PWS_FCC_TB_RB_HTA.docx

Performance Work Statement (PWS)

Service Maintenance, Repair and Emergency Support as prime contractor for established USAG BAV fire control network frame requirement:

· emc2 inclusive network communication with fire control center software ELDIS, effecting TB and HTA

· Winguard System, effecting RB

Service Maintenance and Repair Contract for Hohenfels Training Area (HTA), Tower Barracks Grafenwoehr (TB) and Rose Barracks Vilseck (RB), USAG Bavaria, Germany

Table of Contents

2.17 Training, Physical Requirements, or other Expertise Required 21

2.18 Environmental Requirements 22

1.0 Introduction.

This is a non-personal services contract to provide Support Services for the U.S. Army Garrison Bavaria (USAG BAV), Tower Barracks Grafenwoehr (TB), Rose Barracks Vilseck (RB) and Hohenfels Training Area (HTA), in the Federal republic of Germany, State of Bavaria. The U.S. Government will not exercise any supervision or control over the contract service providers. The Prime Contractor shall perform to the standards specified in this Performance Work Statement (PWS). Contract service providers shall be accountable solely to the Prime Contractor who, in turn is responsible to the U.S. Government. The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary as defined in this PWS.

1.1 Background.

The branding system of the HTA Fire control Center system was adapted in the year 2023 also to the Military community of Tower Barracks. History wise a separate different system is running for several years at Military Community RB. The conclusion now is to built one service provider for USAG Bavaria, therefore an overarching prime contractor is required to maintain two (2) different fire control systems inner three (3) military communities. The fire control center in TB and HTA is branded as emc2, inclusive its fire control communication software center called ELDIS, which were installed and is permanent licensed by eurofunk KAPPACHER GmbH, eurofunk-Straße 1 − 8, 5600 St. Johann im Pongau, Österreich / Austria (eurofunk).

For the military community of RB is found a different system provider, which is known as Winguard, and this is an open Architecture PSIM Software, established by Advancis Software & Services GmbH, Monzastr. 3, 63225 Langen / Germany (Winguard).

1.2 Objectives.

The Prime Contractor shall provide service for all three (3) Military Communities and built a new comprehensive service which shall be merged by the two different provider known as Eurofunk and Winguard. Therefore the sources are limited to said established provider. Existing Fire Control Center software ELDIS (HTA+TB) were installed by eurofunk in connection with their interfacing system emc2. The sources are limited to eurofunk to guarantee secure compatibility for complete network. eurofunk operates only in the position as subcontractor, the active prime contractor (contractor) shall be acquired to carry requested service official licensed and in direction with eurofunk. Different situation is found in RB. Here, contractor is allowed to enter software Winguard and is responsible for running the software but also the hardware system. Contractor shall ensure all work accomplished in the performance of this PWS meets all standards consistent with the original equipment manufacturer’s recommendations; all applicable U.S. Federal and local national (Federal Republic of Germany) laws and regulations, and directives to include, but not limited to, the applicable publications listed in Section 7.0, Related Documents.

1.2.1 The Contractor shall ensure all work in support of mission requirements tendered to the Government for acceptance conforms to the measurable performance standards of quality, timeliness, and quantity specified in the PWS of this contract. Without additional expense to the Government, the Contractor shall obtain/ensure subcontractors obtain all licenses, and permits required to perform this work under this contract. The intent is to establish work requirements that are performance-based and results oriented. This approach is intended to allow the Contractor to determine the best and most cost effective ways to fulfill base operations and their component needs, emphasizing innovation and commercial best practices.

1.3 Climatic Conditions.

USAG BAV (TB, RB, HTA) is partly located in south-eastern Germany in low mountain rage. Garmisch Partenkirchen is located in the southern alpine mountain area. During the summer, the temperature can be easily at 35 degrees Celsius. The winters can be strong with heavy snowfall and icy street conditions.

1.4 Facility Access in case of fire emergencies.

The Contractor shall ensure access to all fire detection and suppression systems in case of emergencies, or for other Fire Department purposes. The Contractor shall inform the stationed Military Community Fire Department point-of-contact (POC), prior to outages that will impact the function of the system, special problems or circumstances, which requires the Fire Department inspection. The Fire Department will reset alarm systems to operational status.

1.5 Restoration of Landscape Damage.

Trees or other landscape features, and irrigation systems damaged by the Contractor’s operations shall be restored to the original state at no additional cost to the Government.

