PWS - Facilities Maintenance Draft_8.21.2023.docx

DeCA Facility Maintenance Sections 1- 4 – General Requirements

DeCA Facility Maintenance & Repair Services for DeCA Commissaries and Distribution Centers Performance Work Statement ***DRAFT***

CCNF 7-31-2023

GENERAL REQUIREMENTS

1. INTRODUCTION

Defense Commissary Agency (DeCA) operates a worldwide commissary system that provides quality grocery products at substantial savings to active duty military personnel and retirees, members of the Reserve and National Guard, and their families. Five area offices provide localized management and support for the agency's commissaries. Three of these offices, East, Central and West, manage stores in the continental United States and Puerto Rico. The other two area offices, Europe and the Pacific, manage stores in Europe, Asia and Africa. DeCA also operates central distribution centers in Europe and the Pacific. Field operating activities perform services for area operating elements and their commissaries, including centralized purchasing of national brand sales items.

2. PURPOSE

The Contractor shall maintain and repair buildings and structures and their systems in a safe and habitable condition and ensure systems are fully functional for their occupants and sustainment of the facilities within the areas supported by the Defense Commissary Agency (DeCA) as specified in this Contract. Facilities shall be inspected and work performed based on Contractor-developed maintenance and service plans as described in this PWS and approved by the Government. The Contractor shall also perform alterations and minor construction as approved by DeCA. The Contractor shall coordinate all work with the customer in order to avoid life threatening situations, hardships, and operational problems. Maintenance of all areas, facilities, and structures occupied by the Contractor shall be the responsibility of the Contractor. All work shall be performed by qualified personnel in accordance with DoD regulations, manufacturer’s instructions, NFPA Codes, and U. S. standards.

DeCA’s operational goal is to provide this service regardless of geographic location. DeCA facilities encompass building infrastructure and support systems necessary to provide continuous environmental support to mission-critical food supplies at each of its commissary sites (See Appendix 1, Commissary Locations). Because of the complexity and need for consistency of this support, dedicated maintenance, repair, engineering, and construction, repair and alteration work are essential to ensure mission-critical food supplies remain constant and uninterrupted. This contract supplies facility maintenance and repair services to DeCA commissaries and distribution centers located in the continental United States to include Hawaii, Alaska, and U. S. territories including Puerto and Guam.

3. CONTRACTOR PERSONNEL ADMINISTRATION

3.1. General Requirements for Contractor and Subcontractor

Personnel

3.1.1. Contractor personnel shall present a professional appearance and be easily recognized. The Contractor shall furnish uniforms to its personnel that shall include, at a minimum, the company name in a readable and visible area. The company name shall be visible on any outerwear that covers the uniform.

3.1.2. The Contractor shall not employ any person who is an employee of the United States Government if the employment of that person would create a conflict of interest, nor shall the Contractor employ any person who is an employee of the United States Armed Services, either military or civilian, unless such person seeks and receives approval in accordance with DoD 5500.07-R (Joint Ethics Regulation).

3.1.3. The Government shall not pay training costs for the purpose of keeping Contractor's employees and replacement personnel current in their fields and for the purpose of keeping Contractor's employees current on equipment, computer languages, and computer operating systems. The Contractor shall be responsible for keeping its personnel trained and certified (where required) in current and new technology and applications necessary for satisfactory completion of the Work.

3.1.4. The Contractor shall provide qualified and certified personnel with skills required for performance of duties under this contract, and for maintaining appropriate standards of competency, conduct, and integrity.

3.1.5. The Work to be performed under this contract is for non-personal services. At the request of the KO, the Contractor shall remove from performance any person who fails to meet the minimum training or experience requirements or who is identified as a potential threat to the health, safety, security, or operational mission of the Installation, DeCA, or their populations and staff. Reference Appendix 6.

3.1.6. Contractor and subcontractor personnel shall comply with directives pertaining to operation of privately-owned vehicles on an Installation.

3.1.7. The Contractor is prohibited from employing DeCA off-duty personnel, or their immediate family members, who are in a position to review or provide influence on the approval of any of the Contractor's submittals, task orders, purchase orders, contracts, or modifications.

3.1.8. The Contractor shall ensure that any Foreign National engaged to provide services on or materials to DeCA facilities has obtained prior security clearance through the Foreign Disclosure Office and the Provost Marshal on the relevant installation.

3.2. Essential Personnel

3.2.1. The Contractor shall provide resumes of essential personnel, including Program Manager (PM), Alternate Program Manager (APM), Zone Service Managers (ZSM), and a Quality Control Manager (QCM) in the performance of this contract. The KO will approve all resumes. The Contractor shall ensure that all such essential personnel and key subcontractor personnel are fully capable of performing the Work in an efficient, reliable, and professional manner. If the government questions the qualifications or competence of any contractor's personnel or subcontractor personnel performing under this contract, the Contractor shall bear the burden of proving the qualifications and competence of the personnel.

