Atch_(1)_PWS_FED_FIRE_PPE_Cleaning_Contract_FY20_Rev_2.pdf

PERFORMANCE WORK STATEMENT (PWS)

INSPECTION, CLEANING & MAINTENANCE OF STRUCTURAL AND PROXIMITY

FIRE FIGHTING PROTECTIVE ENSEMBLES AND INDIVIDUAL ENSEMBLES

1.0 BACKGROUND

1.1 Commander, Navy Region Hawaii (CNRH) is the largest Pacific based command providing shore installation operating support to all subordinate Navy Commands and Activities located in the Hawaii. All services will be performed for the Federal Fire Department of Hawaii, 650 Center Dr, BLDG 284, Joint Base Pearl Harbor Hickam, HI 96860.

2.0 SCOPE OF WORK/OBJECTIVE

2.1. The Government seeks a Contractor to provide services for the inspection, cleaning and maintenance of Structural and Proximity Fire Fighting Protective Ensembles (FFPE), which consists of one (1) Trouser and one (1) Jacket in its entirety. An Individual Ensemble Element (IEE) consists of a single Trouser or Jacket element in its entirety.

3.0 PERFORMANCE REQUIREMENTS

3.1 General. In accordance with the 2014 edition of National Fire Protection Association (NFPA) 1851 Standard on

Selection, Care, and Maintenance of Protective Ensembles for Structural Fire Fighting and Proximity Fire Fighting (to include any current editions of NFPA guidelines, revisions and standards) the Contractor shall perform the following services, at the Contractors facility, within 4 calendar days upon receipt of the order:

a. Advanced Cleaning,

b. Advanced Inspection,

c. Complete Liner Inspection (required for all jackets and trousers after 2 years of service),

d. Specialized Cleaning,

e. Provide complete Documentation for Asset Tracking.

Additionally, the Contractor shall:

a. Maintain the FFPE and IEE in a safe and sanitary manor as required by NFPA standards;

b. Reduce the health and safety risks associated with soiled or damaged FFPE and EE;

c. Extend and maximize the useful life of the FFPE and EE by implementing a care and maintenance program.

3.2 The Contractor shall comply with all recommendations identified in the 2014 edition of NFPA 1851, Section A.7.1.9, specifically, OSHA 2012 Emergency Response Guidebook, OSHA publication 3151- 12R, OSHA publication 3079, and 29 CFR Part 1910, Subpart Z Hazardous Materials; Section 1910.1030, Bloodborne Pathogens, Occupational exposure to blood or other potentially infectious materials; Section 1910.1200, Hazard Communication; and Section 1910.1200, Appendix B Hazard Determination.

3.3 Cleaning Requirements. The Contractor shall provide cleaning per the requirements of the 2014 edition of NFPA

1851, Section 7. The Contractor shall perform an Advanced Cleaning, per the requirements of the 2014 edition of NFPA 1851, Section 7, for each ensemble element. When necessary, the Contractor shall perform Specialized Cleaning, as defined by the 2014 edition of NFPA 1851, hazardous material decontamination and cleaning.

3.4 Inspection Requirements. The Contractor shall perform Advanced Inspection, per the requirements of the 2014 edition of NFPA 1851, Section 6, for each FFPE and IEE upon receipt and prior to returning to service.

3.5 Repair Requirements. The Contractor shall comply with the requirements in the 2014 edition of NFPA 1851, Section 8. Minor repairs consist of replacement of snaps, repair/replace Velcro, repair holes, tears, or rips in outer shells, repair trim stitching, closure hardware replacement, and repair cuffs/patch/stitch. Within 48 business hours of identification of Minor repairs, the Contractor shall provide the Technical Point of Contact (TPOC) a list of repairs to be performed to include price for each deficiency and the total overall price. The Contractor shall complete the Minor Repairs within 4 calendar days upon confirmation to proceed from the TPOC. If repairs are deemed as Major the TPOC will make a determination if the item is salvageable and should not be repaired.

