PWS - Air Base Dormitory.docx

Joint Base Charleston Performance Work Statement Air Base Dormitory Facility Preventive Maintenance, Inspection & Repair Services

Technical Sergeant Charlie Schleuger Contracting Officer Representative (COR) 628th Civil Engineer Squadron 4/4/2023

Table of Contents

1.0 PURPOSE

1.1 GENERAL REQUIREMETS

1.1.1 STANDARDS

1.1.2 MANAGEMENT

1.1.3 WORK CONTROL COORDINATION, EQUIPMENT SHUTDOWNS, & SERVICE INTERRUPTIONS

1.1.4 CAPABILITY, TRAINING, & QUALIFICATION

1.1.5 WARRANTIES

2.0 SCOPE OF WORK

2.1 DESCRIPTION OF SERVICES

2.1.1 REAL PROPERTY INSTALLED EQUIPMENT (RPIE)

2.1.2 POINTS OF DEMARCATION

2.1.3 HVAC SYSTEMS MAINTENANCE

2.1.4 EXHAUST HOODS

2.1.5 BOILER MAINTENANCE

2.1.6 COOLING TOWER MAINTENANCE

2.1.7 LOCKSMITH SERVICES

2.1.8 GUTTERS

2.1.9 SAFETY DEVICES

2.2 PREVENTIVE MAINTENANCE AND INSPECTION (PMI)

2.3 REPAIRS & SERVICE CALLS (S/C)

3.0 SERVICE SUMMARY

4.0 GOVERNMENT FURNISHED PROPERTY & MATERIALS

5.0 GENERAL INFORMATION

1.0 PURPOSE

The purpose of this requirement is to provide a Preventative Maintenance Inspection (PMI) services and repair services contract. The principal place of performance is located at Joint Base Charleston, Charleston (JBC), South Carolina. The scope of this contract includes 28 facilities and structures including living quarters, minor supporting structures (covered bicycle racks, pavilions), a dining facility, and a chilled water plant. The Contractor shall be responsible for maintaining all facilities, structures, systems, and equipment to safe and reliable operational standards with minimum disruptions to dormitory residents and dining facility patrons.

1.1 GENERAL REQUIREMENTS

The work described herein covers the completion of PMI of Real Property (RP) facilities incidental to the operations and maintenance of the facilities. Contractor performance requires employees experienced in the following work disciplines, but is not limited to: utilities, electrical, mechanical, plumbing, building interior, building exterior, painting, miscellaneous building requirements, miscellaneous equipment requirements, and computerized Direct Digital Controls (DDC) monitoring and sensors. In addition, routine, urgent, and emergency corrective maintenance and repairs identified by service calls (S/C) and/or during performance of PMI will be required to restore facilities and equipment to safe and reliable operations. The Contractor shall also be responsible for the provision and staffing of a Work Reception Center (WRC) and Self-Help Function (SHF) for dormitory residents (Sections 2.4 and 2.5).

Except where otherwise stated, the Contractor shall furnish all labor, supervision, management, administration, tools, materials, equipment, transportation, communications, and other items necessary to provide the services described in this Performance Work Statement (PWS). This PWS includes a Limitation of Liability (LOL) for repairs, lost tools and equipment issued by the Self-Help Function, and other actions associated with the execution of this PWS.

Contract performance occurs within a secured environment, which requires prior coordination and possible escort within designated areas.

1.1.1 STANDARDS

The Contractor shall be responsible for maintaining all listed facilities, systems, and equipment in a safe and reliable condition. Preventive maintenance, inspection, and repair standards consistent with Industry Best Practices and Manufacturer’s Recommendations, except as otherwise specified in this PWS, shall be applied to prevent deterioration beyond that which results from normal wear and tear. Identified deficiencies shall be corrected in a timely manner to assure full life expectancy of the facilities, systems, and equipment. See Section 2.3 for response requirements. All work shall comply with current building and safety codes, applicable technical standards, manufacturer Operations & Maintenance (O&M) manuals, appropriate Unified Facility Criteria (UFC), and local, state, and federal regulations. See Table 1-0 below for references requiring compliance. All conflicts identified in applying referenced standards for RP Facilities, Real Property Installed Equipment (RPIE) and non-RPIE shall be communicated in writing to the respective Contracting Officer for resolution.

