Defense Logistics Agency (DLA)

Defense Contract Services Office (DCSO)

Building Control Systems/Utility Control Systems (BCS/UCS)

C.1 GENERAL BACKGROUND INFORMATION 5

C1.1 Description of Services/Introduction C1.2 Background C1.3 Objective(s) C1.4 Definitions/Acronyms

C.2 GENERAL INFORMATION 11

C2.1 Contract Type C2.2 Place of Performance C2.3 Period of Performance C2.4 Duty Hours And Access to DSCC C2.4.1 Force Protection Conditions (FPCONs)

C.3 GOVERNMENT INFORMATION 14

C3.1 Contracting Officer (KO) C3.2 Contracting Officer Representative (COR) C3.3 Government Furnished Property, Equipment and Services

C.4 CONTRACTOR GENERAL REQUIRMENTS 16

C4.1 Project Management Support C4.2 Phase In/Out Period C4.3 Post Award Conference/Periodic Progress Meetings C4.4 Work Management C4.5 Material and Supplies C4.6 Preparedness Exercises C4.7 Invoicing C4.8 Personal Services C4.9 Service Contractor Report (SCR) C4.10 Custodial C4.11 Protection and Damage

C.5 CONTRACTOR PERSONNEL 32

C5.1 Staffing Plan C5.2 Citizenship C5.3 Personnel Security Requirements C5.4 Identification Badges C5.5 Required Contractor Training and Certifications C5.6 Training C5.7 Supervision of Contractor Employees

C5.8 Key Personnel C5.9 Non-Key Personnel Labor Categories C5.10 Identification of Contractor Employees C5.11 Staff Appearance C5.12 Escorting C5.13 Standards of Conduct C5.14 Organizational Conflict of Interest

C.6 CYBERSECURITY REQUIREMENTS 44

C6.1 Reference Documents C6.2 Personnel Requirements C6.3 Cybersecurity Strength Requirements C6.4 Tasks and Deliverables C6.5 Deliverables C6.6 DoDM 8140.03 Work Role C6.7 DLA Purdue Model

C.7 SPECIFIC TASKS AND DELIVERABLES 61

C7.1 Operation and Maintenance Tasks C7.2 Energy Savings Performance Contract (ESPC) C7.3 Facility Operational Checks C7.4 Heating Ventilation, and Air Conditioning (HVAC) Tasks C7.5 Plumbing Tasks C7.6 Electrical Tasks (Bldg 20 Only) C7.7 Kitchen Equipment Tasks (BLDG 20, 22 & 46 ONLY)

C.8 QUALITY CONTROL 78

C8.1 Quality Control Program C8.2 Quality Control Plan C8.3 Quality Assurance C8.4 Acceptable Performance Levels C8.5 Quality Assurance Surveillance Plan (QASP)

The Government will evaluate the 79

C.9 SITE REQUIRMENTS 80

C9.1 Installation Security C9.2 Installation Access C9.3 Service Interruptions C9.4 Safety Requirements

C9.5 Environmental Requirements C9.6 Fire Protection and Prevention

C.10 DELIVERABLES 95

C10.1 Documentation and Records

ATTACHMENT 1 – TECHNICAL REFERENCES & CODES 98

ATTACHMENT 2 – CAC PROCEDURES 100

ATTACHMENT 3 – TECHNICAL EXHIBIT LIST 104

ATTACHMENT 4 – DOCUMENTATION OF SERVICE FORM 105

ATTACHMENT 5 – QUALITY ASSURANCE SURVAILENCE PLAN 106

C.1 GENERAL BACKGROUND INFORMATION

C1.1 Description of Services/Introduction

This is a non-personal services Performance Work Statement (PWS) to provide and implement a comprehensive program for the operation, maintenance, repairs, service, testing, inspection, and certification of Electrical & Lighting Systems (Building), HVAC, Plumbing Kitchen Equipment and Life Cycle Management Cyber Security at the following location:

a. Defense Supply Center Columbus (DSCC) DLA Weapons Support Columbus

C1.2 Background

C1.2.1 The Defense Logistics Agency (DLA)

DLA is the Nation’s Logistics Combat Support Agency. DLA manages the end-to end global defense supply chain – from raw materials to end-user disposition – for the military services, combatant commands, other federal, state and local agencies, and partner and allied nations.

C1.2.2 DLA Weapons Support

DLA Weapons Support manages the supply chain for ground-based, maritime and aviation weapon systems repair parts, consumable hardware, small arms parts, fluid-handling systems, flight safety equipment, maps, environmental products, and industrial plant systems. Defense Logistics Agency (DLA) Weapon Support Columbus is located on the Defense Supply Center Columbus (DSCC) installation, a 520-acre installation that shares the boundaries of two central Ohio cities-Columbus and Whitehall. DSCC is a unique installation that capitalizes on the synergy of state, federal and defense organizations such as the Ohio National Guard and U.S.

Army Reserve, the Defense Finance and Accounting Service and Defense Information Services Agency, which are collocated on or adjacent to the site.

