PERFORMANCE WORK STATEMENT FOR MAINTENANCE AND REPAIR OF FIRE PROTECTION SYSTEMS AT AVIANO AND GHEDI ABs ITALY.pdf

PERFORMANCE WORK STATEMENT

FOR

MAINTENANCE AND REPAIR

OF

FIRE PROTECTION SYSTEMS

AT

AVIANO AND GHEDI ABs, ITALY

Aviano Air Base, Italy

02 June 2023

Table of Contents

1. DESCRIPTION OF SERVICES

1.1. OBJECTIVE

1.2. GENERAL

1.2.1. STANDARDS

1.2.2. WARRANTY

1.2.3. PERIPHERAL UNITS SERVICE (Monaco Radio Transceivers)

1.2.4. WATER BASED SUPPRESSION SYSTEMS

1.2.4.1. FOAM/WATER SYSTEMS

1.2.5. FIRE ELECTRICAL SYSTEMS

1.2.6. CLEANUP

1.2.7. REPLACEMENT, UPGRADE, RENOVATION

1.2.8. INTERRUPTION OF UTILITIES

1.2.9. FIRE SUPPRESSING/EXTINGUISHING AGENT REPLACEMENT

1.2.10. NON-FUNCTIONAL/NON-RELIABLE SYSTEMS

1.3. MANDATORY SERVICES

1.3.1. INSPECTION, TESTING, & MAINTENANCE SERVICE

1.3.1.1. TASK FREQUENCIES

1.3.1.2. ADDITIONAL TASKS

1.3.1.2.1. ADDRESSABLE SYSTEMS

1.3.1.2.2. SMOKE DETECTOR CLEANING

1.3.1.2.2.1. ADDRESSABLE SMOKE DETECTOR

1.3.1.2.2.2. CONVENTIONAL SMOKE DETECTOR

1.3.1.3. SUBMIT ITM SERVICE SCHEDULE

1.3.1.4. ITM SERVICE REPORT

1.3.1.5. SERVICE TASKS VALIDITY

1.3.2. EXTRAORDINARY MAINTENANCE

1.3.2.1. EXTRAORDINARY MAINTENANCE REQUEST LETTER

1.3.2.2. EXTRAORDINARY MAINTENANCE REQUEST SERVICE REPORT

1.3.2.3. EXTRAORDINARY MAINTENANCE REQUEST FREQUENCY

1.3.3. EMERGENCY

1.3.3.1. EMERGENCY REQUEST

1.3.3.2. EMERGENCY REQUEST RECEPTION

1.3.3.3. EMERGENCY REQUEST RESPONSE TIME

1.3.3.4. EMERGENCY REQUEST SERVICE REPORT

1.3.3.6. REQUEST FREQUENCY

1.3.4. TECHNICAL ASSISTANCE

1.4. GENERAL SERVICE REQUIREMENTS

1.4.1. COORDINATION

1.4.2. NOTIFICATIONS TO THE GOVERNMENT

1.5. SUBMITTALS

1.5.1. PRIOR TO COMMENCEMENT OF WORK

1.5.2. WEEKLY SERVICE SUBMITTAL

1.5.2.1. PARTS HISTORY SUMMARY

1.5.2.2. WORK ORDER TRACKER

1.5.2.3. METRICS

2. PERFORMANCE REQUIREMENTS SUMMARY (PRS)

2.1. QUALITY CONTROL SYSTEM

2.1. QUALITY ASSURANCE

3. GOVERNMENT/CONTRACTOR FURNISHED ITEMS

3.1. GOVERNMENT

3.1.1. MATERIAL

3.1.2. UTILITIES

3.1.2.1. RESTROOM USE

3.1.3. FACILITY SPACE

3.1.4. SECURITY, FIRE AND MEDICAL SERVICES

3.2. CONTRACTOR

3.2.1. MATERIAL AND EQUIPMENT

3.2.1.1. VEHICLE

3.2.1.2. HIGH-REACH DEVICES & EQUIPMENT

4. GENERAL INFORMATION

4.1. HOURS OF OPERATION

4.1.1. HOLIDAYS

4.1.2. POTENTIAL DELAYS DUE TO MILITARY OPERATIONS

4.1.3. PERFORMANCE OF SERVICES DURING CRISIS DECLARED BY THE NATIONAL

COMMAND AUTHORITY OR OVERSEAS COMBATANT COMMANDER

4.2. CONTRACTOR - GENERAL REQUIREMENTS

4.2.1. KEY PERSONNEL

4.2.2. ORGANIZATIONAL CHART

4.2.3. EMPLOYEE REQUIREMENTS

4.2.3.1. IDENTIFICATION OF CONTRACTOR EMPLOYEES

4.2.4. LANGUAGE PROFICIENCY

4.2.5. CONTRACTOR COMMUNICATIONS

4.2.6. KEY CONTROL SYSTEM

4.2.6.1. LOST KEYS

4.2.6.2. RE-KEYING OR REPLACEMENT

4.2.7. MEETING MINUTES

4.2.8. SYSTEM DIAGRAMS

4.2.9. APPENDIX DISCREPANCIES

4.2.10. LIABILITIES AND RESPONSIBILITIES

4.3. SECURITY REQUIREMENTS

4.3.1. BASE ACCESS AUTHORIZATION

4.3.2. MAIN BASE ACCESS

4.3.2.1. SECURITY AUTHORITY

4.3.3. RESTRICTED/CONTROLLED AREAS

4.3.3.1. ACCESS COORDINATION

4.3.3.2. ESCORTS

4.4. SAFETY AND HEALTH REQUIREMENTS

4.4.1. HEALTH & SAFETY PROGRAM

4.4.1.1. HOT WORK PERMIT

4.4.1.2. ASBESTOS

4.4.2. PROMPTLY REPORT INJURIES, ACCIDENTS, DAMAGES

4.4.3. ENVIRONMENTAL PROTECTION

4.4.3.1. SAFETY DATA SHEET (SDS)

4.4.3.2. ENVIRONMENTAL SPILLS

4.4.3.3. HAZARDOUS WASTE

4.5. BASE REGULATIONS

4.5.1. ALCOHOL AND DRUGS

4.5.2. TRAFFIC LAWS

4.5.3. WEAPONS, FIREARMS, AND AMMUNITIONS

5. APPENDICES

1. DESCRIPTION OF SERVICES

1.1. OBJECTIVE

The objective of this service contract is to ensure Fire Protection Systems reliability and efficiency at the Aviano and Ghedi ABs. Fire Protection Systems include Fire Detection, Fire Suppression, Fire

Warning, and Fire Notification Systems. Facility closures, activity/occupancy limitations, or fire watches due to unreliable, inefficient, or inoperable systems must be prevented to the maximum extent possible and will directly reflect on the quality of services provided under this contract.

1.2. GENERAL

The Contractor shall provide all supervision, tools, supplies, equipment, transportation, labor, and management necessary to perform the following mandatory services pertaining to the Fire Protection

Systems at Aviano AB and Ghedi AB, in accordance with (IAW) the requirements specified in this PWS:

• Inspection, testing and maintenance (ITM)

• Smoke detector cleaning

• Extraordinary maintenance

• Emergency

• Technical assistance.

The fire protection systems, buildings, and facilities requiring Contractor services are indicated in the

