Request_for_Proposal_with_PWS.docx

ID08140013

DeCA Facility and Equipment Maintenance

REQUEST FOR PROPOSAL

Solicitation Number ID08140013 Project ID ID08140013 Contract Number: TBD

DeCA Facility and Equipment Maintenance

Issued by:

General Services Administration Denver Federal Center Building 41 Denver, CO 80225

October 20, 2014

Table of Contents Solicitation Number ID08140013 Project ID ID08140013

1.0 Standard Form (SF) 1449

SF1449-Solicitation/Contract/Order for Commercial Items will be Attachment 6. Acknowledgment will be required by dating and signing the SF1449 and submitting the document via e-mail to Maryanne Moore at maryanne.moore@gsa.gov with proposal package by proposal due date. Any amendments made to the solicitation will require amendment acknowledgment at the time the amendment is issued.

1.1 PRICE SCHEDULE

Price schedule excel sheet attached to this solicitation, Attachment 1-Price Schedule. Indefinite Delivery, Indefinite Quantity (IDIQ) Price list will include labor categories for services and construction.

Authorized Individuals to Place Task Orders against the IDIQ: GSA/FAS Region 8 and SPD/PBS contracting officers are the only authorized individuals to place task orders against this IDIQ unless otherwise stated.

Include and define Man Hours Required (MHR) Include after hour rates

Material Handling Fee will be part of the proposed price when materials are proposed under the Technical Instructions (TI)

The pricing schedule (Attachment 1) is broken out into two tabs per Maintenance Group (MG); one for the Base IDIQ and the second tab will be for the Task Order of that Base IDIQ. There is a total of eight (8) maintenance groups which will have eight (8) base IDIQ’s for a complete total of sixteen (16) tabs to complete.

2.0 Performance Work Statement (PWS)

NOTE: The Performance Work Statement (PWS) is applicable to both the IDIQ and the Task Orders in order to adhere to the contract terms and conditions.

2.1 INTRODUCTION AND BACKGROUND

The General Services Administration (GSA) Federal Acquisition Service (FAS) Region 8, in support the Defense Commissary Agency (DeCA) issues this solicitation which will result in contract(s) to provide non-personal services as described in this performance based document. The Contractor will provide all labor, supplies, materials, and management to effectively perform the herein described non –personal services.

Defense Commissary Agency (DeCA) provides routine and mission-critical supermarket resources to support the military and military retired community both in the Continental United States (CONUS) and Outside CONUS (OCONUS) on a surcharge basis 7 days a week, 365 days a year. DeCA’s operational goal is to provide this service regardless of geographic location. DeCA facilities encompass mechanical, electrical, and electronic monitoring equipment necessary to provide continuous, redundant environmental support to mission-critical food supplies at each of its commissary sites (See Appendix 1. Commissary Locations). Because of the complexity and need for consistency of this support, dedicated maintenance, repair, engineering, and Construction, Repair and Alteration work is essential to ensure mission-critical food supplies remain constant and uninterrupted. This contract supplies facility maintenance and repair services to DeCA commissaries and distribution centers located in the continental United States to include Hawaii, Alaska, and U. S. possessions including Puerto and Guam.

The essential requirement of this contract is to provide an aggressive equipment and facilities maintenance regimen enabling DeCA to deliver food supplies to authorized customers in a cost effective manner while ensuring the individual stores minimizing non-disruptive sales operations. Contractor critical oversight during monthly Preventative Maintenance (PM), routine maintenance and experienced maintenance performance of monitoring equipment before failure occurs, reducing emergency actions and keeping each facility running in an energy efficient and cost effective manner is paramount.

2.2. OBJECTIVES

The purpose of this package and resulting contract is to identify and define all necessary maintenance and repair support services for total facilities maintenance, unique commissary equipment, and Construction, Repair and Alteration supporting such maintenance and repair for DeCA locations specified in Appendix 1. These contract(s) shall allow DeCA to obtain maintenance, repair support and Construction, Repair and Alteration to conduct a variety of tasks quickly. The Contractor will be responsible for a wide variety of services necessary to provide a safe, sanitary, and sustainable environment for both patron shopping and DeCA operational personnel. The goal of this contract is also for the contract to provide the appropriate level of technical maintenance expertise and repair resources, in a timely manner at the most reasonable price, so DeCA can continue to provide grocery services to DeCA customers around the world.

2.3. SERVICES

The Contractor shall provide maintenance and repair of equipment and/or facilities in support of commissary operations. Maintenance may include facility maintenance, preventative maintenance, and routine maintenance, repair support services to include minor exterior preventative maintenance, unscheduled maintenance, and building/structure repair/replacement within a five foot perimeter of the exterior walls of a covered facility. Services may be required in excess of the five foot perimeter if the service directly affects the operations of the covered facility. As an example, sidewalks, curbs, or parking lots may be included if owned/maintained by DeCA and without such services provided, operation of the facility would be affected. The Contracting Officer (CO) shall approve any exceptions to the five foot perimeter using procedures in the Technical Instruction (TI) Manual (Attachment 3).