Table 1-0 - References

Workmanship for maintenance and repair shall include all work necessary to complete facility and system restoration, including touch-up painting, operational checks, and any required testing. Upon completion of work, the Contractor shall ensure all facilities, structures, systems, and equipment are free of missing components or defects, which would affect the safety, appearance, or habitability of the facilities and structures, or would prevent any electrical, mechanical, plumbing, or structural system from functioning in accordance with design intent. The quality of PMI and repairs shall meet the applicable manufacturer’s standards and shall prevent any malfunction reoccurrences caused by poor workmanship or other Contractor work practice deficiencies. The quality of the repaired areas shall be fully compatible with adjacent surfaces or equipment. Any deviation from manufacturer standards, and compatibility with adjacent surfaces or equipment must be accepted by the COR.

Work site housekeeping is an expected standard. The Contractor shall not allow debris to spread unnecessarily into adjacent areas nor accumulate in the work area. All such debris, excess material, and parts shall be cleaned up and removed at the completion of the S/C and at the end of each day. Upon completion of work, any stains and other unsightly marks shall be removed. When applicable, the Contractor must follow Joint Base Charleston policies and procedures regarding hazardous material handling, storage, removal, and clean-up.

1.1.2 MANAGEMENT

The Contractor shall provide a Project Manager (PM), who shall be present on site during normal hours of operation (Section 5.1) to provide leadership, guidance, and supervision to all Contractor employees. An Alternate PM must be assigned in the event of PM absence (illness, vacation, scheduled day off). The Contractor shall notify the Government when the PM is absent. The PM shall be responsible for coordination, scheduling, monitoring, and ensuring all aspects of facility maintenance are successfully executed, to include, but not limited to planning and scheduling of PMI and S/Cs, cost control, report preparation, generating and maintaining records, and quality control to ensure PWS requirements are met. The PM shall serve as the Contractor’s primary Point-of-Contact (POC) for the Government and provide after-hours contact information for coordination of emergency Contractor response.

1.1.3 WORK CONTROL COORDINATION, EQUIPMENT SHUTDOWNS, & SERVICE INTERRUPTIONS

Contractor work shall not interfere with normal Government business. In those cases where interference is unavoidable, the Contractor shall coordinate with the COR to minimize the impact and effects of the interference. The Contractor shall notify the COR of any difficulty in scheduling work due to Government controls and constraints.

Prior approval shall be obtained from the COR, except in emergencies, for work requiring shutdown of equipment for more than 30 minutes during regular work hours. All such requests shall be submitted at least 72 hours in advance. In cases where shutdown is necessary, the Contractor shall coordinate the shut-down with the COR or other designated representative in that affected building.

If any utilities or other services must be discontinued (temporary or otherwise) due to scheduled work, the Contractor shall notify the appropriate COR within 7 calendar days. If the discontinued service is due to an emergency breakdown the Contractor shall notify the COR as soon as practicable.

1.1.4 CAPABILITY, TRAINING & QUALIFICATION

The Contractor shall be responsible to ensure that all trades performing work under this contract possess the proper experience, qualifications and or certification as well as ensure all required safety training is current and documented. The Contractor shall maintain required records of all employee training and certification and provide copies to the Contracting Officer (CO) or COR upon request.

1.1.4 WARRANTIES

The Contractor will warranty repairs for the length of time consistent, but not less than 90 calendar days, with the equipment or repair/replacement part manufacturer’s recommended commercial standard warranty to include parts and labor. If reconditioned parts are provided, the reconditioned parts shall carry the same warranty provisions as originally provided by the Contractor for new parts. For record purposes, warranty repair information shall be submitted to the COR for materials and parts along with the written repair report as stated in paragraph Section 2.7.

The Contractor shall report to the COR all defects in workmanship, material, parts, or improper installation. The Contractor shall verify warranty coverage with the appropriate COR prior to performing repair work.

