PWS Anniston RLB Maintenance.docx

PERFORMANCE WORK STATEMENT (PWS)

FOR

DLA DISPOSITION SERVICES

ANNISTON

RELOCATABLE BUILDING (RLB)

MAINTENANCE SERVICES

TABLE OF CONTENTS

1. INTRODUCTION

2. SCOPE

3. PREVENTIVE MAINTENANCE (PM)

4. CORRECTIVE MAINTENANCE (CM)

5. PLACE OF PERFORMANCE

6. FEDERAL HOLIDAYS

7. BASE ACCESS, SAFETY & SECURITY

8. USG FURNISHED PROPERTY, MATERIALS, EQUIPMENT, AND SERVICES (GFP/M/E/S)

9. CONTRACTOR FURNISHED PROPERTY, MATERIALS, EQUIPMENT, AND SERVICES (CFP/M/E/S)

10. QUALITY ASSURANCE (QA)

11. ACCEPTABLE PERFORMANCE LEVELS (APLs)

12. DLA DISPOSITION SERVICES ENVIRONMENTAL MANAGEMENT SYSTEM (EMS)

13. SPILL RESPONSIBILITY

14. POINT(S) OF CONTACT (POC) INFORMATION

15. INVOICING INFORMATION

16. CONTRACT MINIMUM AND MAXIMUM

1. INTRODUCTION:

a. Defense Logistics Agency Disposition Services (DLADS) is a Major Subordinate Command (MSC) of the Defense Logistics Agency (DLA) with the responsibility of disposing and reutilizing the United States Government’s (USG) Department of Defense (DoD) excess and surplus property generated by the military services. This is accomplished through reutilization to other DoD activities, transfer to other Federal agencies, donation to authorized state and local organizations, sale to the general public, or ultimate disposal through abandonment or destruction. The headquarters for DLADS is in Battle Creek, Michigan.

b. DLADS Anniston requires the use of Relocatable Buildings (RLB) during daily operations in support of the military services to perform administrative work. Preventive Maintenance (PM) and Corrective Maintenance (CM) services for the RBL located at 7 Frankford Avenue, Anniston, AL 36201 is essential to ensure the building is structurally sound and safe to work in. Without timely, efficient, and effective PM and CM services, DLADS will be impacted to a point where we are unable to support our customers.

c. This is a Non-Personal Services firm fixed price time and materials contract which consists of a period of performance of one (1) 12-month base period and two (2) 12-month options. The total contract length shall not exceed three (3) years.

d. The Contractor shall provide all personnel, equipment, tools, materials, supervision, and quality control necessary to perform, PM, CM, and Emergency Repairs as defined in this PWS for DLADS Anniston.

e. All PM, CM, and Emergency Repair services will be In Accordance With (IAW) the Original Equipment Manufacturer (OEM) manual(s). The Contractor shall be responsible for obtaining any manuals necessary, which the USG may not have in its possession to obtain part(s) information and PM or CM procedures.

f. Upon coordination of PM, CM, or Emergency Repair services, the Contractor shall be required to report to the DLADS location main office to sign in prior to conducting any services under this contract.

g. Any reference to Contractor throughout this PWS refers to the Contractor or Subcontractor should one be utilized. The Contractor is solely responsible for all associated work to be completed IAW the PWS.

2. SCOPE:

The Contractor shall provide services for the following systems/areas are included in the performance of this contract:

a. Structural inspection shall include at a minimum roofing, gutters, siding, windows, flooring, skirting, leveling, door frames, etc. This will also include pressure washing the exterior of the RLB.

b. Electrical inspection shall include 110 VAC and 220 VAC distribution to include breaker panels, wall outlets, light bulbs, light fixtures and ballasts, and smoke alarms either 110v or battery powered.

c. Heating, Ventilation, and Air Conditioning (HVAC) inspection shall include installed externally mounted HVAC systems, ducting, thermostats, filters, condensate drains, etc.