C1.2.3 DLA Installation Management (DM)

DLA Installation Management (DM) is responsible for new construction (MILCON or Capital expenditures), System Maintenance of all Site equipment, and Facilities Related Control Systems (FRCS). DM serves as the functional and doctrinal proponent for all real property system requirements, policies, and procedures including industry standards, The American Society of Heating, Refrigeration and Air Conditioning Engineers (ASHRAE), United Facilities Criteria (UFC) and National Fire Protection Association (NFPA), National Electric Code (NEC), International Building Code (IBC), American Society of mechanical Engineers (ASME) code.

Institute of Electrical and Electronic Engineers Code (IEEE), State and Local Codes.

C1.3 Objective(s)

The Contractor shall provide all personnel, equipment, tools, vehicles, materials, supervision, subcontracts, and other items and services necessary to perform all preventive and corrective maintenance tasks and functions for designated sites and facilities within DSCC. Work shall be performed to the standards in this contract and all applicable codes and regulations to ensure full facilities operability. This PWS acquisition is intended to support Electrical & Lighting Systems (Building), HVAC, BAS, Plumbing, Kitchen Equipment and sustainment support for the DLA Weapons Support Columbus, - These duties include, but are not limited to:

a. Day-to-day maintenance and sustainment for both equipment and FRCS.

b. Performing scheduled preventive, predictive maintenance, and asset management functions to ensure the long-term efficient operation of facility infrastructure.

c. Performing scheduled and unscheduled maintenance, repairs, and replacements as needed on infrastructure components.

d. Maintaining operations and maintenance & repair records for all infrastructure components in electronic format.

e. Maintaining the inventory and electronic inventory records for the consumable supplies needed for system sustainment and maintenance.

f. Information technical networking support (ITNS) of the systems includes but not limited to cybersecurity, networking, server and client administration, database management, and Information System Security Engineering (ISSE), cybersecurity/system administration for the FRCS.

C1.4 Definitions/Acronyms

C1.4.1 Definitions

Acceptable Quality Level (AQL). The AQL is the maximum percent defective (or the number of defects per hundred units) for the purposes of sampling inspection can be considered satisfactory.

AFTER ACTION REVIEW/LESSONS LEARNED. An assessment conducted after a project or major activity that allows the Government and contractor to discover (learn) what happened and why.

CONTRACT ADMINISTRATOR. The official Government representative delegated authority by the Contracting Officer to administer a contract. This individual is normally a member of the appropriate Contracting/Procurement career field and advises on all technical contractual matters.

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

CONTRACTING OFFICER (KO). A person with authority to enter, administer, and/or terminate contracts, and make related determinations and findings on behalf of the Government. Note: The only individual who can legally bind the Government.

CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S.

Government appointed by the KO to administer the contract. Such appointment must be in writing and must state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor if that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

DELIVERABLE. Anything that can be physically delivered but may include non- manufactured things such as meeting minutes or reports.

DEMAND MAINTENANCE ORDER (DMO). A work authorization document used for work that is either corrective in nature (e.g., repairs, modifications, and replacements) or not generally considered to be a recurring maintenance activity. DMOs, therefore, are unscheduled and not known in advance. Examples include minor electrical, carpentry, and plumbing repairs, or locating utility lines. DMOs may be initiated by the Government, customer, or Contractor upon identification of a need requiring corrective action.

ENTERPRISE BUSINESS SYSTEM (EBS): The Government is required to use EBS for budgeting, managing, cost accounting and financial reporting Installation Management services.

The Contractor is tasked by EBS Order Documents and is responsible to input all DMO project status. The Government will utilize EBS for preparation of most required status reporting and for monitoring Contractor performance in timeliness and accuracy of data input. EBS documents Installation Management Work Management and Reporting of DMOs PMOs, and PWOs. EBS is the Government’s system of record.

FEDERAL ACQUISITION REGULATION. The principal set of rules established to govern the acquisition process of the Government purchasing goods and services.

FULL TIME EQUIVALENT (FTE) - Workload measurement of employees that converts total hours worked by all employees into the equivalent number of full-time staff.

GOVERNMENT-FURNISHED PROPERTY OR GOVERNMENT PROPERTY.

Property in the possession of, or directly acquired by, the Government and subsequently made available to the Contractor.

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

MAINTENANCE. Work required to preserve and maintain a real property facility in such condition that it may be used effectively for its designated functional purpose. Maintenance includes work done to prevent damage which would be more costly to restore than to prevent. Maintenance includes work to sustain components.

MONTHLY STATUS REPORT. To keep project status visible to senior management in the customer and delivery organization by providing an appropriate summary of project status on a regular monthly basis.

NEW WORK. Work that results in the creation or addition to an existing facility or a building component, irrespective of whether the work is funded from a construction or an operation and maintenance (O&M) account.

OTHER DIRECT COSTS. Non-labor and non-travel expenses incurred for the Government (i.e.

facilities, shipments).

PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

PROJECT MANAGEMENT PLAN. A plan for executing a project and to meet specific objectives for the project. It should be used as a foundation for information and resource management planning and guidance.

PERFORMANCE WORK STATEMENT. Explains concisely what is to be accomplished in terms of results so that the Government can monitor and evaluate the progress and result of the project effectively.