Repairs shall not be provided for FFPEs and IEEs under the following conditions:

a. When repairs cannot return the FFPE or IEE to a safe and usable condition.

b. The FFPE or IEE has exceeded its useful life in accordance with NFPA 1851.

c. If the repairs exceed the percentages listed below the TPOC may determine to not repair the item.

• 1 year old–exceeding 90% of value of a new item

• 2 years old–exceeding 90% of value of new item

• 3 years old –exceeding 80% value of a new item

• 4 years old– exceeding 70% value of a new item

• 5 years old– exceeding 50% value of a new item

• 6 years old– exceeding 40% value of a new item

• 7 years old– exceeding 30% value of a new item

• 8 years old– exceeding 20% value of a new item

• 9 years old– exceeding 10% value of a new item

• 10 years old– shall be retired

3.6 Record Keeping Requirements. The Contractor shall provide and maintain a database/recordkeeping system, per the requirements of the 2014 edition of NFPA 1851, Section 4.3. The Contractor shall allow the TPOC access to the database for viewing of records and printing reports and provide a m o n t h l y r e p o r t i n e x c e l f o r m a t v i a e - m a i l t o t h e T P O C b y t h e 5 t h d a y o f e v e r y m o n t h . Additional information/changes required by the TPOC will be presented to the Contractor in writing and, shall be adjusted by the Contractor. Ownership of the data shall be that of the Government however; as required by the 2014 edition of NFPA 1851, a copy of each record shall be maintained by the Contractor for the duration of the contract. FFPE and IEE user information will be provided by the Government after award of contact. The data base shall contain the following information:

a. Organizational name, User Name, User Station, User Shift.

b. FFPE and IEE MFG name, date of MFG, Serial number, date of Issue.

c. Material makeup

d. Type of inspection, cleaning and/or repair performed, date of service, technician performing service.

e. Total cost of repairs

The contractor shall have the ability to scan barcodes present in FFPE and IEE gear per NFPA 1851 and 1971 guidelines. The Contractor’s data base shall have the ability of viewing and printing reports by the

TPOC at any time. The inability of the TPOC to run reports as required shall constitute a failure for the Contractor in the performance of the requirements of this PWS.

3.7 Storage Requirements. All elements in possession of the Contractor shall be stored per the 2014 edition of NFPA

1851, Section 9.

3.8 Retirement and Disposition Requirements. The Contractor shall provide a Retirement Program, compliant with the 2014 edition of NFPA 1851, Section 10. FFPE and IEEs shall be recommended for retirement when:

a. Repairs cannot return the FFPE and IEE to a safe and usable condition;

b. The FFPE and IEE has exceeded its useful life in accordance with NFPA 1851;

c. The repairs exceed the amounts identified in Repair Requirements; or

d. The FFPE and IEE exceed 10 years of age based on the date of manufacture.

For FFPE and IEEs that are recommended to be retired, the Contractor shall:

a. Mark the applicable element with a tag, indicating "CONDEMNED”;

b. Attach with the documentation, a report indicating why the FFPE and IEE was condemned;

c. Condemned report shall also indicate if the FFPE and IEE can be used for non-fire training; and

d. Be returned or disposed of, as per instructions from the Government.

3.9 Shipping Instructions. The Government will provide the following information for FFPE AND IEE gear for tracking as required by the 2014 edition of NFPA 1851, official organizational information, user name, user station, and user shift.

a. The Government will package and label each FFPE and IEE as follows:

Trousers/Jackets: packaged in separate bags, tag the bag with the user’s name Soiled Elements: packaged in a red bag with the bio hazard symbol.

b. For each shipment, the Government will provide the Contractor with work instructions in an envelope for each

FFPE and IEE. Work instructions will identify each firefighting protective element by users name and jacket or trouser serial number and manufacturers’ name.

c. The Government will provide the following information for FFPE AND IEE gear for tracking as required by the 2014 edition of NFPA 1851: official organizational information, user name, user station, and user shift.