d. The following services do not fall under the scope of this contract. The Contracting Officers Representative (COR) will not request, nor shall the Contractor invoice for any of the following:

1) Janitorial services

2) Locksmith services, such as re-keying of lock sets or duplicating keys

3) Security systems, such as fire alarms or building access systems

4) Pest control systems

5) Asphalt maintenance or repair

6) Water testing

7) Information Technology (IT) or communication services, such as the installation of cabling

8) Office space improvements or redesign of existing space

9) Window shade/blind maintenance, replacement, or repair

10) Moving, assembly, disassembly of furniture or office partitions

11) Cement maintenance or repair

12) Fire extinguisher inspections or replacement

13) Replacement or repair of commercial appliances such as refrigerator, microwave oven, etc.

3. PREVENTIVE MAINTENANCE (PM):

The Contractor shall:

a. Complete each PM within ten (10) business days of notification by the COR unless otherwise rescheduled and coordinated between the COR and the Contractor.

b. Notify the COR of the scheduled arrival time for PM services two (2) business prior to arrival.

c. Ensure all PM services are completed IAW the OEM manual’s specifications. When pricing PM services on the price schedule, the Contractor shall include the costs of labor, transportation, consumable parts such as filters, etc., and pressure washing.

d. Perform the minimum actions below for each category of inspection. These actions are inclusive of in full range of necessary action to be completed to address quality expectations. If the OEM manual recommends a different maintenance procedure that conflicts with the minimum action, then the OEM procedure will supersede the action after review and concurrence by the COR:

1) Structural Inspection:

a) All areas are up to applicable code standards.

b) Pressure washing RLB exterior walls, skirting, trim, doors, and windows twice annually in Spring and Fall.

c) Inspection of ceiling for damaged or water-stained tiles, and check integrity of false ceiling supporting framework.

d) Inspection of crawl spaces for damage, corrosion, leaks, or other concerns.

e) Repair loose floor covering.

f) Inspect sealant and weather seals around the exterior and interior perimeters of windows, doors, and louvers annually (Fall) and repaired as needed. New replacement sealant shall match the existing for type and color and joints prepared and installed per original specifications.

g) Tighten all loose handrails, stair treads, handicap ramp hardware.

h) Replace worn or missing non-skid on exterior decks, ramps, or stairs.

i) Inspect door closers for proper operation

j) Lubricate and adjust as necessary all interior wood and metal doors and door hardware (i.e.- latches, closers, hinges, doorknob latches/ strike plates).

k) Inspect all (interior/ exterior) doors for sagging, tighten hinges as necessary.

l) Adjust doorknobs as necessary to insure latch engages latch plate on doorframe.

m) Repair sticking doors.

n) Inspect all windows for proper operation.

o) Inspect roof seams, flashing and vent penetrations for corrosion or leaks.

p) Inspect, repair skirting as necessary.

q) Inspect roof drains and clean as necessary to ensure they are clear and unobstructed.

r) Inspect flooring for sagging, bowing.

s) Inspect foundation supports to ensure supporting I-beams are fully engaged to the bottom of the trailer.

t) Check level of trailer vs foundation supports- note any settling, or area where foundation I-beams not engaging base of trailer.

u) Inspect/ tighten hurricane anchors.

v) Emergency exits clear of obstructions.

2) Electrical Inspection:

a) Exit sign lighting is operational in RLB.

b) Replace non-operational lights and ballasts in fixtures.

c) Ensure diffusers are clean of bugs, dirt, dust etc. and in place for fluorescent lighting.

d) Inspect electrical wall outlets to ensure are working and operational.

e) Inspect electrical breaker panel to ensure there are no tripped circuits. Note any issues.

f) Check operation of smoke detectors; replace batteries annually (Spring Inspection).

g) Check operation of outlets with Ground Fault Interrupter (GFI) in lavatories and kitchenette.

h) Ensure all external conduit is weather tight.