2.0 SCOPE OF WORK

The Contractor shall perform PMI and repair services as described in this PWS with a focus on safety, customer satisfaction and responsiveness. The Contractor is encouraged and expected to use innovative approaches to efficiently and effectively accomplish requirements IAW this PWS. Additionally, the Contractor shall make recommendations when necessary to meet the overall standard of safe and reliable operation of all systems and equipment as well as continued sustainment of facilities and structures.

Work performed consists of PMI and/or repair of RP Facilities and RPIE (see Appendix A & Appendix B). The work shall be performed at various locations and will vary from facility to facility.

2.1 DESCRIPTION OF SERVICES

2.1.1 REAL PROPERTY INSTALLED EQUIPMENT (RPIE)

RPIE is defined as an item of Government-owned or leased accessory equipment, apparatus, and fixtures that are affixed and built into a facility as an integral part of that facility and are generally installed during initial construction. The equipment must be necessary to make the facility complete, and if removed, would destroy or severely reduce the designed usefulness and operation of the facility.

The Contractor will be responsible for accomplishing preventative maintenance and repair of RPIE listed in Appendix A, IAW Sections 1.1.1 (Standards), 2.2 (Preventive Maintenance & Inspection), and 2.3 (Repairs & Service Calls).

Sections 2.1.2 through 2.1.7 provide additional details and requirements pertaining specific RPIE equipment and services.

2.1.2 POINTS OF DEMARCATION

The Contractor shall be responsible for all water supply lines, sewage lines, high voltage electrical lines, low voltage electrical lines, and other utilities past the point of demarcation. Refer to Appendix F for a comprehensive list of the points of demarcation.

2.1.3 HVAC SYSTEMS MAINTENANCE (HVAC)

The Contractor shall maintain all HVAC systems and equipment to ensure they are safe, fully functional, and operational. The Contractor’s PMI program shall ensure HVAC systems are properly cleaned, lubricated and performing to design standards by following the specific manufacturer's recommended maintenance schedule, to include balancing when required.

All Dining Facility and dormitory HVAC systems (spring) and heating systems (fall) shall be tested to ensure the highest operational confidence prior to peak seasonal demand. This operational test can be in conjunction with any other scheduled maintenance or repair.

2.1.4 EXHAUST HOODS

The Contractor shall provide servicing, repairs, and maintenance for all food preparation exhaust hoods and exhaust fans in the Dining Facility. The required cleaning of food preparation exhaust hoods and fans is not the responsibility of the Contractor.

2.1.5 BOILER MAINTENANCE

The Contractor shall perform PM, operational inspections and documentation IAW AFI 32-1068 to ensure reliable and continuous safe operation of all facility boilers covered under this PWS to include water-testing and treatment. The use of AF Form 1459, Water Treatment Operating Log for Steam and Hot Water Boilers IAW AFI 32-1001 is mandatory. The Contractor shall ensure all boilers remain certified IAW AFI 32-1068 and all ASME and NBSI codes.

2.1.6 COOLING TOWER MAINTENANCE

The Contractor shall perform PMI and operation inspection IAW EPA guidelines and AFI 32-1001 to ensure water quality standards are maintained. The use of AF Form 1457, Water Treatment Operating Log for Cooling Tower Systems is mandatory. The Contractor shall clean the tower no less than annually to ensure operational efficiency.

2.1.7 LOCKSMITH SERVICES

The Contractor shall repair, replace and maintain door closers, door lock batteries and RFID door locks.

2.1.8 GUTTERS

The Contractor shall ensure that all gutter systems are kept free of detritus, leaves, saplings, branches, and other organic materials to ensure optimum flow is maintained. Cleaning and repair shall be completed either by the preemptive incentive of the contractor or after the issuance of a work order (WO).

2.1.9 SAFETY DEVICES

The Contractor shall ensure all interlock switches, shielded toggle switches, temperature/pressure gauges, steam relief valves and machinery guards are in place and in proper operating condition in accordance with manufacturer’s requirements.