PWS Appendices.

1.2.1. STANDARDS

All workmanship must be accomplished in accordance with all current and applicable Italian standards, equipment manufacturers guidelines, regulations, and laws.

1.2.2. WARRANTY

The Contractor must not perform any maintenance that would void any Installer Warranty and

Manufacturer Warranty without written approval from the Contracting Officer's Representative (COR).

All defects in material or workmanship found by the Contractor shall be reported to the COR, at the time defects are discovered. All materials and spare parts furnished by the Contractor for the performance of this contract will be covered by a two (2) year warranty.

1.2.3. PERIPHERAL UNITS SERVICE (Monaco Radio Transceivers)

While performing mandatory ITM service on the automatic fire detection system at each facility, the

Contractor shall test and verify each peripheral unit (Monaco Radio Transceivers). The Contractor shall verify that the primary and backup voltages remain within manufacturer’s mandated tolerance values.

The Contractor shall test and verify that the transmission power (both forward and reflected power must be measured at both the peripheral unit output and the antenna connection to evaluate the coax cable loss) corresponds to the manufacturer’s recommended.

1.2.4. WATER BASED SUPPRESSION SYSTEMS

These systems include but, are not limited to all associated equipment such as: tamper switches, pressure switches, flow switches, fire pumps, water reservoir tanks, liners, bladders, and air compressors. The

Contractor’s area of service responsibility starts at Main Control Valve (MCV) (e.g., Post Indicator valve) with its tamper switch (if provided) and applies to all water suppression systems downstream of

MCV. The only component the Contractor is not required to service is the water suppression system

Backflow Prevention Device. This device is maintained by the 31 Civil Engineer Squadron.

1.2.4.1. FOAM/WATER SYSTEMS

Foam/Water based Fire Suppression Systems may include a releasing control panel, detection, and water supply (fire pumps, water storage tanks, etc.), wet-pipe sprinkler, and pre-action and/or Deluge sprinkler systems as part of an integrated protection scheme. All such systems must be serviced as part of the

Foam/Water based Fire Suppression Systems.

1.2.5. FIRE ELECTRICAL SYSTEMS

The Contractor must service all the electrical system components associated with the Fire Protection

Systems indicated in the PWS Appendices. Specifically, the electrical connections required to operate the systems shall be maintained back to the source of electricity, up to, but not including circuit breakers and disconnects. The Contractor is responsible for providing service to all electrical system components connected to or monitored by the Fire Alarm Control Panel (FACP). The Contractor is responsible for servicing and maintaining all back up power system components which are connected to the fire protection systems.

1.2.6. CLEANUP

Upon completion of any/all work, the Contractor must remove all excess material and parts, thoroughly clean the immediate work area and all surrounding and adjacent areas. In addition, all the equipment listed in Appendix A, and its immediate surrounding must always be kept clean. The Contractor must dispose of all debris in accordance with applicable Italian Laws.

1.2.7. REPLACEMENT, UPGRADE, RENOVATION

During the term of the contract, the Government may replace, renovate, and improve systems at the

Government’s expense and by means not associated with this contract. All replaced, improved, updated, modernized, or renovated systems and equipment shall be maintained and serviced by the Contractor at no additional cost to the Government unless such changes result in an increase or decrease in contract maintenance requirements. Changes resulting in an increase or decrease in contract maintenance requirements will be addressed at paragraph 4.2.9. Appendix Discrepancies of this PWS.

1.2.8. INTERRUPTION OF UTILITIES

Contractor will not interrupt utilities until approval is received in writing from the COR. Contractor will submit requests for utilities interruption in writing to the COR and the Contracting Officer (CO) at least ten (10) working days in advance of the requested outage. Requests must include building or facility number, type of utilities to be interrupted, type of operation requiring the interruption, date, and downtime frame. To the maximum extent possible, interruptions will be scheduled for days/hours that will minimize the impact to base activities.