3) HVAC Inspection:

a) Check thermostat for correct control and activation of heating and cooling systems. Thermostat functions and responds to changing set points.

b) Outdoor air intakes do not have any obstructions, and no close-by sources of pollutants noted.

c) Clean heat coils, condenser units, A-coil, ductwork.

d) Replace air filters.

e) Inspect fans for looseness or vibration.

f) Check system refrigerant and oil levels as applicable.

g) Check all drive belts for wear.

h) Inspect heating elements.

4) Provide a written estimate IAW paragraph 4. b. for any deficiencies noted during preventive maintenance inspections.

5) Upon completion of PM Services, clean-up the workspace and remove from DLADS Anniston any parts, debris, and refuse and dispose of it at Contractor’s facility or other legally permissible facility at no addition expense to the USG.

4. CORRECTIVE MAINTENANCE (CM):

The Contractor shall:

a. Assess, inspect, test, and troubleshoot all CM service requests within two (2) business days of notification from the COR to determine the root cause of the deficiency.

b. Provide an estimate for the repair, in writing, on Contractor letterhead documents or similar, to the COR within two (2) business days of the assessment IAW paragraph 4. a. The written estimate must contain the following information, at a minimum:

i. Date and time of the service request.

ii. Name of Government personnel requesting service

iii. Date and time of response

iv. Description of the deficiency

v. Parts necessary to correct the deficiency including the manufacturer and part number

vi. Indicate on the estimate whether the replacement part comes with a manufacturer warranty and the length of manufacturer warranty

vii. Make, Model and Serial Number of the malfunctioning equipment

viii. Cost of parts

ix. Quantity of parts necessary

x. Quantity of labor hours to repair the deficiency

xi. Cost of Shipping for parts, if applicable

xii. Cost of labor per hour

xiii. Total estimated cost of repair

xiv. Estimated lead time for parts

xv. Expected date repairs will be complete

c. All OEM recommended replacement parts and materials may be examined when requested by the Contracting Officer (KO) or COR prior to installation. The KO or COR will approve all parts and materials that are substituted for OEM replacement parts by the Contractor prior to installation. No rebuilt parts shall be used without prior approval from the COR.

d. All price estimates are subject to approval by the KO pending determination of available funding and if the repair is economical.

e. The USG will compensate for all parts and materials furnished and provided for on the written estimate in coordination of CM services unless the part or repair is due to the Contractor’s negligence. Parts or components damaged by the Contractor shall be repaired or replaced at the expense of the Contractor to the satisfaction of the COR. The Contractor shall not mark prices up on parts or materials received from their suppliers. Upon request by the Agency, the Contractor shall provide their Supplier’s invoices for parts and materials being furnished to the Agency via the Contractors invoice in order for the Agency to ensure parts and materials are not being marked up.

f. All price estimates shall be valid for a period of thirty (30) business days to ensure adequate time for determination and approval by the KO. Should the 30 business days be exceeded, the Contractor shall be required to submit a new estimate. In the event required replacement parts are expected to have long delays when ordering, the Contractor shall coordinate with the COR to obtain parts via other local sources to prevent and minimize delays.

g. Upon approval of the CM service estimates, the Contractor shall have two (2) business days to complete the necessary repairs to return the equipment to full operational status. The two (2) business days will begin upon receipt of all parts necessary to complete the CM. In the event the required repair will require longer than the two (2) business days, the Contractor shall notify the COR and KO in writing for approval. The notification shall include the justification for the additional time and an estimated date of completion.

h. Notify the COR two (2) business days prior to arrival with the date and time intended to arrive to perform CM services.

i. Provide a weekly status of pending repair actions and parts ordered with estimated delivery and completion date of the repairs to the COR.

j. Provide call back service for CM services which do not correct the deficiency within one (1) business days of notification from the COR at no additional cost to the USG unless the deficiency is determined to be of a nature other than the original service call.