2.0 Requirements

2.1 Description of Services.

Reference is made to 5.0 Common Level of Support (CLS), Attachment 01, for the specific description of services to be accomplished under this contract, respectively Performance Work Statement (PWS).

2.1.1 Non-Personal Services.

The personnel rendering the services are not subject; either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the U.S Government and its employees. Non-personal service contracts are authorized by the U.S. Government in accordance with (IAW) Federal Acquisition Regulation (FAR) Subpart 37.104, under general contracting authority, and do not require specific statutory authorization.

2.2 General Information.

2.2.1 Transition (Phase In/Phase Out).

Transition (Phase In/Phase Out). Phase in and Phase out transition periods will not be used for this contract.

2.2.2 Phase-out. N/A

During the 60 business day transition period immediately prior to the end of the previous contract, the Contractor shall permit the successor Contractor (and the successor Contractor's employees) to observe and become familiar with any and all operations under the contract.

The Contractor shall not defer any needed repairs or maintenance for the purpose of transferring responsibility to the successor Contractor. The Contractor shall fully cooperate with the successor Contractor and the Government so as not to interfere with their work or duties.

If a Follow-on contract is not awarded at that time, the divided contractor shall assist new awarded contractor at least for three (3) month free of charge on a tutorial basis.

2.2.3 Place of Performance and Hours of Operation.

2.2.3.1 Place of Performance.

The work to be performed under this requirement will be performed throughout the entire area occupied by Military Communities of Hohenfels Training Area (HTA), Tower Barracks Grafenwoehr (TB) and Rose Barracks Vilseck (RB) in Bavaria, Germany.

USAG Bavaria Tower Barracks Grafenwoehr (TB) is located between the towns Nuremberg and Weiden app. 70km north-east of Nuremberg, Federal Republic of Germany, State of Bavaria.

USAG Bavaria Rose Barracks Vilseck (RB) is located between the towns Nuremberg and Weiden app. 50km north-east of Nuremberg, approx. 30 km south-west of Tower Barracks Grafenwoehr, Federal Republic of Germany, State of Bavaria.

USAG Bavaria Hohenfels Training Area (HTA) is located near the town of Hohenfels, approx. 50 km south-east of Nuremberg, in the south-east area of the Federal Republic of Germany, State of Bavaria.

2.2.3.2 Hours of Operation.

Regular Service: The Contractor shall conduct regular business, between the hours of 0730 to 1600, Monday through Friday, excluding U.S. Federal and local national law (Federal Republic of Germany, State of Bavaria) holidays as well as or when the U.S. Government facilities are closed due to local or national emergencies, administrative closings, or similar U.S. Government directed facility closings. The Contractor shall maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the U.S Government facility is not closed for the above reasons.

Emergency Service: In case of emergency work, the contractor shall be responsible for conducting business on Saturdays, Sundays, American and Host Nation Holidays. Further, subject contract operates in the demand of a permanent functionality, therefore a fluent repair operation service shall be granted during local and national wide emergencies situations. Emergency repair service on a basis of 24 hours/7 days/365 year shall be established and granted. The Contractor shall have adequate procedures as described in Paragraph 2.5.4 and accepted by the Government for receiving calls and/or messages in case of emergencies.

2.2.3.3 Installation Closures.

When an unforeseen installation closure occurs on a regularly scheduled day of work, the Contractor shall reschedule the work to be performed the following day unless the following day is a Saturday, Sunday, a recognized U.S. Federal or local national holiday, and when routine work is not scheduled for that day; or reschedule the work for the next business day following the closure.

2.2.3.4 Inclement Weather Delay.

If the Contractor determines unsafe weather conditions for continued operations, the Contractor shall notify the designated Government representative/COR two (2) hours prior to curtailing operations due to inclement weather. The Contractor shall obtain COR approval to resume operations.

2.2.3.5 The Contractor shall coordinate with DPW/Fire Department Management/COR in preparation for and during emergency operations situations such as inclement weather, flood, active shooter, fire or other emergency situations. The Contractor may be called upon to deliver a wide variety of services to the installation through an emergency demand repair order (eDRO) in support of emergency response. The Contractor shall be required to provide all normal services during an emergency response unless otherwise directed by the KO or designated Government representative/COR, however emergency response requirements will take precedence over normal demand repair order (DRO) activities.

