assessments and other documents. The contractor shall also comply with any applicable DoD, USAREUR or

USAFE regulations that exist or become effective after the start of performance under the contract.

5.5 The contractor shall be capable of performing at least 80% of the work under the contract with in-house staff and without sub-contracting the work. Subcontracting of work shall be limited to those items that would not normally be part of regular recurring work under the contract or for which significant specialized training, qualifications or tools are required or for which DeCA specifically allows the use of the sub-contractor. The contractor shall have the capabilities to operate and maintain commercial/industrial refrigeration systems. The contractor shall be a member of a national/state guild association of the refrigeration engineer trade association. (i.e. VDKF or DKV)

5.7 All technicians including sub-contractors shall sign in and out of each facility and each time they enter and exit the building including for trips to pick up materials. Contractor staff shall take 5-10 minutes per day to brief on site DeCA management on the current status of the various work ongoing. During this briefing, the contractor shall coordinate t any task that the store needs to perform to ensure the completion of the contractor’s tasks (such as removal of product from a case, temporally closing an aisle) the All technicians shall be readily identifiable via a standard company uniform, wear appropriate safety gear and shall display a visible ID badge with photo whenever in the facility unless it presents a safety hazard when performing work. A valid installation pass is acceptable as an ID badge. Closed shoes are required in all DeCA warehouses and safety shoes are always required by contractor personnel.

5.8 All technicians must understand the English language sufficiently to be able to communicate with Commissary personnel. All correspondence from the prime contractor shall be in English. Where a document, such as a subcontractor offer, is originally written in a foreign language the contractor must provide an English version to DeCA which will be considered the official copy of the document for purposes of managing this contract.

Inclusion of the original document text in other languages is allowed to enable a full review of the original document. The contractor shall use the US standards for dates and numbers.

5.9 Communications: The contractor shall provide at least one emergency telephone number immediately at time of contract award for receiving emergency calls. This may be either a normal office number or a cell phone. If a centralized help desk is operated by the contractor, they shall have a dedicated staff to manage the calls under the contract and the specific requirements included. The emergency number shall be answered any time it rings 24 a day and 365 days per year. The contractor shall provide a telephone number for requesting additional work and for routine communications.

5.10 The facility manger will call the contractor in event if any of the following issues are discovered by DeCA staff (DeCA considers these as emergencies):

• Loss of compound refrigeration, failure of compressors, evaporators, condensers, controls

• Refrigeration gas leaks

• Ice build ups that interfere with refrigeration operation (iced over or noisy fans, evaporator)

• Case high temperatures

• RMCS priority 1 alarm

• Walk-in doors that will not close (manually)

5.11 If the contractor receives an emergency call, the contractor shall dispatch a technician to the location. The technician shall arrive with-in 3 hours of the call and assess the situation and begin work. If the technician cannot complete the work, he shall mitigate the immediate issues and brief the facility manger on what has been done, what will happen next and any actions required by the facility.

5.12 The contractor shall accept non-emergency calls from the store management or the

Field Engineer (FE). If the management or FE identifies a deficient refrigerant system or component, then they shall notify the contractor of the issue needing resolved. The contractor shall inspect the investigate and repair the item as necessary. The contractor shall resolve non-emergency issues with-in 30 days of receipt. The contractor may use the emergency line or provide a secondary number for this purpose.

5.13 The line of demarcation. The contractor is responsible for all commercial refrigeration systems and attached accessories. The contractor’s responsibility ends where the item extends beyond the refrigeration system. For examples the contractor is responsible for condensate drain lines up to its connection to the main store sewer, electrical supply lines for refrigeration items up the service panel. The entire walk-in coolers/freezers are the responsibility of the contractor minus the shelving/racking. Other items will be determined by the FE is the issue shall arise.