d. The Government will at a minimum provide with each work order/shipment 10 FFPE or 20 EE. A maximum of 30 FFPE or 60 EE can be sent to the Contractor without accruing additional turnaround time. The Government will provide the Contractor with a two (2) work day notice prior to shipping any elements of the date of shipment and the quantity.

e. The Contractor shall be responsible for providing insured two day shipping services to and from the Government’s site (FFD, 650 Center Dr, BLDG 284, Pearl Harbor, HI 96860) to the Contractor’s facility for all shipments. Insurance coverage shall be provided to cover the total replacement value of the item. The value of a new coat is $1,585.00 and new trousers are $1,235.00.

f. The Contractor shall return each FFPE and EE in a clear protective bag. Each bag shall also have a label affixed providing the item name, department name, and fire fighter name.

g. The Contractor shall provide the shipping materials, which include cardboard shipping boxes with a minimum thickness of ½”, barrels, bags, tags, labels, and red bio hazard bags at no additional cost to the Government.

h. The shipping invoice shall provide a breakdown of the shipping charges such as shipping, handling insurance, and fuel fees. The Contractor must notify the TPOC and the contracting office when the shipping amount reaches 75% of the CLIN ceiling amount.

3.10 Monthly Report for Payment. The Contractor is required to submit the GPC Monthly Report to the contracting office itemizing all GPC orders. This report shall be submitted to the TPOC on the last day of each month. A GPC Monthly Report template will be provided to the Contractor within 3 days of contract award. This template will include a tab for each month of the year. The GPC Monthly Report shall include the contract number and Contractor’s name and the following information:

(1) Item number, each CLIN and description

(2) Quantity, unit price and total price

(3) Invoice number and delivery date

(4) Authorized GPC cardholder

4.0 SERVICE PERFORMANCE REQUIREMENTS SUMMARY

Performance Requirement Surveillance

Method Frequency PWS

Paragraph Performance

Threshold

1. Clean FFPE & IEE gear per NFPA and OEM standards, perform Advanced cleaning, inspection, asset tracking, and documentation within 4 working days

Assessment by the TPOC

Per each shipment of FFPE & IEE

3.1, 3.2 100% delivery and compliance.

2. Perform all cleaning as required

Assessment by the TPOC

3.3 100% delivery and

3. Inspect FFPE & IEE gear per NFPA 1851 standards.

Assessment by the TPOC

3.4 100% delivery and

4. Comply with repairs & minor repairs per NFPA guidelines, notify TPOC within 48 business hours of repair needs and complete repairs within 4 working days

Assessment by the TPOC

3.5 100% delivery and

5. Comply with record keeping and database requirements.

Assessment by the TPOC

3.6 99% delivery and

6. Store FFPE & IEE gear as required by NFPA standards.

Assessment by the TPOC

3.7 100% delivery and

7. Provide retirement program with condemned report.

Assessment by the TPOC

3.8 99% delivery and

8. Provide all shipping requirements as listed to include providing the Contractor providing two day insured shipping services to and from FFD address listed

Assessment by the TPOC

3.9a through g 100% delivery and

9. Monthly Report for GPC payments

Assessment by the TPOC

3.10 100% delivery and compliance

5.0 QUALITY CONTROL PLAN

5.1 The Contractor is responsible for implementing and maintaining a Quality Control Program (QCP) to ensure that the work performed meets or exceeds contract requirements and results in the correction of potential and actual problems. The QCP shall be implemented on the first day of contract performance.

At a minimum, the Contractor shall develop quality control procedures addressing the areas identified in Section 4.0, Service Performance Requirements Summary.

5.2 Quality Control Plan (QCP). The Contractor’s QCP shall encompass the management system established to govern all aspects of processes used in fulfilling the requirements of the PWS, and in accordance to applicable NFPA 1971 Standards. Contractor shall inform TPOC of changes in any of the following requirements.

Specifically the QCP shall address the following areas:

a. Process Guides/Job guides

b. Measurements and analysis

c. Recall Procedures.

d. Employee Training.

e. Audits.

f. Process Improvement.

g. Customer Satisfaction.

h. Quality Testing.