1.2.9. FIRE SUPPRESSING/EXTINGUISHING AGENT REPLACEMENT

The Contractor must recharge and return to full service all foam, inert gas (clean agent), and chemical-based fire-extinguishing systems after use, and as required by mandatory ITM services. High-expansion foam must be from the specific manufacturer approved by the equipment manufacturer. The Contractor shall not mix high-expansion foam from different manufacturers. All engine oil and other lubricants/fluids shall be of a type approved by the equipment manufacturer and provided by the

Contractor. Furthermore, the Contractor shall provide to the Government all Safety Data Sheets for any hazardous chemicals and fire suppressant agents, so they may be assigned HAZMAT authorization numbers. Due to the mission essential condition, the Contractor is responsible to always ensure uninterrupted fire protection systems functioning/coverage at buildings 1121 and 1302.

1.2.10. NON-FUNCTIONAL/NON-RELIABLE SYSTEMS

If the Contractor discovers a deficiency that will compromise normal operating conditions or system reliability, then the Contractor must immediately notify the COR and CO via email indicating proper corrective actions to be taken (IAW current applicable standards). The email notification must be followed by a phone call to the COR. If the Contractor is unsure if a deficiency requires immediate notification or not, then the Contractor should notify the COR anyway. If the Contractor is unable to contact the COR, then it must notify the Aviano AB Fire Department (i.e., FACP is not operational and requires replacement). List of the Aviano AB Fire Department Point of Contact and the designated

Government representatives will be provided by Government within five (5) working days after contract award)

1.3. MANDATORY SERVICES

1.3.1. INSPECTION, TESTING, & MAINTENANCE SERVICE

The Contractor shall provide mandatory ITM service to all Fire Protection Systems listed in Appendix

A, and all related equipment. The systems must be maintained so they operate continuously, reliably, and in a safe operating condition as originally designed and intended by the manufacturer. The

Contractor must provide mandatory ITM service to all electrical system components directly connected to, or monitored by, the FACP for the fire protection systems indicated in Appendix A. Additionally, the contractor will perform an “Initial Acceptance Inspection” during the first ITM cycle for all facilities.

1.3.1.1. TASK FREQUENCIES

Frequencies for tasks that must be executed within the one-year contract are: Weekly, Monthly, Quarterly, Semiannual, Annual and 2-years.

1.3.1.2. ADDITIONAL TASKS

1.3.1.2.1. ADDRESSABLE SYSTEMS

Regarding the “Functional Control” frequencies established by UNI 11224, it is required to assimilate the “Addressable Systems” to the “Conventional Systems”, therefore all devices must be serviced on a semi-annual basis.

1.3.1.2.2. SMOKE DETECTOR CLEANING

As part of the mandatory ITM service, the Contractor must clean all smoke detectors in accordance with requirements for the type of detector, addressable or conventional.

1.3.1.2.2.1. ADDRESSABLE SMOKE DETECTOR

The Contractor must clean all addressable smoke detectors that indicate a 49% analog level at the FACP.

This service requires the Contractor to download and print where possible, before and after cleaning, the smoke detector status report from the FACP. The report shall be annotated to indicate the facility number and the report generation date. The Contractor will submit the report in electronic and paper copy with the next weekly service submittal.

1.3.1.2.2.2. CONVENTIONAL SMOKE DETECTOR

All conventional smoke detectors must be cleaned annually. Additional cleaning may be necessary if a smoke detector malfunctions. The Contractor must provide a written certification letter stating that all the conventional smoke detectors in a facility have been cleaned during the contract period. In addition to this letter, the Contractor must provide a map of each facility indicating facility number, location of detectors, and date detectors were cleaned. The Contractor will submit weekly report identifying all detectors that were cleaned/serviced. The government will provide to the Contractor the floor plan drawings no later than two (2) working days after contract award.

1.3.1.3. SUBMIT ITM SERVICE SCHEDULE

The Contractor shall schedule and arrange all work to mitigate interference with normal Government operations. The Contractor must submit a schedule for Aviano AB and a schedule for Ghedi AB indicating all mandatory ITM services to be performed during the contract period. These schedules must be submitted to the COR and CO for approval no later than ten (10) working days after award of the contract. These schedules must be approved prior to commencement of contract work. The service schedule must include:

- Each mandatory ITM service required by this PWS indicating the governing standard

- Facility Number

- Type of service to be performed (e.g., Monthly ITM service)

- Date, starting time and completion time.

Once approved by the COR, the Contractor must make every effort to adhere to the schedule. Any changes due to unforeseen circumstances will require the Contractor to submit an updated ITM schedule for COR review and approval with the weekly service submittal. The updated schedule shall also include the previous week’s performed tasks. The submittals must be in electronic format and must be fully readable when printed.

Note: It is the Contractor’s responsibility to obtain all required specific material and make all necessary arrangements or coordination to fully accomplish services (i.e., replace pressurized CO2 or Nitrogen cartridges, replace fusible links, overhaul valves, check tanks for corrosion, etc.).

1.3.1.4. ITM SERVICE REPORT

The Contractor must generate a dual language system service report each time it works on a system.

Every system (Wet-Pipe, Dry-Pipe, Detection, etc.) in a facility requires a system service report;

therefore, it is expected that a system/facility could have multiple reports during a work week. The comments section of the system service report must include, but is not limited to the following:

- Planned services that were not performed with a detailed explanation of why service was not performed (e.g., Unable to enter facility because...)

- Previously deferred services performed

- Identified deficiencies with a detailed description; applicable code references; proposed solution;

required material and labor quantities.

