Pacific Maintenance_PWS_081026.pdf

PERFORMANCE WORK STATEMENT

Performance Work Statement (PWS) Building, Sports Field, and Playground Maintenance Services Pacific East

1. General Information and Scope of Work.

1.1. Agency. The Department of Defense Education Activity (DoDEA), as one of only two Federally operated school systems, is responsible for planning, directing, coordinating, and managing prekindergarten through 12th grade educational programs on behalf of the Department of Defense (DoD). DoDEA is globally positioned, operating 160 brick-and-mortar schools in eight districts located in seven states, 11 foreign countries, Guam, and Puerto Rico.

DoDEA employs over 8,000 educators who serve more than 72,000 children. DoDEA also has a fully accredited virtual high school located in Virginia with teaching hubs in Europe and the Pacific.

1.2. Introduction. The following maintenance services are required to maintain a safe, healthy, and sanitary school environment for faculty and students within the Department of Defense Education Activity (DoDEA) Pacific East District (Japan). The contractor shall provide all management, tools, equipment, labor, and transportation necessary to ensure that maintenance services are performed in accordance with the objectives and standards outlined within this PWS. Therefore, this requirement calls for the continuous efforts on the part of the contractor to ensure appropriate safety and functionality of facilities are maintained throughout the life of the contract.

1.3. Background. The Department of Defense Education Activity (DoDEA) Pacific East District (Japan) is composed of 20 schools, the District Superintendent’s Office (DSO) and the Student Transportation Office (STO).

However, this PWS covers only eight schools in the Kanto Plain and Tohoku regions. DoDEA instructional program provides a comprehensive prekindergarten through 12th grade curriculum that is dedicated to attaining the highest student achievement for children of active- duty military and eligible civilian employees.

1.4. Scope of Work. The contractor will be required to provide and manage a full-service Facility Maintenance, Heating, Ventilation, Air Conditioning and Refrigeration (HVACR) Maintenance, and Sports Fields and Playgrounds Maintenance program for the Pacific East District, located in Japan. The major elements of the services required include:

a. Facility Maintenance

b. Heating, Ventilation, Air Conditioning and Refrigeration (HVACR) Maintenance

c. Sports Fields and Playgrounds Maintenance

d. Non-Routine Work Request.

2. Requirements & Objectives. The contractor is expected to develop the total solution for meeting all of the following requirements and objectives in accordance with a performance-based approach. The government reserves the right to incorporate the winning offeror’s proposed technical response into the contract.

2.1. Facility Maintenance (Objective 1)

The objective is to develop, maintain, sustain and perform a comprehensive facility maintenance program for items listed in Attachments 1, 2 and 3 of the PWS in order to preserve the quality of facility equipment, real property installed, components and systems to manufacturer standards through functional checks, servicing, repairing, and/or replacing.

2.1.1. Frequency. Frequency of the overall Facility Maintenance objective will be established by the Preventive Maintenance Plan. The Preventive Maintenance Plan shall establish the Contractor’s course of action for effectively and efficiently meeting manufacture recommendations and standards, to include frequencies for proactively performing maintenance, repairs, and replacements in order to prevent failures.

2.1.2. Performance Standard. Performance standard for services rendered under the Facility Maintenance objective is based on adhering to the established performance frequencies. Deviation from adhering to the established performance frequencies shall result in no more than five verified complaints per month. The tasks listed below are provided to help the contractor in gaining a better understanding of the requirements in order to successfully meet the objective. The tasks are not all inclusive as the contractor is expected to develop the total solution for meeting all the requirements of the objective in accordance with a performance-based approach.

2.1.3. Routine Facility Maintenance. The objective is to provide routine, recurring facility maintenance services regarding electrical, mechanical, civil and structural disciplines in accordance with equipment and systems manufacturer recommendation via vigilant routine inspections.

The objective includes performing minor work and repairs, defined as work that the Contractor will expend $2,500.00 or less in material costs and includes inspection, periodic and preventive maintenance, operation of utilities and minor repairs incidental to schedule. Excludes damages and/or malfunctions caused by vandalism and natural disasters. Any repairs exceeding $2,500.00 in material cost shall be identified as a non-routine work request, subject to COR’s review and approval.

2.1.4. Exterior Facility Management. The objective is to maintain exterior equipment, systems and property listed in Attachments 1, 2 and 3 of the PWS by conducting monthly unless the Preventive Maintenance Plan, manufacturer’s recommendations or industry standards dictate a more frequent interval between inspections, at which time the more frequent interval shall be followed.

