Performance Work Statement for M6700123Q1076 Presolicitation Notice.pdf

1.0 BACKGROUND. The purpose of this non-personal services contract is to provide all management, personnel, equipment, tools, material, transportation, supervision, labor and other items and services necessary to deliver, install, maintain, repair, remove and dispose of Government owned Washers, Dryers, Washer/Dryer Combinations, Window Air Conditioners (WAC's), Ice Machines, Refrigerators, Microwave/Refrigerator (Micro Fridge) Combinations, Dishwashers and Ranges (hereafter referred to as “Appliances”) located at the following locations: Marine Corps Air Station (MCAS) Cherry Point, Marine Corps Auxiliary Landing Field (MCALF) Bogue, MCALF Atlantic, Piney Island Bombing Target 11 (BT-11), and Marine Corps Outlying Field Oak Grove (Oak Grove). Contract is for an initial base year and additional option years.

2.0 DESCRIPTION OF SERVICES. The contractor shall provide the Contracting Officer Representative (COR) all management, personnel, equipment, tools, material, transportation, supervision, labor and other items, and services necessary for the Delivery/Installation, Preventive Maintenance, Repair, and Removal/Disposal of Government owned appliances. Services shall be performed in accordance with this PWS as well as specific procedures described in the manufacturers’ repair/maintenance/operating manuals and all applicable federal regulations and laws.

2.1 DELIVERY AND INSTALLATION.

2.1.1 DELIVERY. All government owned appliances are stored in warehouses aboard MCAS Cherry Point in Buildings 151, 159, and 4836. “Delivery” shall include picking up from the appropriate warehouse, loading, delivering, unloading and moving appliances to the appropriate installation location.

2.1.2 INSTALLATION. “Installation” of appliances shall conform to the specific manufacturer’s installation instructions and specifications, as well as any and all applicable federal regulations and laws. Installation will not be deemed complete until contractor confirms proper functionality of appliance per manufacturer’s specifications.

2.1.3 LOCATIONS. Contract services require travel throughout MCAS Cherry Point, MCALF Bogue Field, MCALF Atlantic Field, MCOF Oak Grove and BT-11. Most appliances will be located in two to four story buildings with easy access. Typically, the buildings do not have elevators and they have inside and outside stairwells. Some appliances will be in taller buildings and/or have difficult access, some of these buildings (Air Traffic Control Towers) have elevator access. All buildings are typically occupied, and installation shall be conducted in such a manner to prevent displacement of occupants.

2.2 PREVENTIVE MAINTENANCE. The Contractor is responsible for preventive maintenance and repair of all Government owned appliances listed in this contract, with noted exceptions. All equipment in this contract shall be maintained at levels necessary to provide the specified functions in order to be in compliance with the manufacturer's current equipment specifications and applicable Government regulations and directives. This contract for maintenance and repair services shall include, but is not limited to labor, parts, water and air filters, cleaning solutions, etc.

PREVENTIVE MAINTENANCE will be performed on the following appliances only, and as outlined below:

Washers, Dryers, Washer/Dryer Combinations, and Ice Machines.

2.2.1 WASHER PREVENTATIVE MAINTENANCE. The Contractor shall inspect and complete the following items semi-annually (once every six months) to ensure the machines are functioning correctly and meet appearance standards.

a. Check machines for leakage.

b. Check and replace missing parts, e.g., knobs.

c. Check and repair door hinges that are not working properly.

d. Ensure the timer and cycle is operational.

e. Check leveling and correct as needed to level machines.

f. Clean the exterior surface of machines. Also, clean behind and under equipment and remove debris.

g. Clean all interior components/rubber gaskets and surfaces behind/under the lid including the detergent/bleach/softener bins, and drum/agitator.

h. Check for unusual noises. Diagnose and repair as necessary.

i. Check and replace suspected failing water and drain lines.

j. Clean/replace hot and cold waterline inlet screens.

k. Clean/replace machine filter if applicable.

l. Check serviceability of belts and replace as necessary.

m. Determine if console is intact.

n. Ensure labels, signs and manuals are in-place and legible.

o. Inspect and document physical damage of equipment.

