Building_Maintenance_-_Performance_Work_Statement.pdf

ATTACHMENT 1 – PWS

BUILDING MAINTENANCE SUPPORT PERFORMANCE WORK STATEMENT

(PWS)

1. GENERAL

1.1 BACKGROUND

The Logistics Directorate (N4) of the Military Sealift Command (MSC) requires in house utility and maintenance technicians at MSC, Norfolk, Naval Station Norfolk, VA, which includes the Joint Expeditionary Base Little Creek (JEBLC) and the greater Hampton Roads, VA area and Cheatham Annex; and MSC, San Diego, CA including Naval Base Point Loma, ANOC Center, Balboa Avenue Training Site (BATS) and the greater San Diego area, to provide basic, general, emergency, preventive, predictive and other facilities maintenance related functions. A Lead Maintenance worker in each location will provide supervision and overall quality assurance over all completed work. The Term Government Point of Contact

(GPOC) and the Subject Matter Expert (GPOC) are interchangeable.

1.2 OBJECTIVES

The purpose of this task is to obtain the services of qualified facilities utility and maintenance technicians in support of MSC’s locations listed in Section 1.1. The Contractor shall provide all necessary labor, equipment, materials, mobile communications devices and tools to meet the contractual requirements. MSC will provide Government Furnished Equipment (GFE) and materials to support facilities operations and maintenance, administrative, and grounds services for MSC. The Contractor shall perform all related services necessary to carry out the provisions of this contract, including quality control and maintenance of accurate and complete records.

1.3 APPLICABLE DOCUMENTS

The following references are the principal ones governing MSC’s Building Maintenance program. The Contractor shall follow all codes and standards applicable to the State and location where the work is performed, to include the followings manuals and instructions.

1.3.1 EM 385-1-1, Safety and Health Requirements Manual

1.3.2 National Electric Code (NFPA 70)

1.3.3 Life Safety Code (NFPA 101).

1.3.4 Destructive Weather Plan (COMSC INSTRUCTION 3141.2(Series)).

1.3.5 Naval Station Norfolk Building Manager Handbook.

2. PERIOD, PLACE AND TIME OF PERFORMANCE

Period CLIN Anticipated Dates

Base

Period

0001 1 April 2019 – 31 March 2020

Option One 1001 1 April 2020 – 31 March 2021

Option

Two

2001 1 April 2021 – 31 March 2022

Option

Three

3001 1 April 2022 – 31 March 2023

Option

Four

4001 1 April 2023 – 31 March 2024

2.1 Place of Performance

MSC Norfolk, sixteen (16) buildings on Naval Station Norfolk, six (6) buildings on Joint

Expeditionary Base Little Creek and three (3) buildings on Cheatham Annex. These locations are approximately 30 miles apart. MSC San Diego, eight (8) buildings on Naval Base Point

Loma and one (1) at Balboa Avenue Training Site. These buildings are within an approximate radius of 15 miles of each other. Locations may be added or deleted in the future.

2.2 Working Hours

The maintenance technicians at MSC-Norfolk shall provide coverage work from 0530 through

1700 Monday through Friday. Services shall not be degraded to allow for personnel rotations, vacation or sick leave. The maintenance technicians at MSC-San Diego shall coordinate with the local Government POC to ensure the most advantageous coverage for the Government.

2.3 Travel

Contractor travel shall not be required for this requirement.

2.4 Contract type

The contract shall be a single award, firm-fixed-price contract.

3. SPECIFIC TASKS

3.1 The Contractor shall perform daily walk-throughs and assessments of each building to determine equipment, facility, or service deficiencies and appropriate resolutions; analyze facility and equipment requirements against customer needs; prepare estimates based on plans for maintenance, repair work, and alterations; and replacement of existing equipment. The

Contractor shall also make note of observations, ad-hoc work performed/corrective actions taken, and interactions with or comments from building occupants. The Contractor shall provide a Daily Assessment Report to the GPOC and Contractor’s scheduler for each building.

This work includes accessing secret and limited access spaces.

3.2 The Contractor shall replace or repair minor electrical devices to include, but not limited to: cord fuses, plugs and various types of illumination bulbs, light fixtures, broken diffusers, and other items for the maintenance, operation and upkeep of facilities as required.

3.3 The Contractor shall provide general repair or replacement services to include, but not limited to, window coverings chains, door hardware, wall repair, interior/exterior paint and finishes, minor cleaning, and other items for the maintenance, operation and upkeep of facilities as required.