Below are examples of, but not limited to, the types of exterior facility, equipment and systems that require routine inspections and corrective action.

a. Sanitary Sewer Systems

b. Water Distribution Systems, and record meter levels if available

c. Electrical Distribution Systems, and record meter levels if available

d. Exterior lights

e. Radon Mitigation Systems, inspect for damage and functionality, and record meter levels if available

f. Liquid Propane Gas (LPG) Systems, and record meter levels if available

g. Storm drains, gutters, catch basins, traps and grates

h. Chiller yards, LPG storage, transformer yards and atriums free of debris, weeds and are esthetically pleasing

i. Facility walls, covered walkways and staircases

j. Painted surfaces (Removal of mold, mildew, and stains.

k. Windows, window frames, light/storm shelves, screens and caulking

l. Public Announcement (PA) system, speakers, bells, clocks, marquees, a n d scoreboards.

m. Playground equipment (limited to elementary and primary schools), play courts and general play (DoDEA standards)

n. Asphalt, concrete and play surfaces free from mold, stains, debris, holes, uneven or other conditions that pose a hazard to personal safety or property. (Pressure washing)

o. Parking, bus loading and safety area markings and signage to ensure they are properly marked and visible for their intended purpose.(painting)

p. Fences, gates and entrances

q. Picnic tables, benches, grandstands and other outdoor fixed furniture

r. Restrooms, water fountains and irrigation systems

2.1.5. Interior Facility Maintenance. The objective is to maintain interior equipment, systems and property listed in Attachments 1 and 2 of the PWS by conducting monthly inspections unless the Preventive Maintenance Plan, manufacturer’s recommendations or industry standards dictate a more frequent interval between inspections, at which time the more frequent interval shall be followed. At the request of the COR, an inspection or repair of specific equipment or system may be required.

Below are examples of, but not limited to, the types of interior facility, equipment and systems that require routine inspections, mounting or corrective action.

a. Windows, blinds, drapery, panels and hardware for missing components and proper operation

b. Doors, locks and hardware, including standard key and CorKey systems

c. Entrances, lighting, air curtains and weather stripping

d. Wall surfaces, partitions or built-in room dividers are operational and free of damage, deterioration and required painting

e. Fire extinguishers and Fire Suppression Systems, inspect for damage and functionality, and record meter levels and expiration dates if available

f. Ceilings, lighting, tiles, concrete and other surfaces are missing, damaged or stained and free from hazardous and unsightly conditions

g. Staircases, hand-railing, safety strips and fixtures are secure and free from hazardous conditions

h. Display cases, signage, white/cork/chalk boards

i. Smart boards, Video Teleconference, countertops, shelves

j. Sinks, water fountains, motion sensor plumbing fixtures, drains, traps and grates

k. Floors, ceramic, cover base, tile, vinyl, wood, concrete and other are missing, damaged, stained, secure and present a flat uniform surface free from hazardous and unsightly conditions

l. Lockers, cabinets, counters and architectural woodwork for damage, deterioration and functionality

m. Basketball backboards, goals, bleachers, supporting posts, nets and other athletic mechanisms within the gym are mounted, operational and free of damage and deterioration that would cause a hazardous condition

n. Bathroom toilets, urinals, motion sensor plumbing fixtures, mirrors, stalls and other fixtures are operational and free from damage, deterioration and required painting

o. Miscellaneous facility maintenance equipment maintained by the schools and facilities, power washers, dollies, forklifts, hydraulic lifts, pallet jacks, carpet cleaner, carpet driers, wet vacuum, and genie lift.

p. Identification and assessment of mold and corrective action as required

2.1.6. Emergency Facility Maintenance. The Contractor shall respond to any emergency requests for facility maintenance within two (2) hours and sufficiently resolve the emergency situation within one calendar day of notification. Upon stabilizing the emergency, any additional required maintenance required on Pacific East District (Japan) facilities will be further categorized as either Routine Maintenance or Non-Routine Work Request.

2.2. Heating, Ventilation, Air Conditioning and Refrigeration (HVACR) Maintenance (Objective 2) The objective is to develop, maintain, sustain and perform a comprehensive HVACR maintenance program for all HVACR equipment identified in Attachments 1 and 2 of the PWS in order to preserve the quality of HVACR equipment, components and systems to manufacturer standards through functional checks, servicing, repairing, and/or replacing.

2.2.1. Frequency. Frequency of the overall Heating, Ventilation, Air Conditioning and Refrigeration (HVACR) Maintenance objective will be established by the Preventive Maintenance Plan. The Preventive Maintenance Plan shall establish the Contractor’s course of action for effectively and efficiently meeting manufacture recommendations and standards, to include frequencies for proactively performing maintenance, repairs, and replacements in order to prevent failures.

2.2.2. Performance Standard. Performance standard for services rendered under the Facility Maintenance objective is based on adhering to the established performance frequencies. Deviation from adhering to the established performance frequencies shall result in no more than five verified complaints per month. The tasks listed below are provided to help the contractor in gaining a better understanding of the requirements in order to successfully meet the objective. The tasks are not all inclusive as the contractor is expected to develop the total solution for meeting all the requirements of the objective in accordance with a performance-based approach.

2.2.3. Routine HVACR Maintenance. The objective is to provide routine, recurring preventive maintenance services for all HVACR systems regarding electrical, mechanical, civil and structural disciplines in accordance with equipment, systems manufacturer recommendation and the Preventive Maintenance Plan. The objective includes performing minor work and repairs, defined as work that the Contractor will expend $2,500.00 or less in material costs and includes inspection, periodic and preventive maintenance, operation of utilities and minor repairs incidental to schedule. Excludes damages and/or malfunctions caused by vandalism and natural disasters. Any repairs exceeding$2,500.00 in material cost shall be identified as a non-routine work request, subject to COR’s review and approval.

2.2.3.1. General Requirements of Routine HVACR Maintenance.

Regular Adjustments: Regular adjustments are required for efficient, economical and safe performance of equipment will be made at the time of each scheduled preventive maintenance and service visit.

