PERFORMANCE WORK STATEMENT_02-06-2024.docx

PERFORMANCE WORK STATEMENT (PWS)

FOR

Kitchen Equipment Maintenance/Repair Services

1.0 General:

1.1 Scope: The contractor shall provide all personnel, equipment, tools, materials, supervision, and quality control necessary, except as specified in Paragraph 3.0 as Government Furnished, to perform Kitchen Equipment Maintenance Services, as defined in this PWS.

1.1.1 Objectives: The objective of this PWS is to acquire on-site maintenance for Government-owned kitchen and food service equipment located at multiple Armories across Virginia. The contractor shall possess significant preventive and corrective maintenance experience for a variety of manufacturers.

1.2 Background: The Virginia Army National Guard requires contractor support to provide all management, tools, supplies, equipment, and labor necessary to maintain and repair Government owned kitchen and food service equipment in various armories throughout Virginia.

1.3 Period of Performance (PoP): The minimum period of performance is one year beginning To Be Determined TBD. The maximum period of performance is not to exceed five years, with one base year beginning on TBD and four option years to be exercised at the Government’s discretion, subject to Federal Acquisition Regulations provisions and the availability of funds.

1.4 General Information:

1.4.1 Place and Performance of Services: The contractor shall provide services between the hours of 0800 - 1700 on Monday through Friday, except on recognized US holidays or when the Government facility/installation is closed due to local or national emergencies, administrative closings, or similar Government-directed facility/installation closings. Performance shall be at the following locations:

Specific location addresses will be provided at the time of award.

The contractor shall at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility/installation is not closed for the above reasons. When hiring personnel, the contractor shall keep in mind that the stability and continuity of the workforce are essential. Teleworking is not authorized.

1.4.1.1 Telework: The Government does not permit the contractor to telework in support of this requirement. In furtherance of Continuity of Operations Planning (COOP), a telework program may be enacted to ensure that the Government's mission-critical operations stay operational during times of national emergency or incidents of national significance. Telework shall be at no additional cost to the Government.

1.4.1.2 Unscheduled gate closures by the Security Police may occur at any time, causing all personnel entering or exiting a closed installation to experience a delay. This cannot be predicted or prevented. Contractors are not compensated for unexpected closures or delays. Vehicles operated by contractor personnel are subject to search pursuant to applicable regulations. Any moving violation of any applicable motor vehicle regulation may result in the termination of the contractor employee’s installation driving privileges.

1.4.1.3 The contractor’s employees shall become familiar with and obey the regulations of the installation, including fire, traffic, safety, and security regulations, while on the installation. Contractor employees should only enter restricted areas when required to do so and only upon prior approval. All contractor employees shall carry proper identification with them at all times and shall be subject to such checks as may be deemed necessary. The contractor shall ensure compliance with all regulations and orders of the installation, which may affect performance. The Government reserves the right to direct the removal of an employee from Government property or revoke access to Government systems for misconduct, security reasons, or any overt evidence of communicable disease. Removal of contractor employees for reasons stated above does not relieve the Contractor from responsibility for the total performance of this contract.

1.4.2 Recognized Holidays: The following are recognized United States (US) holidays. The contractor shall not perform services on these days:

1.4.2.1 New Year’s Day: January 1st

1.4.2.2 Martin Luther King, Jr.’s Birthday

1.4.2.3 President’s Day

1.4.2.4 Memorial Day

1.4.2.5 Juneteenth National Independence Day: June 19th

1.4.2.6 Independence Day: July 4th

1.4.2.7 Labor Day

1.4.2.8 Columbus Day

1.4.2.9 Veteran’s Day: November 11th

1.4.2.10 Thanksgiving Day

1.4.2.11 Christmas Day: December 25th

1.4.3 Reserved.

1.4.4 Quality Assurance (QA): The Government will evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government will do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and acceptable quality level(s) or defect rate(s).

1.4.5 Installation Access and Security Requirements. The contractor shall comply with all applicable installation/facility access and local security policies and procedures, which may be obtained from the COR. The contractor and all associated subcontractor employees shall provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services, or Security Office. The contractor shall ensure compliance with all personal identity verification requirements as directed by Department of Defense (DoD), Headquarters Department of Army (HQDA) and/or local policy (see PWS 6.0). Should the Force Protection Condition (FPCON) change, the Government may require changes in contractor security matters or processes.