3.4 The Contractor shall provide mechanical and plumbing repair or replacement services to include, but not limited to, maintaining plumbing fixtures and hardware, cleaning clogged plumbing drain lines and pipes excluding sewer lines and incoming service. Limited preventive maintenance on HVAC systems to include filter changes/cleaning; air supply diffusers, air return and exhaust grilles, and maintain overall operation of mechanical systems.

Filter changes shall be required on drinking fountains located within buildings under this contract.

3.5 The Contractor shall relocate furniture to and from a government provided facility as directed. Consult with GPOC / GPOC to discover if aforementioned furniture is under warranty or a separate contract. These items may require vendor approval to be moved.

3.6 The Contractor shall perform light grounds keeping to maintain appearance of public/common areas, not to interfere with base services/contract. Tasks to include, but not limited to, edging/weed eating, minor branch removal, hedge trimming, leaf/debris blowing/removal.

3.7 The Contractor shall perform inclement weather preparation per the MSC Destructive

Weather Plan.

3.7.1 The Contractor shall provide snow removal on all sidewalk and access points defined by

MSC Facilities to each building in the area of responsibility covered under this contract. All snow/debris/hazards must be clear of entrance ways two hours prior to nonessential personnel reporting after the incident. Pre-preparation salt and snow clearing material and equipment shall be pre-staged, provided by the government and maintained by Contractor.

3.8 The Contractor shall perform operational checks and preventative maintenance on fire extinguishers, defibrillators, eyewash stations and other safety equipment required in coordination with base prevailing requirements. The Contractor shall inform the GPOC when safety equipment comes up on 60 days of replacement/expiration.

3.9 The Contractor shall, upon the receipt/assignment of work orders (trouble calls), assess the requirements and discuss with the GPOC if the Contractor has any questions. The daily work requests shall be compiled, with action taken i.e. assessed, completed, open, routed to

NAVFAC, with a NAVFAC ticket number, open / priority waiting on parts.

3.10 The Contractor shall follow up on submitted work orders and provide quality assurance to the GPOC / GPOC of completed emergency and urgent service calls.

3.11 The Contractor shall maintain an automated historical file for all equipment repairs made and compilation of all submitted work requests thru the MSC work request submission program.

3.12 The Contractor shall attend internal MSC annual, monthly meetings as directed to provide feedback, analysis, metrics and ad hoc reports based on the deliverables and quality control inspections.

3.13 The Contractor shall assist as required in setting up for special events, distinguished visitors, programs and activities to include cleaning, maintenance, and the orderly appearance of entrances, hallways, and event site.

3.14 The Contractor shall provide a daily work schedule, which will include a 24 hour look ahead. Daily work schedule shall include title and description of work being done, location of work, and best estimate time to complete the work. The 24-hour look ahead shall include a list of upcoming work intended to be complete within a 24-hour period.

3.15 The Contractor shall provide a monthly status report to the COR and POC covering the full month, delivered by the close of business of the 3rd working day of the following month to include all work requests received and the status of request.

3.16 The Contractor shall ensure reports, records, checklists, operational logs and other administrative reporting tools are completely filled out. Observations should be brought to the attention of the GPOC for proper recourse and follow-up actions

3.17 The Contractor shall be responsible for assessing the building systems annually. The assessments will contain data on each buildings system, mechanical, electrical, plumbing, and structural systems. In addition to the systems data, the contractor shall provide in the annual report a compiled list of all work requests organized per building and by system. Escorting work requests shall be omitted from annual report. The annual building report will be presented to the COR and Government POC no later than 30 June each year of the contract.

4. ESCORT DUTIES

4.1 The Contractor’s personnel may be required to provide escort duties. The Contractor shall adjust personnel work hours/days to provide coverage to not exceed a normal work day. This work includes accessing secret and limited access spaces. Overtime is not authorized.

5. TRANSPORTATION, EQUIPMENT

5.1 The Contractor shall provide its personnel all necessary transportation to and from any/all

MSC buildings. Government transportation will not be provided.

5.2 The Contractor shall provide all tools, equipment, mobile communications devices, and training in support of this contract unless otherwise specified.

6. WORKLOAD

6.1 The MSC work ticket submission program was established in March 2017. Between

March of 2017 and February 2018 approximately 4,700 work requests were submitted. Of the submitted work requests, approximately 4,600 (98%) were completed by MSC Maintenance

Technicians.