Lubrication: Verify the manufacturer’s lubrication instructions to e ensure each piece of equipment has the proper amount of oil and add or remove as required. Lubricate if a grease dispenser or oil cup is less than half full of manufactures recommendations; change oil when it becomes dirty and clean all clogged oil lines.

Compressor oil will be changed every time housing is “broken” for any reason. The contractor shall clean, check and repack all bearings in accordance with the manufacturer’s instructions.

Periodic Cleaning and Sanitation: Cleaning of work areas and mechanical equipment rooms, systems, drains, drain piping, blow downs, traps, strainers, and pans, condenser coils, oil filters, applicable air filters, air vents, grills, diffusers, screens, ducts, dampers, registers, ERV’s, cooling and/or heating coils, blower shields and fans, electric contacts, switch boxes, motors, gauges, pressure and electric sensors, thermostatic devices, actuators, louvers, safety controls, and any other applicable equipment will be accomplished as a part of the regular scheduled preventive maintenance visit, or more frequently, if required, to maintain clean, sanitary and operating conditions.

Replacement and Cleaning of Air Filters: The servicing of air filters, a minimum of once a month, will include: check for dirt, grease and other deposits and for missing or improperly fitted filters, replace dirty throw-away type filters and those having improper fit, wash permanent type filters in soap solution or solvent, rinse with water and restore viscous coating in accordance with the manufacturer’s instructions. Permanent washable filters will be replaced, by the contractor at no additional cost to the Government, when cleaning is no longer an effective solution to airflow problems. Blowers will not be in operation when cleaning or changing filters.

Rust and Corrosion: Remove all rust from all metal surfaces of all air conditioning units, ERV’s, roof and wall support stands, air handlers, ventilators, exposed duct, condensation pans, pump casings, water tanks, exposed piping, boilers and electric water heaters. Replace metal sections having advanced corrosion. Apply one (1) coat of rust inhibiting primer followed by two (2) finish coats matching the existing paint color and type. These procedures will be performed any time during the year when the contractor, and COR notes rust and corrosion.

Coils: Check for obstructions to airflow through all coils. Check for dust, dirt, foreign material accumulation, unusual noises, vibrations, and loose, missing or damaged parts. On direct expansion systems, check for frosting or icing of coils; proper operation of expansion valves, capillary tubes, and proper spacing of spider distributors; proper operation of automatic temperature controls and check superheat across evaporator coils. Check all coils for leaks.

On water cooling/heating coils, correct any deficiencies not allowing for proper operation. Check damaged bent or corroded coil fins on all coils. Clean, adjust, service, repair or replace items found to be deficient.

Condensation Drains, Pans, Piping and Traps: Check all condensation drain pans for algae growth, sedimentation, damaged coatings, damaged insulation, rust, corrosion and leaks. Check condensation drainpipes and traps to insure they are open and water flow is not restricted. Clean, adjust, service, repair and/or replace items found to be deficient.

Piping-Water, Oil, Refrigerant and Air: Check for leaks, rust, corrosion, deformation and material defects of all applicable piping and tubing. Check for vibrations, looseness and rubbing against objects that can cause damage to the equipment; proper support for the piping and tubing; and vibration absorbers, expansion joints and rupture discs.

Piping, tubing and fittings being replaced will be compatible with existing materials. Clean, adjust, service, repair and/or replace all items found to be deficient.

Wiring and Electrical Control Circuits: Check for loose, charred, broken, or damaged wiring and insulation; short circuits, lose or weak contact springs; worn or pitted contacts; proper sizing of fuses; defective operation of parts and components; and any other deficiencies. All wire splice connections will be properly insulated. All electrical wiring, splice connections, circuits, boards, and like components will be properly insulated and in accordance with the National Electrical Code (NEC) for the particular application in which used. Clean, adjust, service repair, and/or replace items found to be deficient.

Insulation: Check for wet, damaged missing and deteriorated insulation and vapor barriers; broken tie wires, lose or missing bindings and torn canvas jackets, etc. The insulation on all applicable system components shall be repaired or replaced as needed, with insulation materials having a vapor barrier and insulation value equal to or better than the original or existing materials. Insulated surfaces having moisture condensing on the surfaces shall be considered damaged and shall be replaced. Clean, adjust, service repair, and/or replace items found to be deficient.

Exhaust Air and Ventilation Systems: Check for dust, dirt, grease and oil accumulations; air flow and weather/elements integrity; suction pressures at air intake; operation of dampers, baffles, solenoids, protective guards, insect and bird screens; and caulking around flashing, ducts, collectors, smoke pipes, cowlings, hoods, caps and covers.

Clean or replace filters as applicable. Check for clogging, broken or separated joints and seams in ducts, stacks, couplings, sheaves, belts, fan blades, blowers, etc. Check thermal insulation, protective coverings, vapor, barriers and loose or missing fasteners and hardware. Check for material defects and improper operation of moveable parts and components in relation to the controlling device. Check for loose, missing or poor fitting flashing, fire and safety hazards, warnings, alarms, etc. Clean, adjust, service repair, and/or replace items found to be deficient.