5. PLACE OF PERFORMANCE:

The Contractor shall provide services at DLADS Anniston 7 Frankford Avenue, Anniston, AL 36201 during normal working hours of 6:30 Ante Meridiem (AM) and 3:00 Post Meridiem (PM) on Monday through Friday except for Federal Holidays listed in Section 6 of this PWS. If work cannot be completed prior to 3:00 PM, the Contractor shall discontinue and resume the next business day unless approved by the COR and/or KO. The Contractor shall not provide services when the USG facility/installation is closed due to local or national emergencies or holidays, administrative closings, or similar USG-directed facility/installation closings. Performance shall be at the designated location specified by the COR for the respective DLADS field location. The Contractor shall maintain an adequate work force for the performance of all tasks defined within this PWS when the USG facility/installation is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the work force are essential.

6. FEDERAL HOLIDAYS:

The Contractor is not required to provide services on the 11 federal holidays observed by the DLA unless approved by the KO or COR. When one of the holidays falls on a Sunday, the following Monday will be observed as a legal holiday. When the legal holiday falls on a Saturday, the preceding Friday is observed as the holiday. The following holidays are observed:

7. BASE ACCESS, SAFETY & SECURITY:

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

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

c. The Contractor or subcontractor shall comply with all applicable installation/facility access and local security policies and procedures, which may be obtained from the COR. The Contractor and all associated subcontractor employees shall provide all information required for background checks to meet installation access requirements to be accomplished by installation security personnel. The Contractor or subcontractor shall ensure compliance with all personal identity verification requirements as directed by DoD and/or local policy. Should the Force Protection Condition (FPCON) change, the USG may require changes in Contractor or subcontractor security matters or processes.

d. The Contractor shall use lock-out / tag-out procedures IAW the Occupational Safety and Health Administration (OSHA) as necessary. The Contractor shall be responsible for lock out / tag out of all mechanical, pneumatic, hydraulic, and electrical systems prior to initiating work if applicable. The Contractor shall verify and confirm proper clearing procedures prior to returning operational control to the USG COR.

e. The Contractor shall be responsible to obtain “hot” work permits for any work involving acetylene torches and/or grinding equipment or similar equipment. The Contractor shall coordinate with the USG to ensure the work area is clear of all flammable materials. The Contractor shall provide fire extinguishers when completing any “hot” work. The Contractor shall provide personnel to assume fire watch responsibility during and after the “hot” work is completed as specified on the permit.

8. USG FURNISHED PROPERTY, MATERIALS, EQUIPMENT AND SERVICES (GFP/M/E/S):

The USG will provide the property, material, equipment, and/or services listed below solely for the purpose of performance under this contract:

a. Property: The USG will furnish the necessary workspace for the Contractor to perform services as outlined in this PWS.

b. Material: The USG will not provide any material unless specifically stated elsewhere in this PWS.

c. Equipment: The USG will not provide any equipment.

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

9. CONTRACTOR FURNISHED PROPERTY, MATERIALS, EQUIPMENT, AND SERVICES (CFP/M/E/S)

The Contractor shall provide the property, material, equipment, and/or services listed below solely for the purpose of performance under this contract:

a. Provide all personal protective equipment for employees IAW the OSHA guidance.

b. Provide all materials to clean up spills caused by their employees during the performance of PM or CM services.

c. Ensure their employees are trained and certified to perform maintenance on RLB.

d. Provide the KO and COR a POC and phone number to coordinate and schedule CM and emergency repair services.

e. Provide services as listed throughout this PWS IAW OEM specifications.

f. Provide a report to the KO and COR annually detailing labor hours spent in support of services under this PWS.