2.2.2 DRYER PREVENTIVE MAINTENANCE (to include double-stack dryers). The Contractor shall inspect and complete the following items semi-annually (once every six months) to ensure the machines are functioning correctly and meet appearance standards.

a. Check that machine heats and tumbles.

b. Check and replace missing parts, e.g., knobs.

c. Check and repair door hinges and latches that are not working properly.

d. Ensure the timer and cycle is operational, so clothes are dried.

e. Check leveling and correct as needed to level machines.

f. Clean the interior and exterior surface of machines. Also, clean behind and under equipment and remove debris.

g. Determine if console is intact.

h. Check for unusual noises. Diagnose and repair as necessary.

i. Ensure vent hose assembly is connected and functioning properly and clamps are tightened. Vent hose shall not be collapsed or kinked to significantly reducing air flow. Clean/replace/repair vent hose and clamps as necessary.

j. Check/clean lint screen. Replace if not functioning as designed.

k. Monitor duct/vent/manifold system for lint buildup.

l. Check serviceability of belts and replace as necessary.

m. Ensure stackable dryer assemblies are functioning properly.

n. Ensure gas lines are installed according to federal standards and there are no leaks.

o. Ensure labels, signs and manuals are in-place and legible.

p. Inspect and document physical damage of equipment.

2.2.3 WASHER/DRYER COMBINATIONS PREVENTIVE MAINTENANCE. The Contractor shall inspect and complete the following items semi-annually (once every six months) to ensure the machines are functioning correctly and meet appearance standards.

a. Check machines for leakage.

b. Check and replace missing parts, e.g., knobs.

c. Check and repair door hinges that are not working properly.

d. Ensure the timer and cycle is operational.

e. Check leveling and correct as needed to level machines.

f. Clean the exterior surface of machines. Also, clean behind and under equipment and remove debris.

g. Clean all interior components/rubber gaskets and surfaces behind/under the lid including the detergent/bleach/softener bins, and drum/agitator.

h. Check for unusual noises. Diagnose and repair as necessary.

i. Check and replace suspected failing water and drain lines.

j. Clean/replace hot and cold waterline inlet screens.

k. Clean/replace machine filter if applicable.

l. Check serviceability of belts and replace as necessary.

m. Determine if console is intact.

n. Ensure labels, signs and manuals are in-place and legible.

o. Inspect and document physical damage of equipment.

p. Check that machine heats and tumbles.

q. Ensure vent hose assembly is connected and functioning properly and clamps are tightened. Vent hose shall not be collapsed or kinked to significantly reducing air flow. Clean/replace/repair vent hose and clamps as necessary.

r. Check/clean lint screen. Replace if not functioning as designed.

s. Monitor duct/vent/manifold system for lint buildup.

2.2.4 ICE MACHINE PREVENTIVE MAINTENANCE. The Contractor shall inspect and complete the following items semi-annually (once every six months) to ensure the machines are functioning correctly and meet appearance standards.

a. Check machines for leakage.

b. Check and replace missing parts, e.g., knobs.

c. Perform De-Scaling Procedures in accordance with specific manufacturer’s standards/instructions.

d. Perform Sanitizing Procedures in accordance with specific manufacturer’s standards/instructions.

e. Properly Dispose of Ice used during de-scaling/sanitization procedures.

f. Clean Air Filters

g. Clean Condensers

h. Replace Water Filter (place date of installation on new water filter in permanent marker).

i. Check bin door works properly.

j. Check leveling and correct as needed to level machines.

k. Clean the exterior surface of machines. Also, clean behind and under equipment and remove debris.

l. Check and replace suspected failing water and drain lines.

m. Clean/replace waterline inlet screens.

n. Determine if console is intact.

o. Ensure labels, signs and manuals are in-place and legible.

p. Inspect and document physical damage of equipment.