PREVENTIVE MAINTENANCE (PM). Routine, recurring sustainment work performed on all real property facilities (RPF). PM is systematic inspection, care, and servicing of equipment, utility plants and systems, buildings, structures, and grounds facilities performed to detect and correct incipient failures and accomplishing minor maintenance. PM is executed by a Preventive Maintenance Order (PMO) in support of a preventive maintenance plan.

PREVENTIVE MAINTENANCE ORDER (PMO). A PMO is the work authorization document for recurring maintenance work that is performed on a scheduled basis (also referred to as Preventive Maintenance (PM)). All Preventive Maintenance plans will be entered into EBS; this is required in order to generate the PMO at the frequency required. PMO tasks include, but are not limited to, annual inspection of sump pumps, grounding point testing, maintenance of kitchen equipment, and annual cleaning of cooling towers. PMOs will be approved and issued on DA Form 4283, Facilities Engineering Work Request, or equivalent computer-produced facsimile or printout.

Contractor execution of PMOs will be pre-approved by the Government following the review of Contractor work plans and schedules. Any changes in scheduled workload will be negotiated and incorporated into the contract by modification. Frequency requirements for scheduled tasks are presented at the FA level, as applicable.

PROJECT WORK ORDER (PWO). A work authorization document used for unscheduled work, including project-oriented work such as repairs, modifications, replacements, or installations that exceed the thresholds for a DMO, customer reimbursable work, and new work. PWOs can vary significantly in nature, scope, expertise, and location. Each PWO will be fixed priced based on the negotiated proposals required to accomplish the scope of work.

QUALITY ASSURANCE. The Government procedures to verify that services being performed by the Contractor are acceptable IAW with established standards and requirements of this contract.

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). An organized written document specifying the Government surveillance methodology to be used for surveillance of Contractor performance.

QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of a product or service must meet contract requirements.

QUALITY CONTROL PLAN. The Contractor’s standardized procedure/methodology for self-monitoring and documenting contract performance to ensure all contract requirements are met.

QUARTERLY MANAGEMENT REPORT. To keep project status visible to senior management in the customer and delivery organization by providing an appropriate summary of project status/management on a quarterly basis

REAL PROPERTY. DoD Lands, buildings, structures, utility systems, improvements, and appurtenances, thereto that includes equipment attached to and made part of buildings and structures, but not movable equipment. See Federal Management Regulation 102-71.20 (41 CFR 102-71.20).

RECOVERY TOOLS. Repairing, restoring, or diagnosing computer problems and systems.

RESPONSE. Time in which the HVACR Technician arrives on site and meet with POC.

SUBCONTRACTOR. One that enters a contract with a prime Contractor. The Government does not have privity of contract with the Subcontractors.

TECHNICAL POINT OF CONTACT (TPOC). The scope and complexity of PWS contracts may necessitate appointment of one or more TPOCs to assist the COR with the surveillance of the Contractor’s performance against the contract requirements. TPOCs have responsibility for surveillance of the Contractor’s performance against PWS requirements. TPOCs act as technical advisor(s) to the COR.

WIDE AREA WORKFLOW. A web-based application that allows Contractors to electronically submit invoices and receiving reports and the Government to inspect, accept, receive, and pay electronically.

WORKDAY. A day on which the government is routinely present, usually Monday through Friday, excluding federal holidays. A workday is distinguished from a calendar day, as within ten calendar days there may be a range of five to eight workdays.

WORK WEEK. Monday through Friday, except for Federal holidays unless specified otherwise.

C1.4.2 Acronyms

AAR After Action Review ACD Accelerated Capabilities Division ALP Acceptable Level of Performance BAS Building Automation System BBP Best Business Practice BCS Building Control Systems CAC Common Access Card CFR Code of Federal Regulations CLIN Contract Line-Item Number CNA Capability Needs Analysis CoE Center of Excellence CONOPS Concept of Operations CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer’s Representative

DFARS Defense Federal Acquisition Regulation Supplement

DoD Department of Defense DODD DoD Directive DSSR Department of State Standardized Regulations FAR Federal Acquisition Regulation FFP Firm Fixed Price FRCS Facilities Related Control System FTR Federal Travel Regulations GFE Government-Furnished Equipment GFP Government-Furnished Property GFI Government-Furnished Information

IA Information Assurance IAW In Accordance With ID Identification IDIQ Indefinite Delivery/Indefinite Quantity IS Information Systems IT Information Technology JIIM Joint, Interagency, Intergovernmental and Multi-national JPAS Joint Personnel Adjudication System JTR Joint Travel Regulations KO Contracting Officer MSR Monthly Status Report NIE Network Integration Evaluations NOSC Network Operations Support Center OCI Organizational Conflict of Interest

Outside Continental United States ODC Other Direct Costs OPSEC Operations Security PIPO Phase In/Phase Out PMP Project Management Plan POC Point of Contact POP Period of Performance PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program QMR Quarterly Management Report SOP Standard Operating Procedures VAL Visit Authorization Letter WAWF Wide Area Workflow WBS Work Breakdown Structure

C.2 GENERAL INFORMATION

C2.1 Contract Type

The Government will award a Firm Fixed Price PWS for routine and ad hoc work.