1.4.5.1 Reserved.

1.4.5.1.1 Reserved.

1.4.5.1.2 Reserved.

1.4.5.1.3 Reserved.

1.4.5.1.4 Reserved.

1.4.5.1.5 Reserved.

1.4.5.1.5.1 Reserved.

1.4.5.1.6 Reserved.

1.4.5.2 For contractors that do not require a CAC, but require access to a DoD facility or installation: Contractor and all associated sub-contractors employees shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification (NCIC-III) and Terrorist Screening Database (TSDB) (Army Directive 2014-05), and applicable installation, facility and area commander installation/facility access, and local security policies and procedures (provided by a Government representative).

1.4.5.3 Awareness Training (AT) Level 1: All contractor employees, including subcontractor employees, requiring access to Army installations, facilities, and controlled access areas shall complete AT Level 1 training within 30 calendar days after the contract start date and within 30 calendar days of new employees commencing performance. The contractor shall submit certificates of completion for each affected contractor and subcontractor employee to the COR within 15 calendar days after the completion of training by each employee or subcontractor personnel. AT Level 1 awareness training is available at the following website: https://jko.jten.mil/courses/atl1/launch.html.

1.4.5.4 iWATCH Training: The contractor and all associated subcontractors with an area of performance within an Army-controlled installation, facilities, or area shall brief all employees on the local iWATCH program (training standards provided by the requiring activity Antiterrorism Officer (ATO)). This locally developed training shall be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR or the KO. This training shall be completed within 30 calendar days of contract award and within 30 calendar days of new employees commencing performance. The contractor shall report completion for each contractor employee and subcontractor employee to the COR within 15 calendar days after completion of training.

1.4.5.5 Communications Security/Information Technology (COMSEC/IT) Security. All communications with DoD organizations are subject to COMSEC review. All telephone communications networks are continually subject to intercept by unfriendly intelligence organizations. DoD has authorized the military departments to conduct COMSEC monitoring and recording of telephone calls originating from, or terminating at, DoD organizations. Therefore, the contractor is advised that any time contractor personnel place or receive a call, they are subject to COMSEC procedures. The contractor shall ensure wide and frequent dissemination of the above information to all employees dealing with DoD information. The contractor shall abide by all Government regulations concerning the authorized use of the Government's computer network, including the restriction against using the network to recruit Government personnel or advertise job openings.

1.4.5.6 Reserved.

1.4.5.6.1 Reserved.

1.4.5.6.2 Reserved.

1.4.5.6.3 Reserved.

1.4.5.6.4 Reserved.

1.4.5.6.5 Reserved.

1.4.5.7 Reserved.

1.4.5.8 Reserved.

1.4.5.9 Reserved.

1.4.5.10 Reserved.

1.4.5.11 Reserved

1.4.5.12 Reserved.

1.4.5.13 Reserved.

1.4.5.14 Reserved.

1.4.6 Physical Security. The contractor shall safeguard all Government property provided for contractor use. At the close of each work period, Government facilities, equipment, and materials shall be secured.

1.4.6.1 Reserved.

1.4.6.1.1 Reserved.

1.4.6.1.2 Reserved.

1.4.6.1.3 Reserved.

1.4.6.2 Reserved.

1.4.7 Reserved.

1.4.8 Post-Award Conference/Periodic Progress Meetings: The contractor agrees to attend any post-award conference convened by the KO in accordance with FAR 42.5. The KO, COR, and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor’s performance. At these meetings, the KO will apprise the contractor of how the Government views the contractor’s performance, and the contractor shall apprise the Government of problems, if any, being experienced. The contractor shall resolve outstanding issues raised by the Government. Contractor attendance at these meetings shall be at no additional cost to the Government.

1.4.9 Contract Manager (CM): The contractor shall designate a CM who shall ensure performance under this contract. The name of this person, and an alternate who shall act for the contractor when the CM is absent, shall be designated in writing to the KO. The CM or alternate shall have full authority to act for the contractor on all contract matters relating to the daily operation of this contract. The CM shall work through the COR to resolve issues, receive technical instructions, and ensure adequate performance of services. The CM shall ensure that contractor employees do not perform any services outside the scope of the contract without an official modification issued by the KO. The CM shall ensure contractor employees understand that services performed outside the scope of the contract are performed wholly at the expense of the contractor.

1.4.10 Identification of Contractor Employees: All contractor personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression that they are Government employees. The contractor shall ensure that all documents or reports produced by contractor personnel are suitably marked as contractor products or that contractor participation is appropriately disclosed.