10. QUALITY ASSURANCE (QA):

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

b. The Contractor shall develop, implement, and maintain a Quality Control Plan (QCP) to ensure services are performed in accordance with this PWS. The QCP shall include procedures to identify, prevent, and ensure non-recurrence of defective services. The QCP is the means by which the Contractor assures itself that its work complies with the requirements of the contract. At a minimum, the Contractor shall develop the QCP procedures that address the areas identified in the QASP. A final QCP shall be submitted to the COR no later than 10 business days after contract award. After acceptance of the QCP, the Contractor shall obtain the KO’s acceptance in writing of any proposed changes to its QCP.

11. ACCEPTABLE PERFORMANCE LEVELS (APLs):

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12. DLA DISPOSITION SERVICES ENVIRONMENTAL MANAGEMENT SYSTEM (EMS):

DLA Disposition Services implemented EMS in accordance with ISO 14001:2004(e), DOD and DLA requirements at all DLA Disposition Services appropriate facilities. An EMS is an overall management system that includes organizational structure, planning activities, responsibilities, practices, procedures, processes, and resources for developing, implementing, achieving, reviewing, and maintaining the environmental policy of an organization. The DLA Disposition Services EMS is designed to ensure that all personnel, including contract personnel, whose work activities can cause real or potential significant environmental impact, are aware of how their work supports the EMS and are competent to perform their roles, responsibilities and authorities while supporting the DLA Disposition Services mission. The DLA Disposition Services EMS program is explained in DRMS-I 6050.2, EMS Core Instruction. Site supplements detail information required by EMS at a local level such as local, state and host environmental regulations as well as local emergency procedures and operating procedures unique to the location. Site supplements also contain information concerning the local interaction between the DLA Disposition Services tenant appropriate facility and the DOD/DLA host facility EMS program. Contractors and their personnel are required to be aware that each DLA Disposition Services appropriate facility has an EMS and to be aware of EMS policies to perform work and/or gain access to an installation. Each DLA Disposition Services appropriate facility maintains EMS awareness posters that identify the DLA Disposition Services Environmental Management Representative (EMR) and Host facility EMR for specific guidance concerning an individual facilities’ EMS program. Contractors may request current copies of EMS information identified in this paragraph by sending an e-mail request to DRMSEMS@dla.mil.

13. SPILL RESPONSIBILITY:

a. The Contractor is solely responsible for all spills or leaks during the performance of this contract, which occur because of, or is contributed to by the actions of its agents, employees, or subcontractors. The Contractor shall clean up such spills or leaks to the satisfaction of the USG in a manner that complies with applicable Federal, state, and local laws and regulations. The clean-up shall be at no cost to the USG. The Contractor shall report all such spills or leaks, regardless of their quantity, to the COR and KO immediately upon discovery. A written follow-up report shall be submitted to the COR and KO not later than twenty-four hours after the initial telephonic report. The written report shall be in narrative form, and as a minimum shall include the following:

i. Description of item spilled (including identity, quantity).

ii. Whether amount spilled is Environmental Protection Agency (EPA) or state reportable, and if so, whether it was reported. Exact time and location of spill including a description of the area involved.

iii. Containment procedures initiated.

iv. Summary of any communications Contractor has with press or USG officials other than the KO.

v. Description of clean-up procedures employed or to be employed at the site including disposal location of spill residue.

vi. Description of item spilled (including identity, quantity).

14. POINT(S) OF CONTACT (POC) INFORMATION:

Point of Contact (POC) information is as follows:

DLA Disposition Services Anniston Alan Wilkey Jon.Wilkey@dla.mil

(256) 676-2529

15. INVOICING INFORMATION:

The Contractor shall invoice on a monthly basis through the Department of Defense Wide Area Workflow (WAWF) system. Invoices must be submitted through WAWF in accordance with DFARS 252.232-7003. Refer to https://wawf.eb.mil for additional information.

16. INVOICING INFORMATION:

The contract minimum shall be $1,000.00 for the base period, the contract maximum shall not exceed 150% of the total contract value for the base period. There is no contract minimum for any option period should one be exercised.