The ITM service report forms shall be submitted no later than five (5) working days after contract award for approval. The submittals must be in electronic format and must be fully readable when printed.

1.3.1.5. SERVICE TASKS VALIDITY

Type and frequency of each required task shall comply with the most current applicable standard in force at the time of contract award. No further changes (increase or reductions) in fixed frequencies will be requested for this contract. Contractor is required to notify in writing CO and COR for any code or norm changes. In case of consistent changes of norm requirements, proper action will be considered and evaluated.

1.3.2. EXTRAORDINARY MAINTENANCE

Extraordinary maintenance consists of any maintenance or repairs not included in the mandatory ITM service. This service is necessary to bring a system, or piece of equipment, up to the original operating condition for which the equipment was intended, which includes associated operational checks.

Extraordinary maintenance should be executed during normal working hours or in conjunction with mandatory ITM service. The Government considers a request complete when the deficiency causing the request is corrected and the system or piece of equipment is operating as intended.

1.3.2.1. EXTRAORDINARY MAINTENANCE REQUEST LETTER

The extraordinary maintenance request letter is generated by the COR and submitted to the Contractor via email. The Contractor must respond and be onsite at the facility requiring service within 4 normal working hours after receipt of a request letter for Aviano AB, and within 24 normal working hours after receipt of a request letter for Ghedi AB. The request must be completed within three (3) working days unless approved otherwise in writing by the COR. The Contractor must generate an extraordinary maintenance service report upon completion of the service.

1.3.2.2. EXTRAORDINARY MAINTENANCE REQUEST SERVICE REPORT

The Contractor shall generate and submit the extraordinary maintenance request service report to the

COR via email by on the second working day following the completion of each extraordinary maintenance request by the Government. The extraordinary maintenance request service report form shall be submitted no later than five (5) working days after contract award for approval. The report must include:

- The reference of the related request letter

- Description of the deficiency(s), including cause(s)

- Date and time work began

- Date and time work was completed

- Description of work completed

- Number of direct hours expended to the half hour

- Description of material and parts used, including quantities

- Signature or initials of the Contractor personnel performing the service or supervisor, indicating that the work has been completed.

1.3.2.3. EXTRAORDINARY MAINTENANCE REQUEST FREQUENCY

The below table is based on historical data and indicates an average amount of request letters the

Contractor may receive during the performance period. The data in this table is provided for informational purposes only.

Average Request Letters

Air Base

Aviano Ghedi

Number of requests 261 5

Total of labor hours 635 4

Total of materials € 68,000.00 €348.32

1.3.3. EMERGENCY

An emergency is defined as any system’s operational or efficiency condition that impairs its capability to function as foreseen and which constitutes an immediate safety hazard for operating personnel or US

Government property.

1.3.3.1. EMERGENCY REQUEST

An emergency request is a request made via telephone from the designated Government representatives.

This will be followed by an emergency request letter via email. Emergency request work consists of the following: determining the cause of system and/or equipment malfunctions, eliminating the cause(s) and restoring the system and/or equipment to full-operational working condition. It is Contractor responsibility to correct the emergency request deficiency in one visit. If the Contractor is unable to correct the deficiency in one visit, then it must place the system in a safe condition that will prevent further damage to the system or to the building. Before leaving the facility, the Contractor must contact the emergency request originator (personnel that notified the contractor of the emergency) and Fire

Department Emergency Control Center (ECC) operator by telephone or in person to report the following:

a description of completed work, overall status of the affected system(s) and description of any necessary follow-up work. Any necessary follow-up service will be executed as extraordinary maintenance. The

Contractor must generate an emergency request service report for every emergency request it receives accordingly to paragraph 1.3.3.4. below.

1.3.3.2. EMERGENCY REQUEST RECEPTION

The Contractor shall have adequate procedures for receiving and responding to emergency requests twenty-four (24) hours per day, seven (7) days a week, including weekends and holidays. A single toll-free telephone number shall be provided by the Contractor for receipt of all emergency requests. All telephone calls shall be answered by an individual fully familiar with the Contractor's work control procedures, and the terms and conditions of this contract. The individual shall have English language skills to understand the reason for call and necessary actions to take.

1.3.3.3. EMERGENCY REQUEST RESPONSE TIME

The Contractor must respond and be onsite at the facility requiring service within one (1) hour after receipt of an emergency request for Aviano AB, and within five (5) hours after receipt of an emergency request for Ghedi AB.

1.3.3.4. EMERGENCY REQUEST SERVICE REPORT

The Contractor generates an emergency request service report for each emergency request. This document must be submitted to the COR via email on the first working day following receipt of the emergency request. The emergency request service report form shall be submitted no later than five (5) working days after contract award for approval. The report must include:

- Date and time the Contractor received the request

- Request originator name

- Originator telephone number

- Facility number

- System identification

- Description of the problem generating the request

- Date and time work began onsite

- Date and time work was completed onsite

- Description of any deficiency(s), including cause(s)

- Description of work completed

- Number of direct hours expended to the half hour

- Description of material and parts used, including quantities

- Signature or initials of the Contractor personnel performing the service or supervisor, indicating that the work has been completed

- Identified uncorrected deficiency(s) with a detailed description and related solution.

1.3.3.6. REQUEST FREQUENCY

The below table is based on historical data and indicates an average amount of emergency requests the

Contractor may receive during the performance period. The data in this table is provided for informational purposes only.