2.2.5 DRYER VENT CLEANING/PREVENTIVE MAINTENANCE. Once per year, the Contractor shall clean all lint, buildup and debris from the entire dryer vent duct work. The entire length of the exhaust vent shall be cleaned on the inside. Inside of dryer shall be checked for lint buildup and all lint shall be removed as per manufacturer specifications.

2.3 REPAIR SERVICE. Contractor shall perform ‘on-call’ repair service for all Washers, Dryers, Washer/Dryer Combinations, Ice Machines, Dishwashers and Ranges during duty hours between 0800-1600 hours, Monday thru Friday. The authorized Government representatives listed as POC’s (within section 11.0) below will issue a service request to the Contractor via email or phone. The Contractor shall contact the Government representative upon receipt of the service request within 24 hours of receipt and schedule a service call appointment with the Site Representative within 48 hours of receipt or on Monday when the 48-hour period would include the weekend or holiday. Due to beyond economical repair limitations, repairs on Refrigerators and Micro-Fridge Combinations, will be limited to minor repairs such as replacing door gaskets and cleaning coils.

2.3.1 Repair Service Orders. A list of authorized Government individuals serving as a Service Order Coordinator (SOC) will be provided to the contractor by the COR upon contract award. A service order is documented as open upon distribution of the service order to the contractor. The service order documentation shall consist of (at minimum)

a. Service Order Number

b. Make and Model of Appliance

c. Serial or Asset number of Appliance

d. Brief description of issue and solution

e. Contractor POC

f. Location (building number and room number) of Appliance

3.0 SERVICE CALL PROCEDURES.

3.1 Contractor shall perform ‘on-call’ repair service for all machines during duty hours between 8:00 AM to 4:00 PM, Monday thru Friday. The Government will issue a service request to the Contractor via email or phone.

The Contractor shall contact the Government upon receipt of the service request within 24 hours of receipt and schedule a service call appointment with the Site Representative within 48 hours of receipt. If parts need to be ordered and repair can’t be completed within 10 business days, contractor will replace unit with a back-up unit (supplied by facility) and remove appliance from aboard MC Cherry Point and transport to the contractor’s location for repair when parts arrive. Once repaired, unit will be re-installed at previous or new location, or returned to building 151. If no back-up unit is available at the time of repair, this requirement will be waived.

3.2 Contractor shall provide the COR with monthly status report on any and all deliveries, installations, preventive maintenance and repairs completed, with Machine ID and location.

4.0 REMOVAL AND DISPOSAL.

4.1 APPLIANCES. Upon removal, all appliances will be delivered to Building 151 for disposal.

4.2 PACKING MATERIAL/TRASH. All packing materials and trash will be disposed of by the contractor. If disposal is performed on MCAS Cherry Point, contractor must use appropriate recycle bins and/or trash dumpsters.

Every effort will be made to appropriately recycle materials when possible.

5.0 WORK REQUIREMENTS.

5.1 Perform preventive maintenance and repair in accordance with this Performance Work Statement. The Contractor shall provide complete preventive maintenance, repair service, and all required replacement parts. The Contractor shall provide all personnel, labor, supervision, materials, parts, tools, equipment, expertise, and other necessary services to perform preventive maintenance and repair to all equipment. The Contractor shall be responsible for all controlling devices attached to or part of the equipment. (Example: hydraulic, pneumatic, electrical, etc.) All controls and control knobs shall be the sole responsibility of the Contractor. Contractor employees utilized to perform the work shall be trained in all applicable areas of appliance repair and maintenance.

Contractor employees shall be courteous, professional, present a neat appearance and be easily recognized. This includes wearing distinctive clothing bearing the name of the company or by wearing appropriate badges that contain the company name and employee name.