3.2.2. The contractor shall make no substitutions of previously identified essential personnel unless the substitution is necessitated by illness, death, or termination of employment. The Contractor shall notify the Contracting Officer within 15 calendar days after the occurrence of any of these events. After the first 90 days of performance, the Contractor shall notify the Contracting Officer within seven (7) calendar days prior to any changes to essential personnel or essential subcontractor personnel as identified in the following paragraphs or as identified by the Contracting Officer. Notification of personnel change shall include a resume demonstrating compliance with minimum qualifications stipulated below.

3.2.3. The government reserves the right to review any designated key personnel or key subcontractor personnel based on the submitted resumes or follow-up requested information for which a replacement is being sought during the term of this contract or any extension.

3.3. Program Manager (PM) and Alternate Program Manager (APM)

3.3.1. The Contractor shall provide one PM and an APM who shall have overall responsibility for the performance of all Work under all maintenance group contracts awarded to that contractor, including initiation, planning, execution, monitoring, controlling, and escalation of requests or service orders from the contractor's staff.

3.3.2. The PM shall have overall responsibility and oversight authority for all Contractor staff, subcontractors and their personnel. At the commencement of this contract, and before any Work is performed, the Contractor shall identify a PM and alternate PM who is equally qualified to the PM. The Contractor shall designate in writing that the PM and APM have full authority to act on behalf of the Contractor throughout the period of contract performance. The Contractor shall provide contact information, including mobile telephone numbers and electronic mail addresses, of the PM and APM for access within and outside of normal business hours.

3.3.3. The Contractor shall maintain 24-hour telephone access to the PM or alternate APM. The PM or APM shall be available to respond to all government requests by telephone within 30 minutes during normal business hours and within two hours after normal business hours. Should the situation require an on-site presence, the PM shall be available within 24 hours anywhere within the CONUS to meet at the relevant facility with government personnel to review the situation.

3.3.4. For locations covered by the contract that are outside the CONUS, the PM shall be available on-site within a reasonable time, where required, using all appropriate diligence. The minimum qualifications for the PM or APM are:

3.3.4.1. At least five years of project management experience on a similar contract with multiple locations across a large (more than 250 square miles) geographic area;

3.3.4.2. Education, at a minimum of an Associate's degree, to include technical or college education in business, engineering, engineering technology, or project management; and certificate or technical training in construction, mechanical, or related field, such as electrical, Heating, Ventilating and Air Conditioning (HVAC), plumbing, carpentry, or construction;

3.3.4.3. Experience with facility maintenance and repair contracts, scheduling, cost control and risk management; and

3.3.4.4. Effective communication skills, strong leadership skills, and technical experience.

3.4. Zone Service Manager

3.4.1. The Contractor shall provide a Zone Service Manager (ZSM) who shall manage and coordinate the performance and quality of all Work with the Store Ordering Officer, Field Engineer, or Contracting Officer, as appropriate.

3.4.2. The ZSM shall be designated in writing by the contractor to have full authority to act on behalf of the Contractor and to represent and commit the Contractor on any proposal or situation. The ZSM shall not be the same person as the PM or the APM.

3.4.3. The Contractor shall provide contact information, including telephone numbers, and electronic mail addresses, for the ZSM, for access within and outside normal business hours. The Contractor shall maintain 24-hour telephone access to the ZSM during all periods of contract performance.

3.4.4. The ZSM shall manage no more facility locations or sites within a Maintenance Group/Task order than necessary to provide price quotations, communicate with DeCA staff, and schedule/coordinate maintenance and repair technicians to facilitate efficient and effective performance of the Work. The minimum qualifications for the ZSM are:

3.4.5. At least five years of service manager experience under maintenance program similar to this contract with multiple locations across a large (more than 250 square miles) geographic area;

3.4.5.1. Training resulting in certification of cost-estimating, customer service, construction or related technical fields, such as electrical, Heating, Ventilating and Air Conditioning (HVAC), plumbing, carpentry, or construction management. Experience may be used to substitute for education, if pre-approved by the KO.

3.4.5.2. Skills to include investigating and solving customers' problems, customer service, patience, excellent communication ability, planning, scheduling, and cost estimating.

3.5. Quality Control Manager (QCM).

3.5.1. The Contractor shall provide a quality control manager (QCM) per Maintenance Group who shall be responsible for overseeing the overall implementation of the Quality Control Plan (QCP). The QCM shall report directly to the PM.

3.5.2. The QCM shall prepare the QCP on behalf of the contractor, maintain documentation of inspection status, maintain documentation of inspection of work executed by the subcontractors, develop and maintain quality assurance and control reports, and report findings and recommended plans for corrective action on a quarterly basis to the KO. A quarterly report shall be provided to the DeCA Program Manager and KO describing the inspections and deficiencies found, corrected and the plan for improvements.

3.5.3. The report shall include a description of the successful incorporation of improvements on previous identified issues. The QCM shall inspect at least 25% of the stores in the MG quarterly; every store within a MG shall be inspected at least once every performance year. At the request of the Government the contractor shall be required to submit a resume for the QCM, or upon any change of the QCM a resume shall be provided for approval by the Government. The minimum qualifications for the QCM are:

3.5.4. At least five years of related experience in quality control inspection on maintenance projects.

3.5.5. Education, at a minimum of an Associate's degree, to include technical or college education in business, engineering, quality control, or project management; experience with facility maintenance or repair contracts; and effective communication skills, and strong leadership skills.