6.0 Contractor Liability

6.1 The contractor is responsible for all refrigerant record keeping including systems that uses natural refrigerants and shall maintain a copy of said records on site at each location. A separate record shall be maintained for each piece of equipment that can accept 3kg or more of refrigerant or statutory limit if lower regardless of type of refrigerant. Contractor is responsible for incorporating changes to laws, regulations, and policies into its operations involving refrigerant and is responsible for complying with such updated requirements.

6.2 In the event of a refrigerant loss caused solely by force majeure or Government negligence, the contractor shall submit a request for equitable adjustment to the KO for labor and materials associated with refrigerant replacement.

6.3 The Contractor is responsible for completing and providing any safety/accident/incident notifications required by host installation and host nation authorities and will provide proof to the

Contracting Officer that such notifications were made.

6.4 Permits and Licenses

The Contractor shall obtain and maintain all required certifications, licenses, and permits for contract performance. Copies shall be kept on file and made available to the DeCA upon request.

The Contractor shall also comply with all applicable Host Nation and EU laws and regulations.

6.5 Warranty

The contractor shall warrantee his work and materials. Materials and components shall be warranted for 1 year. The contractor shall warrantee his work for 60 days. The contractor shall rework any warranted repair at no extra cost to DeCA.

7.0 Performance Requirements

The following specific the Performance objectives and performance elements for the contract.

7.1 The compound refrigeration systems are operational and the connected cases are maintaining proper temperatures

7.1.1 Standard: the system and cases are operational and maintaining proper temperatures at all times (24 hours/day, every day of the calendar month)

a. Contractor shall ensure all refrigeration equipment are in operational condition.

b. Ensure refrigeration system are working as prescribed by industry, manufactures’ standards and DeCA's standards listed in DeCA Temperature

c. Refrigerant replacement is the sole responsibility of the Contractor. Refrigerant levels shall be maintained at the level for proper operation of all Product Refrigeration Systems under all operational circumstances. At a minimum, refrigeration rack system tanks shall be maintained at 30% of full receiver capacity while heat reclaim equipment is in operation.

d. When refrigerant loss is detected, the Contractor shall immediately identify the source of leaks and repair in accordance with federal, state, and local government requirements

Include the cost of all refrigerants, leak checking, and leak repair in the monthly preventive maintenance price for each site.

e. Maintain a record of all refrigerant removals and make records available to the FE upon request

f. Perform preventive maintenance on all refrigeration system within the DeCA facilities.

g. Comply with all applicable laws, regulations, ordinances, policies, and industry standards or as directed by the Government.

7.1.2 AQL 98% of the hours the month the systems are operational and maintaining proper temperatures

7.2 The refrigerated display cases and walk-ins are free from defects; the non-refrigeration equipment is fully functional (such as lights work, door seals are sealing case, automatic doors work, doors are free from condensation, no loose debris in case, no broken handles, no broken glass, as so on)

7.2.1 Standard: Defects are repaired wit- in 30 days of identification by contractor or store

7.2.2 AQL: 95% of defects are corrected with-in 30 days of identification

7.3 The refrigeration leak detection systems are in proper working order and monitoring for potential leaks

7.3.1 Standard: The refrigeration leak detection systems are in proper working order and monitoring for potential leaks at all times (24 hours/day, every day of the calendar month)

7.3.2 AQL 98% of the hours the month the systems are operational and maintaining monitoring for leaks

7.4 The RMCS is operating, maintaining the operation of the refrigeration system, monitoring the system, and sending alarms when necessary

7.4.1 Standard: The RMCS is operational, maintaining the refrigeration system, monitoring the system and sending necessary alarms at all times (24 hours/day, every day of the calendar month)

7.4.2 AQL: 98% of the hours the month the systems are operational and maintaining monitoring for leaks

8.0 Special requirements

8.1Inventory

8.1.1 The contractor shall update the inventory list. Upon the start contract, the contractor shall review the current inventory (current list is provided with solicitation). The contractor shall walk thru each facility and confirm if each item is present. If there are discrepancies, the contractor shall update the current inventory and provide to the Field Engineer (FE). The contractor shall update the inventory and provide it to the FE every 90 days. The FE shall maintain the official inventory list with input from the contractor.