Valves: Check all associated valves for operation, leakage, linkages travel, range limitations, rust, dust, dirt, corrosion, scale, seizing, bending, mounting, clogging, broken, damaged or missing parts and material defects. Check source of valve operation (e.g., power pneumatic, electrical, mechanical, pneumatic/electric, etc.) for required pressures, electrical power voltages, etc. Clean, adjust, service repair, and/or replace any parts, materials, components or combinations thereof found to be deficient as a result of these inspections, and restore valve to a standard operating condition.

Cabinets, Cases, Doors, Panels, Gaskets, Latches, Handles and Hardware: Check for cracks, scrapes, gouges, separations, missing, broken or damaged parts and components, bad insulation, bad gaskets, leaks, fitting of doors, etc. Clean, adjust, service repair, and/or replace items found to be deficient.

Motors, Drives, Sheaves, Shafts, Couplings, Blowers, Fans, Hubs, Belts, Bearings, Gearboxes, Frequency Drives and Guards: Check for accumulations of dust, dirt, grease, and oil. Clean, adjust, service, repair and/or replace items as necessary to correct deficiencies such as: worn, loose, missing, or damaged parts, guards, connections and connectors, bent blades, worn, loose, broken or missing belts, unbalanced moving parts, shafts, bad bearings, ineffective isolators, vibration absorbers, etc. Check full load and run load amps of each electric motor, other than fractional H.P. motors and compare with manufacturer’s data plate ratings. Check condition of motor windings rotors, and bushings.

Thermostats, Thermometer, Pressure gauge, Sub-bases, Guards, covers, Ambient stats, Sub and Master Controllers, Sensors, Timers, Transmitters, Temperature and Pressure Controls, DDC software, etc. Check for improper settings, defective operation, calibration and cleanliness, proper input and output voltages, pneumatic air operating pressures.

Check for deficiencies in wiring, tubing, piping, switches, relays, coils, solenoids, transformers, controls, sensors, thermostats and protective covers and guards, ambient stats, aqua stats, pressure switches, reversing relays, timing devices, master and sub-master controllers.

Outdoor authority override controllers, night set back settings, trending devices, etc. Clean, adjust, service repair, and/or replace items found to be deficient.

Air Handling Units (AHU), Ducts, Plenums, Stacks, Grilles, Register, Diffusers, Screens, Dampers, Vanes Mixing Boxes, VAV Boxes and Balancing of Systems: Check plenum chambers, supply and return air ducts, branch ducts, mixing boxes, VAV boxes, dampers, registers, grills, diffusers, louvers and insect/bird screens. Check for dirt, dust and trash, air leaks, broken, ripped or torn insulation and disconnected ducts, lose or broken connections, brackets, hangers, supports and other parts, excessive vibrations or other movements, defects in metal, fiber, glass, and other materials, proper operation of movable parts such as dampers, louvers, and vanes in relation to the controlling device, and inadequate air flow and/or distribution in main and branch duct circuits. Check air handler unit systems for proper operation and correct CFM air flow. Balance air distribution systems to meet designed airflow to all areas being serviced by the systems. Check temperature and static pressures. Check turning vanes, fire dampers, access openings, doors, panels, outside air make-up systems and ducts. Clean by sweeping, brushing, dusting, vacuuming, washing, hosing with water, detergents, solvents, chemicals, air pressure, stem or other methods as are applicable to the nature of the items being cleaned and as may be required to obtain the desired results. Clean, adjust, service, repair and/or replace all items found to be deficient.

Structures, Casings, Hangers, Supports, Beams, Platforms, Slabs, Pads, Vibration Absorbers and Sound Isolators:

Check mounting bolts; loose, broken or missing parts, connection and hardware; improper leveling of equipment; and defective sound cushion isolators and vibration absorbers. Check for dirt, dust, trash and other debris accumulated on or around the equipment. Check the security of all mounting and attaching points. Check for vibration and other unusual movements. Clean, adjust, service, repair and/or replace all items found to be deficient.

Compressors: Check for dust, dirt, oil and grease deposits and accumulation, leakage of refrigerant and oil, cracked/clear sight glasses and gauges, dampers fittings, piping, valves, etc. Check for loose connection, excessive or unusual noise and vibration, proper suction and discharge temperatures and pressures and indication of excessive heat. Check oil levels and unloaders for proper operation and change out dirty/ contaminated oil and filters.

Check compressor full load and run load amps, compare against manufacturer’s data plate rating and record the findings. Check all electrical wiring and related components. Record the suction and discharge pressures and type and amount of refrigerant and oil/or oil added to the system on the log sheet (as applicable) for air conditioning and compressed air compressors. Meg the motor windings on all compressor motors 15 H.P. and larger once each year and record the readings. Clean, adjust, service, repair and/or replace all items found to be deficient.

Air Cooled Condensers: Check for dust, dirt, foreign materials, oil and grease accumulation, leaks, excessive or unusual noise and vibration and loose, missing or damaged parts. Check motors, sheaves, belts bearings, shafts, supports, brackets, hardware, etc. Check operation and calibration of fan cycling controls, low ambient switch controls and dampers, head pressure control louvers, actuators and regulators, as applicable. Check for proper airflow through the condenser coil; and bent damaged or corroded coil fins and fan blades. Remove all weeds, bushes and other obstructions within three (3) feet of air-cooled condensers. Clean, adjust, service, repair and/or replace all items found to be deficient. Wash coil fins with water under pressure at least monthly or more often as needed. Check belt condition and tension.