4. SCOPE

4.1. The essential requirement of this contract is to provide a proactive and responsive facility maintenance regimen for each of the commissary sites listed in Appendix 1, enabling DeCA to deliver food supplies to authorized customers in a cost-effective manner while minimizing disruption to sales operations.

4.2. The Contractor shall utilize experienced personnel to provide critical oversight while performing required Facility Maintenance and Repairs, and shall make recommendations for additional maintenance or repairs, as required, to minimize and reduce emergency actions and to keep each commissary facility operating in an energy efficient and cost effective manner.

4.3. The Contractor shall furnish all labor, supervision, tools, materials, equipment, and transportation necessary to provide Facility Maintenance and Repair in support of commissary operations, as described in more detail herein (the "Work"). Repair support services including repair by replacement or upgrade of components (replace or upgrade is the action of replacing or upgrading with new equipment or systems), where appropriate, within a five-foot perimeter of the exterior walls of a covered facility.

4.4. The Work shall include facility repairs (the action of fixing or mending current equipment to operational state), and routine and non-routine maintenance of various facility systems. Systems are enumerated in Appendix 2, Equipment Inventory. Examples of facility systems are:

· plumbing;

· electrical;

· HVAC;

· architectural;

· building structure;

· building interior and exterior surfaces;

· flooring;

· ceilings;

· lighting;

· roofing;

· miscellaneous equipment;

· and fire alarm and fire suppression systems.

4.5. Work shall be required at all listed DeCA locations in Appendix 1. A Maintenance Group is comprised of a cluster of commissaries that are geographically located to form a group of commissaries to be serviced.

4.6. The Contractor shall reduce the environmental impacts of work performed under this contract by using, to the maximum extent possible, environmentally sound practices, processes, and products. The contractor shall be responsible for the cleanup, removal and safe disposal of any hazardous materials or substances, to include fluorescent bulbs, which is generated through conduct of the Work. Reference Appendix 6.

4.7. The following services are excluded from this contract:

· refrigeration and RMCS systems,

· cash/checkout registers,

· checkout counters and scanners,

· stocking,

· grounds keeping,

· data processing and communications systems,

· and custodial/janitorial services.

4.8. Inspections - The Contractor shall instruct all onsite personnel to cooperate with the Government or third-party Contract inspector requests for records access and information. This includes answering all questions related to performance of work in a professional manner. The Contractor shall provide personnel to enable inspectors, including third party Contract inspectors, to perform inspections.

4.9. Quarterly Program Management Reviews - Program Management Reviews (PMRs) shall be conducted quarterly to evaluate current performance (to include implementation) to determine necessary adjustments, identify areas of improvement, and develop lessons learned. PMRs shall be conducted in person at DeCA's headquarters in Fort Gregg Adams, VA. The exact information reported at the PMR will be determined at the start of the contract and an example of PMR data includes the following.

4.9.1. Total WOs submitted in EMIS during the reporting period. Sorted by MG, quantity, and dollar value of WOs by facility/equipment systems.

4.9.2. Total WOs in EMIS in Proposal Requested status. Sorted by MG and quantity of WOs by facility/equipment systems.

4.9.3. Total WOs in Proposal Requested status over 15 days and sorted by MGs and EMs vs UMs.

4.9.4. Total WOs in EMIS still in Proposal Received status. Sorted by MG.

4.9.5. Total WOs in Proposal Received status over 15 days. Sorted by MBs and EMs vs UMs.

4.9.6. Total WOs in EMIS still in Request for Service status. Sorted by MG.

4.9.7. Total WOs in EMIS still in Request for Service status over 30 days. Sorted by MGs and EMs vs UMs.

4.9.8. Total WOs in EMIS still in Completed Status. Sorted by MG.

4.9.9. Total WOs in EMIS still in Completed Status for over 7 days. Sorted by MG and store quantity.

4.9.10. Total WOs in EMIS still in Completed Status for over 7 days. Sorted by Field Engineer.

4.9.11. Total WOs Approved in EMIS during the reporting period. Sorted by MG, quantity, system, and dollar value per MG.

4.9.12. Total WOs Completed during the reporting period. Sorted by MG, quantity, system, and dollar value per MG.

4.9.13. Proposal Requested to Proposal Received. Sorted by MG, quantity, systems, and dollar value.

4.9.14. Proposal Received to Request for Service. Sorted by MG, quantity, systems, and dollar value.

4.9.15. Request for Service to be Completed. Sorted by MG, quantity, systems, and dollar value.

4.9.16. Completed to Accept. Sorted by MG, quantity, systems, and dollar value.

4.9.17. Total funded WOs during the reporting period. Sorted by MG, system, and dollar value.

4.9.18. Deliverables spreadsheet with update status.

4.9.19. Contractor's self-assessment of performance.

4.9.20. Verification of price efficiencies realized through the quarter.

4.9.21. Proposed solutions to any identified issues and suggestions for Government process improvements which would result in efficiencies or price savings.