Services may also be required at other DeCA sites within CONUS identified as “potential future CONUS sites within its respective maintenance group” as listed in Appendix 1. A modification to the contract may add services at these sites within a Maintenance Group contract after pricing has been negotiated with the incumbent contractor for that Maintenance Group. A store/facility may be added/replaced to a contract awarded under this solicitation (on a limited basis) within a Maintenance Group. Fixed labor rates and all other terms and conditions will apply to the added/replaced facility.

The contractor shall reduce the environmental impacts of work performed under this PWS by using, to the maximum extent, environmentally sound practices, processes, and products.

The term facilities maintenance in this contract refers to all permanently mounted equipment, real property and mobile non-real property equipment used to support DeCA operations. Commissary Equipment In Place (CEIP) refers to mobile non-real property equipment that is unique to commissary operations and is used to support such operations. The following facility equipment and services are excluded unless specifically modified to the contract by the CO: copiers, computer equipment, telephones, telephone systems, fax machines, cash/checkout registers, checkout counters and scanners, stocking, grounds keeping, and custodial/janitorial services.

2.3.1 Commissary Equipment In Place (CEIP)

CEIP is Commissary Unique Equipment in Place. It is government owned equipment. CEIP will have a preventative maintenance (PM) component and an unscheduled maintenance (UM) component. Refer to Price Schedule for price requirements. All maintenance types for CEIP will be handled similarly to other maintenance requests by issuing TIs as defined in the TI Manual (Attachment 3) and Maintenance types in Para 2.3.3 below. The contractor must have the capability to maintain, repair, repair by replacement and upgrade all CEIP equipment within the five foot line perimeter of a covered DeCA facility.

· Repair – The action of fixing or mending current equipment to operational state

· Replacement – The action of replacing or upgrading with new or used equipment

At the convenience of GSA or DeCA, if the contractor’s diagnosis of the equipment is determined to be cost prohibitive, the Government will have the option to replace that equipment rather than have it repaired. If the Government elects to replace the equipment rather than repair, the diagnosis is at the contractor’s expense. CEIP equipment is further defined and services described for each facility in Appendix 2 Equipment Lists.

Some items that may be included in Material Handling Equipment (MHE) are meat/cheese and bread slicer, deep fat fryer, cabinets, grills, rotisseries etc. These items are located in the Deli and Bakery Section of the commissary.

DeCA LELE (equipment division) will coordinate and manage CEIP under this contract in conjunction with GSA contracting office.

Some CEIP maintenance and repair is under other contracts. CEIP will be priced for each Maintenance Group and will be added as options when available to be bundled under this contract. Store with a current contract in place will continue to be serviced by that contactor until contract completion. The Government will notify the Contractor when CEIP for a particular store will be added via contractor modification with applicable dates based on priced optional line items.

During the transition period, confirmation of CEIP inclusion or exclusion will occur. There may be a possibility of more than one transition during the course of the contract.

2.3.2 After-hours and Normal Working Hours Services

Services and support after normal business hours as noted herein are required as part of this contract. Both Contractor and Government shall provide primary and secondary contact information for after hour support after contract award and shall update such information as needed for appropriate support. Contractor contact information shall be provided by the contractor to the GSA CO and GSA Project Manager (PM). Normal business hours are defined as the hour’s commissary operations under most circumstances. Normal working hours are identified as work performed during normal commissary working hours except for Thanksgiving, Christmas and New Year’s Day.

Each commissary has its own hours of operation that can be found at this link:

https://www.commissaries.com/store_locator.cfm

2.3.3 Maintenance Types

Services to be provided consist of Preventative Maintenance (PM) and Unscheduled Maintenance (UM).

2.3.3.1 Preventative Maintenance is scheduled maintenance priced at a fixed monthly rate to be performed by the contractor. Refer to Appendix 3- Preventative Maintenance (PM) Tasks for details on PM requirements/schedules or PM specific appendix for that type of work.

Recommended Maintenance- within 30 calendar days of completion of any Preventative Maintenance assessment, the Contractor shall create a list of Recommended Maintenance based that is not included in standard PM to the Field Engineer (FE) by store within each Maintenance Group (MG). This list must be reviewed and approved by the government in advanced of start of work. Field Engineers (FE) or Store COR will create the TIs to approve such maintenance in the TI System in accordance with the TI Manual.