8.1.2 If there is any equipment that does not have an inventory list, the FE shall provide the contractor the new contract number. The contractor shall produce an inventory label to the specifications provided by the FE. The contractor shall place the label on the item as required by the FE.

8.1.3 The contractor shall inventory the refrigerant gases used. For each device that contains refrigerant, the contractor shall list the refrigerant type and charge on the inventory list.

8.2 Base passes

8.1.2 For the short duration of this contract base passes will not be possible. The contractor shall, each day, call each commissary for access to the base.

9.0 Reports

9.1 The contract shall provide a monthly report of all services performed. This report will assist it in managing it equipment and future acquisitions. The report shall be an Excel spread sheet showing: Store, inventory number, equipment name, type of service, date of service, service preformed, cost of labor, cost of materials, cost of sub-contractor effort. If the contractor has this in a DeCA accessible web site and can downloaded with all data required, then this shall meet this requirement.

9.2 The contractor shall prove all supporting documentation, such as PM check lists, certificates of compliance, new equipment cut sheet, and so forth. These documents shall be an Adobe .PDF format. Other formats can be used if approved by the FE.

9.3 The contractor shall provide an annual log of refrigerant gasses lost to the atmosphere. The log will be a combined report for all refringent containing devices maintained under this contract.

The report shall list: store name, device, inventory number, refrigerant gas type, amount of gas lost (added to the system), date of loss(fill). The report shall be in excel format. (This report does not need to include gasses that are removed and properly decanted into storage bottles and then replaced.) The report is due 30 January and cover the previous calendar month.

10.0 Repair by Replacement

10.1 Repair by Replacement (RBR) is a program to replace items that are near failing or have reached the end of their useful life. The intent of RBR is to replace a system or component before it fails or requires extensive and expensive repairs. RBR normally has three tiers of replacement;

short term up to 3 years, mid-term 4-7 years, and long term 7 years or longer.

10.1.1 RBR shall be used or replacements that are above 7,500 Euros for the replacement or if the component is over 5,000 Euros. For replacement under this threshold, the replacement is expected under the performance base part of this contract.

10.2 The contractor shall evaluate all the equipment and components at each location. The contractor shall develop a replacement schedule for all systems and components which would benefit by the RBR program. Each year the contractor shall provide of all items that would be benefited by the RBR program for the next 12 months. The first report is due 60 days after contract start and every 12 months thereafter.

10.3 The FE will evaluate the annual RBR report and decide to execute all, some or none of the items. For all approved items, the contractor shall provide an offer with cost, materials, and labor required. The FE will evaluate each offer and make a fair and reasonable determination on each.

For the ones deemed fair and reasonable, the FE will request funds and have the KO add them to the contract. The KO will then issue a TO for the work at a FFP as in the offers. Then the contractor shall make the RBR as offered.

10.4 During the short-term contract and the base year of the final contract, the contractor shall concentrate on the items that have failed or near to fail. Once the failing itmes are replaced, the contractor shall, begin to address on the schedule developed.

10.5 The Government reserves the right to execute any RBR by separate contract or purchase order.

11.0 Phase-in and Phase out

11.1 Phase-In Period (30 Days)

During the 30-day Phase-In period, the Contractor shall:

• Perform in-depth system surveys and inspections for all inventory at each location.

(Inventory List provided by DeCA as an attachment)

• Provide for a listing and all associated costs for system replacements or repairs to return the site to a stable operational condition. ( seven days after survey complete)

• Complete system integrations and workflow optimization with contractors monitoring and emergency call center operations.

• Establish emergency response protocols for DeCA and Contractor staff.

• Publish a clear list of instructions for DeCA staff to follow in case of system issues or to assist with emergency response.

• Train DeCA staff on how to follow emergency protocol and perform assistance functions to assist.

• Contractor will install or be given complete control over storage units for the holding of parts and equipment at the site.