C2.2 Place of Performance

The work to be performed under this PWS must be performed at Government facilities located on DLA Weapons Support, Defense Supply Center Columbus, 3990 East Broad Street, Columbus, OH 43218.

C2.3 Period of Performance

The period of performance must be for one (1) base year of 12 months and one (1) 12-month option year.

Base Year: 1 November 2026 – 31 October 2027 Option Year I: 1 November 2027 – 31 October 2028

C2.4 Duty Hours And Access to DSCC

Due to changing traffic requirements brought on by construction, changing missions, and security concerns within DSCC, access to the installation is subject to change, sometimes with little or no warning. All inbound traffic is ID checked and requires a visitors pass or permanent badge.

C2.4.1 Force Protection Conditions (FPCONs)

Force Protection Conditions (FPCONs) may affect access to DSCC. The FPCON is established by the host installation or higher national command authorities, and the Installation Commander is responsible for implementing the proper response to progressive levels of terrorist threats.

FPCONs are normally displayed at most entrance gates, building entrances and office entrances. The Contractor shall adhere to and operate IAW any restrictions imposed as a result of a FPCON. Measures implemented under the various levels of terrorist threat may impact the Contractor’s normal operational approach to distribution services. The Contractor shall ensure that installation support services are sustained during heightened security measures.

C2.4.2 Curtailment of Operations

When operations are curtailed due to manmade or natural conditions on a working day, it may be necessary for the Government to interrupt that day’s work under this contract. The Contractor must reschedule the work on any day acceptable to the Government. If the KO agrees, the Contractor may continue the work as scheduled. The KO will provide verbal announcements of immediate curtailment of operations to the Contractor.

C2.4.3 Inclement Weather Delay

If the Contractor determines unsafe weather conditions for continued operations, then the Contractor must notify the KO/COR/ACOR if inclement weather suspends operations within 12 hours. The Contractor must resume operations with KO/COR approval.

C2.4.4 Installation Closures

When an unforeseen Installation closure occurs on a regularly scheduled day of work, the Contractor must reschedule the work to be performed the next business day following the closure unless the following day is a Saturday, Sunday, a recognized Federal Holiday, and when routine work is not scheduled for that day. Reschedule the work on any day mutually satisfactory.

C2.4.5 Federal Holidays

On Federal holidays, the Contractor shall be on-call within two (2) hours to respond to emergency requisitions.

Federal Holidays are as follows:

Table 2.4-1 - Federal Holidays

Holiday Day New Year’s Day 1st day of January

Martin Luther King Jr.'s Birthday 3rd Monday of January

Presidents’ Day 3rd Monday of February

Memorial Day Last Monday of May

Juneteenth 19th Day of June

Independence Day 4th day of July

Labor Day 1st Monday of September

Columbus Day 2nd Monday of October

Veterans Day 11th day of November

Thanksgiving Day 4th Thursday of November

Christmas Day 25th day of December

C2.4.5.1 Executive Orders (EO)

In the event an Executive Order (EO) issued by the President of the United States declares Agencies of the Federal Government closed for a regularly scheduled workday, the KO or designee will determine and advise the contractor on whether services are required for that day.

C2.4.6 Installation Core Hours

Installation core hours are from 0700-1530 weekdays. Some installation tenants work seven (7) days per week, 24 hours per day, and 365 days per year. A valid DSCC badge or equivalent is required for all contractor personnel for entrance to the DSCC. The Pass & ID Office is open Monday – Friday, 0600 – 1500 (closed on all Federal holidays). After core hours, entrance will be granted only to individuals that have been authorized to enter after normal working hours. A DSCC electronic key/badge is also required to access some of the facilities.

C2.4.7 Contractor Operating Hours

The contractor must have alternating Full Time Equivalent (FTE) work schedules to cover the hours between 0630 through 1600 Eastern Time, Monday through Friday, and from 0700 to 1100 on Saturdays except Federal holidays or when Government facilities are closed due to emergencies, administrative closings or similar Government directed facility closings. The Contractor may be required to provide personnel for varying schedules to perform the requirements of the contract. The Contractor shall provide Contractor personnel, as required, at all other times to provide services, e.g., emergencies or scheduled after-hours work.

C.3 GOVERNMENT INFORMATION

C3.1 Contracting Officer (KO)

The KO is the only person authorized to direct changes in any of the requirements under this contract, and, notwithstanding any provisions contained elsewhere in this contract, said authority remains solely with the KO. In the event the Contractor makes any change at the direction of any person other than the KO, the change must be considered to have been made without authority and solely at the risk of the Contractor. All contract administration will be affected by the KO. Communications pertaining to contractual administrative matters must be addressed to the KO. No changes in or deviation from the terms and conditions must be affected, without a written modification to the contract, executed by the KO authorizing such changes. The KO will approve all submittals and plans required in this PWS.

C3.2 Contracting Officer Representative (COR)

The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract:

perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

C3.3 Government Furnished Property, Equipment and Services

All Government-furnished property (GFP) will be provided in accordance with FAR 52.245-1, and FAR 52.245-9. Government property must be used ONLY in performance of this PWS.

