MULTI DOOR PWS DRAFT.pdf

PERFORMANCE WORK STATEMENT

FOR

MAINTENANCE AND REPAIR

OF

MULTI DOORS

(COMMERCIAL OVERHEAD DOORS, AUTOMATIC GATES,

AUTOMATIC DOORS AND LIMITED ACCESS TURNSTILES)

11 CIVIL ENGINEERING SQUADRON

JOINT BASE ANDREWS, MD 20762

Jan 25, 2020

DRAFT

1.0 DESCRIPTION OF SERVICES. The contractor shall furnish all labor, transportation, materials, tools, supplies, equipment and supervision necessary to perform maintenance and repairs on the overhead doors, to include security grills, automatic doors, automatic gates, limited access turnstiles, and associated equipment located on Joint Base Andrews (JBA), MD. The contractor's maintenance and inspection program shall be based on original equipment manufacturers recommendations, contractor expertise, and industry standards.

1.1 DESCRIPTION OF SERVICES.

1.1.1 EQUIPMENT. The contractor shall provide all necessary equipment such as scissor lifts, scaffold, air compressors, generators, fork truck, etc. to safely accomplish the requirements of this contract at no additional cost to the Government.

1.1.2 SERVICE HOUR. A service hour consists of all personnel, management, tools, and equipment assigned to accomplish a repair or service call for each hour on the job site. It does not include travel time, or breaks taken while on the job site. Job site is defined as the actual repair/service work location, and does not mean being anywhere on Joint Base Andrews.

Examples are provided below:

1. Two (2) contract technicians respond to a service call and they need special equipment (fork lift, or scissor lift) and it takes them 3 hours on site to perform the repairs. The proper way to bill would be 3 hours at the price indicated in the appropriate CLIN. Not 6 hours (3 hour each for 2 technicians), plus the cost of the equipment rental.

2. Three (3) contract technicians respond for a major repair, 3 technicians are needed to safely accomplish the repairs. They are on the job site from 8:00am until 2:00pm and they take one hour for a lunch break. The proper billing would be 5 hours at the price indicated in the appropriate CLIN. The government does not pay for lunch hours or travel time to and from a job site.

3. One contract technician responds to an emergency call. After a thorough check of the equipment, he determines that some minor adjustments are required to put the equipment back in proper working order. It takes him an hour and a half to thoroughly inspect the equipment and make the necessary adjustments and tests the equipment multiple times to ensure all defects have been corrected. The contractor properly annotates 1.5 service hours on his service ticket and the government is invoiced accordingly to the appropriate emergency service CLIN for 1.5 hours.

1.1.3 OVERHEAD DOOR, AUTOMATIC DOOR, AUTOMATIC GATE & LIMITED ACCESS

TURNSTILES MAINTENANCE. Maintenance of these systems shall be performed in accordance with manufacturer's recommendations and specifications (Operation and Maintenance (O&M) Manuals). All work shall be performed by technicians who are IDEA certified or equal to work on overhead door/automatic door, automatic gate & limited access turnstiles systems. NOTE: Work on turnstiles includes adjoining handicap access and pedestrian exit gates. The contractor shall provide a copy of their technician's certifications to be kept on file with the Government's Contracting Officer Representative

(COR).

1.1.3.1 PREVENTATIVE MAINTENANCE (PM) AND REPAIR WORK. The purpose of this work is to prevent and correct equipment deficiencies, minimize breakdowns and service interruptions, extend systems life and maximize efficient operation. On a quarterly basis, the contractor shall inspect, test, adjust and perform repairs in order to maintain equipment in a normal operating condition as the manufacture intended. Mechanical and electrical safety checks shall be completed to ensure the safety of all systems. Contractor shall provide a preventative maintenance check list, conforming to manufactures recommendations for government approval. Any individual part over $25.00 shall be reimbursed at cost in accordance with paragraph 1.3. The contractor shall perform maintenance to systems as prescribed in the applicable manufacturer's O&M manual(s). Note: The overhead doors (OHD) that are used regularly will require quarterly PM; those that are hardly used will be done semi-annually. Utilize Appendix “A” as guidance for scheduling PM.