Average Emergency Requests

Air Base

Aviano Ghedi

Number of requests during normal duty hours 24 0

Number of requests after normal duty hours 15 0

Total of labor hours 57.5 0

Total of materials € 326.92 0

1.3.4. TECHNICAL ASSISTANCE

Upon request, received in writing, the Contractor shall provide technical assistance to the COR, Aviano

AB Fire Department, or designated Government representatives. The Contractor's response time for this service will be within two (2) working days of the request unless approved otherwise by the COR. This assistance includes, but is not limited to:

- Recommending and instructing how to restore a system back to normal condition after activation

- Attending Government provided training for a newly constructed or renovated facility to gain knowledge of the facility fire systems

- Surveying, evaluating, and generating facility records (Operation and Manuals, As-Built Drawings, Reports, etc.) in the format and quantities requested by the COR.

1.4. GENERAL SERVICE REQUIREMENTS

1.4.1. COORDINATION

The Contractor shall coordinate with all other involved parties (e.g., Contractors and Government personnel) to ensure there are no disruptions to Military Operations while performing the mandatory services. The Government will provide the Contractor with Facility Manager’s list no later than two (2) working days after contract award. It is the Contractor’s responsibility to coordinate all mandatory services with the Facility Managers well ahead of time and accomplish all requirements necessary to access the facility. If the Contractor is unable to access the facility due to unforeseen circumstances, then rescheduling the work must be accomplished. All unproductive time due to delays caused by

Military Operations (e.g., access procedures, exercises, emergencies, etc.) shall not be at Government’s expense.

1.4.2. NOTIFICATIONS TO THE GOVERNMENT

The day of the service, before beginning any mandatory ITM or extraordinary maintenance service on a facility, the Contractor must notify the Facility Manager and Aviano AB Fire Department by telephone or in person. Additionally, the Contractor must place notification signs at each facility where it intends to perform a service. These notification signs must be located at the two main public entrances, determined by the Facility Manager, and at any electrical and mechanical room where the Contractor is working. The notification signs must have an inscription “Fire Alarm System Maintenance in Progress on a yellow, red, or orange background color, and be large enough to be seen and read from five (5) meters. The notification signs shall be submitted no later than five (5) working days after contract award for approval. The COR must approve the Contractor notification signs prior to commencement of all contracted work. The notification signs requirement does not apply to the emergency requests.

1.5. SUBMITTALS

1.5.1. PRIOR TO COMMENCEMENT OF WORK

After contract award, the Contractor must provide the following submittals to the COR:

• Notification signs

• ITM service report forms

• Extraordinary Maintenance and Emergency request service report forms

• ITM service schedule

• Organizational chart

• Contractor contact information

• Quality Control Plan (QCP)

• Safety Plan, and applicable SDS's

All submittals must be approved by the COR prior to commencement of contract work.

A detailed list of the submittals to be provided is included in Appendix B – “Submittals”.

1.5.2. WEEKLY SERVICE SUBMITTAL

The weekly service submittal is a compilation of all required documentation (ITM service reports, smoke detector cleaning, part history summary, work order tracker, metrics, etc.) generated by the Contractor.

The Contractor must provide electronic (digitally signed/certified and fully readable when printed) copies of an entire week's submittal to the COR by 16:00 on the second working day of each following week. (e.g., February’s first week submittal is due by the 2nd working day of the second week of

February).

1.5.2.1. PARTS HISTORY SUMMARY

The Parts History Summary (PHS) is a history of the replacement parts used by the Contractor to perform extraordinary maintenance and emergency requests under this contract (Excel format). It consists of the parts history list and the facility usage list. The Contractor must update these lists weekly and submit a copy of the PHS to the COR in conjunction with the weekly service submittal. The submittal must consist of all the applicable data up to the date of the submittal, not just the period since the last submittal.

The sample format of the PHS and associated lists will be provided to the Contractor by the Government no later than two (2) working days after contract award.

1.5.2.2. WORK ORDER TRACKER

The Work Order Tracker (WOT) is a history of the list of the extraordinary maintenance and emergency requests under this contract and it shall be in Excel format. It consists of the updated status of all the requests. The Contractor must update this list weekly and submit a copy of the WOT to the COR in conjunction with the weekly service submittal. The submittal must consist of all the applicable data up to the date of the submittal, not just the period since the last submittal. The sample format of the WOT will be provided to the Contractor by the Government no later than two (2) working days after contract award.

1.5.2.3. METRICS

Metrics are management products in the form of report (written or graphical) containing essential and factual information and data/statistics on the type, quantity, timeliness, and quality of contract services performed. Overall, they objectively depict effectiveness in meeting contract requirements and objectives. Negative trends should be accompanied by information specifying the types of action the contractor intends to take to correct deficiencies and prevent their recurrence. This shall include the method for identifying and preventing defects in the quality of service performed before the level of performance becomes unacceptable.

The contractor shall provide the COR a list of the proposed management metrics within five (5) working days after contract award. The CO reserves the right to request from the Contractor changes in the type and format of metrics, if these do not objectively and effectively reflect actual quantity, timeliness, and quality of the services performed. The COR reserves the right to compare contractor metrics against other government obtained information, such as, but not limited to, customer complaints, COR service inspection findings, or work performance observations. The contractor metrics and results of the above comparisons shall be utilized by the COR in the determination whether provided services are satisfactory or otherwise.

2. PERFORMANCE REQUIREMENTS SUMMARY (PRS)

The contract service requirements are summarized in performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimally acceptable levels of service for each requirement. The SS and the Contractor’s QCP provide information on contract requirements, the expected level of Contractor performance and the expected method of Government validation and confirmation of services provided. These thresholds are critical to mission success.

Procedures as set forth in the FAR 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance, will be used to remedy all deficiencies. During the first initial 30 days of the contract, two additional errors on each required task shall be allowed in an effort to identify normal phase-in problems, except for any Emergency.