The Contractor is accountable for all property provided by the Government and must be responsible for the security and condition of said property. All GFP is the property of the U.S.

Government and must not be transferred to any individual, or agency, public or private without the express written approval of the Contracting Officer. The Contractor must provide a method of tracking and managing GFP. Serialized items must be annotated at the time of issue, with a signature of acknowledgement by the individual Contractor(s). Government personnel will determine property disposition, acquisitions, and final acceptance of deliveries of Government services/supplies. Contractor assumes the risk of, and must be responsible for, any loss or destruction of, or damage to, items of Government property, that are removed from the installation/premises by the Contractor.

C3.3.1 Government Provided Facilities

The Government will furnish and/or make available facilities workspace in Building 20A. Space is move-in ready. Space will include 4 contractor parking spots. Any modification of the assigned facility space performed by the Contractor at his or her expense must be requested and approved by the Contracting Officer with documentation describing, in detail, the modification requested, and all required host installation approvals must be obtained from the real property owner (as necessary). Compliance with OSHA and other applicable laws and regulations for the protection of employees is exclusively the obligation of the contractor. No alterations to the facilities must be made without specific written permission from the Contracting Officer, and, if appropriate, the real property owner; however, in the case of alterations necessary for OSHA compliance, such permission must not be unreasonably withheld. The Contractor must maintain the facilities and return to the Government in the same or better condition received, taking into account normal wear and tear. These facilities must only be used for performance of this PWS.

C3.3.1.1 Storage Space

Space will be provided for the storage of supplies and equipment that is to be used in the performance of work under the Contract. The Contractor must maintain this space in a clean, neat and orderly condition. Contractor must store all flammable or combustible liquids in a UL-rated flammable storage cabinet or inside storage room as indicated in 29 C.F.R. 1910.106(d) and NFPA 30. The Government must not be responsible in any way for damage or loss to the Contractor's stored supplies, materials, replacement parts, or equipment.

C3.3.2 Utilities

The Government will furnish the utility services for use in the work to be performed under this contract.

C3.3.2.1 Utility Provider Information

a. Electric: American Electric Power Ohio (AEP Ohio)

b. Water & Sewer: City of Columbus Water & Power

c. Gas: Columbia Gas of Ohio

C.4 CONTRACTOR GENERAL REQUIRMENTS

C4.1 Project Management Support

The contractor must provide all management, administration, security, quality control, and all else required to ensure successful completion of the awarded PWS. Project management support must fully integrate, manage, control, and document all phases of the PWS requirements.

C4.2 Phase In/Out Period

To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the Contractor must have personnel on board, during the thirty (30) day phase in/ phase out periods. During the phase in period, the Contractor must become familiar with performance requirements to commence full performance of services on the contract start date.

C4.2.1 Phase in Plan

The Contractor must provide a plan 30 days after award. The Contractor must coordinate with the Government in planning and implementing a complete transition to the Contractor's support model. The Contractor must collaborate with the Government to develop and deliver an Incoming Transition Plan. The Government will designate a transition period for the incoming Contractor to coordinate and work with the incumbent Contractor, if applicable. The transition plan must include, but is not limited to the following:

a. Coordination with Government representatives.

b. Review, evaluation, and transition of current contract requirements.

c. Government-approved training and certification process.

d. Transfer of hardware warranties and software license.

e. Transfer of Government Furnished Equipment (GFE)

f. Coordinate with the Government to account for Government keys, ID/access cards, and security codes.

C4.2.2 Outgoing Transition Plan

The Contractor must provide an Outgoing Transition Plan a minimum of 60 days before the contract end date. The plan must account for 30 days of outgoing transition for transitioning work from an active contract to a follow-on contract/order or Government entity. This transition may be to a government entity, another contractor or to the incumbent contractor under a new contract/order. In accordance with the Government-approved plan, the Contractor must assist the Government in planning and implementing a complete transition from this Contract and/or orders issued under this Contract to a successful provider. This must include formal coordination with Government staff and successor staff and management. This transition plan must include, but is not limited to:

a. Coordination with Government representatives

b. Review, evaluation, and transition of current contract requirements

c. Transfer of hardware warranties and software licenses

d. Transfer of all necessary technical documentation

e. Transfer of Government Furnished Equipment (GFE)

f. Turn-in of all Government keys, ID/access cards, and passwords

C4.3 Post Award Conference/Periodic Progress Meetings

The Contractor must attend any post award conference convened by the contracting activity or contract administration office IAW Federal Acquisition Regulation (FAR) Subpart 42.5(a) (b), Post Award Orientation. The Contracting Officer, CORs, and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance.

At these meetings, the Contracting Officer or designated representative will apprise the Contractor of how the Government views the Contractor's performance and the Contractor must apprise the Government of problems, if any, being experienced. Appropriate action must be taken to resolve outstanding issues. These meetings must be at no additional cost to the Government.

