Attachment_12_-_Optional_Service_1_RPIE_Inventory.docx

OPTIONAL SERVICE #1

PERFORMANCE WORK STATEMENT

REAL PROPERTY INSTALLED EQUIPMENT - INVENTORY

1.0. SCOPE

1.1. Scope of Work. The contractor shall provide all personnel, equipment, tools, materials, supervision, and other items and services necessary to perform a complete Real Property Installed Equipment (RPIE) Inventory for the facilities documented in the site specific PWS in accordance with most recent version of RPS. The contractor team performing the RPIE Inventory will not impact the PM/CM program requirements.

1.1.1. Period of Performance. The inventory will be completed NLT 90 day after award of RPIE inventory option under the Task Order unless scheduled otherwise. A kickoff meeting will be held with the MTF prior to the start of their survey. The period of performance will not start until this kickoff meeting has been completed. This meeting will be held within 14 calendar days of contract award or per government approved schedule.

1.2. QUALIFYING CORPORATE EXPERIENCE REQUIREMENTS. The company shall have experience in inventorying and validating a RPIE program as described herein. This experience must have been gained as a result of the company being regularly engaged in the business of providing operation, maintenance, and repair services in healthcare facilities.

1.3. CONTRACTOR PERSONNEL. The contractor shall have demonstrated knowledge of codes, standards, directives, and criteria governing the operation, maintenance and repair of medical treatment facilities, including, Air Force Instructions (AFI), Unified Facilities Criteria (UFC), National Fire Protection Association (NFPA), Occupational Safety and Health Administration (OSHA) and the Environmental Protection Agency (EPA). The contractor shall remain abreast of any changes in codes which impact inspection intervals, procedures and testing of RPIE, and shall notify the Air Force Medical Support Agency (AFMSA/SG8F) when modifications or changes are required to maintain code compliance and adherence to the Air Force Real Property Standardization (RPS).

1.3.1. RPIE Team Leader. The contractor shall provide a Team Leader (TL) who shall be responsible for the performance of work. The name of this person and an alternate who has authority to act for the TL when absent, shall be designated in writing to the contracting officer (KO) prior to the task order start date.

1.3.1.1. Contractor Manager's Duty Hours. The TL or alternate shall ensure the RPIE team is on-site during normal duty hours to work with the Facility Manager as needed and to prevent creating an impact to the facility management team. After normal duty hours, the TL or alternate shall coordinate with the MTF for situations requiring their presence after normal duty hours.

1.3.1.2. Team Leader’s Qualifications and Experience. The TL shall be technically qualified in the field of Healthcare Facilities Installed Equipment and should have, at minimum, three (3) years’ experience in medical facility operations and maintenance, including the supervision of a diversified work force responsible for operations, maintenance and repair of medical facility systems. The TL shall also have working experience with NFPA, EPA, and OSHA codes and standards. The TL and alternate must be able to read, write, speak and understand English.

1.3.2. Contractor Employees. The contractor shall ensure that all RPIE team members have a background check performed by local law enforcement authorities prior to employment under the terms of this task order. The contractor shall not employ any individual whose background indicates an unacceptable threat to life, health and safety of patients, staff, visitors and/or government property. The contractor shall not employ any person for work on this task order if such person is identified to the contractor by the CO as a potential threat to the health, safety, security, general well-being, or operational mission of the installation and its population. Where reading, understanding, and discussing safety and environmental warnings are an integral part of a contractor’s employee’s duties, that employee shall be able to understand, read, write, and speak English. The speaking skill is not required where a contractor employee is hearing impaired.

1.3.2.1. Contractor Personnel Appearance and Identification. RPIE team personnel shall present a neat appearance and be easily recognized as contract employees. The Government shall provide each team member with a “Contractor” or “Visitor” identification badge. The issued badge may include the employee's name, employee's photograph, and name of the contractor. Identification shall be available at the time of arrival and shall be worn or attached to the outer garment. Contractor personnel shall be free of body odor and wear a clean uniform/clothing each day. Clothing must be kept clean and free of dirt, and hair must be neatly combed. Jewelry must be kept to a minimum. Employees shall keep in mind that individual actions reflect on the Department of the Air Force.