The Contractor shall provide the TPOC with documentation concerning the QCP methodology and quality controls used at the facility, if requested.

5.3 Quality Assurance (QA). The TPOC shall evaluate the Contractor’s performance through any number of surveillance methods to periodic inspections, patron feedback, and observations. The TPOC may inspect each task as completed or increase the number of quality assurance inspections as required. Periodic Communication between the Contractor and TPOC will apprise the Contractor of how the Government views the Contractor's performance and the Contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These informational sessions shall be at no additional cost to the Government and may be in the form of telephone or video-conferencing and/or on-site meetings as mutually agreed by both parties.

6.0 INCIDENTAL GOVERNMENT FURNISHED PROPERTY AND SERVICES

6.1 General. None Provided.

6.2 Facilities. None provided.

6.3 Utilities. None provided.

6.4 Records, Documents and Work Papers. Records and documents will be provided by the Government to the Contractor as needed for performance of this requirement and as specified in NFPA, OSHA and US regulations pertaining to fire fighter gear.

6.5 Inventory. FFPE and IEE inventory includes but is not limited to the following brand, “Globe”. The

Government has approximately the following inventory of jacket and trouser elements, 100 pieces/50sets (2011), 176 pieces/88 sets (2013), 88 pieces/44 sets (2014), 352 pieces/176 sets (2015), 88 pieces/44 sets (2016), 160 pieces/80 sets (2017), and 44 pieces/22 sets (2018) a Total 1008 pieces/504 sets.

6.6 Location Of Materials. FFPE and IEE are located at 650 Center Drive, Bldg 284, Pearl Harbor, HI 96860.

The Government will ship FFPE and IEE to Contractor’s facility for services provided, utilizing Contractor provided shipping service. Contractor shall be responsible for costs incurred for return shipment.

7.0 CONTRACTOR QUALIFICATIONS/REQUIREMENTS

7.1 Contractor shall be an NFPA certified provider with all work done at certified facilities.

7.2 Due to environmental and operational factors that are unique to tropical climates, for example, FFPE use in a high humidity environment, the proper cleaning and preservation of moisture barrier liner material is of upmost importance. The Contractor shall provide the following information to show that their cleaning process will not degrade the manufacturer’s original specifications beyond the normal wear associated with the established lifecycle of the FFPE:

a. List of cleaning detergents

b. List of detergent to water ratio

c. Required temperatures for drying

Additionally, the Contractor shall submit current references of customer satisfaction from comparable locations and organizations for services described with their submitted quote during the solicitation phase.

7.3 The Contractor shall maintain sufficient commercial liability insurance for the life of the contract.

8.0 ENTERPRISE-WIDE CONTRACTOR MANPOWER REPORTING APPLICATION (ECMRA)

8.1 The contractor shall report contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the CNRH via a secure data collection site.

Contracted services excluded from reporting are based on Product Service Codes (PSCs). The excluded PSCs are:

(1) W, Lease/Rental of Equipment;

(2) X, Lease/Rental of Facilities;

(3) Y, Construction of Structures and Facilities;

(4) D, Automatic Data Processing and Telecommunications, IT and Telecom- Telecommunications Transmission (D304) and Internet (D322) ONLY;

(5) S, Utilities ONLY;

(6) V, Freight and Shipping ONLY.

The contractor is required to completely fill in all required data fields using the following web address https://www.ecmra.mil.

8.2 Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs December 1 through November 30. While inputs may be reported any time during the FY, all data shall be reported no later than December 31 of each calendar year. Contractors may direct questions to the help desk, linked at https://www.ecmra.mil.

9.0 POINT OF CONTACT

9.1 Technical Point-of-Contact (TPOC): Battalion Chief Brett McCurtain, Fire Dept, 808-655-0758 Email: brett.mccurtain@navy.mil

10.0 PERIOD OF PERFORMANCE

10.1 Base Contract: 12 months.

Option Year 1: 12 months.

Option Year 2: 12 months.

Option Year 3: 12 months.

Option Year 4: 12 months.

https://www.ecmra.mil/