4.10. Manner and Time of Work

4.10.1. Services and support after normal business hours (outside of store operational hours) are required as part of this contract. Both DeCA and the Contractor shall provide primary and secondary contact information for after-hour support and shall update such information as needed.

4.10.2. Each commissary has its own hours of operation that can be found at this link: https://www.commissaries.com/shopping/store-locations.

4.10.3. The Contractor shall schedule and arrange work with the store personnel or other designated DeCA personnel so as to cause the least interference with commissary operations. In cases where interference is unavoidable, the Contractor shall make every effort to minimize the impact.

4.10.4. A DeCA representative may accompany the service representative during part or the entirety of a service visit.

4.11. Sign-In and Sign-Out Requirements

4.11.1. The contractor's service representative shall check-in prior to the commencement of work by signing the facility's visitor log book and shall check-out at the completion of work by signing the visitor's log book.

4.11.2. Store personnel, Commissary Officer, or Store Manager, or previously identified designee, must approve the service ticket for all completed work prior to the departure of the technician.

4.12. Enterprise Wide Contractor Manpower Reporting (eCMRA)

4.12.1. The Contractor shall report all contractor labor hours and subcontractor labor hours via a secure data collection site.

4.12.2. The contractor is required to complete all required data fields using the following web address: http://www.ecmra.mil/. Reporting is required for the labor executed during the period of performance during each government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each year.

4.12.3. Contractors may direct questions regarding the eCMRA to the help desk at http://www.ecmra.mil/.

4.13. Deliverables

4.13.1. All deliverables shall meet the requirements outlined in the document. The deliverables are not separately priced, but are included as part of the rates charged by the Contractor.

4.13.2. The Contractor shall provide all deliverables and other project related products, reports, and related information in an electronic format. The Contractor shall generate all document deliverables using standard office automation software products, such as Microsoft Office products (Word, Excel, PowerPoint and Project).

4.13.3. If the Contractor determines that it would be more beneficial to use non-standard office automation software to generate any of the required deliverables, the Contractor must notify and receive approval from the KO prior to generation and submission of those deliverables.

4.14. List of Appendices

The contractor shall use the appendices listed below while complying with this contract.

Appendix Title

5. Performance Requirements

5.1. Work Classification and Management

This Section defines terms used to classify work; provides information on the level of effort that will be required of the contractor in terms of workload and trade distributions; and describe the way in which work will be received, managed, and documented.

5.1.1. The Contractor shall manage and provide recommendations to the Government for the maintenance of facilities to ensure reliability, safety, functionality, and sustainment of each facility.

5.1.2. The Contractor shall establish a work management system sufficient to efficiently and effectively schedule and control Contract work performed in the accomplishment of the contract requirements.

5.1.3. The Contractor shall document all work requirements and completion information in the Government-furnished EMIS automation system. The Contractor shall provide the interface between the U.S. Government system and any Contractor system, if required for data transmission.

5.2. Workload

5.2.1. Workload data is presented throughout this PWS to enable the Contractor to forecast the level of effort that may be anticipated during the performance of the required functions. Workload data that is specific to a particular Functional Area is generally presented under that Functional Area.

5.2.2. The Government may replace systems during the course of this contract. Upon notification by the Contracting Officer, the Contractor will cease maintenance activities on this system until the new system is installed. The Contractor shall have a new maintenance plan in place within 30 days notification of the new system being install and shall not commence with maintenance activities until the plan is approved by the COR.

5.3. Definition of Maintenance and Repair Tasks

5.3.1. Operation, maintenance and repair tasks are documented through demand orders classified as scheduled and unscheduled maintenance.

5.3.2. Maintenance is classified as scheduled and unscheduled maintenance. Scheduled maintenance is Preventive Maintenance (PMs) which includes predictive maintenance, and unscheduled maintenance is subdivided into Service Orders (SOs), and Individual Job Orders (IJOs). Definitions for each type are explained in terms of this PWS in the following sections.

5.4. Scheduled Work

5.4.1. PMs represent scheduled work requiring the Contractor to preplan resources resulting from a known requirement. Execution of PMs will be approved by the COR and the Facilities Sustainment Chief based on a review of Contractor Maintenance and Service Plans.

5.4.2. To enable the Contractor to estimate workload for this scheduled work, appendices as listed in Section 4. Appendix 3 provides recommended scheduled frequencies for inspections and lists of buildings, real property, and installed serviceable equipment. These lists are representative of the total current inventory; however, actual inventory may differ somewhat upon Contract commencement and over the Contract term.

5.4.3. The Contractor shall perform minor repair in conjunction with the performance of PMs. Minor repair is defined as work that the Contractor can perform in less than eight (8) labor hours and will expend less than a total of $1,000 in combined labor and material costs. Repairs above this limit will be completed on a separate Service Order. The Contractor shall record observations, improper operation findings, corrective actions taken, and corrective actions recommended on the PM service order. The Contractor shall upload copies of the checklists and all additional corrective maintenance required with pictures, as required, to verify work complete, to the EMIS within seven (7) days of completion.