1.4.10.1 Reserved.

1.4.11. Combating Trafficking in Persons: The United States Government has adopted a zero-tolerance policy regarding trafficking in persons. Contractors and contractor employees shall not engage in severe forms of trafficking in persons during the period of performance of the contract, procure commercial sex acts during the period of performance of the contract, or use forced labor in the performance of the contract. The Contractor shall notify its employees of the United States Government’s zero-tolerance policy and the actions that will be taken against employees for violations of this policy. The contractor shall take appropriate action, up to and including termination, against employees or subcontractors that violate the US Government policy as described in FAR 22.17.

1.4.12 Contractor Travel. The contractor shall travel to the locations listed in 1.4.1 during the performance of this contract to perform the requested maintenance services.

The contractor will be authorized travel expenses consistent with the substantive provisions of the Joint Travel Regulation (JTR) and the limitation of funds specified in this contract. All travel requires COR recommendation for approval and/or authorization by the KO prior to travel arrangements being made.

1.4.13 Reserved.

1.4.14 Organizational Conflicts of Interest (OCI): The contractor and subcontractor personnel performing services under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications, or work statements, etc.) or perform evaluation services which may create a current or subsequent OCIs, as defined in FAR Subpart 9.5. The contractor shall notify the KO immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the KO to avoid or mitigate any such OCI. The contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the KO. In the event the KO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the KO may impose other remedies as he or she deems necessary, including prohibiting the contractor from participation in subsequently contracted requirements which may be affected by the OCI.

1.4.15 Reserved.

2.0 Definitions and Acronyms:

2.1 Definitions:

2.1.1 Contractor: A supplier or vendor awarded a contract to provide specific supplies or services to the Government. The term used in this contract refers to the prime.

2.1.2 Defective Service: A service output that does not meet the standard of performance associated with the PWS.

2.1.3 Deliverable: Anything that can be physically delivered and includes non-manufactured things such as meeting minutes or reports.

2.1.4 Key Personnel: Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.5 Physical Security: Actions that prevent the loss or damage of Government property.

2.1.6 Quality Assurance: The Government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.7 Quality Assurance Surveillance Plan (QASP): An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.8 Quality Control: All necessary measures taken by the Contractor to ensure that the quality of an end product or service shall meet contract requirements.

2.1.9 Subcontractor: One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.2 Acronyms:

3.0 Government Furnished Property, Material, Equipment and Services (GFP/M/E/S): The Government will provide the property, material, equipment, and/or services listed below solely for the purpose of performance under this contract:

3.1 Property: The Government will furnish the necessary workspace for the contractor to perform services outlined in this PWS.

3.2 Materials: None.

3.3 Equipment: None.

3.4 Services: None.

3.5 Utilities: All utilities in the facility will be available for the contactor’s use in the performance of this contract. The contractor shall instruct employees in utilities conservation practices. The contractor shall operate under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount.

4.0 Contractor Furnished Property, Materials, and Equipment (CFP/M/E):

4.1 General: Except for those items specifically stated to be Government-Furnished in Paragraph 3.0, the contractor shall furnish everything required to perform these services as indicated in Paragraph 1.1.

4.2 Reserved.

4.3 Reserved.

5.0 Requirements: The contractor shall:

5.1 Bench Stock: The contractor shall maintain a “bench stock” of parts to perform on-the-spot repairs and preventive maintenance.

5.1.1 Consumable Items: The contractor shall be responsible for any consumable items used in the performance of work. Such items may include, but not be limited to, nuts, bolts, screws, small electrical fittings such as wire nuts and connectors, solder and/or flux, oil, grease, refrigerant gases, cleaning, and shop supplies. Consumable items shall also be maintained as “bench stock” items.

5.1.2 Repair Parts: The contractor shall purchase all parts for repairs. If parts are needed after normal duty hours for emergency repair, the contractor shall notify the COR. All replacement parts shall be new and meet manufacturer specifications.

5.1.3 Communication of Repairs: The contractor shall communicate, as needed to the COR, the status of any equipment in need of repair or if a part is not readily available.

5.1.4 Repair Timeframe: All repairs shall be completed within 240 hours (10 working days) of contractor notification by the Government. If repairs cannot be completed in this time frame, the contractor shall notify the COR of the expected completion date and provide justification for the non-completion or delaying of the repair.

5.1.5 Monthly Repair Log: The contractor shall keep a monthly log of all items repaired/replaced in a format agreed upon by the contractor and the COR. This log, listing monthly workload, will serve as a tool for tracking possible equipment replacement or abuse of certain equipment items. Within five (5) business days after the end of each month, the contractor shall make available to the COR a log showing all work accomplished during the month.