1.3.2.2. Personnel Qualifications. Before allowing RPIE team to start work under the terms of this contract, the contractor shall ensure that employees have the required qualifications. Personnel operating motor vehicles while on the base shall have a valid state driver’s license.

1.3.2.3. Medically Unfit Employees. The MDG Commander or his designated representative may designate a team member as medically unfit for work. When an employee has been designated as medically unfit for work, the employee shall be sent home. The employee shall not return to work until re-examined by a contractor-selected physician and given a release to work statement.

1.3.2.4. Pass and Identification Requirements. Each team member shall obtain the required pass and identification items as applicable for contract personnel and contractor owned vehicles. These forms are issued by the Security Police Pass and Identification office: DD Form 1172, Application for Civilian Identification Card, AF Form 2219 (Series), Registered Vehicle Expiration, DD Form 2220, DOD Registered Vehicle and Installation Tab.

1.3.2.4.1. International Travel Requirements. If international travel is required, each team member shall obtain a passport.

1.3.2.5. Listing of Employees. The contractor shall maintain a current listing of employees at the site. The list shall include employee names and social security numbers. This list shall be validated by the contractor and provided to the COR at the start of the task order. An updated listing shall be provided within 1 day upon change of employees.

2.0. GOVERNMENT-FURNISHED PROPERTY AND SERVICES

2.1. General Information. The government shall provide the work space, equipment, materials, and services listed in this PWS section.

2.2. Government-Furnished Facilities. The Government shall provide the contractor with adequate administrative office space and a space to store supplies and equipment. Office space shall have access to restrooms and drinking water. The Government shall provide a safe and adequate area for storage of materials and equipment. The material and equipment storage area shall be heated in the winter to preclude freezing temperatures from damaging stored items.

2.2.1. Maintenance of Government-Furnished Facilities. All custodial, upkeep and maintenance to Government-furnished office areas shall be provided by the MDG custodial contractors at each MTF listed in Technical Exhibit 1. However, the RPIE contractor shall maintain generally accepted housekeeping standards in office space, mechanical rooms, workshops, and break areas allocated for contractor use.

2.3. GOVERNMENT-FURNISHED EQUIPMENT.

2.3.1. Automated Data Processing Equipment (ADPE). The government shall provide the contractor with the correct privileges to Defense Medical Logistics Standard Support (DMLSS). The Government shall provide the contractor all ADPE equipment necessary to utilize DMLSS. The contractor shall use the Government-provided ADPE for duties related to task order performance. The contractor shall not use Government-provided ADPE or services for non-contractual related purposes. Use of flash drives, memory devices, cameras, etc that require utilizing the USB, firmware or any other computer port is strictly prohibited.

2.3.2 Shop Equipment. The Government shall provide the contractor with ladders necessary to facilitate a complete inventory of the facilities in the technical exhibit. Other equipment such as man-lifts, scaffolding and any other equipment necessary to complete the inventory shall be the responsibility of the contractor.

2.4. Government-Furnished Materials. All materials provided shall be jointly inventoried on the first day of the RPIE team’s arrival and again the last day of the RPIE team being on site. Any missing items shall be annotated on the inventory and the contracting officer notified.

2.5. Government-Furnished Records. AFMSA/SG8F shall provide the Contractor with the following documents: updated Real Property Standardization (RPS) including all appropriate Facility Systems, Facility Subsystems, Assembly Categories, Nomenclatures, RPIE identifications (RPIE-IDs), etc., any available manufacturer’s specifications, O&M manuals and any local applicable standards, the Facility Management Operational Guidance, Facility Systems Inventory Module, Vendor Checklist, and to the extent possible all architectural, structural, electrical, plumbing and mechanical as-built drawings with accurate room numbers. All current records stored in DMLSS to the extent available, shall be provided by the Government.

3.0. CONTRACTOR-FURNISHED ITEMS AND SERVICES

3.1. General Information. Except those items or services specifically stated above as Government furnished, the contractor shall furnish everything needed to perform this contract according to all its terms.

3.2.1. Contractor-Furnished Materials and Parts. All RPIE Specification Sheets used to record RPIE information shall be provided by the contractor to the Government. All labels to be attached to the equipment shall be provided by the contractor.