• Implement quality control and performance tracking mechanisms aligned with contract performance requirements.

11.2 Phase-Out Period (30 Days) (At 90-120 days)

11.2.1 During the 30-day Phase-Out period, the Contractor shall:

• Retain essential personnel to maintain service continuity.

• Facilitate the orderly transfer of work-in-progress, inventories, and DeCA property.

• Submit all final reports and outstanding deliverables to the DeCA.

• Allow the successor contractor to observe maintenance operations.

11.2.2 Before contract end, the Contractor shall prepare a Closeout Package that includes:

• A statement of all outstanding contractor issues or potential future claims

• A list of any unresolved contract actions

• A list of contractor representatives (contact info) supporting closeout

• An updated inventory list of facilities and equipment

• Final invoices for any remaining task orders

• Any plant/property clearance reports (as applicable)

• Summaries of any unresolved subcontracts

• Warranty documents (if applicable)

• Return of all badges/installation passes issued to contractor personnel

• Electronic copies of relevant downloads or data

11.2.3 Contractor Closeout Responsiveness

Contractor responsiveness will be evaluated during the closeout phase and an assessment shall be included in the final Contract Performance Assessment Reporting System (CPARS) report.

12.0 Safety

The Contractor shall develop a Safety Plan that delineates the processes and procedures the

Contractor uses to prevent accidents and preserve the life and health of Contractor and Government personnel and the public and protect work and property. The Contractor Safety Plan shall be submitted on the contract start date. The Contractor shall implement a Safety Program based on their Safety Plan.

The Contractor’s safety program shall fully comply with local and EU regulations and directives.

The Contractor shall designate personnel to be responsible for administration of safety.

The Contractor shall update the plan as changes occur and shall submit a copy of the proposed plan to the Contracting Officer for approval not later than 30 calendar days prior to the proposed effective date of the updated plan.

13.0 Deliverables

Deliverable Description Due

Services preformed

Summary of work performed for the past month

10th of each month

Supporting documentation

Checklists, certificates and data sheets from individual services

10th of each month

Inventory update

(initial)

Confirmation of inventory 30 days after contract start

Inventory update

(quarterly)

Update of inventory with change from previous

10th of October, January, April, July

Repair by replacement list

(original)

Items that should be replaced over the next year

60 days after contract start

Repair by replacement list

(annual)

Items that should be replaced over the next year

60 days after option year begins

Telephone numbers

List of number where the store call emergencies, where routine repairs can be requested, and COR communications

At award

Refrigerant use log

Log required to be maintained at each refrigerant containing device.

Existing: continually updates

Missing: At award and continually updated

Quality control plan

Contractors plan to manage its work quality

30 day after start

Safety plan Contractor’s plan to prevent accidents

Start of contract

Safety plan

(update)

Changes to existing plan 30 days prior to effective date

Refrigerant leak log

Listing of all refrigerant gasses lost to the atmosphere

30 January, annually

14.0 Performance Objective Summary

14.1 The Performance Objective Summary identifies major objectives required to attain minimum satisfactory performance. However, the contractor is responsible for maintaining satisfactory performance of all contractual requirements as a condition of payment. The table below shows the information for ease of use and the desired outcome of each task and the allowable variance.

Objective

Number Requirement

Expected

Outcome

Allowable

Deviation

The compound refrigeration systems are operational and the connected cases are maintaining proper temperatures

100% meets specification

2% of expected outcome

The refrigerated display cases and walk-ins are free from defects

100% meets specification

5% of expected outcome

The refrigeration leak detection systems are in proper working order and monitoring for potential leaks

100% meets specification

2% of expected outcome

The RMCS is operating, maintaining the operation of the refrigeration system, monitoring the system, and sending alarms when necessary

100% meets specification

2% of expected outcome

All reports are delivered on time in the required format.

100% meets specification

5% of expected outcome

Attachments

1) List of locations covered by this contract.

2) Current inventory of items covered by this contract

3) List of items that may require repair

4) Temperature standards