Required

Task Performance Objective

PWS

Para

Performance

Threshold Resolution

Mandatory Inspection, Testing, Maintenance service

Contractor shall perform the service with completeness, accuracy, quality and timeliness

IAW Laws and Standards currently in Force in Italy and the requirements of this PWS.

1.3.1 & subpar.

No more than two

(2) discrepancies per month

Contractor re-performs service within 48 hours upon notification at no additional cost to Government

Extraordinary

Maintenance

Contractor shall perform the service with completeness, accuracy, quality and timeliness

IAW Laws and Standards currently in Force in Italy and the requirements of this PWS.

1.3.2 & subpar.

No discrepant services allowed

Contractor re-performs service within 24 hours at no additional cost to Government

Emergency

Contractor shall perform the service with completeness, accuracy, quality and timeliness

IAW Laws and Standards currently in Force in Italy and the requirements of this PWS.

1.3.3 & subpar.

No discrepant services allowed N/A

Technical Assistance

Contractor shall perform the service with completeness, accuracy, quality and timeliness

IAW the requirements of this

PWS.

1.3.4.

No discrepant services allowed

Contractor re-performs service within 24 hours at no additional cost to Government

Notifications to the

Government

Contractor shall notify FM and

ECC prior to start working on any system.

1.4.2.

No discrepancies allowed N/A

Submittals

Contractor shall submit the required documentation assuring the completeness,

1.5 & subpar.

No more than four (4) discrepancies per month

Contractor resubmits correct documents/reports within 48 hours upon COR notification at accuracy, quality and timeliness

IAW this PWS requirements.

no additional cost to

Government

For services not performed/re-performed satisfactorily, or for unacceptable trends of reperformance, the

CO will decide on action to be taken on case-by-case basis, including monetary deductions. Negative trend will be reported in CPARS.

2.1. QUALITY CONTROL SYSTEM

The Contractor shall develop and maintain a QCP to ensure services are performed IAW this contract, applicable laws and regulations and commercial practices. The plan shall implement quality control procedures to identify, prevent and ensure non-recurrence of defective services. Quality control procedures should present all aspects of quality control to include the responsibility for surveillance, description of records to be kept and corrective actions to be taken to correct unsatisfactory performance.

At a minimum, the Contractor shall develop quality control procedures addressing the areas identified in Paragraph 2 (Performance Requirements Summary) of the PWS. A copy of the Contractor's QCP shall be submitted with the Bid proposal. Proposed changes to the plan shall be provided to the CO for approval prior to implementation.

2.1. QUALITY ASSURANCE

The Government will periodically evaluate the Contractor’s performance by appointing COR(s) to ensure services are received IAW requirements set forth in the contract. The COR(s) will evaluate the

Contractor’s performance: the COR(s) may inspect and rate each task as acceptable or unacceptable. If the COR(s) determines an unsatisfactory performance, the COR(s) will document the written discrepancy and notify the Quality Control Inspector (QCI). The QCI will sign and return the inspection sheet indicating an agreement or non-agreement to re-perform the service. The discrepancy shall be filed for monitoring future recurring performance. If the QCI challenges the validity of the discrepancy even after the COR(s) determines its validity, the QCI shall notify the COR and the CO, and the CO shall make the final determination. The COR will use the Contractor’s work schedule or modified version thereof, to record validation results. Results of the validation then become the official Air Force record of the Contractor’s performance. When a performance standard has not been met or Contractor performance has not been accomplished, the COR will initiate and provide the CO a Corrective Action

Report (CAR) for issuance to the Contractor. The Contractor shall respond to the CAR IAW instructions provided and return it to the CO within ten (10) calendar days of receipt.

3. GOVERNMENT/CONTRACTOR FURNISHED ITEMS

3.1. GOVERNMENT

3.1.1. MATERIAL

Within two (2) working days of contract award, the Government will allow the Contractor to access and view the following documents if available: As-Built Drawings; operation and maintenance manuals;

historical ITM documents. These documents are provided for informational purposes only. The

Government makes no representation as to the completeness or accuracy of these documents.

Additionally, any necessary access keys will be made available for Contractor's use during the term of the contract.

3.1.2. UTILITIES

Contractor will be allowed the use of utilities needed to accomplish work under this contract. Electric power 220 V, 1 phase, 50 Hz is available. Connections will be at Contractor’s expense. Upon completion of any work performed, Contractor will restore site to original condition without debris, neat and safe for others to use.

3.1.2.1. RESTROOM USE

Contractor will be allowed the use of restroom facilities within the work area.

3.1.3. FACILITY SPACE

The Government will not provide the Contractor any office or an on-base area to conduct admin related work. Any work unrelated to the maintenance, testing or certifications of the devices mentioned within

Appendix A will be accomplished by the Contractor in their place of work.

3.1.4. SECURITY, FIRE AND MEDICAL SERVICES

The Government will provide police and fire protection. In the event of a medical emergency on base, the Contractor is required to call +39-0434-30-1911 (ECC). If employee is unable to speak English, then he/she is required to call 112 and ensure the information is relayed from the dispatcher to the ECC on base.

3.2. CONTRACTOR

The Contractor shall provide new or factory reconditioned parts and components when performing the services described in this PWS. All replacement materials (parts, components, equipment, etc.) shall:

- Be the same (brand and model) of the original one. If the material is no longer available on the market, the Contractor will provide to the COR/CO the declaration of compatibility with existing system

- Be of equal or better quality than original equipment or parts specifications

- Comply and be certified with applicable Norms/Standards: the certification shall be delivered to the

COR prior the installation

- Be used in accordance with original design and manufacturer's intent.