4.0. REAL PROPERTY INSTALLED EQUIPMENT INVENTORY

4.1. Real Property Installed Equipment INVENTORY. The contractor shall perform a RPIE inventory/validation on all Facility Systems Inventory (FSI) identified in Technical Exhibit TE-1 Tables provided at Task Order Award. The RPIE inventory/validation shall encompass all areas of RPIE.

4.1.1 RPIE Systems. The contractor shall inventory and/or validate all RPIE systems, according to the most current edition of the AFMSA/SG8F Real Property Standardization (RPS) and the Facility Management Operational Guidance, which will include the following systems: B20 Exterior Enclosure, B30 Roofing, C10 Interior Construction, D10 Conveying, D20 Plumbing, D30 HVAC, D40 Fire Protection, D50 Electrical, E10 Equipment (if applicable), F10 Special Construction, G20 Site Improvements, G30 Civil/Mechanical Utilities, G40 Site Electrical Utilities, and G90 Other Site Construction.

4.1.1.1 Fire Protection. All equipment as part of the Fire Protection System must be in accordance with the data found on the “D40 Fire Protection” tab of the RPS. All inventoried equipment must comply with the RPS. Fire Doors, Fire Walls, Smoke Doors and Smoke Walls shall be identified and labeled in accordance with the Facility Life Safety Drawings.

4.1.2. RPIE Standardization Changes. Any changes, modifications or additions to the Real Property Standardization (RPS) shall be approved by AFMSA/SG8F first before it can be added to DMLSS, at which time the RPS shall be updated.

4.1.2.1. New RPIE Identification. The contractor shall be responsible for submitting to AFMSA/SG8F for approval, a digital picture of equipment not currently on the RPS. AFMSA/SG8F shall review request and respond to the contractor within 2 business days with recommendations. Any RPIE item with a questionable nomenclature shall be forwarded to AFMSA/SG8F for recommendation.

4.1.3. DMLSS Data Entry Standards. The Contractor shall enter all RPIE data into the DMLSS-FM application. All RPIE data entry shall adhere to the RPS and the Facility Management Operational Guidance.

4.2. Equipment Labeling. All equipment shall be labeled with a self-adhesive, white label and black font. All labels shall reflect the Index number as facility number, nomenclature acronym, unique item identifier, and location identifier (i.e., floor number or zone). For small items such as fire alarm system (pull stations, heat detectors, etc.), exit lights, emergency lights, etc., ½” tape should be used. For everything else, ¾” tape should be used. The Contractor shall not use a company name or logo on the labels. Labels shall be placed in a neat and uniform manner across RPIE Systems i.e. left corner outside fire cabinet for fire extinguishers. All labels shall be placed directly on the equipment; exception shall be approved by AFMSA/SG8F and the FM. Equipment located above the ceiling grid, a label shall be place on the equipment and on the ceiling grid directly below the equipment. The contractor shall remove all previous versions of DMLSS labels identifying the RPIE item. All labels shall match format provided in example 1.1.

DMLSS RPIE ID

01234-AHU-011-1

Example 1.1

4.2.1. Index Number. Also referred to as the RPIE ID, this is the unique identification for each piece of equipment. Air Force standard is 00123-AHU-0012-3 wherein the first section of numbers is the facility number (showing five digits), the second section is the nomenclature acronym (found on the RPS, also standardized), the third section is the unique item identifier (sequential number of units for each nomenclature or as-built identifier) and the fourth section is the floor number and/or zone. A hyphen shall separate each “section”. If the AHU is on the third floor and is the 12th unit, it would read 00123-AHU-0012-3. Sequential numbering shall not start over on each floor. The contractor shall maintain any pre-existing as-built identifiers on all systems. For example on electrical equipment (Distribution Panels, Main Distribution Panels, Transformers, Panels, etc.) which have previously been identified by the installer on a phenolic label, the existing name shall stay intact. E.g., if a Distribution Panel on the second floor was called DP-2H154, identify it as 00123-DP-2H154-2.