Cooling Towers: Check and clean general condition of the unit & check for unusual noise or vibration. Inspect cold water basin, Flush water distribution system/inspect spray nozzles, Drain basin & piping, Inspect air inlet louvers/combined inlet shields, Check & adjust water level in basins, Check operation of make-up valve, Check & adjust bleed rate, Lubricate fan shaft bearings, Lubricate motor base adjusting screw, Check & lubricate optional gear drive, Check drive alignment, Check motor voltage & current, Clean fan motor exterior, Check fan motor for proper rotation, Inspect fan blades for cracks and clean as needed, Remove and clean strainer in sump, Change gear reducer lubricant with factory-recommended oil, Clean gear reducer sight glass and check shaft thrust and play, Power wash tower hot deck and cold deck, Power wash tower fill and use scale remover as needed, Check bottom of hot and cold decks for corrosion and rust, Check the condition of the fan motor through temperature or vibration analysis and compare to baseline values, Perform meg-ohm test motor windings, Change oil in gear box if applicable, Inspect vibration safety device.

Pump Units: Check for dust, dirt, and other foreign deposits; leaks, excessive or unusual noise and vibrations, and loose, broken or missing parts and connections. Check for correct rotation and prime. Check seals, gaskets, packing, bearings mounting base and hardware, couplings, guards, and inlet and discharge pressures and overall operations.

Clean, adjust, service, repair and/or replace all items found to be deficient.

Temperature and Humidity Controls, Tending equipment: Check all control, once a month, for improper settings, loose connections, worn, dirty, pitted or misaligned contacts and any other defective parts by observing the operation through a complete cycle. Inaccuracy of thermostats may be found by comparing them with a mercury thermometer (dry-bulb type) and inaccuracy of humidistat are found by comparing them with a sling psychrometer or psychometric chart. For problem areas identified by the QCI, the use of trending sensors will be installed and monitored to help identify the trouble. Settings will be adjusted, connections tightened, contacts cleaned, alignment adjusted, and other connections made to insure proper functioning of the system.

Replacement of Burned-Out Compressors: When compressors are replaced due to burned-out conditions, the internal refrigeration system will be thoroughly cleaned in accordance with approved and acceptable industry standards for burn-out. Additional precautions and practices will be exercised to further control refrigerant system contamination and prevent damages to replacement compressors and components. Cleanup methods will include, but are not limited to, the use of clean-up kits, suction and discharge line filters/dryers, moisture indicating sight glasses, acid testing kits, changing or adding of oil filters and system flushing, changing the oil, deep vacuuming of refrigerant system, leak checking, and any other tasks associated with the task.

Dehumidifiers: Check all electrical heating elements for burned, pitted or dirty contacts in the circuits; lubricate fan bearings, valves and linkages. Clean or change filters as needed, check for leaks and repair/replace as needed.

Check desiccant levels at least yearly and replenish as necessary. Check reactivation and absorption airflow for proper operation and clean and paint as necessary.

Electric Hot Water Heaters: Check all electrical heating elements for burned, pitted or dirty contacts in the circuits paint as needed. Clean, adjust, service, repair and/or replace all items found to be deficient.

HVACR Water Treatment: The Contractor is to implement an approved testing and treatment program for HVACR Water Systems. This includes recordkeeping and report generation in the work order system (WOS). Scheduling of site visits to perform this testing and treatment, and the establishment of standards for recordkeeping and report generation, shall be approved in advance through the WOS. The Contractor shall provide additional support services for flushing, cleaning, and internal and external inspections of HVACR Water Systems at these sites as authorized by the Quality Control Plan (QCP). Removal of corrosion coupons (anodes and/or cathodes), testing, and installation of replacement coupons shall be performed by the Contractor as directed by the QCP. Regular meetings between the Contractor and the QCP, recordkeeping, and report generation/submittal are a normal part of the service herein described and will not be considered a separate billable item.

Refrigerant Recovery. The Contractor shall submit a preapproved refrigerant evacuation and storage plan to the COR by the contract start date. The refrigerant Recovery plan shall meet all environmental protection agencies Chlorofluorocarbon/Hydrochlorofluorocarbon (CFC/HCFC) Refrigerant Processing requirements. The Contractor shall keep on file all employee’s universal CFC/HCFC refrigerant processing certificate. CFC/HCFC Refrigerant Processing Regulations: https://www.epa.gov/section608/section-608-technician-certification-test-topics

a. The following substances have been identified as ozone depleting substances: CFC-11, CFC-12, CFC- 113, CFC-114, CFC-115, Halon-1211, Halon-1301, Halon-2402, Carbon Tetrachloride, Methyl Chloroform, HCFC-22 and HCFC123.

b. The Contractor shall identify all equipment using any of the substances identified in paragraph

3.1.2 and mark that equipment with a permanent type tag, prominently displayed, identifying the type of substance and notice of the proper procedures for working with the identified substance.

c. The Contractor shall not allow any of the identified substances to escape into the atmosphere during any phase of maintaining, repairing, servicing, or disposing of air conditioning equipment. The Contractor shall recover/recycle all identified substances for reuse in existing equipment. All recovery equipment will be approved by the QCP prior to beginning work. The Contractor shall provide training to all individuals who deal with or service the equipment at these installations. Proof of training shall be made available to the QCP or his designated representative.