2.2 PREVENTIVE MAINTENANCE & INSPECTION (PMI)

The Contractor shall perform PMI on facilities, structures, systems and equipment listed in Appendix A & B, IAW the minimum standards set forth in Section 1.1.1. PMI consists of, but is not limited to, inspection, operational checks, lubrication, calibration, adjustment, re-programing, and minor part and component replacement (e.g., filters, belts, hoses, fluids, oil, grease, or other consumables) due to wear, ensuring equipment is maintained in a safe and fully operational condition, and to minimize malfunction, failure or continued deterioration of equipment until the next scheduled PMI. Completion of all scheduled and unscheduled PMI includes proper documentation and submission of a PMI report IAW Section 2.7.1. The identification of any other than minor part and component replacement or other Contractor recommended preventive or corrective actions required to ensure the equipment is operating per manufacturer’s standards shall be communicated to the respective COR by documenting the necessary or recommended repair or corrective maintenance on the completed PMI report. Repairs identified during PMI inspections with a price to repair under the LOL (Section 2.3) shall be performed by the Contractor to include all labor, equipment, parts, and materials, as part of the PMI firm fixed price.

2.2.1 PREVENTIVE MAINTENCE & INSPECTION PLAN (PMIP)

Using the standards set forth in Section 1.1.1, the Contractor shall develop and submit a Preventive Maintenance and Inspection Plan (PMIP) to the COR for acceptance within 30-days of contract award. The plan shall also include a PMI Task List (PMTL) for each facility, structure, system, and piece of equipment listed. The PMTL shall clearly identify the item and location (facility number, etc.) and list all recurring preventive maintenance tasks and inspections along with the reference standard, a brief narrative description of each task or inspection, specified frequency of occurrence (daily, weekly, monthly, etc.), and any other requirements, including, but not limited to: recommended craft or trade, coordination or special permissions required, common or special tools necessary, supplies, materials and other consumables (lubricants, O-rings, filters, gaskets, etc.), and estimated time for completion.

2.2.2 SCHEDULES

Based on the PMIP, the Contractor shall submit two PMI schedules to the COR within 30-days of contract award. The first schedule shall be a rolling projection, forecasting a minimum of four weeks, of all scheduled PMI (excluding Daily PMI) and proposed repair work. The rolling schedule shall be updated at least weekly and a copy submitted to the COR IAW Section 2.7.1. The second shall be a comprehensive PMI schedule that includes all PMI with a frequency of monthly or greater identifying the planned completion week through the duration of the contract. Once the initial comprehensive schedule is accepted, proposed changes may be submitted to the COR for acceptance no less than 14 calendar days prior the effective date of any change. Changes may not be implemented until COR acceptance.

2.2.3 INSPECTION, TESTING, AND CERTIFICATIONS

The Contractor shall perform inspection, testing, and certification services during PMI and following repairs, IAW the standards contained in Section 1.1.1. Examples of testing or certification may include backflow preventer testing, system pressure boundary integrity (hydrostatic, pneumatic, vacuum drop, etc.) fuel/fluid testing for purity and/or to meet chemical treatment requirements/standards. The Contractor will retain a copy all testing documentation and certificates and provide originals to the COR.

2.3 REPAIRS & SERVICE CALLS (S/C)

The Contractor shall perform repairs identified during PMI and repairs identified through issuance of a S/C. Repairs identified during PMI’s and S/C repairs priced under the LOL shall be performed by the Contractor without prior approval from the Government. PMI and S/C repairs below the LOL shall be performed, documented, and reported to the COR. PMI and S/C repairs exceeding the value of the LOL require approval prior to Contractor performance. Authorization shall come from the respective COR or the CO in writing. The applied standard LOL rates for each Service Call are as follows:

· $500 for S/Cs & repairs/corrective maintenance on RP facilities/RPIE.

· $3,000 for S/Cs & repairs/corrective maintenance on building 469, Chilled Water Plant, facility/RPIE.

S/Cs will be issued as Routine, Urgent, or Emergency (Sections 2.3.1 through 2.3.3). Repair WOs above the LOL may originate in one of the following ways:

· Identified during performance of scheduled and unscheduled PMI.

· Identified during response to a S/C.