4.2.1.1. Pre-existing Equipment Item Numbers. Maintain pre-existing unique item identifiers (third section) of the Index Number for equipment currently in DMLSS. These index numbers could be tied to other computerized systems (EMCS or FACP). If existing equipment is renumbered, DMLSS shall be properly modified to reflect the new index number versus creating a new record. All old index numbers shall be captured in the Engineering ID data field.

4.2.1.2. RPIE Grouping. For like RPIE items, group them in accordance with the RPS. The group name shall include the five digit facility number, RPIE ID, and a group identifier (Floor (FLR), Zone (Z), All). For example, 00123-CB-ALL or 00123-CB-Z1; 00123 = Facility Number. CB = Circuit Breaker, or the acronym for the nomenclature. Z1 = identifies the, zone number area that is represented in the group. If RPIE groups are broken down by floor, it may read 00123-CB-FLR1. When grouping RPIE items, the Risk Factor for the individual items and the group must match.

4.2.1.3. RPIE not Found. For equipment found in DMLSS, but not found in the facility, the Contractor shall enter “-OLD” at the end of the existing RPIE ID. For equipment located in a construction area and is not accessible enter “-REN” at the end of the existing RPIE ID.

4.2.2. Additional Fields to Populate. The contractor shall ensure these fields in DMLSS are populated with equipment data.

4.2.2.1. Manufacturer. The Contractor shall populate the Manufacturer field with the appropriate information. If the Manufacturer of the RPIE is known, select the Manufacturer from the drop down. If it does not appear in the drop down, go to Navigate, Directory and see if it exists. If the manufacturer does not exist in the directory, then add it. If it appears in the directory module, then add Manufacturer as an Organization Type to the existing record. If you have evaluated a piece of RPIE but cannot find the Manufacturer, select RESEARCHED-UNKNOWN as the Manufacturer.

4.2.2.2. Model Number. The Contractor shall enter the Model Number of the RPIE. If not applicable, enter “N/A”.

4.2.2.3. Serial Number. The Contractor shall enter the Serial Number of the RPIE. If not applicable, enter “N/A”.

4.2.2.4. Life Expectancy. The Contractor shall enter the number of years the equipment is due to last. A guide for this can be found on the RPS Portal.

4.2.2.5 Installation Date. If known, the Contractor shall enter the installation date of the RPIE. If unknown, leave this field blank.

4.2.2.6. Assessment Organization. The Contractor shall enter their company name. If the company name does not appear in the drop down, the on-site Database Sustainment Specialist (DSS) shall assist with getting it loaded appropriately.

4.2.2.7. Related Cause. The Contractor shall enter “COMPREHENSIVE RPIE INVENTORY”. If this wording does not appear in the drop down, the on-site Database Sustainment Specialist (DSS) shall assist with getting it loaded appropriately.

4.2.2.8. Condition Code. The Contractor shall maintain the current condition code if the RPIE record is existing. If the RPIE record is new the Contractor shall place the condition code of “UNKNOWN”.

4.2.2.9. Condition Date. The Contractor shall enter the date the RPIE records is updated or created.

4.2.2.10. Risk Factor. The Contractor shall enter the Risk Factor for each RPIE record in DMLSS. The guide for the Risk Factors can be found on the RPS Portal; however, the MDG FM must review and approve any changes to the existing equipment risk factor.

4.2.2.11. Specification Data. Where applicable, the Contractor shall enter specification and capacity data (i.e. amps, volts, Hz, tons, belt size, filter size).

4.2.2.12. Standards. The Contractor shall enter the maintenance driver, accreditation standard (i.e., Joint Commission or AAAHC), and in-progress inspection (IPI) candidates in accordance with the RPS Portal.

4.2.2.13. Rooms Supported. The Contractor shall research and capture all rooms that are supported by Air Handling Units (AHU), Terminal Units (VAV and CAV), Panel boards (PNL and EPNL), Medical Gas Alarm Panel (MGAP), and Medical/Dental Gas Zone Valves.

4.2.2.14. Reference Documents. The Contractor shall capture the “Nomenclature Name Source” in the Reference Document field for each RPIE record entered into DMLSS, in accordance with the RPS. NOTE: Only one reference document shall be associated to each RPIE record. All reference documents not referring to the nomenclature name source per the RPS Portal shall be copied into the notes of that record, and then deleted.