6.2 High Priority Work Requests

6.2.1 High Priority work requests are defined as: Any facility deficiency that immediately compromises the mission or life, health and safety of MSC personnel.

Always includes, but not limited to: failure of any utility, fire protection, environmental control, or security alarm system(s). The expected response time for High Priority work requests is no longer than two (2) hours from time of notification. Resolution of the issue means arrest/mitigate of deficiency to a level when the work request can be classified as “low” priority.

6.3 Normal Priority Work Requests

6.3.1 Normal Priority work requests are defined as: any deficiency that does not immediately endanger personnel or property, but extended delays or repairs could result in damage to government property, or soon affect the security, health, or well-being of

MSC personnel or the continued operation of a service or system. The expected response time for Normal Priority requests is no longer than two (2) working days.

Resolution of the issue means arrest/mitigate of the deficiency to a level when the work request can be classified as “low” priority.

6.4 Low Priority Work Requests

6.4.1 Low Priority work requests are defined as: any deficiency that is needed to maintain the intended purpose and normal working condition of the facility. The expected response time for low work requests will not exceed one work-week (5 working days). Resolution of low priority work requests means repairing the deficiency, assessing the deficiency to order parts for future repair, or assessing the deficiency and discussing with the GPOC before reporting it to NAVFAC for their action.

7. GOVERNMENT FURNISHED EQUIPMENT

7.1 The Government shall provide the Contractor a workstation, including a desk telephone as required in the performance of their duties.

7.2 The Government will provide all repair material and consumables needed to carry out the duties as prescribed in the PWS. The Contractor is not authorized to charge for Other Direct

Costs (ODC) or material under this contract.

7.3 The Government shall provide all snow removal equipment such as shovels, snow blowers and chemicals (ice melt/salt).

8. RETURN OF GOVERNMENT FURNISHED EQUIPMENT

All GFE will be returned to the designated GPOC or COR upon completion of this task.

9. SECURITY

9.1 Security Requirements: Contractor personnel performing work under this contract shall have, at a minimum, a secret security clearance at the start of the period of performance, and must maintain that level of security for the life of the contract. The security requirements are in accordance with the DD254 (Attached).

9.2 Access Key/Card Control: The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys included key cards. No keys issued to the Contractor by the Government shall be duplicated. The

Contractor shall develop procedures covering key control that shall be included in the QCP.

Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the Contracting Officer.

9.3 The Contractor shall prohibit the use of Government issued keys/key cards by any persons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the KO.

10. QUALIFICATIONS

10.1 Maintenance Technicians shall be responsible for performing repair and maintenance activities and using hand and power tools in a safe and effective manner. This person shall be able to understand and follow oral and written directions; work independently or in a team situation; communicate and effectively interact with MSC personnel and the general public sufficiently, to exchange or convey information and to give and receive work direction.

10.2 High school diploma or General Equivalency Diploma (GED) and three (3) years of assignment related maintenance experience; or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job as listed above.

10.3 Maintenance Technician shall be able to use varied hand and power tools, lift and move materials and equipment weighing up to 50 pounds and heavier weights with the use of proper equipment; vision and ability to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone and/or radio.

10.4 Maintenance Technicians shall possess a minimum technical competency level sufficient to perform diagnostic measures and provide repair recommendations on systems associated with their expertise.

10.5 Key Personnel

The Contractor shall provide key personnel for categories listed below. Minimum personnel qualifications for key personnel, along with desired Specific Areas of Expertise (SAEs), are specified below for the respective labor category.

10.5.1 Lead Maintenance Technician

The Lead Maintenance Technician shall be responsible for managing maintenance service and repairs in the areas of plumbing, carpentry, painting, plastering, and machinery and electrical services for MSC facilities, as well as maintaining accurate electronic records of daily work activities. This person must have knowledge of a variety of maintenance and mechanical tasks, including supervisory principles and practices, equipment and building maintenance practices, standard safety practices, and construction trade work such as carpentry, mechanical, electrical, plumbing, heating, ventilation and air conditioning. This person must have demonstrated excellent verbal and written communications skills, and must be capable of interacting effectively with

MSC, NAVFAC, and other industry personnel. The Lead Maintenance Technician shall leverage his/her expertise and bring to the attention of the GPOC or COR any practice or procedure executed by other Contractors, which in his/her professional opinion, is deemed not in accordance with industry’s best practices.