In response to S/Cs, any recommended/necessary repairs estimated to exceed the LOL requires the Contractor to submit a written quote (see Section 2.7.4) to the Government. If the Contractor’s written estimate for the labor to perform the S/C is below $2,000 for construction and $2,500 for service, and the estimated price is below $10,000, the COR may accept and authorize the S/C. The CO must approve and authorize all repairs when labor is estimated above$2,000 for construction, above $2,500 for services or when the estimated price exceeds $10,000. Upon approval, the Contractor shall receive a written Notice to Proceed (NTP) from the CO/COR and the Contractor shall complete the repair within the assigned Period of Performance (POP). The CO, at their discretion, may issue a verbal NTP. No work above the LOL shall be initiated by the Contractor without a verbal or written NTP. If the Contractor performs work above the LOL without approval (as appropriate), the Contractor shall be responsible for the price of performance.

The Contractor shall immediately notify the Government when S/C repairs will not be completed within the assigned POP (identified long lead time for repair parts, etc.) to request an extension. The Contractor shall also immediately notify the Government when any in-progress repair is anticipated to exceed the LOL. Prior to exceeding the LOL, the Contractor must suspend work and submit a written estimate to the Government for approval and authorization prior to proceeding. Contractor performance of S/C repairs in excess of the LOL without prior authorization is performed at the risk of the Contractor. Upon completion of all repairs exceeding the LOL, the Contractor shall notify the COR and follow up by submitting a written Repair Report summarizing the repair action within one week. Repair Reports shall be prepared and submitted IAW Section 2.7.2.

Work stoppage due to un-safe working conditions, identified by the Contractor, shall be approved through the CO. The Contractor shall survey and then document the un-safe work condition within five workdays after discovery. The Contractor shall submit a proposal to resolve any un-safe work condition on company letterhead to the Government. The Contractor shall resume all work once notified by the Government that the un-safe work condition has been corrected.

2.3.1 ROUTINE

The Routine S/C response shall include troubleshooting, assessment, and effective action to restore safe, reliable operation. Minor repairs, adjustments, and/or other corrective action that can be completed during the service call response using on-hand materials, parts and supplies shall be made prior to leaving the Service Call. The Contractor shall notify the COR of any Routine S/C that is anticipated to exceed the LOL.

Routine S/Cs may be submitted to the Contractor in writing by the COR or by dormitory residents through the WRC.

Routine Service Calls must be completed and closed within 21 calendar days of issuing the call.

2.3.2 URGENT

Urgent calls are defined as any facility, structure, system, or equipment deficiency that does not immediately endanger personnel or property, but extended delays of repairs could possibly result in damage to Government property, or soon affect the security, health or well-being of personnel, or the continued operation of a mission essential service or system.

Urgent S/Cs may be submitted to the Contractor verbally by the COR followed by a written request as soon as practical. Urgent S/Cs may also be submitted by dormitory residents through the WRC.

The Contractor shall respond to Urgent S/Cs following the Government's notification within 1 business day. The Urgent S/C response shall include, as a minimum, troubleshooting and corrective action that will result in minimal mission impact, and restore safe, functional operation to prevent property damage or personnel injury. The Contractor shall notify the COR of any Urgent S/C that cannot be resolved during initial response or is anticipated to exceed the applicable LOL. Should the Contractor’s initial response mitigate the possibility of personnel injury or property damage, the COR may reclassify the service call from Urgent to Routine. In that event, the required Routine POP shall apply.

2.3.3 EMERGENCY

Emergency S/Cs are defined as any facility, structure, system, or equipment deficiency that immediately compromises Government property, environment, mission, or affects the life, health, or safety of personnel. This includes, but is not limited to, failure of any utility or security system. Emergency calls shall be considered received by the Contractor at the time and date any authorized Government representative (COR, facility manager, dormitory resident, etc.) establishes communication with the Contractor via telephone, or email. The Government will ensure a follow-up written request is provided as soon as reasonable. The Contractor is required to respond to Emergency S/Cs 24 hours a day, 7 days a week. Outside of normal duty hours (Section 5.1), Emergency S/CsService Calls shall only be submitted to the Contractor by the COR or CO.

The Contractor shall be on-site taking effective action to mitigate the emergency; (1) During normal hours of operation, within one hour following notification, (2) After normal hours of operation, weekends, and recognized holidays, within two hours following notification. The Emergency S/C response shall include immediate corrective action to mitigate the emergency to protect property and personnel. Once the emergency is mitigated, a critical assessment must be performed to determine subsequent action for complete repair and restoration. The COR must be contacted and a situational report provided that includes the affected facility, structure, system or equipment, current status, any known impact or operational limitations, and recommended corrective action to restore safe, reliable operations. Additionally, the COR shall evaluate the Contractor’s initial response to determine if the emergency S/C can be reclassified as Urgent or Routine.