4.3 Preventive Maintenance Program. The Contractor is responsible to develop the Preventive Maintenance Program including procedures and task, scheduling, and inputting the information into the DMLSS-FM application.

4.3.1 Maintenance Procedures. The Contractor shall research and create/validate all new and existing maintenance drivers to include frequency and tasks for each item or group of items to ensure accuracy in accordance with the RPS Portal and DMLSS Facility Management Operational Guidance. All recommended changes to existing and/or RPS driven procedures shall be review and approved by the COR and notification of changes sent to AFMSA/SG8F. Approved changes shall be provided to the DSS for documentation in the DMLSS procedure notes.

4.3.1.1 Procedure ID. Naming convention consists of five sections. The first section represents the nomenclature unique identifier (NUI) as listed in Technical Exhibit TE-1 (AHU = Air Handling Unit).

The second section represents the procedure type (PM = Preventive Maintenance) or (OPS = Operations Check). The third section represents the frequency (10Y = Every 10 Year). The fourth section represents the maintenance driver (UFC = Unified Facilities Criteria). The fifth and final section shall be marked with an “R” followed by the RPS Portal Record ID (R12345). Here is a sample Procedure ID: AHU-PM-10Y-ASHRAE-R12345. By simply looking at the Procedure ID, five things are identifiable: nomenclature, procedure type, frequency, maintenance driver and what record it ties to in the RPS Portal. The maximum character length for the procedures ID is 26.

4.3.1.2 Frequency. Select the Frequency that applies to the Maintenance Procedure. Suggested Frequencies can be found on the RPS Portal.

4.3.1.3 Specialty Shop. Select the Specialty Shop that applies to the Maintenance Procedure. Refer to the RPS Portal for a recommendation. If unique shops exist within the MTF, contact AFMSA/SG8F to work with them to allow shops outside of the guidance loaded in the database.

4.3.1.4 Estimated Labor Hours. A valid entry must be captured in the estimated labor hours field so when the Maintenance Procedure is selected on a Preventative Maintenance Schedule (PM), there are not any errors and the scheduling of the PM can proceed with no problems. Suggested labor hours can be found on the RPS Portal.

4.3.1.5 RPIE Data. Select the system hierarchy (Facility System, Facility Subsystem, Assembly Category and Nomenclature) in which the RPIE belongs. This information can be found on the RPS Portal.

4.3.1.6 Procedure Task. Develop detailed preventive maintenance (PM) and Operations Checks (OC) procedures tasks for each RPIE including all frequency schedules for systematic inspection and service of equipment. The procedures found in the RPS Portal shall be used as a guide to develop site specific procedures. Task shall be established based on equipment operations and maintenance manuals, NFPA, UFC, AFI, industry standards and other maintenance publications to include RS Means. Maintenance intervals and service activities shall be based on National/State/Local regulations, best business practice, environmental conditions and the specific use of the equipment/facility.

4.3.1.6.1 RPIE Validation and BUILDER Direct Condition Assessment Task. Every RPIE item or group of items shall have an Annual PM that includes the task list for Annual RPIE Validation and Direct Condition Assessment. The RPIE validation / Condition Assessment task list must be placed at the top of the procedure followed by the PM task list.

1. Does equipment physically exist? If no, document the equipment is missing. Circle One: YES / NO

2. Is there a RPIE ID label on the equipment? If no, verify equipment name plate against the DMLSS spec data to determine if this is the correct equipment item. If this is not the correct equipment item, stop here and obtain a DMLSS RPIE Commissioning form from the DSS. Circle One: YES / NO

3. Is the RPIE ID equipment label the same as indicated on the PM? If no, document what is on the label.

Circle One: YES / NO

4. Is the label in good condition (faded, cracked, coming loose, etc.)? If no, replace the existing label with a new label. Circle One: YES / NO

5. Does the Nomenclature on the PM properly identify equipment item? If no, document any recommended change. Circle One: YES / NO

6. Validate room #/ other location. Identify any discrepancies.

7. Review and validate equipment name plate information against the DMLSS Specifications and Capacity. Document any discrepancies.