5.2 Materials & Repair Parts: Parts used for preventive maintenance and repairs shall be NEW and equal to manufacturers original part. All parts shall be warranted for 90 days after installation. The contractor will be responsible for proper disposal of unserviceable parts. The Contractor shall not use refurbished or secondhand repair parts.

5.3 During repair and maintenance of machines associated with this contract, work shall be performed with minimum disturbance to occupants. Contractor employees shall limit their activity to only those areas requiring access to perform requested services.

5.4 The Contractor shall maintain individual records for the machines including manufacture, model, serial number and repair cost. The record shall be listed in Installation and annotate that maintenance has been performed.

5.5 Contractor will clean up area where services are performed and leave in a clean and orderly manner.

5.6 Contractor is responsible for all required line items necessary for the completion of the required maintenance or repair and disposal of materials IAW paragraph 2.2.4 of this PWS. If parts need to be ordered and repair can’t be completed within 10 business days, contractor will replace unit with a back-up unit (supplied by facility) and remove appliance from aboard MCAS Cherry Point and transport to the contractor’s location for repair when parts arrive. Once repaired, unit will be re-installed at previous or new location, or returned to building 151. If no back-up unit is available at the time of repair, this requirement will be waived.

5.7 Work hours will be between 8:00 AM to 4:00 PM EDT (Monday-Friday, except Federal Holidays).

5.8 The vendor will observe all safety regulations in accordance with Occupational Safety and Health Administration (OSHA) guidance and any other safety guidance.

5.9 There shall be a Contractor Point of Contact (POC) present on-site at all times for the duration of the work being performed. This person shall be identified at the start of the project and shall provide a secondary point of contact (name and number). Any substitute point of contact must be approved 5 working days in advance by the government representatives on this PWS.

5.10 Business Relations. The contractor shall successfully integrate and coordinate all activity needed to execute the requirement. The contractor shall manage the timeliness, completeness, and quality of problem identification.

The contractor shall provide corrective action plans, proposal submittals, timely identification of issues and effective management of subcontractors. Issues/Conflicts are addressed with the COR to attain resolution in a profession, timely, and efficient manner within five (5) working days of issue/conflict discovery to ensure customer satisfaction and professional and ethical behavior of all contractor personnel.

6.0 WARRANTY. Contractor shall guaranty workmanship. Accomplishment of all work shall follow specific procedures stated in the manufacturer’s maintenance manual.

7.0 SECURITY MEASURES.

7.1 Vendor must provide a valid, up-to-date list of all personnel who will be working at the job site. Name, Social Security Number, Date of Birth (City, State, and Country) and Nationality are required for each employee.

Contractor must comply with Federal Acquisition Regulation E-verify clause as applicable.

7.2 For Base access all employees must provide original documents only, to include legal resident identification, vehicle registration, a valid driver’s license and any other required documentation IAW MCAS Cherry Point policy. Vendor personnel are responsible for obeying/ following all Base Regulations.

7.3 Vendor will provide customer with a detail list for base access no less than 24 hours prior to work commencement date. Customer will coordinate base access. In the event that a problem arises which pertains to legality such as vehicle tags, license, insurance, or any other related issues which prohibit work does not constitute a responsibility of the customer.

8.0 APPLIANCES/MANUFACTURERS. Specific appliance types are as follows: Washers, Dryers, Washer/Dryer Combinations, Window Air Conditioners (WAC's), Ice Machines, Refrigerators, Microwave/Refrigerator (Micro Fridge) Combinations, Dishwashers and Ranges. Types and sizes of these appliances vary throughout the installation, and include major brands such as Whirlpool, GE, Speed Queen, Friedrich, Amana, Manitowoc, MicroFridge, and others.

9.0 CONTRACTING OFFICER REPRESENTATIVE (COR). The government will appoint personnel, known as a Contracting Officer Representative, to monitor performance to ensure services are received and performed in a satisfactory manner. The COR will evaluate the contractor’s performance in accordance with the Performance Work Statement to ensure acceptable quality levels (AQL) of performance standard are met.