The intent of Emergency S/C response is for the Contractor to exert immediate and continuous effort to eliminate or control the emergency condition as safely and expeditiously as possible, and ultimately allow recovery and restoration efforts to proceed under established urgent or routine POP. It is imperative for the Contractor to remain aware of the price and obtain authorization prior to performing above the LOL. The LOL continues to apply during emergency response and recovery. At the discretion of the Government, verbal “Not to Exceed” NTP’s may be issued to expedite performance.

2.3.4 SUBCONTRACTED WORK

The Contractor will be responsible for ensuring subcontracted work meets the requirements of the PWS. The Contractor shall submit actual cost documentation (receipts, invoices, payroll, etc.) for subcontracted work upon request from the CO.

2.4 WORK RECEPTION CENTER (WRC)

The Contractor shall establish and maintain a WRC within Building 464 to provide a localized service desk for dormitory occupants to submit S/Cs to the Contractor. The Contractor shall physically staff the WRC during base hours of operation as defined in section 5.1. The Contractor is not required to staff the WRC on Federal Holidays, weekends, or afterhours. Methods of accepted service call requests, at a minimum, shall include email, telephone, and in-person requests. The Contractor shall determine the priority of the S/C received as defined in sections 2.3.1, 2.3.2, and 2.3.3. The COR may upgrade or downgrade the classification of any S/C received by the Contractor.

Any work requested through the WRC that will exceed the LOL may not be completed without prior approval from the COR and any work executed without prior approval shall be at the expense of the Contractor (Section 2.3).

2.5 SELF-HELP FUNCTION (SHF)

The Contractor shall establish and maintain a SHF in the Government space provided in Building 464 to support dormitory residents. The Contractor shall physically staff the SHF during base hours of operation as defined in Section 5.1. The Contractor is not required to staff the SHF on Federal Holidays, weekends, or afterhours. The SHF shall provide dormitory residents materiel, tools, and/or equipment to support minor maintenance and repair tasks that do not require qualified craftsmen to perform.

Refer to Appendix D for a comprehensive list of items to be included in the SHF inventory for issue to dorm residents. Tools that are issued shall be tracked either using a Contractor provided system or an Air Force Form 1297. At a minimum, nomenclature of the item issued, the date of issue, quantity issued, room number, name and contact information of the recipient shall be collected and documented. All loaned tools shall be required to be returned within one calendar week of issue. The (SHF) shall not support any individual that is not a dormitory resident.

The applied standard LoL for SHF tools shall be $500 per issue transaction. Loaned tools that are destroyed, damaged beyond effective utilization, or lost by dormitory residents shall be submitted to the COR along with a copy of the issue receipt and photographs of the damage (if applicable). Equipment and tools losses below the LOL shall be replaced by the Contractor without prior approval from the Government. Losses greater than the $500 LOL from a single transaction shall be submitted to the COR.

2.6 CONTRACTOR’S COMPUTERIZED MAINTENANCE MANAGEMENT SYSTEMS (CMMS)

A CMMS software package maintains a computer database of information about an organization’s maintenance operations. This information is intended to help maintenance workers perform more effectively and to help management make informed decisions. The Contractor shall utilize a CMMS capable of collecting and reporting the minimum data requirements identified in this PWS. CMMS data may be used to verify contract performance and regulatory compliance. The Contractor is authorized to use any commercial software they deem suitable. The contract shall grant CMMS access to Government personnel and should be limited to “view only”.

The Contractor’s CMMS shall have the following minimum capabilities:

· Organize and track inventory

· Manage equipment costs

· Track equipment history

· Schedule preventive maintenance tasks

· Maintain confidential labor records

· Allocate resources

· Generate WOs

· Report generation in Excel format

The Contractor shall maintain accurate historical records of all PMI, S/Cs, and WOs for the duration of this contract, and shall furnish historical data (i.e., WOs, reports, etc.) to the Government upon request. Data collected during the performance of this contract to include all historical records shall be the property of the U.S. Government. All electronic information shall be turned over to the Government at the end of the contract performance period.