2.3.3.2 Unscheduled Maintenance (UM) is maintenance/repair/replacement that is performed on an unscheduled basis. It is not the same each time. UM is broken into three categories which correlate specific required response times by the contractor as follows:

a. Routine Maintenance Routine maintenance is the repair or replacement of any equipment items which support the day-to-day operation and maintenance infrastructure (and building envelope) for each of the DeCA facilities. Contractor will respond to the Contracting Officer’s Representative (COR), no later than seven (7) calendar days from receipt of maintenance request for diagnosis and repair.

The Contractor shall accept Routine Maintenance calls submitted through the Contractor’s proposed problem solution center (i.e. Call Center- see Section 2.3.8). Routine Maintenance will be performed during normal commissary duty hours and must be completed within (30) calendar days after government approval. Overtime is not authorized for routine maintenance calls.

The contractor shall provide at least 48 hours advance notice to the store COR prior to start of such work to allow scheduling of any required security escorts, coordination with other Contractors, and advance notification to operational store personnel.

b. Priority Maintenance Priority Maintenance is the repair or replacement of common items that are critical to the safe and effective operation of the commissary, but does not meet the definition of an emergency. The Contractor shall accept designated Priority Maintenance calls in to the Call Center. The Contractor shall dispatch a service technician by 12:00pm (local time) on the following business day and shall work continuously during normal duty hours on the Priority Maintenance until work completion. No overtime is authorized for Priority Maintenance services. If repair parts are not immediately available, the contractor shall notify store COR and Field Engineer to discuss work around plans to re-establish store infrastructure operations.

c. Emergency Maintenance Emergency maintenance is the repair or replacement of any subsystem or component parts of the facility infrastructure support systems in serious danger of complete failure. The Contractor shall accept designated Emergency Maintenance calls into the Call Center. The Contractor shall have a service technician onsite within 2 hours of receipt of notification/call and shall work continuously on the Emergency Maintenance Task until work completion. If repair parts are not immediately available, the contractor shall notify the CO, COR, and Field Engineer to discuss work around plans to re-establish store infrastructure operations.

Procedures for Emergency Repair Authorization are located in Appendix 14- Emergency Repair Authorization Procedure

Procedures for Emergency Protocol are located in Appendix 15-Emergency Protocol Procedure

2.3.4 Construction, Repair and Alteration

Technical Instructions (TI’s) will be used for the Construction, Repair & Alteration in support of the DeCA facility maintenance IDIQ. The Construction, Repair & Alteration may include, but is not limited to, facilities maintenance, repair, carpeting, tile, asbestos remediation, painting, roofing repair/replacement, door hardware replacement, and HVAC, and other interior space construction, repair and alteration work: and sidewalks, curbs, parking lots and other civil site work. Alteration involves making a relatively permanent improvement to a building or work. Repair goes beyond maintenance, and is usually performed to return something to operational use rather than to keep it operating.

a) If a TI is determined to be Construction, Repair & Alteration services based on the type of labor and type of work, in accordance with the Department of Labor and FAR/DFAR Guidance . The requirement established in the TI will be solicited, quoted, and awarded as a firm fixed price task order against that Maintenance Group’s IDIQ by GSA/PBS/SPD Contracting Officer.

b) Each task order will incorporate the applicable provision and clauses which are included in the Base IDIQ and specific clauses may be included at the task order level.

c) Payment bonds shall be required over $30,000 and payment and performance bonds are required for projects exceeding $150,000.

d) Department of Labor Davis Bacon Act wage determinations will be included at the task order level. WH-347, Payroll Forms shall be submitted to validate the minimum rates and appropriate fringes are paid for each labor classification.

e) The contractor will be required to submit schedule of values (GSA Form 184) for projects over $150,000. The schedule of values will be in accordance with the Construction Specification Institute (CSI) Format.

If a requirement for Construction, Repair & Alteration arises under this contract, a GSA/PBS/SPD Contracting Officer, with delegated authority, will issue the task order. Contractor is responsible for ensuring appropriate wages and guidance are/is followed based on nature of the work being performed. (SCA vs DBA)

2.3.5 Financial Reporting

Contractor shall provide real-time weekly financial reporting of the data indicated in Appendix 16-Financial Reports.

Weekly Financial Reporting - The contractor shall provide two weekly reports to DeCA/LEEF as prescribed in Appendix 16, in Microsoft Excel format, sent via e-mail to GSA CO and GSA PM containing the following information: Store number, Store name, TI (Technical Instruction) number, Call-In Date, Statement of Objective (48 characters max.), Priority, System, Diagnosis Fee, Proposal cost, Acceptance date, Acceptance amount, Total cost, Cancellation date, Completion date, and DD250 date, Object Class Code (See Appendix 11), and Solution comments (48 characters max.). All dates shall be DD/MM/YY format.