10.5.2 Qualifications

10.5.2.1 Associates degree or equivalent training and/or experience.

10.5.2.2 Eight (8) years of general building maintenance experience.

10.6 The Contractor shall assign to this Contract those persons whose resumes are submitted with its proposal and who have been identified in the Contractor's proposal as key personnel.

No substitutions shall be made except in accordance with this clause. The following positions/individuals are considered as “Key Personnel” and are required on site:

Office Position

MSC-Norfolk Lead Maintenance Technician (Key)

MSC-San Diego Lead Maintenance Technician (Key)

10.7 Guidance on Substitutions

The Contractor agrees that during the first ninety (90) days of the Contract performance period, no key personnel substitutions will be permitted unless such substitutions are necessitated by an individual’s illness, death, or termination of employment. In any of these events, the

Contractor shall promptly notify the Contracting Officer, and provide the information required below. After the initial ninety (90) day period, all substitution proposals must be submitted, in writing, at least ten (10) days in advance of the proposed substitution to the Contracting

Officer, and the information below must be provided. The Contractor shall not leave vacant a key position for more than 30 days.

10.8 Requests for Substitutions

All requests for substitutions must provide detailed explanations of the circumstances necessitating the proposed substitutions, a complete resume for the proposed substitute, and any other information requested by the Contracting Officer needed by him/her to approve or disapprove the proposed substitution. All proposed substitutes must have qualifications that are at least the equivalent of the qualifications of the person to be replaced. The Contracting

Officer, or his/her authorized representative, will evaluate such requests and promptly notify the Contractor of his/her approval or disapproval thereof.

10.8.1 Designation of Government Point of Contact (GPOC): The person named below is the GPOC for this Contract:

NAME: Director, Facilities Management Division

CODE: N42

ADDRESS: 471 C Street, Building SP-64

Norfolk, VA 23511

PHONE: (757) 443-5800

10.9 The GPOC is responsible for ensuring the maintenance technicians complete the duties listed above throughout the PWS. The GPOC shall provide general guidance and assistance to the maintenance technicians as necessary. The GPOC will not perform COR duties and like the COR, does not have the authority to make changes to the contract or make any commitments on behalf of the Contracting Officer.

10.10 The Contracting Officer’s Representative (COR) will be identified by a COR

Appointment Letter to the Contractor. This letter will be sent in a separate correspondence.

11. EMPLOYEE CONDUCT

11.1 Contractor employees must be clearly identifiable while on Government property by wearing appropriate badges and company logo shirts.

11.2 Contractor personnel and their subcontractors must identify themselves as Contractors or subcontractors during meetings, telephone conversations, in electronic messages, or correspondence related to this contract.

11.3 Contractor-occupied facilities (on Department of the Navy or other Government installations) such as offices, separate rooms, or cubicles must be clearly identified with

Contractor supplied signs, name plates or other identification, showing that these are work areas for Contractor or subcontractor personnel.

12. REMOVING EMPLOYEES FOR MISCONDUCT OR SECURITY REASONS

The Government may, at its sole discretion, direct the contractor to remove any contractor employee from U.S. Navy facilities for misconduct or security reasons. Removal does not relieve the contractor of the responsibility to continue providing the services required under any task order awarded under this task order. The COR will investigate and provide data to the

Contracting Officer who will provide the contractor with a written explanation to support any request to remove an employee.

13. NON- PERSONAL SERVICES

Non-personal services may be provided under this contract. Personnel rendering the services are not subject, either by the contract's terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the Government and its employees.

14. INHERENTLY GOVERNMENTAL FUNCTIONS

The Contractor shall not, under any circumstances, perform inherently governmental functions as defined in FAR 7.5 under this contract. Examples of inherently Governmental functions include making purchases on behalf of the Government (i.e., office supplies, equipment repair), approving or certifying employee travel, or training, initiating security clearance requests, personnel requests, or making budget decisions.

15. VISIT REQUEST

The Contractor shall provide a Visit Authorization Letter (VAL), listing all contract personnel located on installations and on-board ships that require or will have access to classified information. as well as other contractors that perform contractual services on the installation or on-board ships and require or have access to sensitive unclassified information, or those that require routine or frequent "entry" to the installation or on board ships in the performance of other types of contracts, services or maintenance. During the performance period of the contract, the Facility Security Officer (FSO), shall notify the MSC Industrial Security Officer within 7 working days of any changes to the listing of the contract personnel via the Joint

Personnel Adjudication System (JPAS) or via official letterhead signed by the FSO. The expiration date on the visit request shall not extend past the end of the contract.