The Contractor shall assist the Government, in any follow-on contract, in transitioning the CMMS data to subsequent Contractor’s performing this requirement. Due to CMMS software and programming requirements and compatibilities, Contractors are advised turn-over of the CMMS system data may be necessary to fulfill this requirement.

2.7 REPORTS AND DOCUMENTATION

2.7.1 PREVENTIVE MAINTENANCE & INSPECTION (PMI) REPORTS

Scheduled and unscheduled PMI will be considered accomplished following the Contractor’s submittal of a completed PMI Report. The completed reports shall be submitted to the COR each week.

Submitted reports shall be verified for data integrity and signed by authorized Contractor personnel.

The use of a CMMS capable of meeting the PMI scheduling, inspection, data collection, and reporting requirements of this PWS is required.

The weekly rolling report (Section 2.2.2) shall be submitted at the same time as the completed PMI report.

2.7.2 SERVICE CALL REPAIR REPORT

The Contractor shall prepare and submit a written repair report weekly after routine, urgent, and emergency S/C repairs are completed.

All completed escort forms (Section 5.3.1) shall be electronically submitted to the COR on a weekly basis in addition to the repair report.

2.7.3 SELF-HELP FUNCTION REPORT

The Contractor shall prepare and submit a written SHF report weekly.

2.7.4 REPAIR QUOTES AND ESTIMATES

When the Contractor’s price to perform a repair is estimated to exceed the LOL, the Contractor shall prepare and submit a written quote to the Government. For Routine S/Cs and repairs, the quote shall be submitted within 5 business days from initial notification. For Urgent and Emergency calls, a quote or estimate shall be submitted as expeditiously as possible; submission shall not exceed 48 hours.

Each Contractor quote shall identify the facility, structure, system, or equipment, and a brief description of the overall activity to be performed. The quote shall also contain expense price breakdown for the following items as a minimum: labor, and Contractor price for repair parts, the pre-negotiated repair parts mark-up, shipping and/or freight, third party rental equipment, and subcontractor costs (if applicable). All quotes/estimates must be determined fair and reasonable. Therefore, two or more quotes are required for items purchased, rented or subcontracted. Supporting documents shall be submitted along with quote/estimate. Labor will only be allowed when there is an additional incurred expense to the Contractor; i.e. after normal business hours or weekends. Service Call labor expense shall be based the pre-negotiated contract labor rate(s). Repair/replacement parts shall be new and not used or remanufactured unless specifically authorized by the COR. All repair/replacement parts must be itemized and include stock/model numbers or cut sheets provided with the estimate. Travel costs will not be authorized.

Additionally, all Contractor quotes/estimates will include a statement that the estimate shall remain valid for at least 30 days. A proposed POP must be included in the quote/estimate as well.

3.0 SERVICE SUMMARY (SS)

The SS includes Performance Objectives that describe the desired result or outcome. The Performance Threshold states the minimum acceptable level of the performance in terms of quality, timeliness, and quantity in realistic and achievable standards. These Acceptable Quality Limit (AQL) thresholds are critical to mission success.

AQL: All work is accomplished to the stated objective 100% of the time.

4.0 GOVERNMENT FURNISHED PROPERTY & MATERIALS

The materials, equipment, labor, and supplies necessary for the successful performance of this contract not specifically identified shall be provided by the Contractor. The Contractor shall maintain all work areas and equipment in a neat, clean, and orderly fashion.

4.1 GOVERNMENT FURNISHED FACILITIES

The Government will provide facilities for office space and warehouse space. The Contractor is responsible for housekeeping and adequate precautions to prevent fire hazards, odors, and vermin. The Contractor may not alter facilities without written approval of the CO. At the completion of the contract, all facilities shall be returned to the Government in the same condition as received, except for normal wear and tear and any approved modifications. Any routine repairs required for Government provided facilities shall be coordinated through the COR. The Contractor shall be held responsible for the cost of any repairs caused by negligence or abuse.

Building 464 (partial), 626 and 628 will be provided, but are subject to change.