2.2.4. Emergency HVACR Maintenance. The Contractor shall respond to any emergency requests for HVACR systems within two (2) hours, twenty-four hours a day, seven days a week (24/7), and sufficiently resolve the emergency situation within one calendar day of notification. Upon stabilizing the emergency, any additional required maintenance required on HVACR systems will be further categorized as either Routine Maintenance or Non- Routine Work Requests.

Objective 2.3. Sports Fields and Playgrounds Maintenance (Objective 3)

The objective is to develop, maintain, sustain and perform a comprehensive sports field, and playground maintenance program for all areas identified in Attachment 3 in order to preserve the quality of the equipment and components to manufacturer standards through functional checks, servicing, repairing, and/or replacing.

Frequency. Frequency of the overall Maintenance objective will be established by the Preventive Maintenance Plan. The Preventive Maintenance Plan shall establish the Contractor’s course of action for effectively and efficiently meeting manufacture recommendations and standards, to include frequencies for proactively performing maintenance, repairs, and replacements in order to prevent failures.

2.3.1. Performance Standard. Performance standard for services rendered under the Maintenance objective is based on adhering to the established performance frequencies. Deviation from adhering to the established performance frequencies shall result in no more than five verified complaints per month.

The tasks listed below are provided to help the contractor in gaining a better understanding of the requirements in order to successfully meet the objective. The tasks are not all inclusive as the contractor is expected to develop the total solution for meeting all the requirements of the objective in accordance with a performance-based approach.

2.3.2. Routine Sports Fields Maintenance. The objective is to inspect all sports fields monthly including, but not limited to football /soccer fields baseball diamonds, running tracks, and sand pits, recreational areas and other areas that may have athletic activities. The objective includes maintenance of these Sports Fields in order to provide a safe area to conduct athletic activities.

Tasks associated with this objective are as follows but not limited to; Sports fields are clear of debris and holes, swept, raked, and watered as necessary to sustain and promote appropriate functionality.

The objective includes performing minor work and repairs, defined as work that the Contractor will expend $2,500.00 or less in material costs and includes inspection, periodic and preventive maintenance, operation of utilities and minor repairs incidental to schedule. Excludes damages and/or malfunctions caused by vandalism and natural disasters. Any repairs exceeding $2,500.00 in material cost shall be identified as a non-routine work request, subject to COR’s review and approval.

The Contractor shall identify, record, and take the necessary corrective action to ensure equipment and systems meet all current facility and life safety codes and record it in the Work Management System. Notify the school administration and COR of any temporary disruptions that could impact sporting activities or the educational mission and obtain written permission from the COR for any scheduled interruption.

2.3.3. Natural Grass Sports Fields Maintenance. Natural Grass Sports Fields shall be properly maintained in accordance with (IAW) manufacturer specifications, acceptable local codes, regulations and best practices, which include: Fertilization, Weed Control, over seeding, Deep Tine Aeration, Rolling, Scarifying and Sand Spreading.

The COR will provide the Contractor with an annual DoDEA sport schedule and written notification 48 hours prior to required lining or athletic field mowing requirement.

a. Maintain the grass height between 4 and 8 cm. Verticut, aeration, and watering shall be performed as necessary to maintain a healthy, green, and uniform appearance. After mowing, the height of grass shall be 4 to 5 cm. Grass clippings from the athletic fields shall not accumulate in the surface of the grass at the cut level.

b. Remove clippings and other material from adjacent surfaces following mowing and dispose of them.

Clippings on the grassed areas shall not accumulate on the surface of the grass or in windrows, bunches, or piles. Excess clippings shall be removed or mulched. Grass clippings from the first and the last grass cut of the season shall be removed from both improved and unimproved areas. During intermediate cuts, only clippings for improved grounds shall be removed. Clippings shall be disposed of in accordance with host nation requirements.

2.3.4. Turf Field Maintenance. Turf Fields shall be vacuumed, swept, cleared of debris, weeds, treated for static electricity, and properly maintained IAW manufacturer specification to extend the life of the field and applicable warranties.

2.3.5. Sports Season Maintenance. Before the beginning of each sport season (football, soccer, softball, track and field) sport fields shall be prepared for the appropriate sport, which may include lining, fresh sand for pits and dirt for pitching mounds. The COR must provide the Contractor with an annual DoDEA sport schedule and written notification 48 hours prior to required lining or athletic field mowing requirement.

2.3.6. Sports Field Events. As required, according to DoDEA Pacific or Pacific East District (Japan) athletic schedule, sports field/courts shall be prepared in accordance with the appropriate activity. Such activities may include, but are not limited to, field lining, relocation of bleachers, field inspections, grooming, dragging/leveling of infield materials and surface maintenance. The COR must provide written notification 48 hours prior to the scheduled event.