There shall be one line for each TI. Stored numbers shall always be designated DODDACs assigned to that site (see Appendix 1). Each TI will proceed through five or six stages of data entry depending on whether it is executed or canceled. Each report shall include all TIs completed during the current billing period and all pending TIs. If a TI is cancelled it shall be considered completed. When a TI is cancelled, the OCC code shall remain the same. TI number shall not contain any dashes.

The two weekly reports required will be labeled as indicated:

1. Weekly Financial Reporting-This report will be utilized for all Unscheduled TI’s only

2. Weekly Project Financial Reporting-This report will be utilized for Project TI’s only

2.3.6 Computerized Maintenance Management System (CMMS)

Computerized Maintenance Management Systems (CMMS) is a contractor management program that performs functions in support of management and tracking of DeCA operations and maintenance activities. The contractor shall establish and have in operation a CMMS or similar/equivalent system upon award of the contract. Functionality and capabilities shall be in accordance with standard commercial facility maintenance industry requirements. The Contractor shall use the CMMS to identify, control, track, and schedule preventive maintenance work, service requests, and equipment inventory. The Contractor shall track historical maintenance and repair activities for each work order received during the performance of the Task Order. Data in the CMMS under and related to this contract shall be the property of the government and contractor shall provide data upon request to include at conclusion of this contract. The Contractor shall provide reports to the CO or designee as requested and in a format and media as requested and mutually agreed upon. The CMMS shall include but not be limited to the following capabilities:

· Work order generator, prioritization, and tracking by equipment

· Response/Call Center for action

· Historical tracking of all work orders generated which become sortable by equipment, date, person, vendor, responding etc.

· Tracking of scheduled and unscheduled maintenance activities

· Storing of all maintenance procedures by equipment

· Real-time reports of ongoing work activity

· Calendar- or run-time based preventative maintenance work order generation

· Capital and labor cost tracking by component as well as shortest, median, and longest times to close a work order by component

· Complete parts and materials inventory control

· PDA (Portable Data Access) interface to streamline input and work order generation (not required but desired)

· Outside service call/dispatch capabilities

· Coordination/reconciliation of data with Contractor system and Government TI system (See para 2.3.7)

2.3.7 Government Technical instruction (TI) Tracking

While the contractor is required to maintain a contractor owned CMMS (or like system) as noted in 2.3.6 above, the government will use government-furnished TI Tracking system for all locations under this contract. Currently this system is Electronic Project Manager (ePM). This paragraph refers to any successor systems as well. The Contractor shall use the Government-furnished ePM. The Contractor shall attend the ePM training provided by the government during the Transition Period or as needed throughout the life of the contract and coordinated with the CO.

A secure, web-based ePM system will be provided by the Government to accommodate the information needs of all contract participants. The ePM system will be implemented at award and maintained continuously through completion of the period of performance. All communications among the major parties involved in the execution of TIs are to be captured and recorded in the ePM system. User licenses and training will be provided for all Government and contractor team members who will require access to the ePM system. The Contractor shall use the ePM system for all TIs associated with the contract.

Contractor shall use the ePM system to maintain a log of all Contractor submittals/deliverables and to manage the process of submittal/deliverable review and approval. Each submittal/deliverable will be checked for adequacy and completeness, and incomplete or inadequate submittals/deliverables will be referred back to the Contractor for further correction and resubmittal. Contractor shall follow up with the GSA CO to ensure timely responses.

Submittal/deliverable materials that are in electronic media form are to be uploaded to and transmitted among the involved parties via the ePM system. Submittals/deliverables involving materials that are not in electronic media form are to be recorded and tracked in the ePM system, with the materials transmitted by other expedited means. Scan and upload copies of approved paper-based materials to the ePM system whenever possible.

If any submittals/deliverables are processed by any means other than use of the ePM system, ensure that such submittals/deliverables are recorded and tracked in the ePM system, such that the ePM system will contain a complete record of all submittals/deliverables processed.

The Government will expedite the processing of submittals/deliverables to minimize approval times.

ePM system will also be used to formalize and secure the submission and approval process for of Technical Instructions (TIs). Contractor involved parties shall understand and agree to their respective roles, responsibilities, and timeliness requirements.

Contractor shall use the ePM system to maintain a log of all TIs. If any TIs are processed by any means other than use of the ePM system, ensure that such TIs are recorded and tracked in the ePM system, such that the ePM system will contain a complete record of all TIs submitted and the approval, cancellation, rejection, acceptance, and invoicing to provide a complete record of each TI processed. Refer to the TI Manual for guidance on how TIs are processed.