4.2 GOVERNMENT FURNISHED UTILITIES

The Government will furnish electricity and fresh water at no cost to the Contractor at Building 464 and Building 626. Additionally, any utilities utilized incidental to PMI or repair services shall be provided at no expense to the Contractor.

4.3 GOVERNMENT FURNISHED EQUIPMENT

Local Government network internet access will be provided to Contractor personnel in Building 464 who have completed the security clearance and network access requirements outlined by the governing protocol authority.

4.4 GOVERNMENT FURNISHED SERVICES

The Contractor shall notify the COR if there is disruption of services or if there is a situation that requires a Government furnished service (i.e., pests in building, dumpsters overflowing, fire, or security problem). The Contractor shall be liable for the cost of services that are required due to the negligence of the Contractor. Government furnished services include:

· Pest Control. The Contractor shall contact 628 CES/Requirements at 963-1475 in the event of a pest control issue.

· Refuse Collection. Refuse collection will be provided at existing dumpsters. The Government reserves the right to adjust the numbers and locations of dumpsters based on observed utilization and requirements. If the Contractor is required to perform services that create an unusually large requirement for refuse disposal, the Contractor will coordinate this requirement with the COR no less than 14 calendar days in advance so that special pick-ups can be scheduled.

· Police and Fire Service. Joint Base Charleston has a security and fire department. These services will be furnished to the Contractor at no cost.

5.0 GENERAL INFORMATION

5.1 HOURS OF OPERATION

The base hours of operation are 7:00AM to 5:00PM, Monday through Friday. The Contractor’s hours of operation shall match those of the installation. The Contractor is not required to provide preventive maintenance and routine priority repair services for equipment on Federal Holidays, weekends, or afterhours.

5.2 QUALITY ASSURANCE

The Government reserves the right to observe, inspect, or test Contractor performance in accordance with FAR 12.208, guidance of FAR Part 46, and FAR clause 52.212-4(a).

5.3 ACCESS TO BUILDINGS

Keys may be issued to the Contractor; however, it shall be the Contractor’s responsibility to arrange for security of the buildings and facilities. The Contractor shall be responsible for the cost of replacing any keys that are furnished and lost. If a lock must be replaced due to the loss of a key by the Contractor, the Contractor shall pay the cost of replacement. The Contractor shall pay the cost of changing a combination if the CO or COR has reasonable cause to believe that the combination has been compromised.

5.3.1 ACCESS TO DORMITORIES

Contractor’s executing PMI or repair services within living quarters of dormitory residents must be escorted at all times. At no time shall the Contractor be unescorted in the living quarters of dormitory residents. Escort services shall be provided by the requesting dorm residents or coordinated with the appropriate Government authority (facility managers, Unaccompanied Housing, Airman Dorm Leaders, the COR, etc.). For PMI or repair services that require escorts, the Contractor shall supply their technician(s) with a hand-carried escort form. The form shall include the description of service being completed, the technician’s name, work priority level, building number, room number, and work order number. The form shall be signed by the escorting member at the time that the escort is no longer required (work completed or otherwise postponed). Fields requiring annotation by the escort include: time the escort began, time the escort ended, date, signature and feedback (optional field for the resident to fill with positive and/or negative input).

5.4 CONTINUATION OF ESSENTIAL CONTRACTOR SERVICES

According to Department of Defense Instruction (DoDI) 3020.37, Continuation of Essential DoD Contractor Services During Crises, and the Air Force Instruction (AFI) 10-403, unless otherwise directed by an authorized Government representative, it is determined that the following Facility Maintenance Service requirements under this PWS are essential to be performed during a crisis.

· Services: Preventive Maintenance Inspection (PMI) and service call response for Real Property Installed Equipment (RPIE) necessary for the continued sustainment of facilities, structures, systems, and equipment in support of Dining Facility food service delivery, Chilled Water Plant (CWP) operations, and safe habitability conditions for dormitory residents/staff.

· Location:

· Gaylor Dining Facility (Building 468)

· Chilled Water Plant (Building 469)

· Dormitories (Buildings 460, 461, 464, 466, 473, and 479)

· The Contractor shall submit an essential services plan to include a list of essential service employees no later than 30-days after contract award.

5.5 APPENDICES