3.2.1. MATERIAL AND EQUIPMENT

The Contractor shall maintain enough readily available materials and equipment on hand to fulfill the requirements within this PWS. Lack of materials or equipment does not relieve the Contractor from the responsibility or from the requirement to complete the work within the time limits specified in this PWS.

Additionally, the Contractor will provide the Government a printed copy of the most current applicable

UNI Norms within the first ten (10) working days of contract award.

3.2.1.1. VEHICLE

Contractor vehicles shall always be maintained in a safe and operational condition while on Aviano AB.

They must also be clearly identifiable with a logo or the name of the Contractor company. If at any point, while on Government premises, a spill or release of any hazardous material into the environment does occur from the contractor vehicles, then it will be the Contractor’s responsibility to notify appropriate agencies and contain the spill. See paragraph 4.4.3.2. for further details.

3.2.1.2. HIGH-REACH DEVICES & EQUIPMENT

Some devices are installed at heights that require the use of specific devices or equipment (such as the use of lifting platforms or ladders or scaffolding). Such devices or equipment shall be European Union certified, and the user shall be qualified to use it.

4. GENERAL INFORMATION

4.1. HOURS OF OPERATION

Normal working hours are Monday through Friday, from 08:00 to 17:00, except U.S. Federal and Italian

Holidays. The Contractor will schedule all the services to be performed during normal working hours.

The Contractor may find it necessary to deviate from the normal base hours of operation, to ensure timely completion of work under this PWS at no additional cost to the Government.

4.1.1. HOLIDAYS

During the following U.S. Federal and Italian Holidays the access to the facilities could be limited:

U.S. Federal Holidays

New Year’s Day 1st January

Martin Luther King’s Birthday 3rd Monday in January

President’s Day 3rd Monday in February

Memorial Day Last Monday in May

Juneteenth 19th June

Independence Day 4th July

Labor Day 1st Monday in September

Columbus Day 2nd Monday in October

Veteran’s Day 11th November

Thanksgiving Day 4th Thursday in November

Christmas Day 25th December

Italian Holidays

New Year’s Day 1st January

Epiphany 6th January

Easter as stated on current year’s calendar

Easter Monday as stated on current year’s calendar

Aviano local patron Saint’s Day as stated on current year’s calendar

Liberation Day 25th April

Italian Labor Day 1st May

Republic Day 2nd June

Assumption Day 15th August

All Saints 1st November

National Unity Day As stated on current year calendar

Immaculate Conception 8th December

Christmas Day 25th December

Saint Stephen Day 26th December

NOTE: American holidays falling on a Saturday are normally observed on the previous Friday.

American holidays falling on a Sunday are observed on the following Monday.

4.1.2. POTENTIAL DELAYS DUE TO MILITARY OPERATIONS

Contractor may experience delays due to military exercises or other military activities in Entry Control

Points (ECP) of Aviano Air Base. Potential delays do not alleviate Contractor from performing service and shall not be the basis for the additional cost to the Government.

4.1.3. PERFORMANCE OF SERVICES DURING CRISIS DECLARED BY THE

NATIONAL COMMAND AUTHORITY OR OVERSEAS COMBATANT COMMANDER

Contractor shall continue service as required by this PWS, without additional cost to Government during events of contingency operations, natural disasters, and state declared crisis. Service will be performed during duty hours (from 08:00 to 17:00 hours, from Monday through Friday). Contractor must provide a Mission Essential Conditions Plan documenting name of operator, type of vehicle and plate number.

This plan must be always kept current.

4.2. CONTRACTOR - GENERAL REQUIREMENTS

The Contractor shall have competent personnel trained within the contract. All Contractor personnel must be qualified/certified in accordance with Italian law and experienced in the skills and responsibilities of the position to which they are assigned or must be supervised by a technician provided with the proper qualification in accordance with applicable Italian standards. Before the submittal of the base pass requests and within 5 days from the contract award, the Contractor shall provide an employee roster to the CO/COR.

4.2.1. KEY PERSONNEL

The Contract Manager (CM), QCI and/or alternate(s) must be available and must be reachable during work hours. The Contractor shall provide to CO and COR telephone number(s) and e-mail address(es) of all key personnel where validation results and complaints can be reported. This information will be kept updated by the Contractor whenever personnel changes occur. The CM, QCI or alternate(s) shall have full authority to act for the Contractor on all contract matters relating to the daily operation of this contract.

4.2.2. ORGANIZATIONAL CHART

In addition to the requirements of obtaining Base Access Badges, the Contractor must submit an organization chart indicating all employees who shall perform work under this contract and the contact information to the COR no later than five (5) working days after contract award and before initiating the performance of work. This list shall include the full name and position of each employee. The

Contractor must notify the COR in writing at least five (5) working days prior to any personnel changes or changes in contact information. The Contractor must notify the COR in writing of any unplanned changes as soon as possible, but no later than the next working day.

4.2.3. EMPLOYEE REQUIREMENTS

The Contractor shall not employ person(s) for work in this contract who are identified to the Contractor by the CO as a potential threat to the health, safety, security, general well-being, or operational mission of the installation and its population. The Government is authorized to restrict the employment under the contract of any Contractor employee or prospective Contractor employee, who is identified as a potential threat to the health, safety, security, general well-being, or operational mission of the installation and its population.

4.2.3.1. IDENTIFICATION OF CONTRACTOR EMPLOYEES

Contractor personnel shall present a neat appearance. All employees shall wear a nametag or other identifying apparel all the time. Contractor personnel shall be easily recognizable while on the installation in conjunction with this contract. This shall be accomplished through the wear of distinctive clothing, overcoats, or hats, bearing the company name or logo. The coloring or design of the items selected should be such that identifies personnel easily and quickly for reasons of safety and personal protection.