2.3.8 Maintenance Response and Call Center Operation

The Contractor shall establish and have in operation an in-house 24/7/365 Maintenance Response/Call Center upon initial award of the contract which will be fully operational for support of the requirements of this contract at the time the contractor takes over full operations. Contractors awarded more than one Maintenance Group contract may use the same call center for more than one maintenance group. Contractor systems must be capable of receiving automated alarm notifications as well as telephonic and electronic requests for emergency calls.

Contractor call processing will be broken into two distinct types: 1. Emergency (EM) and 2. all other Unscheduled (UM) which could have various response times as noted in Paragraph 2.3.3 above. The Contractor shall provide Call Center services to properly categorize and record service call requests.

The Call Center shall accumulate UM type calls that are of Routine priority for each site, in preparation for the next maintenance opportunity at that site or no later than seven (7) calendar days from request. The next maintenance opportunity is defined as the next priority maintenance call or preventative maintenance visit at that site or scheduled visit by the site maintenance person.

The Maintenance Response/Call Center shall perform the following functions:

· Receive computer generated alert calls from assigned Commissaries

· Receive Commissary generated emergency calls from the COR

· Direct the necessary call responses to COR and Contractor personnel in the time frames specified in section 2.3.3.

· Call Center operations must be available 24/7/365

The Maintenance Response/Call Center shall have the following technical capabilities or similar:

· Toll-free number

· 20 call receiving active cascade (hunt group random)

· Active call waiting for 19 calls (with cyclic response notification)

· Primary wired line with one wired backup line (no single point failure)

· Two backup cellular numbers on active cellular phones with 20 number cascades (no linkage to primary lines are necessary)

· Email backup broadband connectivity (separate wired line)

The Maintenance Response/Call Center shall be adequately staffed so that maximum wait time for calls to be answered is five minutes or less. The Contractor shall create call down lists for all Contractor supplied disciplines and Subcontractor disciplines to address all service categories used at all DeCA commissary locations to which they are awarded (See Appendix 1).

2.3.9 Use and Servicing of Refrigerant

2.3.9.1 Preventative Maintenance

Refrigerant replacement is the sole responsibility of the Contractor. Refrigerant levels are expected to be maintained at the level for proper operation of all Product Refrigeration Systems, to include heat reclaim, under all operational circumstances. At a minimum, refrigeration rack system tanks shall be maintained at 30% of full. All refrigerant supplied must be factory virgin stock or recertified stock. Reclaimed refrigerant will not be utilized to charge equipment. When refrigerant loss is detected, search for leaks and repair in accordance with EPA/local Government requirements. The Contractor is to include the cost of all refrigerant, leak checking and leak repair in the monthly preventative maintenance price for each site.

2.3.9.2 Emergency Responsibilities

Refrigerant replacement is the sole responsibility of the contractor (except for allowable exceptions in Section 2.3.9.3). Massive refrigeration mechanical system failures are included in this subsection. The government expects Preventative Maintenance to detect and repair the majority of these types of failures before they occur. Emergency repairs, costs to find and repair leaks, and replacement of lost refrigerant after a massive failure, are all at contractor’s expense (except for events covered by 2.3.9.3). Loss of refrigerant is at contractor’s expense and the contractor may immediately begin work to limit further refrigerant loss as opposed to waiting for government approval.

2.3.9.3 Government Incurred Refrigerant Loss

In the event of a refrigerant loss caused by Force Majeure or negligence on the part of the government, the Contractor may submit a request for equitable adjustment to the Contracting Officer for the labor and supply cost of refrigerant replacement.

2.3.9.4 Refrigerant Record Keeping

The Contractor is responsible for all refrigerant record keeping, reports, and log maintenance at the store with a separate record maintained for each piece of equipment, for items that can accept a charge of 50 lbs. or more of refrigerant. Contractor is responsible to incorporate changes to laws, regulations, and policies into their operations with refrigerant and is responsible for complying with updated law, regulations, policy, etc. as applicable. See also Appendix 7 Refrigerant Log Book.

2.3.9.5 Disposal of Used Refrigerant

The Contractor is responsible for the removal and disposal of used refrigerant complying with all of the relevant Clean Air Acts, Environmental Protection Agency (EPA), and federal, local, and installation regulations.

2.3.9.6 Refrigerant updates and changes

New equipment may be added to this contract that uses updated refrigerant materials/supplies. Contractor is responsible for maintenance and operations of such new equipment and for ensuring continued compliance with applicable laws, regulations, policy, etc to maintain services under this contract.