5.4.4. The Contractor shall provide an annual report addressing any recommended changes to PM requirements that shall improve detection and mitigation of component and system failure, account for equipment changes, and provide for more effective and efficient application of preventative maintenance tasks. The contractor shall review and include manufacturer's preventive maintenance recommendations on major facility equipment as a component of its preventative maintenance plan for such equipment.

5.5. Unscheduled Work

5.5.1. SOs and IJOs are issued for work that is corrective in nature (e.g., repairs, modifications, and replacements) as well as those related services not generally considered to be a recurring maintenance activity. SOs differ from IJOs in terms of size and scope.

5.5.2. To be classified as SO work, the task will not be expected to exceed $5,000 in total costs. If the total cost of a SO is anticipated to exceed $5,000, the task will be considered an IJO.

5.5.3. Both SOs and IJOs may involve multiple crafts such as electrical work and carpentry and more than one related task at a common work site. Typically, IJOs represent project-oriented work -- repairs, modifications, replacements, or installations – that exceed the $5,000 threshold.

5.5.4. For unscheduled work, the contractor shall estimate a level of effort based upon historical workload volumes, workload trends, and known programmatic actions. This assists the Government in preparing its annual program and budget for services.

5.6. Service Orders (SO)

5.6.1. SOs are issued for work that is corrective in nature. Examples of SOs include: electrical, carpentry, and plumbing repairs. In this PWS, work covered by SOs is a part of the work described in the paragraph entitled unscheduled tasks for each appropriate Functional Area.

5.6.2. SOs are issued electronically through the EMIS. A SO may be initiated by the COR, by a customer, `by the maintenance Call Center, or by the Contractor upon identification of a need for a corrective action.

5.6.3. There are just three classifications of SOs – Emergency, Urgent, and Routine. The Contractor shall respond to SOs in accordance with the following guidelines. The Contractor shall be liable for any losses of product or operational efficiency as a result of failure to properly responds to and perform corrective actions in a timely manner.

5.7. Emergency SOs

5.7.1. SOs are classified as Emergency SOs when immediate action is required to eliminate life threatening or serious injury hazards to personnel, prevent significant loss or damage to Government property, ensure security of sensitive Government property, restore essential services, or respond to command priorities.

5.7.2. The Contractor shall take immediate action for gas leaks, water leaks, and fire. The Contractor shall respond on site to other Emergency SOs within 2 hours after being notified during normal duty hours and within 4 hours during non-duty hours.

5.7.3. The Contractor shall sufficiently arrest the emergency situation within one calendar day of notification. Once the conditions that dictated the emergency are rectified, this SO shall be deemed complete and any additional work required will be issued on a routine SO. SOs issued for additional work to an emergency SO will reference the emergency SO in the Remarks Section of EMIS.

5.7.4. The Contractor shall provide an emergency response service, including a point of contact, on a 24 hours a day, 7 days per week basis for requests. The Contractor shall provide the KO with a current listing of key personnel on call to respond to emergency situations. The Contractor shall ensure that an after-hours phone answering service (emergencies and others) for all personnel served by or within the activity is maintained.

5.8. Urgent SOs

5.8.1. Urgent SOs include those where failure in service does not immediately endanger personnel or property but affect the operations of the store.

5.8.2. Urgent SOs cover a wide-range of requirements from those that correct a condition which could become an emergency to any other requirement for service or reduces the sales capability of the store.

5.8.3. Work on Urgent SOs shall begin within 24 hours after the SO has been initiated and shall be complete within 15 calendar days of initiation.

5.9. Routine SOs

5.9.1. SOs not classified as Emergency are Routine. Routine SOs include those where failure in service does not immediately endanger personnel or property.

5.9.2. Routine SOs cover a wide-range of requirements from those that correct a condition which could become an emergency to any other requirement for service.

5.9.3. Work on Routine SOs will begin within seven days after the SO has been initiated and complete the work within 30 calendar days of initiation.

5.10. Individual Job Orders (IJOs)

5.10.1. IJOs can vary significantly in nature and scope and may involve multiple crafts and locations. IJOs are used for projects that exceed the scope of SOs and require more control of manpower and other required resources. IJOs will conform to the scope of this contract as described in this PWS, are generally limited to $50,000 and shall be limited to $750,000 per IJO under this contract.

5.10.2. The contractor shall prepare IJOs and submit them to the COR or authorized U.S. Government representative for approval. The IJOs must be planned and scheduled for definite periods of time not to exceed the current contract. IJOs shall be developed to a level of detail that allows close control and monitoring of their tasks and cost.

5.11. Work Management

5.11.1. Work management includes those functions related to engineering management of resource planning, work processing, review, analysis, and methods improvement. It includes development and execution of Maintenance and Service Plans.

5.11.2. The Contractor shall comply with all U.S. Government (federal) laws and regulations. As appropriate, and with the approval of the COR, the Contractor may publish his/her own implementing SOPs. Such SOPs do not relieve the Contractor of the responsibility to comply with laws and regulations.