C4.3.1 Monthly Status Report (MSR)

The Contractor must provide a MSR meeting that analyzes the PWS status and provides accounting information. The MSR is due the 15th of every month. If the 15th is not a business day, submit the MSR on the last business day prior to the 15th. On the last business day of the contract period if period of performance is complete prior to the 15th of the month or business day before the 15h if it falls on a non-business day. The MSR must include the following elements:

a. A summary of work performed by each specific task area (PMOs, DMOs, PWOs) for the reporting period

b. A summary of problems or safety incidents encountered and recommended solutions

c. A summary of training and certifications completed or outstanding

d. Work percentage complete, financials, and other related items

e. Operating schedule changes (manual, programmed).

f. Monthly water treatment test results

g. A copy of the updated refrigerant control logs

h. Inspection and test results

i. A summary of all meetings, hours, troubleshooting, and documentation for Cybersecurity

Requirements

j. 30-day outlook

C4.3.2 Meeting Notes

The Contractor must prepare and provide notes taken during meetings attended at the direction of the KO, or COR. Notes must document meeting purpose, date, participants, issues discussed, decisions/recommendations made, and action items. Notes must be submitted to the KO or COR five (5) days after meetings.

C4.4 Work Management

Scheduled reoccurring maintenance will be accomplished as Preventive Maintenance Orders (PMO) and unscheduled maintenance and repair work order requests are executed as Demand Maintenance Orders (DMO) or Project Work Orders (PWO).

C4.4.1 Work Coordination

The Contractor shall schedule and arrange work to cause the least interference with the normal occurrence of Government business and mission. For planned work that will cause a significant disruption (e.g., power outage, water shut-off, major noise), the Contractor shall provide at least ten (10) working days' advance notification to the COR and affected tenants. For routine, non-disruptive work, standard scheduling coordination is sufficient. The Contractor shall reschedule any work that the KO or designee deems necessary to avoid unacceptable disruptions in the Government's mission.

C4.4.1.1 Tenant Service / Coordination

The Contractor shall establish customer support procedures and provide these procedures in writing to the KO or designee thirty (30) days after NTP.

The Contractor procedures shall include as a minimum the process for:

a. Notifying/coordinating with tenants to schedule work: The Contractor is not permitted to move Government equipment/materials when preparing worksite for work unless explicitly directed by the KO or designee. Therefore, the Contractor shall, prior to performing work, coordinate with the tenant as to when work will begin so that equipment/material can be repositioned from the affected work area.

b. Notifying customers to inspect/accept completed work.

c. Designate a phone number for providing status of WOs when requested by the

Government.

C4.4.2 Enterprise Business System (EBS) Plant Maintenance

EBS-Plant Maintenance is a multi-command, automated information and evaluation system which encompasses life-cycle management of real property resources from conception through design, construction, operation, maintenance, and disposal. The EBS Plant Maintenance is also a production scheduling and contract monitoring system used to process work requests. EBS- Plant Maintenance tracks repair and maintenance expenditures by individual facility, minor construction and alterations project expenditures, labor and equipment data, and provides information reported to higher levels of command. The use of DLA Enterprise Business System (EBS) or any other DLA supplied government system authorized by HQ DM in use at the time is mandatory to manage and track facility maintenance work and material/parts usage and inventory on DLA Real Property assets.

C4.4.2.1 EBS Work Management

The Contractor must use EBS-Plant Maintenance to track all work requests and to log, schedule, and record all labor and other costs associated with each work order. The Contractor shall enter an adequate work description into EBS. The Contractor shall use the EBS work order number as the work order number through completion of the work order. The Contractor shall enter EBS data properly and accurately into EBS. Upon completion of a work, the Contractor shall input the time taken to perform each task identified, the parts used (by part number, part name, quantity and the cost per unit), and the name of the Contractor personnel performing repair within 1 day of completing the repair or maintenance action to include work performed by subcontractors.

C4.4.2.2 EBS Input

The Contractor shall input the following information for all facility related PMO, DMO and PWO actions:

a. Date and time of service call notification and arrival at location

b. Model, serial number and location of the equipment involved

c. For PM, the labor hours spent to perform each task identified

d. For FWOs, labor hours and associated labor rates

e. All replacement parts used by part number, part name, quantity and cost per unit supported by actual supplier invoices, published price lists and/or proof of payment.

f. Indicate if a “like new” part has been installed or used in the repair

g. Description of malfunction and work/service performed, and corrective action taken if action is a repair

C4.4.2.3 Manual Operations Contingency Plan

The Contractor must establish a Contingency Plan for manual operations in the event that a power failure or other situations prevent the electronic processing of DMO, PWO and PMO related work documentation. The plan must be delivered to the KO within thirty (30) days of the notice to proceed. The plan must include provisions for manually processing and executing emergency work orders, logging and execution of non-emergency work orders, and updating data into the Government system of record upon restoration of system availability.

C4.4.3 Work Reception - Normal Duty Hours

The DLA Installation Management Work Reception Desk (WRD) is responsible for creating work orders and notifying the Contractor for execution. The Site WRD is manned by Government employees and receives all work requests during normal duty hours (0700 -1600). During normal duty hours the WRD will receive work requests from customers, assign priorities, and send approved requests as a DMO or PWO to the Contractor. The WRD will transfer work request requirements to the Contractor electronically. The Contractor is pre-authorized to execute all released DMOs based on their assigned priority, provided the work falls within the established DMO thresholds. DMOs exceeding the authorized limit must be converted to a IAW Section C4.4.9 Project Work Orders (PWOs).