2.3.10 Environmental controls

2.3.10.1 Conservation of Utilities.

Contractor shall use, to the extent practicable, the safest and most environmentally friendly products and processes available. The Contractor shall be cognizant of and comply with all Federal, State, and Local laws and Regulations related to facility maintenance (i.e. permitting, inspection, testing and personnel safety; control of hazardous substances, certification) to include materials and associated systems used or removed in the performance of this contract. Contractor shall comply with all such requirements, including record keeping. The Contractor shall comply with all Federal, State, and Local environmental and safety laws and regulations that relate to the maintenance and operation of equipment and systems within the scope of this Task Order. The Contractor will be responsible for any fines or penalties levied by any environmental or regulatory authority resulting from their action or inaction, (not actions or inactions from a third party or the government) and may be charged the cost as a performance deduction. In the event environmental laws/regulations change during the term of this contract, the Contractor is required to comply as such laws come into effect. The Contractor’s maintenance, operations, materials and processes shall use green products and processes to the extent practicable including, but not limited to products containing recycled content, environmentally sustainable products and services, bio-based products, and products and services that minimize the use of energy, water, and other resources.

The Contractor shall instruct employees in utilities conservation practices. The Contractor shall be responsible for operating under conditions which preclude the waste of utilities, which shall include but not be limited to the following:

· Lights shall be used only in areas where and when work is actually being performed

· Utility conservation programs shall be established and improved upon, including replacement of older lighting systems with newer more efficient ones

· Mechanical equipment controls for heating, ventilation, and air conditioning systems shall not be adjusted by the Contractor or by Contractor employees unless authorized by the store COR.

· Water faucets or valves shall be turned off after the required usage has been accomplished.

2.3.10.2 Notification of Environmental Spills & Atmospheric Releases Communications and response actions regarding spills of hazardous material or waste shall be in accordance with the Commissary Site Spill Response Plan. It is the Contractor’s responsibility to obtain a copy of the Commissary Site Spill Response Plan which will be made available after award and during the Transition Period. The liability for the spill or release of such substances rests solely with the Contractor and its agent.

2.3.10.3 Material Storage and Use

The Contractor shall follow manufacturer's guidelines and professional/industry standards and recommendations for control of humidity, temperature, cleanliness, and materials handling and shall work with the Store/Facility COR to insure proper onsite storage and use of material. There will be no hazardous or flammable storage area provided neither on site nor at the facility/store by the government.

2.3.10.4 Hazard Communication

The Contractor shall provide all chemicals to ensure proper operation of covered equipment, including but not limited to water treatment chemicals, lubricants, and refrigerants. Our hazard evaluation has identified these types of chemicals as hazardous under OSHA's Hazard Communication Rule, 29 CFR 1910.1200. Consult Section 14 for the nature of the hazards. The Contractor shall compile and maintain a current set of Material Safety Data Sheets (MSDS) for all applicable materials, and shall comply with all of the requirements of the OSHA regulation. Other major federal environmental laws regulating responsibilities can be found under OSHA Hazard Communication 29CFR 1910.1200, SARA (TITLE III), PROPOSITION 65, CERCLA / Superfund 40CFR 117.302, Toxic Substances Control Act (TSCA), Status under appropriate law as indicated for FIFRA, FDA EPA USDA etc., Resource Conservation and Recovery Act (RCRA), The Federal Clean Air and Water Acts 40CFR 60 and 61 and 40Cr; 401.15 and 116. Any other regulations not listed, but which apply, are the responsibility of the Contractor.

2.3.11 Transition Period

The Contractor shall commence transition services within 30 days (Transition Period) prior to the Fully Operational period of the contract to assist transitioning between Contractors. The purpose of this period is to permit a transition that is seamless to the government; allow time for the new Contractor to assess the condition of the facilities, equipment, and maintenance work at the time of Contractor transition; and ensure appropriate security and staffing are prepared for the full operations. Such assessment is described in Section 2.3.12.

During the Transition Period the Contractor shall perform at a minimum the following preparation activities

· Inspect the condition of all equipment and systems for which the Contractor will assume responsibility.

· Review work order history and validate the equipment inventory information is up-to-date

· Complete the government-furnished ePM Training

· Obtain facility access and security requirements (as needed)

· Maintain the preventive maintenance schedule based off of the last time PMs were performed.

· Submit deliverables as describe in Section 3.0-

· Call Center startup/set up

· Maintain appropriate communication with Government The Contractor will be allowed access to facilities to familiarize contractor staff with facility equipment, reporting, work scheduling and procedures after award and during the Transition Period. Contractor shall minimize interference with the commissary employees or customers. Contractor shall make arrangements for access to Commissary facilities with the store/site COR and CO. Access during Transition Period will be limited to the following categories of personnel: Contractor supervisory personnel, subcontractor lead personnel and Contractor foreman level personnel. Contractor foreman level personnel will be permitted access to observe facility operations, work flow, equipment handling, storage, parts inventory, safety and security procedures, etc. Transition period activities are included in the price of this contract and not priced separately.