5.12. Mandatory Requirements

The Contractor’s work management activity shall fulfill the following mandatory requirements:

5.12.1. Work shall be planned in advance to permit orderly, economical execution and efficient use of resources at hand with minimal use of overtime.

5.12.2. Procedures, records, reports, forms, and computer programs (for example, engineering management, administrative) shall be implemented that will ensure a standard, efficient method of work control for facilities engineering activities.

5.12.3. Work shall be scheduled to achieve timely coordination and efficient performance to meet requirements.

5.12.4. Scheduling procedures suitable for each activity being managed shall be used. Materials, personnel, and equipment availability shall be mandatory in scheduling considerations. Recording and reporting procedures shall be established to provide the information essential for work performance evaluation, for planning and scheduling of future work, for financial and accounting data, and for periodic reports to external agencies.

5.13. Work Coordination

The Contractor shall perform work coordination functions, which include but are not limited to:

5.13.1. Applying industrial engineering techniques to implement a work management system.

5.13.2. Using various work management standards, reports, and plans to estimate required work.

5.13.3. Screening and classifying all incoming requests for work. Preparing work documents and scheduling SOs for accomplishment.

5.13.4. Referring IJOs to DeCA for approval. Scheduling approved IJOs into shops and identifying requirements for supplies and materials.

5.13.5. Performing analysis and evaluation of completed SOs and IJOs.

5.13.6. Providing information on administrative and budgetary matters.

5.13.7. Maintaining records pertaining to labor, utilities, and equipment in accordance with U.S. Government laws and regulations.

5.13.8. Scheduling work according to the priority of each requirement and the availability of equipment, materials, and manpower.

5.13.9. Maintaining records through the EMIS computer system.

5.14. Maintenance And Service Plan (M&S)

5.14.1. The Contractor shall prepare and submit a Maintenance and Service (M&S) Plan for each section of this PWS. The approved M&S Plan outlines the Contractor’s overall strategy for providing the services outlined in Section 5 of the PWS. It establishes the Contractor’s program of inspections and maintenance for each contract year, projects a level of unscheduled work, and is the basis for the Contractor’s Annual Execution Plan – i.e., the Contractor’s schedule of activities and resources (labor and material) to accomplish the Contractor’s program. The M&S Plan also provides the Contractor’s standard operating procedures, emergency operating procedures, and contingency plans when applicable.

5.14.2. Once approved, the Contractor’s M&S Plan is the baseline for tracking expenditures against the approved budget (the Annual Execution Plan) and for evaluating performance in accordance with the funded and established schedules for inspection and periodic/ preventative maintenance.

5.15. Schedule for Submittals

5.15.1. For the Base Year, the Contractor shall submit an M&S Plan outline at Contract Start and a complete M&S Plan 45 days after Contract Start. Thereafter, the Contractor shall submit the M&S Plan 75 days prior to the start of each contract Option Year.

5.15.2. The Contractor’s Maintenance and Service (M&S) Plan shall include the following standard components:

5.15.2.1. Part 1: Overall Strategy -- Contractor’s overall strategy for responding to PWS requirements in each functional area. This will include sections on organization and internal staffing, procedures and protocols, and subcontract strategy.

5.15.2.2. Part 2: Execution Plan, Schedule of Activities and Resources -- Contractor’s proposed schedule of activities and resources (staff and material) to accomplish scheduled tasks and unscheduled tasks. This will be the Contractor’s Annual Program and will constitute the basis for the Contractor’s “Annual Execution Plan.” The Contractor shall use the PWS frequencies and checklists as the basis for scheduled tasks.

5.15.2.3. Part 3: Standard Operating Procedures – Contractor’s standard operating procedures and protocols for delivering the services described in the PWS.

5.15.2.4. Part 4: Emergency Standard Operating Procedures -- The Contractor shall submit an SOP detailing how the Contractor proposes to respond to and accomplish emergency maintenance or repair work during all regular and non-regular duty hours. This shall address emergency services to include but not limited to the following:

5.15.2.4.1. Locksmith services

5.15.2.4.2. Response to loss of air conditioning or heating for temperature critical facilities

5.15.2.4.3. Response to loss of operation of refrigeration and kitchen equipment

5.15.2.4.4. Response to a malfunction in fire alarm or fire sprinkler systems

5.15.2.4.5. Response to emergency SOs

5.16. Work Reception

5.16.1. Sources of Work

Work can be identified by the COR, other Government personnel, tenants or residents of the Installation, or the Contractor. Contractor-generated work is the result of requests made by operators and maintenance personnel, who identify deficiencies during inspections, preventive maintenance, or other work performance.

5.16.2. Clarification of Work Requirements

If the work requirements are unclear, the Contractor shall contact the customer to clarify work request requirements and advise the Call Center of any significant changes in scope.