5.1.6 Equipment connection: The contractor shall be required to disconnect utilities to the old kitchen and food service equipment and connect utilities to new or replacement equipment. The contractor’s responsibility for kitchen and food service equipment begins at the point where such equipment connects to facility utilities. The contractor shall be able to disconnect from gas connection to fix or replace kitchen equipment.

5.1.7 Equipment Identification: The contractor shall locate, identify, and tag all Government owned equipment identified in (Appendix 1) with a contractor serial/information plate within 90 days after the period of performance commences to the COR. The contractor shall update serial/information plates as required due to the purchase of new equipment, equipment replacement, damaged plates, etc. within 30 days.

5.1.8 Preventative Maintenance: The contractor shall perform preventive maintenance on all equipment in accordance with the manufacturer’s recommendations and standard commercial practices. Preventative maintenance shall be performed on equipment listed in (Appendix 3).

The contractor shall submit a preventive maintenance program schedule. The PM program shall be submitted to the COR for approval within 90 days of the award. The preventative maintenance program shall capture all manufacturer-required maintenance periodicities to include daily, weekly, monthly, quarterly, semi-annual, annual, as required, and life-cycle maintenance checks. The preventative maintenance program shall ensure that all equipment is maintained according to the manufacturer’s recommendations. Replaced and/or added equipment shall be incorporated into the preventative maintenance program within 60 days of installation.

5.1.9 Signs: The contractor shall place an “Out of Order” or “Do Not Use” sign on any piece of equipment for which parts are on order. Working in conjunction with Virginia Army National Guard Facilities, the contractor shall tag any electrical or gas disconnect that has been secured, noting the date and technician’s name. Signs shall contain pertinent information such as date of service, technician’s names, and expected date for parts arrival and/or unit placed back into service. Signs shall be legible and placed in an easy-to-see area. The contractor shall follow proper procedures for Lock Out/Tag Out program.

5.1.10 Emergency Call Response: The contractor shall repair and maintain all equipment in accordance with the manufacturer’s recommendations and standard commercial practices in the event of an emergency. Emergency repair service shall be performed on equipment listed in (NEED APPENDIX OF ALL ITEMS AT EACH ARMORY/LOCATION) when required outside the servicing hours and days listed in 1.4.1.

The contractor shall respond to any emergency repair, that will prevent the government from preparing meals, keeping food at standard food safety conditions, and may cause harm if not fixed immediately, during non-duty hours within twelve (12) hours of notification. Non-duty hours are defined as any time outside the normal duty hours of Monday-Friday, 0800 to 1700.

During normal duty hours, the contractor shall respond within four (4) hours to an emergency call, that will prevent the government from preparing meals, keeping food at standard food safety conditions, and may cause harm if not fixed immediately. Such an emergency repair call will take precedence over normal preventive maintenance and routine repair calls.

In addition to preventive maintenance, the contractor shall respond to non-emergency repairs when notified by the COR.

6.0 Applicable Publications: Publications applicable to this PWS are listed below:

Publication (Chapter/Page)

Federal Acquisition Regulation https://www.acquisition.gov/?q=browsefar

Defense Federal Acquisition Regulation Supplement http://www.acq.osd.mil/dpap/dars/dfarspgi/current/index.html or https://www.acquisition.gov/dfars

Joint Travel Regulation (JTR) https://www.defensetravel.dod.mil/site/travelreg.cfm

AR 530-1

Operations Security 09/26/2014 http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx

AR 525-13

Antiterrorism 12/09/2019 http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx

6.1 Reserved.

TECHNICAL EXHIBIT 1

Performance Requirements Summary (PRS)

5.1.4

Repair Timeframe The contractor shall repair unserviceable equipment within 240 hours (10 working days) of contractor notification by the Government.

COR is notified of delays due to parts.

85% of equipment is repaired within 240 hours.

Periodic Inspection / COR

5.1.5

Monthly Repair Log

5.1.8

Preventative Maintenance

TECHNICAL EXHIBIT 2

Deliverables Schedule

1.4.5.4 iWATCH Training Certificates

5.1.5 Monthly Repair Log

5.1.7 Equipment Identification Provide initial listing within 90 days after award.

The contractor shall update serial/information plates as required due to the purchase of new equipment, equipment replacement, damaged plates, etc. within 30 days.

5.1.8 Preventative Maintenance Provide within 90 days after award.

Provide updated schedule within 60 days of replacing or adding equipment.

Ver. October 2023