2.3.7. Annual Inspections and Repairs. An annual inspection report shall be submitted to COR not later than September 1st of each contract year. As a part of this inspection, the Contractor shall inspect and make minor repairs in accordance with this PWS. Items may include:

a. Repair dugouts

b. Repair outdoor bleachers, benches and grandstands

c. Repair athletic field fence lines

d. Repair basketball poles, hoops, nets and backboards

e. Repair scoreboards, press box and public announcement (PA) systems

f. Repair sports field/courts nets, net posts, lines, fencing, goals and surrounding structures

g. Clean and repair running tracks with rubberized surfaces

h. Repair climbing walls

2.3.8. Playgrounds and Playground Equipment: The objective is to inspect, maintain and repair playground equipment. Tasks associated with this objective are as follows but not limited to: perform monthly visual inspections and repair playground equipment according to Certified Playground Safety Institute or U.S. Consumer Product Safety Commission guidance, https://www.cpsc.gov/s3fs-public/325.pdf. Maintain the playground systems/apparatus to optimize the life, maintain operability and safety of the system/apparatus for the students. Repairs to playground equipment must meet manufactures recommendations. If there are no recommended OEM PM specifications for some or all of the equipment, the contractor shall provide a PM schedule that will be mutually agreed upon by the contractor and the COR. Maintain documentation of all inspections, maintenance, and repair of equipment for a period not less than five years.

Objective 2.4. Non-Routine Work Request (Objective 4)

Non-Routine Work Requests for HVACR Systems, Facilities, Sports Fields and Playgrounds. The Contractor shall provide non-routine repairs for DoDEA facilities listed in Attachments 1, 2 and 3 of the PWS involving electrical, mechanical, civil and structural disciplines as required and approved by the COR and Contracting Officer. Non-routine work requests are defined as work that exceeds the negotiated fixed price for recurring/routine services in material costs for repairs. In order for the contractor to perform non-routine work requests, the contractor shall submit a quote to the COR, the Contracting Officer or COR will determine if the price is fair and reasonable and will authorize work by issuing a task order or notice to proceed for the work and/or repair parts. The Government retains the right to seek solutions from other sources for fair market value. Non-routine work requests typically require more in-depth technical knowledge to correct, install, repair, or replace equipment, systems or property. The Contractor shall provide project details and the necessary labor and equipment cost estimates to complete the project. Only new standard parts of equal quality shall be used for repairs. Parts, which have been replaced, will become the property of the Government. The Contractor shall provide a disposal report of all replaced defective parts to the COR for review and approval. Replaced parts and property that are identified as a government returned asset should be provided to the COR within one week of the completed repairs unless otherwise directed for disposal.

2.4.1. Drawings Plans and/or Specifications. In the event the nature of the work to be performed and the complexity of drawings, plans and/or specifications needed for the non-routine work requests require preparation of formal plans and/or specifications, the Contractor shall include an estimate for such work in its proposal for non-routine repair Work Order approval, and subsequently prepare the drawings, plans and/or specifications as required.

2.4.2. Material Submittals. Material submittals, if required, shall be submitted IAW the proposal and/or the resulting Task Order issued.

2.4.3. Final Inspection. All work performed shall comply with applicable Federal and local facility codes, as well as the requirements specified in the non-routine repairs Work Order. The Contractor shall conduct a final inspection of approved non-routine work requests with the COR, ACOR or any other customer representatives deemed appropriate by the Government.

2.4.4. Non-Routine Work Request for Kitchen Appliances. On as-needed basis, as required by the COR and Contracting Officer, the Contractor will install, un-install, move, remove, maintain and/or repair kitchen appliances listed in Attachments 1 and 2 of the PWS (see description below). The contractor shall provide specification sheets for all proposed new equipment to the COR prior to approval. In order to preserve appliances in a safe and serviceable condition to render proper functioning of all components. Work shall be accomplished in accordance with best commercial practices and manufacturer’s specifications.

a. Mobile Heating Cabinets

b. Ice Machines

c. Milk Cooler

d. Oven Convection Dual

e. Oven Convection Combo

f. Oven Stove Top

g. Refrigerator Reach-In

h. Steamer

i. Waste Disposal System

j. Mobile Cold Pan Counter

k. Mobile Frost Top Counter

l. Steam Kettle

m. Oven Convection Top

n. Oven Convection Bottom

o. Oven Combination Top

p. Oven Combination Bottom

q. Freezer Reach-In

r. Can Opener Electric

s. Buffalo Chopper

t. Open Base Utility Counter

u. Microwave Ovens

v. Table Counter-Chiller

w. Tabletop Refrigerator

x. Display Case Pass-Thru-Cold

y. Kettle Electric

z. Food Processor

aa. Food Mixer

bb. Flat Top Counter Cold Food cc. Cold Food Counter

dd. Countertop Cold Food Display ee. Beverage Counter

ff. Serving Heat Element

gg. Tray Dispenser

hh. Serving Carts

ii. Cashier Counter

jj. Customer Counter

kk. Walk-In Freezer and Refrigerator

ll. Insulated Hot and Cold Cabinets

mm. Beverage /Ice Cream Cooler

nn. Electric Range

oo. Range Hood

pp. Commercial Dishwasher and Soap/Rinse Agent Dispenser

qq. Hot Water Booster

rr. Dough Kneading Machine

ss. Braising Pan

tt. Commercial Food Processor

uu. Cold Food Well Serve Line

vv. Hot Food Well Serve Line

ww. Countertop Refrigerated Merchandiser

xx. Double Convection Oven Gas

2.5. General Contract Requirements.

2.5.1. Contract Management Plan. The contractor must provide management and staffing that will ensure continuity of services and establishes communication and partnering approaches between the contractor and government representatives. Therefore, the contractor must have an established management and staffing plan that covers the performance of this contract with respect to partnering, management, staffing, and recruitment and subcontractor support services. The plan, at a minimum, needs to address the following-criteria:

a. The Contractor’s approach for addressing Communication and Relationship Management.