15.1 The Contractor shall use the Joint Personnel Adjudication System (JPAS) if available, and it must be used to pass a visit request to MSC Security. The visit request cannot be hand-carried

15.1.1 The following information shall be entered

15.1.2 Military Sealift Command SMO code: 404426

15.1.3 POC: Enter Mary Bennett/Your company name

15.1.4 Phone number: Enter the contract number

15.1.5 Dates: List the current date as the first day of visit and list the contract expiration date as the last day of the visit

15.1.6 Include all employees working under the specified contract

15.2 If JPAS is not available, the request should be on official letterhead, signed by the FSO or designated FSO representative (unless sole proprietor), and sent by mail, fax scan-to-email with digital signature and send to the general MSC Security Department, MSC_NRFK_N0211@navy.mil and mark as Attention: Industrial Security

15.2.1 The following items must be included in memorandum format:

15.2.2 POC is Industrial Security Officer

15.2.3 Social Security Number of visitor

15.2.4 Name, place of birth, date of birth, and citizenship of visitor

15.2.5 Clearance level of visitor, including any restrictions or special access approvals

15.2.6 Purpose of visit

15.2.7 Period or duration of visit

15.2.8 Name and address of sender, including Commercial and Government Entity Code, phone number, and certification of the FCL level.

16. ACRONYMS

BATS Balboa Avenue Training Site San Diageo CA

COR Contracting Officer’s Representative

CNIC Commander Naval Installation Command

FSO Facility Security Officer

GED General Equivalency Diploma

GFE Government Furnished Equipment

GPOC Government Point of Contact

HVAC Heating, Ventilation, and Air Conditioning

JEBLC Joint Expeditionary Base Little Creek

JPAS Joint Personnel Adjudication System

MSC Military Sealift Command

NAVFAC Naval Facilities Engineering Command

POC Point of Contact

ODC Other Direct Cost

SAE Specific Areas of Expertise

GPOC Subject Matter Expert

VAL Visit Authorization Letter

17. Deliverables

Task

Reference Deliverables Due Date Media Type

Delivery

Point

3.1

Daily walkthroughs/assess GPOC and report.

Reported by building. To include observations, ad-hoc work performed/corrective actions taken, interactions with or comments from building occupants.

Daily by 0900 Microsoft Excel via email COR and SME

3.9

Daily record compiling all the work requests received via MSC portal and its status (i.e. assessed, completed, open/priority, or routed to NAVFAC w/

NAVFAC ticket number).

Daily prior to

1100 of the next duty day.

Microsoft Excel via email SME

3.2, 3.3, 3.4, 3.5, 3.6, 3.7, 3.9, 3.12, 3.13

Daily record compiling all work done by the contractor. Record shall be organized by building number, and include a description of work performed.

Daily prior to

1100 of the next duty day.

Microsoft Excel via email SME

3.1, 3.8 Operational function check/inspection. Annotate record/log on equipment. Provide Status Report.

Monthly, first

Wednesday Microsoft Excel via email SME

3.4

Monthly Preventative Maintenance Schedule for all

HVAC Systems, filter changes, and water treatment systems.

Monthly, first week day of the month.

Microsoft Excel via email SME

3.16

Ensure reports, records, checklists, operational logs and other administrative reporting tools are completely filled out.

Weekly, by

COB Thursday Microsoft Excel via email SME

3.12 Meeting minutes and a copy of meeting attendance

sheets with signatures.

As requested Check in Sheet SME

3.14 Daily work schedule with 24 hour look ahead. Daily by 0900 Microsoft Excel via email SME

3.10, 3.12,

3.15 Monthly Status Report.

Monthly by the end of the 2nd working day of the month

Microsoft Excel via email. COR and SME

3.11 The Contractor shall maintain an automated historical

file for all equipment repairs made.

Ongoing thru contract PDF format SME

3.17, 3.12

The Contractor shall provide a report for each building. This will contain data on each buildings system, mechanical, electrical, plumbing, and structural systems. The contractor shall provide in the report a compiled list of all work requests organized per building and by system.

Annually No

Later Than 30

June

Microsoft Excel via email. COR and SME