1.1.3.2 Any damages resulting from the contractor's operations shall be expeditiously repaired or replaced by the contractor at no additional cost to the Government. Once notified of the problem the contractor shall start the process of correcting the damage within one hour.

1.1.3.3 Prior to leaving JBA, the contractor shall submit complete service records to the Contracting Officer Representative (COR) (Bldg. 3446) for any work performed.

1.1.3.4 SCHEDULING. The contractor shall provide a preventive maintenance schedule within 15 days after award to the COR for all PM work.

1.1.3.5 FIELD VERIFICATION. The contractor shall field verify the information provided in Appendixes A-B-C & D when they do their PM and make notes of any changes so the list can be updated if need be.

1.2 SERVICE CALL REPAIRS. Service repairs are those deemed necessary by the government between preventive maintenance intervals. The contractor will be contacted by the COR to authorize unscheduled maintenance. Service calls may be in the form of routine or emergency calls as determined by the COR office. Service call repairs shall be free of charge to the Government if warranties apply. All deficiencies shall be corrected during the service call repair whenever possible or within a maximum of one (1) additional business day. If parts must be ordered, then the contractor must notify the COR immediately after realizing the need to order the part with an estimated delivery date for receipt of part and completion of the service call. If more time is required for repair in question, additional time will be considered and/or allotted on a case by case basis. The contractor shall have all equipment and material required to start work upon arrival at the service location. All repair work shall be in accordance with normal commercial practices using parts specified by the manufacturer or items of equal quality.

Downtime of the system shall be kept to an absolute minimum. The contractor must notify the COR of all projected downtime and estimated time for repair. Also, if by chance a door or gate has not been listed by error or addition, the PM will not be required until a contract modification is sanction. However, a service call and repair can be accomplished when notified by the Government utilizing repair funds. Upon arriving to JBA the contractor shall notify the COR prior to the start of work. The COR will annotate the start time on the contractors service ticket. The contractor shall only bill for the time on site, drive time to and from site will not be included in billing.

1.2.1 ROUTINE (NON-EMERGENCY) SERVICE CALLS: The contractor shall respond on site to non-emergency service calls within 24 hours of notification. Normal Duty hours are 0700- l600 hours Monday through Friday.

1.2.2 EMERGENCY SERVICE CALLS: The contractor shall respond on site to emergency repair calls within two (2) hours following notification. For emergencies after duty hours, the contractor will call Civil Engineers CE Service Desk (301) 981-5151 upon arrival and departure of worksite.

1.2.3 SERVICE CALL RECORDS. The contractor shall maintain service call records and ensure all records are accurate, current, and provide sufficient data for accounting purposes. Service tickets must have a unique identification number and shall include the date work was issued, the work location, the equipment serviced, a description of service performed and a description of reimbursable parts and their costs. Only service tickets which have been annotated by the COR with the start time, completion time and the COR's signature will be accepted for payment. A copy of the service ticket shall be provided to the COR at the completion of each service.

1.3 REIMBURSABLE PARTS. . The Contractor shall be responsible for obtaining all parts necessary for the performance of this contract and shall be reimbursed at price, with no additional cost for overhead, profit, or general and administrative expenses. Shipping and handling costs shall be permitted but must be annotated on the submitted invoice. The Contractor shall obtain at least three (3) quotes, if possible, for all individual parts in excess of $1,000. For the purpose of reimbursement, the Contractor shall submit invoices and supporting documentation to the designated COR. Vendor receipts shall be original and submitted to the COR within five (5) days of purchase.