b. DoDEA utilizes a commercial off- the-shelf (COTS) program – Workload Management System called School Dude to track work orders, manage customer requests, and improve workflow. Offerors will be required to utilize this work order system to respond and manage work order requests. Access will be provided through DoDEA Contracting Officer Representatives (CORs).

c. A process for managing School Dude. Contractor will ensure they have capabilities for reliable Internet connectivity between contractor employees and Government representatives to ensure maximum use of School Dude. Access to School Dude and School Dude on-line training (approximately 2 hours) shall be provided at no cost to the Contractor.

d. A process for managing the recruitment hiring, retention, substitution and replacement of qualified personnel, and how proposed staffing levels will be maintained throughout the life of the contract.

e. Identification of key personnel and provide a detailed approach to coordination and interface with the Government, internal company hierarchy and supervision, and operational control and oversight of personnel including subcontractors, if applicable.

f. How an initiative of this magnitude and complexity will be managed and administered from the top down, what processes will be in place to ensure effective and unabated communications between all stakeholders, and what procedural standardization is in effect to ensure timely resolution of problematic areas.

g. Procedures for obtaining clearances for installation access; an approach for a viable reach-back capability for surge contingency; limitation of manpower turnover rate; work scheduling and status reporting procedures; and processes or control measures to ensure effective status reporting and overall continuity of services.

h. A management approach to transitions as turnover occurs to ensure there is a timely and transparent transfer of knowledge between Contractor and Government personnel; resolving issues and conflict at the lowest possible levels in a timely manner without impact to school operations; what internal and external communication processes are in place with respect to all aspects of contract performance; what oversight will be in place to ensure contract personnel comply with standard operating procedures while simultaneously maintaining a high degree of professionalism; what the procedures are for placing, overseeing, and maintaining quality subcontractor personnel; and the methods of mitigating and monitoring risk of performance to meet or exceed all requirements in the PWS.

i. A process detailing how the Contractor will respond to service calls in a timely manner.

j. A plan detailing how the Contractor will use technology or other approved methods to communicate with DoDEA to receive and respond to service calls, emergencies, etc.

k. Contingency Plan for separation of employees and employee absences IAW 2.5.1.d.

2.5.2. Preventive Maintenance Plan. Preventive Maintenance Plan shall establish the Contractor’s course of action for effectively and efficiently meeting manufacture recommendations and standards, to include frequencies for proactively performing maintenance, repairs, and replacements in order to prevent failures. The plan shall also include a process for:

a. Tracing system and equipment malfunctions to the cause and taking the corrective action as required.

The Contractor shall identify, record, and take the necessary corrective action to ensure equipment and systems meet all current facility and life safety codes and record it in the Work Management System (School Dude).

b. The coordination of causes identified as being outside/not within DoDEA Pacific jurisdiction or control, which will need to be coordinated with the installation or local Public Works Department to ensure the problem is corrected. The Contractor shall establish a process for notifying the school administration and COR of any temporary disruptions in service that could impact the educational mission and obtain written permission from the COR for any scheduled utility interruption.

2.5.3. Quality Control Plan (QCP). QCP shall establish the contractor's system for controlling quality of performance to ensure quality services are provided to the government in accordance with the contract’s terms and conditions. The Contractor shall develop and maintain a QCP and any updates/changes, shall be submitted to COR and Contracting Officer within 10 days of incorporation of any changes into the Plan. QCP will be reviewed annually with COR at the beginning of the new contract period to validate effectiveness and update as necessary.

2.5.4. Transition.

This objective requires the Contractor to develop, submit and implement comprehensive procedures to ensure the seamless transition to the level of service prescribed and within the time allowed under the terms of the contract during the transition-in/transition-out periods. To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the Contractor shall have personnel on board during the required transition-in/transition-out period(s). The transition period will be thirty (30) days.

2.5.4.1. Transition-In. “Transition-in” consists of the period of time between contract award and the start date of operational performance. During the transition-in period, the Contractor shall become familiar with performance requirements in order to commence full performance of services at the beginning of the first period of performance under this contract. The Contractor’s management personnel will be permitted to observe any on-going operations as approved by the COR.

During the transition-in, the Contractor at a minimum shall:

a. Establish a Contractor’s project management point of contact to coordinate transition-in tasks with the Government

b. Provide updates to the Transition-In Plan proposed in response to the solicitation within ten (10) business days after contract award

c. Recruit and hire necessary personnel

d. Obtain all required certification and clearances, including personnel security clearances and badging

e. Attend post-award meetings as required

f. Work with the current Contractor for facility turnover

g. Accomplish School Dude Training

h. The contractor shall update facility systems inventories such as HVACR…