8. Validate equipment install date if available. Document any changes or updates.

9. Validate what rooms are supported by this equipment if available (Electrical Panels, VAV’s AHU’s).

10. Review and validate the PM maintenance task for each frequency associated with this nomenclature. Identify task that may need to be modified, added or deleted from each frequency. CMM must submit recommended changes to the COR in writing for review and approval within 5 business days of PM completion. Upon COR approval, the DSS will implement changes into DMLSS.

11. Follow the BUILDER Direct Condition Assessment guide and document the current condition of the real property with a number from 1-100 which equates to Green +, Green, Green - , Amber +, Amber, Amber -, Red +, Red, Red -.

4.3.1.6.2 Local Procedures Tasks. Local Procedure (LP) Tasks shall be reviewed and validated for accuracy. All recommended changes to local procedures shall be approved by the FM prior to being implemented into DMLSS.

4.3.1.7 Safety Precautions/Regulatory Requirements. The Contractor shall reference any OSHA, NFPA or other safety rules or regulations that pertain to the Maintenance Procedure. Suggested Safety Precautions/Regulatory Requirements can be found on the RPS Portal.

4.3.1.8 Tools and Material. The Contractor shall reference any Tools and Materiel that pertain to the Maintenance Procedure. Suggested Tools and Materiel can be found on the RPS Portal.

4.3.2 PM Schedule. The Contractor shall maintain Start Dates for all PM Schedules currently in DMLSS. All changes to currently schedule start dates must be approved by the FM, prior to making changes in DMLSS.

4.4 Deliverables

4.4.1 The Contractor shall provide a Quality Control (QC) plan to address all items identified in Table 1.1

RPIE label must match RPIE ID loaded into DMLSS

All old labels must be removed and new labels attached neatly

RPIE in each facility whether previously identified or not must be properly identified in accordance with the RPS Portal

Nomenclatures must match the RPS Portal

Data entry accuracy IAW the RPS and DMLSS Facility Management Operational Guidance. Measured items include: Room number, Floor number, RPIE Hierarchy, Manufacturer, Model Number, Serial Number, Life Expectancy, Installation Date, Assessment Organization, Related Cause, Condition Date, Risk Factor (per RPS), Specification Data and Reference Documents

RPIE will have PM schedules assigned IAW the maintenance driver; i.e., Local Procedures, NFPA, Manufactures Recommendations, RS Means, or other compliance standards references.

Maintenance Procedures to include Maintenance Driver, Frequency, and Task must be reviewed and recommended changes sent to the COR for Approval. Written notification of all changes must be sent to AFMSA/SG8F.

Maintenance Procedure ID must follow the naming convention indicated in the PWS

Maintenance Procedure specialty shop and PM schedule specialty shop must match

Maintenance Procedure frequency and PM schedule frequency must match

RPIE not scheduled (per PM Trouble Shooting Report, tab 14) must be reviewed and identified to the FM for concurrence

Table 1.1

4.4.2 Prior to the start of the RPIE inventory, the AFMSA/SG8F Data Analysts will coordinate with the Project Lead to schedule a Kick-Off meeting to include key personnel from the contractor, the site and AFMSA/SG8F to understand the expectations and establish procedures.

4.4.3 The Contractor shall be responsible for coordinating status meetings with the site and AFMSA/SG8F personnel at 50% and 90% of completion.

4.4.4 The Contractor will contact AFMSA/SG8F Data Analysts in accordance with Table 1.2 to begin the close-out processes with the AFMSA/SG8F Data Analysts. At this time, the AFMSA/SG8F Data Analyst will schedule a Post-Execution meeting between the contractor, the site and AFMSA/SG8F.

Table 1.2

4.4.5 Upon completion, the Contractor will notify AFMSA/SG8F Data Analysts the site is ready for data analysis. The contractor may be contacted for additional information such as condition codes or clarification on data. Prior to the Contractor departing the site, all identified discrepancies will be corrected in the database by the Contractor. Prior to the contractor submitting the final report to GSA, the Project Lead will contact AFMSA/SG8F Data Analyst to ensure there are no open items and confirm project is acceptable to close.

4.4.6 Upon completion, the Contractor shall provide to the site all RPIE specification sheets in a binder, organized by RPIE system or a copy of an AFMSA/SG8F approved Inventory spreadsheet.