5.16.3. Duplicate Service Orders

The Contractor shall make reasonable and responsible efforts to eliminate duplication of SOs issued. If more than one customer makes a request for the same work at the same location or for repair of the same equipment, these requests shall be treated as a single SO and documented as such for reporting purposes. If duplicate SOs are discovered by the Contractor, the Contractor shall request the COR to cancel the newest SO in the EMIS.

5.16.4. Telephone List

At Contract start, the Contractor shall provide to the COR a telephone list of Contractor personnel including on-call and key maintenance mechanics who can be notified for urgent matters. The Contractor shall ensure the list is updated as changes occur.

5.16.5. Warranty Entitlements

The Contractor shall ensure that warranty entitlements are satisfied prior to the issuance of a SO. Any work performed shall be accomplished in such a manner as to not invalidate existing warranties.

5.17. Work Coordination

5.17.1. Work Scheduling

The Contractor shall schedule all Government approved and ordered work requests, assign them to Contractor personnel, and perform them in accordance with the provisions defined in this Contract. The Contractor shall combine and group scheduled work and unscheduled work in a logical and cost effective manner utilizing suitable materials and equipment.

5.17.2. Customer Interface

As a part of the scheduling process, the Contractor shall coordinate all work with the person in charge of the facility where the work is to be done to minimize the possibility of life-threatening situations, loss or damage of product or property, and operational problems at the facility. The Contractor shall report to the COR those instances when access to facilities could not be gained because the customer was not available at the prearranged time. When reporting such instances, the Contractor shall provide the COR with a copy of the work document and pertinent facts related to the incident, such as the number of attempts to gain access. The Contractor shall return to the customer’s location after subsequent coordination and appointment by the occupant.

5.18. Work Status Inquires

5.18.1. The Contractor shall respond to work status inquiries from the COR and all customers. The Contractor shall advise the customer of the status of the work within eight hours of receipt of request.

5.18.2. In response to work status inquiries, the Contractor shall provide, at a minimum, the date work was started or is scheduled to be started, the last activity performed on the job, the projected completion date, and any problems, which have arisen and are impacting the performance of the work.

5.19. PM Work Approval

5.19.1. The Contractor shall prepare and submit to the COR a schedule of PM work, with a description of the work. The Contractor’s estimated schedule shall be submitted with the Contractor’s Annual Execution Plan – i.e., 30 days after contract start for the base year and 75 calendar days in advance of each fiscal year for review and approval. The Contractor shall schedule and accomplish work as indicated on approved PM schedules and notify the COR if the PM schedule cannot be met.

5.19.2. The Contractor shall track PM expenditures against the piece of equipment being serviced.

5.20. SO Work Approval

5.20.1. The Contractor shall receive all requests for SOs through the EMIS. Authority to approve SOs for maintenance and repair services, shall be delegated to the Contractor as a part of the fixed price portion of the contract.

5.20.2. SOs accepted and issued by the Contractor shall be considered approved and properly classified in terms of regulatory guidance.

5.21. Notice Of Service Disruption

5.21.1. The Contractor shall plan and coordinate all service outages with the COR for all facilities. The Contractor shall notify the affected parties at least 14 calendar days prior to the scheduled outage.

5.21.2. In the event of an emergency outage, the Contractor shall immediately notify the COR and all affected parties.

5.22. IJO Approval And Control

5.22.1. IJO Submission

5.22.1.1. IJOs will be submitted in the EMIS the similar to a Service Order (SO). The Government will determine the source of procurement for IJOs or may offer the same IJO to multiple sources for pricing, scheduling, and issuance. IJOs may be for facility repair or maintenance alteration.

5.22.1.2. IJOs issued to the Contractor will be properly approved and classified for execution in accordance with current regulatory guidance.

5.22.2. IJO Processing

The Government will provide the Contractor with an IJO that is sufficiently detailed to define the scope of work for normal facilities engineering, planning, and estimating processes.

5.22.3. IJO Specifications

The Contractor shall provide IJO specifications to include an estimate of labor hours by skill, material, and other direct cost elements of the IJO.

5.22.4. Contractor Estimate

The Contractor shall also provide a cost proposal based on these same specifications for performing the IJO. The Contractor’s cost shall include all labor, material, equipment, overhead transportation, and other costs using standard accepted commercial estimating methods. The Contractor’s proposal shall include a performance schedule and completion date for IJO work.

5.22.5. Sub-Contractor Estimates

Costs for subcontractor performance shall be submitted in the same detail as for contractor performance to include labor hours, costs and materials. When using subcontractors, the contractor will submit three subcontract cost proposals for subcontract costs, which exceed $10,000, or provide sole source justification or justification for less than three proposals.

5.22.6. Issuing The IJO

Should the Government accept the Contractor’s estimate, the IJO will be issued to the Contractor based on the scope of work described in the IJO. Costs for estimating, processing, and scheduling IJOs shall be considered a normal part of the Contractor’s administrative and overhead operations.

5.22.7. IJO Warranties

All IJO work shall be warranted as specified in FAR Part 46. The warranty period of one year shall apply to workmanship and materials except for manufacturer’s warranties for items such as roofing systems and electro-mechanical components, which shall be warranted for the manufacturer’s warranty period or one year whichever is longer. Warranty work performed under this provision is not reimbursable to the Contractor under the general terms of this Contract and shall be accounted for separately. The Contractor will administer the warranty program for IJOs performed under this Contract.