During the Transition Period for the incoming Contractor is not permitted to invoice until the transition period is complete and approved by the CO. The Transition Period is a time for the Contractor to become more familiar with operations of each store they are awarded, set up personnel, set up security/training for personnel, etc. The incumbent contractor is responsible for continued performance until that date. The Government will provide an inventory of the status of all equipment and subsystems and the subsystems projected handover date from the incumbent contractor per store for review and use during the Transition Period.

2.3.12 Phase-out – Continuity of Services

Referencing FAR 52.217-3, Continuity of Services, the Contractor shall submit a “Phase Out” plan 90 days prior to the end of final period of performance describing how it will transition out services to the successor. Plan shall be approved and coordinated with CO and COR.

The Phase Out Plan shall include but not be limited to:.

The incumbent Contractor shall provide familiarization of on-going services during Phase Out. During the phase-out period, the incumbent will be fully responsible for operation of all maintenance functions as described in this contract.

The incumbent Contractor shall cooperate to the extent required to permit an orderly change over. For planning purposes, the Contractor shall assume a phase-out period of 30 days prior to contract expiration or end of period of performance. During this phase-out period, the Contractor shall:

· Be responsible for operation of all maintenance functions described herein

· Assist the CO or their designee and incoming Contractor for a seamless transition in operations and maintenance with no adverse effect on the government;

· Provide the Government and the successor Contractor with access to all records and official documentation (both hard copies and electronic as applicable) required by this contract;

· Provide access/training to the successor Contractor on methods of accessing and programming the building automation system (BAS) and other control systems; and

· Show the successor Contractor where all archived programs and systems literature are maintained.

· Turn over to the CO or their designee all keys and identification badges or cards.

· Coordinate and complete disposal, cleanup, and transfer of all materials according to applicable laws

· Provide all data records (database files, spreadsheets, etc.) relating to this task order to the Government CO or designee.

· Validate that the equipment inventory information is up-to-date.

· Finalize all deliverables as described in Section 3.0- Contract Deliverables

· Perform a final check-out inspection to ensure that all Government Equipment listed in Appendix 2-Commissary Equipment Lists has been serviced according to Appendix 3-Minimum Preventative Maintenance Task Requirements. The COR and the Contractor will perform the final check-out inspection as designated by the COR and in sufficient time to ensure all noted deficiencies are corrected prior to completion Phase Out period.

2.3.13 Contractor Personnel

2.3.13.1 Program Manager (PM)

The Contractor shall provide a Program Manager who will be responsible for the performance of all work and coordinate all work with the Store COR. The Program Manager and an equally qualified alternate shall be designated in writing by the contractor to have full authority to act on behalf of the company during contract performance. The Contractor shall provide contact information (i.e. phone number) of the PM and alternate PM for access within and outside of normal duty hours. The Contractor shall maintain a 24-hour telephone service for access to the PM or alternate PM. The Contractor’s Program Manager will not be the same person as the Area Service Manager.

The PM or Alternate PM shall be available at all times during normal duty hours. The PM shall also be available to respond to a government request within 30 minutes by telephone and within 2 hours after normal duty hours. Should the situation require an on-site presence, the PM shall be available within 24 hours CONUS to meet at the store/facility with Government personnel /COR to review the issue(s).

2.3.13.2 Area Service Manager

The Contractor shall provide an Area Service Manager (ASM) who will be responsible for the performance of all work and coordinate all work with the Store COR, FE, or CO as appropriate. The Area Service Manager and an equally qualified alternate shall be designated in writing during the Transition Period by the contractor with full authority to act on behalf of the company. The Area Service Manager will not be the same person as the Program Manager. The Contractor shall provide contact information (i.e. phone number) of the AM or alternate for access 24/7. The Contractor shall maintain a 24-hour telephone service for access to the AM or the alternate AM and the AM must have the ability to manage 10 to 12 locations per the ASM.

2.3.13.3 Contractor Employees

Contractor personnel shall present a neat appearance and be easily recognized. The Contractor shall furnish a uniform to their personnel that shall include, at a minimum, the company name, in font large enough to be read at a reasonable distance and placed in a visible area of the garment (i.e. chest level) on outer garments.

The Contractor shall not employ any person who is an employee of the United States Government if the employment of that person would create a conflict of interest, nor shall the Contractor employ any person who is an employee of the United States Armed Services, either military or civilian, unless such person seeks and receives approval in accordance with DoD 5500.7R (Joint Ethics Regulation). The Contractor shall not employ any person who is an employee of the United States Armed Services if such employment would be contrary to the policies contained in Air Force Instruction 64-106.

The Contractor is cautioned that off-duty active duty military personnel hired under this contract may be subject to permanent change of station (PCS), change in duty hours, or deployment. Military reservists and National Guard members may be subject to recall to active duty. The abrupt absence of these personnel could adversely affect the Contractor’s ability to perform. The absence at any time shall not constitute an excuse for nonperformance under this contract.