C4.4.4 Work Reception - Outside of Normal Duty Hours

Work reception must be managed by the Contractor after normal duty hours, on weekends, and on Federal Holidays via a call-in system. The Contractor must provide an after-hours phone number for receiving work requests. Upon receipt of an after-hours work request, the Contractor’s designated point of contact (POC) must call a COR listed on the Installation’s after-hours contact list for work approval prior to execution. The POC must provide the COR with the scope of the work request, location, urgency, and any other pertinent details necessary for approval. The Contractor must log all after-hours work requests and provide the details to the Work Reception Desk for entry into EBS the following duty day. Details must include the date and time, name of the requester, a summary of the work requested, the approver, and the name and employer of the technician who responded to the approved request(s). The Work Reception Desk will enter all work requests initiated outside of normal business hours into the system of record the next duty day.

C4.4.5 Project Management Plan (PMP)

The Contractor must provide and maintain a comprehensive Project Management Plan (PMP).

The PMP shall detail the Contractor's approach to fulfilling all requirements of this PWS. The initial PMP shall be submitted to the Contracting Officer's Representative (COR) no later than 60 calendar days after contract award. An outline of this plan must be submitted with the Contractor’s Proposal.

C4.4.5.1 PMP Requirements

The project management plan must include the following:

a. A high-level summary including project name, contract number, a list of subcontractors and key stakeholders, and their responsibilities.

b. A brief description of the systems and facilities covered under the PWS

c. Detail the methods, frequency, and format for all formal communications (e.g., monthly status meetings, monthly reports, emergency notifications).

d. Detailed schedule of all PMO tasks for each piece of equipment, including frequency and procedures, based on manufacturer recommendations and attached PWS Technical Exhibits.

e. Describe A step-by-step workflow for how demand maintenance orders (DMOs) will be handled—from initial service request and work order generation in EBS to execution, testing, and closeout.

C4.4.6 Preventative Maintenance Order (PMO) Program

The Contractor shall develop and execute a PMO program based off the schedule developed in the PMP. The Contractor shall first verify and update the equipment in the buildings listed in TE-

02. During the equipment inventory assessment, the Contractor shall at a minimum, collect the equipment MCD (serial) number, equipment description, work center (shop), building number, frequency basis for that equipment (e.g., monthly, quarterly, annually, etc.), maintenance plan and task list. Upon completion of the equipment verification, the PMO program schedule shall be developed and entered into EBS. The PMO program shall be completed and fully operational in EBS no later than one hundred twenty (120) days after contract start date. The Contractor shall be responsible for maintaining an up-to-date and accurate equipment list and associated PMO Schedules in EBS throughout the life of the contract.

C4.4.6.1 Preventive Maintenance Order Administration

The contractor shall receive PMOs from EBS-Plant Maintenance and must execute all PMOs as scheduled. The Contractor technicians must complete scheduled PMO work no later than the scheduled date plus the allowed grace period: five (5) calendar days for monthly PMs, fourteen

(14) calendar days for quarterly PMs, and thirty (30) calendar days for semiannual and annual PMs. Within seven (7) days of PMO completion, the Contractor must technically complete the PMO in EBS.

C4.4.6.1.1 PMO Logs

The Contractor must prepare and update equipment maintenance logs as part of the Preventative Maintenance services for all major systems or equipment. Major systems or equipment include but are not limited to heating/boiler plant equipment; HVAC systems or units;

energy monitoring & control system; commercial kitchen equipment; lift stations; at the facility.

Maintenance logs must be prepared/ updated based on State and local building code requirements and/or to maintain equipment or system warrantees. PMO logs to be completed within 1 day of PMO completion.

C4.4.6.1.1.1 PMO Log Requirements

Each maintenance log/chart must note location, the equipment's name and manufacturer's model number, the inspection/repair date, type of maintenance services/repairs performed, , and name of the individual who performed the work. Logs will be placed in a plastic protective pouch located on the equipment. This pouch will be provided by the Contractor and permanently fastened to the equipment in a readily accessible location and so it does not interfere with operational or maintenance functions. All logs are to be kept up to date by the Contractor.

C4.4.7 Demand Maintenance Orders (DMOs) Administration

DMOs are work authorization documents used for unscheduled corrective work. A DMO is any work order for which the estimated labor does not exceed thirty-two (32) work hours and the estimated cost does not exceed $2,500. If either of these thresholds is expected to be exceeded, the work must be processed as a PWO. All DMO tasks that make the systems function properly that are under $2,500 shall be included in the firm fixed price for CLIN 0003 Maintenance Labor and CLIN 0004 Maintenance Materials.

C4.4.7.1 DMO and Priorities

The Work Reception Desk assigns all work order priorities and enters the work order into EBS.

All work must be executed by the Contractor within the following timelines:

C4.4.7.1.1 Priority 1 (Emergency)

This priority is typically issued when immediate action is required to eliminate life-threatening or serious injury hazards to personnel, significant mission impact, or irreparable property damage.