4.2.4. LANGUAGE PROFICIENCY

The Contractor's Contract Manager(s), call reception personnel, as well as one person per maintenance team shall have a good command of the English language to coordinate services properly and independently with United States Government personnel. All written correspondence shall be in

English.

4.2.5. CONTRACTOR COMMUNICATIONS

To facilitate communication between the Government and the Contractor, the Contractor must designate and maintain an active email account(s) and contact telephone number(s) for the life of the contract.

4.2.6. KEY CONTROL SYSTEM

The Contractor shall establish and implement a key control system to ensure keys issued to the

Contractor are not lost, misplaced, or used by unauthorized personnel. The Contractor shall establish a log that shows the facility number, name of personnel signing out/in the key, date, and time out/in, and any other pertinent information necessary to control keys. The Contractor must not duplicate any keys issued by the Government.

4.2.6.1. LOST KEYS

The Contractor shall immediately report to the COR any occurrences of lost, unauthorized use, or unauthorized duplication of keys.

4.2.6.2. RE-KEYING OR REPLACEMENT

In the event keys other than master keys are lost or duplicated, the Contractor shall be required, upon written direction of the COR, to re-key or replace the affected lock or locks without cost to the

Government. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost of the re-keying effort shall be deducted from any payment due to the Contractor.

4.2.7. MEETING MINUTES

The CO is responsible for recording the meeting minutes for all official meetings with the Contractor and distributing them, in English, via email to the meeting participants, COR, and CO within five (5) working days of the meeting. Official meetings include all meetings with the CO or COR regarding

Contractor quality or performance issues.

4.2.8. SYSTEM DIAGRAMS

If during the performance of a service the Contractor discovers that the system diagram is missing or incorrect, it must notify the COR via the system ITM service report. Any time the Contractor makes a significant change to the system, it shall generate a new system diagram in CAD (dwg format) format and submit an electronic version (CAD) to the COR for approval. Once approved, the Contractor will post the updated diagram in the building or facility.

4.2.9. APPENDIX DISCREPANCIES

If during the performance of services under this contract the Contractor discovers that the description of the system components indicated in the Appendix A differs from the actual onsite condition, then it must be notified by e-mail to the COR and the CO within 10 working days. A modification to the contract shall be made between the Contractor and the CO to update Appendix A. If the Contractor believes the discovered discrepancy constitutes a cost increase/decrease to the contract, then the notification must include the current cost and the estimated new cost of the system for issuance of a contract modification.

4.2.10. LIABILITIES AND RESPONSIBILITIES

The Contractor shall be responsible for all damages to persons or property that occurs during the performance of this contract as a result of the Contractor's fault or negligence. The Contractor shall also be responsible for all materials and work performed until completion and acceptance of the work. The

Contractor shall safeguard all tenants and visitors in the facilities while performing the work under this contract.

4.3. SECURITY REQUIREMENTS

Contractor employees shall comply with Aviano AB security requirements imposed by the Installation

Commander while on Aviano AB premises. The Contractor shall obtain all necessary passes, decals, badges, or other items required for access to perform contract services at Aviano AB. The Contractor is responsible for accountability of all such media, which shall be surrendered to the Security Forces

Squadron Pass and Registration Section upon completion or termination of the contract or upon termination of an individual’s employment for the Contractor. The Contractor shall comply with all

Aviano AB policies regarding entry to the installation, rules of the road, contingency operations compliance, and photography prohibitions. Contractor employees are authorized entry to the installation for the purpose of work under this contract only and are not authorized in other facilities or areas without prior Government authorization.

4.3.1. BASE ACCESS AUTHORIZATION

Government will provide entry authorization to Aviano AB for Contractor’s personnel and vehicles necessary to accomplish the required service IAW this PWS. Contractor’s personnel and vehicles must be identifiable. At Contract award, Contractor shall be responsible to submit all the mandatory documentation to obtain the entry passes. All employees may be subject to a background check through the Carabinieri and the Italian Air Force to obtain authorization for base access. This process could take up to two months until approved. Contractor will be responsible to request renewal of entry passes timely prior expiration to avoid interruption of services with subsequent request from U.S. Government for damages or related costs for missing services including legal refunds. The Contractor shall be aware that entry requirements are subject to change due to installation and world situations.

The Aviano AB Installation Commander reserves the right to deny restricted area entry to any Contractor employee upon discovery of unfavorable information, and the right to terminate the entry of any employee upon disclosure of information indicating the individual’s continued entry to Aviano AB not in the best interest of national security. Entry Passes are property of US Government and if for some reason the Contract is suspended or terminated, Contractor is fully responsible to return the badges within one (1) day after the suspension or the termination of the Contract to COR or CO. If the Contract is re-activated after a suspension the Contractor will have back the original badges. If Contract extend for more than twelve (12) months, Contractor is responsible to get the new forms and fill them for the renewal of Entry Passes. Request for renewal badges should be requested at least 60 calendar days prior to the expiration date of the current Entry Passes.

4.3.2. MAIN BASE ACCESS

All commercial Contractor vehicles shall enter through Gate 8 (Area F, LVIS Gate) and be subject to search prior to gaining base entry. The Contractor should plan and allow for delays because of the increased and ever-changing security procedures.

4.3.2.1. SECURITY AUTHORITY

The Contractor shall brief all employees that they shall immediately leave any area upon notification by the CO, COR, constituted…