Additionally, the receipt must identify the following:

(1) Manufacturer or brand name of item

(2) Unit of issue

(3) Actual cost to Contractor

(4) How item was used

1.4 INVOICE. Contractor shall submit invoices no longer than 15 days after completion of services so the Government can keep realistic track records of funding used and available for planning additional work if needed.

1.5 QUARTERLY PM REPORT: The contractor shall submit the quarterly PM report no later than 15 days after completion since this will be the required documentation in order to get reimbursed. The report must include the facility number, door serviced, and date of service, PM tasks completed, and repairs completed. If parts were used, they should be individually listed, quantity used and price.

2.1. SERVICES SUMMARY

PERFORMANCE OBJECTIVES

PWS

REFERENCE

PERFORMANCE THRESHOLDS

to Achieve a Satisfactory Rating

Perform Preventive Maintenance.

Overhead Door, Automatic Gate, Automatic Door & Limited access

Turnstiles are fully functional.

1.1.3.1 1.1.3.2 1.1.3.3 1.1.3.4 1.1.3.5

• No more than one (1) overdue scheduled PM visit per quarter.

• No more than one (1) missed submitted service record per quarter.

• No more than 5% of equipment out of service.

Service Call Repairs.

Repairs made in a timely manner.

COR informed of expected repair time.

Response and repairs made within the specified time period.

1.2.

1.2.1.

1.2.2.

1.2.3.

• No more than three (3) broken suspense’s for routine service call responses per quarter.

• No more than one (1) broken suspense for emergency service call responses per quarter.

• No more than two (2) service call record errors identified per quarter.

Submit Maintenance and Repair Reports, Proposals and Invoices.

Accurate reports are delivered before departing JBA to COR office.

Proposals & Invoices are done accurately and in a timely manner with support documentation.

1.2.3.

1.3.

1.4.

• No more than one (1) broken invoice suspense per quarter.

3.0. GOVERNMENT FURNISHED PROPERTY AND SERVICES. The Government will provide electricity, water and sewer utilities, police protection, fire protection and emergency medical services.

Any medical expenses incurred by contractor personnel shall be the responsibility of the contractor.

4.0. GENERAL INFORMATION.

4.1. QUALITY CONTROL. Contractor shall develop and maintain a Quality Control Plan (QCP) to ensure maintenance and repair services are performed in accordance with the performance work statement, applicable standards and codes. The contractor shall develop and implement procedures to identify and prevent defective services from recurring. As a minimum, the contractor shall develop quality control procedures that address the areas identified in paragraph 2, Services Summary. The Government evaluator must have a specific quality control inspector to notify in case of customer complaints. The contractor shall submit a Quality Control Plan (QCP) to the CO and COR within 15 calendar days after of contract award, outlining procedures to identify, prevent, and ensure non-recurrence of defective services.

4.2. QUALITY ASSURANCE. The Government will evaluate the contractor's performance by appointing a representative (COR) to monitor performance through intermittent onsite inspections of the contractor's performance and quality control plan. The Government may inspect each task as completed or increase/decrease the number of quality control inspections if deemed appropriate. The Contracting Officer shall make final determination of the validity of customer complaint(s) in case of disagreement with the COR.

4.3. HOURS OF OPERATION. Normal duty hours are Monday through Friday 0700 hours to 1600 hours, excluding federally observed holidays.

4.4. FEDERAL HOLIDAYS. The following is a list of Federal Holidays observed by this installation:

New Year’s Day Labor Day Inauguration Day Martin Luther King’s Birthday Columbus Day President’s Day Veterans Day Memorial Day Thanksgiving Day Independence Day Christmas Day

4.5. SECURITY REQUIREMENTS. All contractor employees shall carry contractor photo identification at all times. Contractor employees shall comply with any base security measures implemented at all times. This includes but is not limited to vehicle and goods searches and identification checks during times of increased security. All personnel employed by the contractor in performance of this contract, or any representative of the contractor entering the Government installation, shall abide by all security regulations of the installation.