The Contractor is prohibited from employing off-duty quality assurance evaluators (QAE’s) who are surveying any contracts/task orders/subtask orders awarded to the Contractor.

The Contractor is cautioned regarding hiring Foreign Nationals. Any Foreign National must first clear through the Foreign Disclosure Office on the site.

The contractor shall maintain satisfactory standards of an employee: competency, conduct, and integrity.

The Contractor shall provide qualified personnel with skills that permit performance of duties as detailed in this contract.

The Government will not pay training costs for replacement personnel or for the purpose of keeping Contractor employees abreast of advances in the state-of-the-art or for training of Contractor employees on equipment, computer languages, and computer operating systems that are available on the commercial market. The Contractor shall have full responsibility for keeping Contractor employees abreast of advances in the state-of-the-art.

2.3.13.4 Control of Contractor Employees

The work in this contract is for non-personal services. The selection, assignment, reassignment, transfer, supervision, management, and control of Contractor employees in performance of this contract shall be the responsibility and prerogative of the Contractor; however, the Contractor shall comply with the requirements set forth herein and in all regulations concerning conduct of employees as referenced herein. When the CO directs, the Contractor shall remove from performance of the contract, any person who is identified as a potential threat to the health, safety, security, or operational mission of the installation and its population.

Contractor personnel shall comply with directives pertaining to operation of privately owned vehicles on an installation (if applicable). Contractors must hand carry their vehicle registration, proof of emissions testing, proof of insurance, and valid driver’s license (as applicable) to Pass and Registration (Visitor’s Center) to obtain a base vehicle decal/pass (if applicable).

2.3.13.5 Site Maintenance Person (SMP)

The contractor shall make available a non-store specific Site Maintenance Person (SMP) to service multiple stores that are geographically grouped. The qualified personnel will be on site at store/facility periodically as a visible presence at the facility to take a proactive role in the maintenance of the stores assigned to them.

The SMP is actively looking for maintenance issues before they become mechanical failures and repair issues. Unscheduled Maintenance work beyond the scope of the SMP will be completed using the TI process. The Contractor will work proactively and will repair or replace failed facility components found. The limitations of the services are compatible to the capabilities stated below. The Contractor will develop work lists (in coordination with open TIs that are placed with the call center) to be completed and will work with the Store COR to develop priorities and schedule. The SMP will be in direct contact with the store COR and will keep the COR apprised weekly of the upcoming schedule visits and work to be completed at each store. The cost of the service will be part of the Monthly Planned Maintenance cost.

The intent is to efficiently execute simple preventative maintenance actions and minor repairs quickly before they become larger problems and be on-site periodically to react to issues as they occur. Based on previous history and experience, it is expected that the SMP will have adequate tools to perform most small repairs. Small incidental materials (i.e. lubricants, caulking, screws, saw blades, etc.), costing less than $100.00 will not be charged. Any materials and specialty rental equipment used by the SMP, exceeding $100.00 in value or a series of small items used for a single repair (each fixture, each door, each room) exceeding $100.00 will be charged to the site under a separate TI for materials and equipment only (all SMP labor is accounted for in the monthly PM charge).

An example, if the SMP repairs a leaky faucet and a washer valued at $1.98 is used, the cost is not reimbursable. If a new stem valve is required that costs $130.00, or if a series of small drain pipe fittings that cost in total more than $100.00 for a SINGLE repair, that cost will be charged under a TI for materials and equipment. The number and distribution strategy of SMP’s provided to perform services is at the offeror’s discretion. At a minimum, adequate SMP coverage must be provided to perform unscheduled small repairs over and above the minimum preventative maintenance requirements as described in the statement of work-one four or eight hour day (consecutive hours) every other week at smaller stores (less than 40,000 sq. ft.) and one four or eight hour day per week at larger stores (consecutive hours- equal to or larger than 40,000 sq. ft.). All costs associated with the SMP to perform this work except materials exceeding $100.00 must be included in the firm fixed price proposal for planned maintenance costs. At the offeror’s discretion, the same person who performs SMP work may also perform periodic preventative maintenance provided the SMP is not working on PM during SMP scheduled hours SMP. SMP duties start when the SMP enters the building and check in with store personnel. Travel time to the site is not part of SMP duties. Contractor to absorb any and all costs associated with all delays between gate and building and should plan accordingly.

All material procurement for services under SMP duties will be included in the contractors overhead/fixed price for monthly SMP. SMP scheduled hours shall not include time to research or procure materials. Any projects requiring materials will be completed at the next visit. Contractor to absorb any and all costs associated with ordering and delivery of materials below the threshold noted herein.