9.1 ROLE OF CONTRACTING OFFICER REPRESENTATIVE FOR INSPECTION, ACCEPTANCE, AND

OTHER DUTIES.

9.1.1. Performs surveillance and inspection of repair services and/or services required under this contract;

determines the adequacy of Contractor performance per contract specifications; acts as the COR at the work site;

ensures compliance with contract performance requirements; and advises the CONTRACT ADMINISTRATOR of any factors that may cause work performance delays. The COR cannot authorize deviations from contract requirements and specifications.

The Contracting Officer is the ONLY person authorized to approve changes in any of the requirements of this contract. The Contractor shall not consider any order, statement, or conduct by Government personnel who visit the Contractor’s facilities or in any other manner communicate with Contractor personnel during performance of this requirement as a change to the terms and conditions of the contract. The Contractor shall not comply with any order (verbal or written), direction or request of any Government personnel unless it is issued, in writing, by the Contracting Officer. In the event the Contractor or contractor personnel effect any change to this requirement by direction of any individual other than the Contracting Officer will have done so without authority and shall bear all costs associated with such change.

9.2 DOCUMENTS AND REPORTS REQUIRED FROM COR

9.2.1 Unacceptable Performance. When performance does not meet specifications and requirements of the contract, written (letter, fax, or email) documentation will be furnished explaining how performance is considered to be unacceptable. This documentation should state what specification(s) the Contractor is not performing (reference contract paragraph number(s), date, and time observed) and submit to the CONTRACT ADMINISTRATOR.

9.2.2 Final Receiving Report. The COR will submit a final receiving report stating that all services and supplies have been received, inspected, and accepted to the CONTRACT ADMINISTRATOR within five workdays of the ending of the contract period.

9.3 COR RESPONSIBILITIES AND SURVEILLANCE

9.3.1 The COR is designated by the Contracting Officer to perform technical surveillance and receive any deliverables in compliance with the Performance Work Statement. This in no way authorizes anyone to make changes in the scope, price, terms or conditions of the contract without written authorization and concurrence of the Contracting Officer.

9.3.2 The COR will provide access and escort on base for vendor(s) and coordinate with the building manager(s) to provide access to all appliances covered in this Performance Work Statement.

9.3.3 The responsibility for inspection and acceptance of the deliverables furnished under this contract rests with the COR, or in his/her absence the authorized government representative(s). Inspection and acceptance of all deliverables will be accomplished at the end of each month during the period of performance.

9.3.4 The following specific areas of contract administration are assigned to the Contracting Officer’s Representative:

a. Receipt of all required reports.

b. Certification of invoices in accordance with the payment terms of the contract to include validation of each line item on each invoice.

10.0 QUALITY ASSURANCE SURVELLIANCE PLAN.

10.1 All repair and maintenance inspections will be granted by the COR or specified Authorized Government representatives and the completion of work must be approved by the COR prior to completion of service.

10.2 The contractor shall develop and maintain a written quality control (QC) program to ensure services are performed in accordance with commonly accepted commercial practices. A copy of the QC Plan shall be furnished to the COR within 30 days of the start of the contract performance.

10.3 Performance Requirement Summary (PRS)

Performance Objective PWS Paragraph

Performance Threshold Incentive/Remedy

Service Order Completion 2.3

All on-call services are scheduled within 48 hours of days of distribution of the service order requirement 95% of the time

Re-performance

Reports (monthly Service Order Status)

3.2

Service Order Status Report is submitted to the COR on the 1st of each month 95% of the time

Re-performance

Business Relations

5.10

Business and management issues/conflicts are addressed with the COR to attain resolution in a professional, timely, and efficient manner within ## working days of issue/conflict discovery 99% of the time

Re-performance

11.0 Authorized Government Point of Contacts

Technical POC: PROVIDED UPON AWARD

COR: PROVIDED UPON AWARD

12.0 APPLIANCE LOCATIONS – Attachment 1 will be provided with solicitation