4.5.1. The contractor shall be responsible for the action of any of their sub-contractors and their employees who are working on JBA.

4.5.2. The contractor, if hiring U.S. citizen(s), shall ensure that they are in possession of a valid State driver’s license or State issued Identification Card and birth certificate. If the employee is not a U.S. citizen, the contactor may hire non U.S. citizens if they are in possession of Green Card, Social Security Card, Resident Card, Work Visa and State issued Identification Card. If driving on base a State driver’s license and insurance is required.

4.5.3 FEDERAL CRIMINAL HISTORY BACKGROUND CHECK. The contractor and all employees of the contractor requiring access to JBA controlled areas, to include all areas within the pathfinder fence, will be required to successfully undergo a Federal Criminal History Background Check and be fingerprinted. The contractor shall be responsible for all costs associated with fingerprinting and the Federal Criminal History Background Check. For updated information on obtaining federal background checks visit the MD Department of Public Safety and Correctional Services website at:

http://www.dpscs.state.md.us/publicservs/bgchecks.shtml or call the number below.

CJIS – Central Repository 6776 Reisterstown Road, Suite 102 Baltimore, MD 21215

Or

CJIS – Central Repository P.O. Box 32708 Pikesville, MD 21282-2708

Contact CJIS at 410-764-4501 or toll free at 1-888-795-0011 if you have questions about the procedure or the associated fees.

4.5.4 BASE ACCESS. Identification cards and vehicle registrations shall be obtained from the Visitor Control Center (building 1832) located at the main gate entrance of JBA. Owners must present valid drivers' licenses, current registration, proof of insurance, and any other information deemed necessary to obtain a vehicle pass. While on the premises of JBA or any of its affiliate sites, contractor personnel shall represent themselves as non-Government employees by conspicuously displaying badges at all times.

4.5.4.1 LOST VEHICLE AND ENTRY PASSES. Shall be reported immediately to Security Forces, and the COR.

http://www.dpscs.state.md.us/publicservs/bgchecks.shtml

4.5.5 PHYSICAL SECURITY. The contractor shall be responsible for safeguarding all government property provided for contractor’s use. At the end of each shift, all government facilities, equipment, and materials shall be secured. The contractor shall be responsible for providing and placing all barricades and safety devices during any activities and comply with all Occupational Safety and Health Standards (OSHA).

4.5.6 RETRIEVING IDENTIFICATION MEDIA. All Government issued identification must be returned to the COR upon expiration of the contract or employee termination, whichever comes first. Failing to do so will result in the withholding of the final payment.

4.6 PERFORMANCE OF SERVICES DURING CRISIS DECLARED BY THE NATIONAL

COMMAND AUTHORITY OR OVERSEAS COMBATANT COMMANDER. The contractor shall perform all services under this contract during a national emergency or crisis according to the Department of Defense Instruction (DODI) 3020.37.

4.7 SAFETY. Contractor shall comply with all applicable Occupational Safety and Health Administration (OSHA) and Air Force Office of Safety and Health (AFOSH) standards.

4.8. CONTRACTOR MANPOWER REPORTING. The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract via a secure data collection site. The contractor is required to completely fill in all required data fields at http://www.ecmra.mil.

Reporting inputs will be for the labor executed during the period of performance for each Government fiscal year (FY), which runs 1 October through 30 September. While inputs may be reported any time during the FY, all data shall be reported no later than 31 October* of each calendar year. Contractors may direct questions to the CMRA help desk.”

Uses and Safeguarding of Information: Information from the secure web site is considered to be proprietary in nature when the contract number and contractor identity are associated with the direct labor hours and direct labor dollars. At no time will any data be released to the public with the contractor name and contract number associated with the data.

User Manuals: Data for Air Force service requirements must be input at the Air Force CMRA link. However, user manuals for government personnel and contractors are available at the Army CMRA link at http://www.ecmra.mil.

http://www.ecmra.mil/ http://www.ecmra.mil/