5.22.8. Input Final Ijo Costs

Completed IJOs shall be signed by the Contractor, certifying the work was satisfactorily performed. After completion of each IJO, the Contractor shall submit the close out documents to the COR and input the total costs expended and the date and time completed into EMIS.

5.23. Work Documentation

5.23.1. The Contractor shall use automated management systems to document, manage, and control all work. The contractor automated management system shall include a job cost accounting function to include labor, equipment, materials, and contract costs. The Contractor shall record, manage, and report all work performed under this Contract and designate the costs to the equipment being serviced.

5.24. EMIS Data Entry

The Contractor shall enter all data into the EMIS by the end of the following business day of when the work was completed. The data within the EMIS will be used to generate all reports and statistics required for the Contract.

5.25. Reports

The Contractor shall provide adequate controls and reports to ensure effectiveness, efficiency and prompt response to all workload requirements and provide controls to ensure that costs incurred are properly reported.

5.26. Subcontractor Work Documentation Requirements

The contractor will ensure that all work documentation requirements flow down to subcontracts.

5.27. Work Standards

The technical specifications shall be delineated in the Contractor’s Quality Control Plan referenced in Section 6 of this PWS and shall define the quality of maintenance and repair to be accomplished under this Contract. When a standard is not directed, the Contractor shall perform required work to meet trade customs and practices and manufacturer's recommendations. The Government will be the ruling authority to ensure the Contractor has met these quality standards.

5.28. Job Preparation

The Contractor shall be responsible for all aspects of job preparation, to include, but not limited to, planning equipment and material requirements; obtaining proper tools; laying out tools, material, and equipment; setting up to begin work; cleaning and storing tools and equipment; cleanup of job site; and documenting all work and costs associated with receiving, planning, and performing a job assignment.

5.29. Health And Industrial Hygiene

The Contractor shall establish medical surveillance, industrial hygiene, and individual protective equipment programs in accordance with local, state, and federal requirements and Occupational Safety and Health Administration (OSHA) standards.

5.30. Repair Area

If floors, cabinets, appliances, foundations, and other items are removed in order to gain access to the system component to be repaired, the Contractor shall return any repaired area to a condition comparable to the original construction after work is completed. Any Government or occupant-owned property damaged by the Contractor shall be repaired or replaced immediately.

5.31. Disposal

All Refuse generated by this Contract shall be legally disposed of meeting all local, state, and federal guidelines for disposal including disposal of hazardous materials. Refuse shall be disposed of on a regular basis in order to ensure a neat and orderly appearance of the Contractor's area of responsibility and the surrounding areas. The burning of debris, waste material, and other salvageable items is prohibited. The Contractor shall provide to the COR documentation, such as weight tickets, which are provided by the hazardous waste disposal site, to verify the amount of waste and final destination of all waste material generated by the Contractor’s operations at the Installation. Hazardous waste manifests must be coordinated and signed (if applicable) by authorized personnel located in the Installation Environmental Office.

5.32. Cannibalization

Removal of component parts from any Government-furnished equipment (GFE) resulting in cannibalizing shall not be allowed unless approved in writing by the COR.

5.33. As-Built Drawings

The Contractor shall provide updated redlined copies of as-built drawings to the COR for each instance that work performed modifies facility or system layout, capacities, or services. When discrepancies in drawings are found during work the Contractor shall update drawings and submit the updates to the COR.

5.34. Policing Work Site

The Contractor shall remove from each work area, at the end of each day and completion of the job, all waste, material and by-products resulting from work performed. The Contractor shall return usable material to a designated storage area for reuse.

5.35. New Components

New components shall be of equal or better quality than the existing components they replace. The Contractor shall consider aesthetics (i.e., color, texture, fix, and finish) in material selection. If existing aesthetics cannot be matched, the Contractor shall submit variations to the COR for approval prior to installation.

5.36. Computer Systems

5.36.1. The contractor shall develop procedures to receive, review, approve, disapprove, track, coordinate, and assign a number to all work requests and ensure a description of the work request is entered into the government provided automated system. The contractor shall use an automated database system to log, schedule, and record all work and maintain the records and accounts. The contractor is responsible to ensure that the Government’s EMIS is updated at the end of the next business day.

5.36.2. Management of the integration and interface of work management data and support information between the U.S. Government and the Contractor shall be based on special and standard reports generated on the EMIS and the forms specified herein. The U.S. Government will establish and maintain the EMIS automated data processing architectural environment. The Contractor shall enter and maintain current the data in the EMIS. The Contractor is responsible for the ADP hardware and software used for the Contractor’s internal operations.

5.36.3. The Government will provide a limited quantity of user licenses for the EMIS and will provide training for contractor team members during the phase-in period.

5.37. INTRODUCTION TO FUNCTIONAL AREAS

The work requirements of this contract are further organized into distinct Functional Areas.