Priority 1 work requests must be responded to as soon as possible and no later than one (1) hour after receipt from the WRD or after approval by the COR during after-hours situations.

Priority 1 work requests must be completed within twenty-four (24) hours of the request unless the urgency has been downgraded to Priority 2 or 3.

C4.4.7.1.2 Priority 2 (Urgent)

The Contractor must respond to the priority 2 work requests within 1 business day of receipt and complete within seven (7) calendar days from receipt, unless downgraded to a Priority 3 by a

COR.

C4.4.7.1.3 Priority 3 (Routine)

The Contractor must schedule the work with the customer within five (5) business days of receipt from the WRD. The Contractor must survey the worksite, determine requirements, and coordinate a work schedule. The DMO must be completed within 30 calendar days of receipt from the WRD. Extensions require notification and adequate justification. The KO or COR will approve or deny extension requests.

C4.4.7.2 Duplicate Orders

The Contractor must actively monitor for duplicate work orders. If the Contractor identifies multiple work orders for similar work associated with the same building and room number (if applicable), the Contractor must treat these as a single work order, documenting them as one.

The Contractor must reconcile duplicate orders by contacting the WRD.

C4.4.8 Project Work Orders (PWOs) Administration

PWOs are work authorizations used for unscheduled work, including project-oriented work such as repairs, modifications, replacements, or installations that exceed the thresholds for a DMO.

PWOs can vary significantly in nature, scope, expertise, and location. Each PWO will be fixed priced based on the negotiated proposals required to accomplish the scope of work.

C4.4.8.1 Execution of PWO Work

The Government will develop the initial scope and issue documentation to the Contractor. The Contractor shall provide proposals for all PWO Work addressing the scope, performance schedule and proposed price. The proposal shall provide supporting data presented including labor, and other direct costs such as equipment, material, and subcontract estimates. The COR will evaluate the Contractor's estimate to determine if: (1) the scope has been clearly and accurately identified, (2) the task hours have been properly estimated with supporting data presented, and (3) equipment, material, and subcontract estimates are reasonable and properly documented and provide recommendations to the KO. After the estimate has been reviewed, the KO will determine whether to approve or negotiate elements of the PWO. Upon KO acceptance or negotiation of the proposed PWO, the KO will execute a NTP.

C4.4.8.2 Conversion of DMO to PWO

The Contractor shall not at any time exceed the DMO thresholds during performance without approval by the KO/COR. If the Contractor determines a DMO will exceed either the thirty-two

(32) labor hour or $2,500 threshold, the procedures below must be followed.

C4.4.8.2.1 Conversion Prior to Execution

The Contractor shall stop work immediately upon determining that a DMO will exceed either the thirty-two (32) labor hours or $2,500 cost threshold. The Contractor shall immediately notify the KO/COR of the status of the DMO and complete the following tasks:

a. The Contractor must notify the KO/COR, in writing, of the reason for expecting the DMO to exceed the cost threshold and the preliminary cost estimate.

b. The Government may initiate a PWO or redefine the work requested to accomplish as a

DMO.

c. If the Government initiates a PWO and determines the requirement is not an emergency requirement, the Contractor must proceed as if receiving a normal PWO as described in section C4.4.9 Project Work Orders (PWOs)

d. If the Government initiates a PWO and determines it to be an emergency requirement, the Contractor must proceed as described in section C4.4.9.3 Emergency PWOs.

C4.4.8.2.2 Conversion during Execution

The Contractor shall stop work immediately upon determining that a DMO will exceed the thirty-two (32) labor hours or $2500 cost. The Contractor shall immediately notify the KO/COR of the status of the DMO and complete the following tasks:

a. The Contractor must notify the KO/COR in writing of the reason for expecting the DMO to exceed the cost threshold.

b. The Government may initiate a PWO, redefine the work requested to accomplish as a DMO, or cancel the DMO.

c. If the Government initiates a PWO, the Contractor must proceed as described in section C4.4.9 Project Work Orders (PWOs) or section C4.4.9.3 Emergency PWOs as directed by the COR. The DMO will be canceled and credited back to the Government. All costs expended under the DMO must be incorporated in the PWO.

d. If the Government cancels the DMO, the Contractor shall cease work and leave the work site in a safe and stable condition.

C4.4.8.3 Emergency PWOs

The Government will determine when an emergency exists that requires a PWO. All emergency PWOs are time and material efforts. The KO/COR must direct the Contractor to immediately begin work on the PWO requirement. The KO/COR may issue this direction verbally and follow up in writing. Emergency PWOs must be executed as follows:

a. The Contractor must immediately begin/continue work, as directed by the KO or COR.

b. The Contractor must provide estimated cost of work to the COR within 24hrs for budgeting purposes.

c. The Government will initiate or amend a written work request and submit it to the

Contractor as a notice to proceed but not to exceed (NTP/NTE) the budgeted amount.

d. The Contractor must monitor costs to ensure no work is performed beyond the NTP/NTE amount. If costs are expected to exceed the NTP/NTE budgeted amount, the Contractor must notify the KO/COR before exceedance and request approval for anticipated costs to be complete. e. If an increased NTP/NTE amount is approved the Contractor may continue work execution up to the new approval amount.