2.2.3.6 U.S. Federal Holidays.

The Contractor’s regular performance shall not be required on the U.S. Federal public holidays and Host nation (German) holidays, as listed below, unless otherwise directed by the KO or in case of an emergency.

U.S. Holidays:

Christmas Day December 25th

2.2.3.7 Host Nation (Federal State of Germany, State of Bavaria) Holidays:

Work shall not be performed on local Host Nation holidays occurring during the normal workweek unless otherwise directed by the Contracting Officer or in case of an emergency.

German national and local State of Bavaria holidays are:

Christmas Day, December 24th 2nd Christmas December 26th

2.2.3.8. Training Holidays:

USAREUR (US Army Europe) has historically granted military personnel training holidays as compensation for time that they spent in field training. These are typically combined with regular holiday leave schedules (for example, Christmas half days or day on day off schedules). Training holidays may affect access to military operated facilities. If scheduled work or access to facilities is required, coordination with occupants will be necessary or the work in affected facilities shall be rescheduled after the training holiday. However, announced training holidays or exodus of military personnel may provide the Contractor with an opportunity for unrestricted access to facilities and areas. The Contractor shall take full advantage of such opportunities by planning maintenance or actions that are better accomplished when such areas are vacant.

2.3 Emergency Services.

2.3.1 Contractor Employees Emergency Medical Treatment.

The Contractor or their employees shall notify their supervisor of any accident requiring emergency medical treatment. The Contractor shall notify the KO or designated Government representative/COR no later than (NLT) two (2) hours of the incident. The Contractor shall be responsible for the emergency medical treatment services for Contractor personnel. However, the Government will provide, on an emergency basis, medical services for injuries incurred while an employee is performing under the contract. The Contractor shall reimburse the Government for emergency medical services provided, upon receipt of invoice from the medical facility. Reimbursement shall be made to the U.S. Government.

2.3.2 Contractor Employees Accident Reporting.

The Contractor shall comply with Operational Safety laws (German: Unfallverhuetungsvorschriften) and Health Administration (German: Arbeitsschutzgesetz) for record keeping and reporting of all accidents resulting in death, injury, occupational disease, or adverse environmental impact. The Contractor shall provide a verbal report to the designated Government representative/COR within one (1) hour of each such occurrence. A completed typed original plus one (1) copy of ENG Form 3394 United States Army Corps of Engineers Accident Investigation Report: https://www.formalu.com/forms/29112/united-states-army-corps-of-engineers-accident-investigation-report (or equivalent reporting form) shall be delivered to the designated Government representative/COR within three (3) business days of occurrence, whenever an accident involving personal injury or Government owned property occurs.

2.4 Contract Administration and Management.

2.4.1 Post Award Conference and frequently Performance Evaluation Meetings The Contractor shall attend the post award conference (after contract awarded) convened by the Requiring Activity and/or Contract Administration Office upon five (5) business days after contract award. If no personally attended post-award conference is conducted, contractor shall be available for online conferences and provide all Post-Award deliverables within five (5) business days after contract award.

2.4.1.2 Written minutes of meetings will be accountable recorded by the Contractor and signed by the Project Manager (PM), Siteforeman (SF) and the COR and DPW/Garrison Fire Department management. Written minutes shall be distributed within five (5) Business days after the meeting. If the Government does not concur with any portion of the minutes, recorded by the Contractor, the non-concurrence shall be provided in writing by the COR within two (2) Business days following receipt of the minutes. Notwithstanding the Contractor’s responsibility for total management during the performance of this contract, the administration of the contract requires maximum coordination and cooperation between the Government and the Contractor. Deliverable A001

2.4.1.3 The COR and DPW/Garrison Fire Department management shall meet frequently with the Contractor to review the Contractor's performance and discuss any problems at no cost to the Government. The meeting can be scheduled at least once quarterly by both parties and participating is obligated.

Acceptable Quality Level (AQL) as stated in the attached Quality Assurance Surveillance Plan (QASP): No more than 2 x defects from the total (=100%) requests by Government per semiannual period allowed

2.4.2 The following provides the roles and their respective authority during the performance of the contract:

2.4.2.1 Contracting Officer (KO).

The KO is the only person authorized to make any changes in any of the requirements listed on this PWS; 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 will be considered to have been made without authority and solely at the risk and expense of the Contractor. All contract administration will be effected by the KO. Communications pertaining to contractual administrative matters shall be addressed to the KO. No changes in or deviations from the terms and conditions shall be effected 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.

2.4.2.2 Contracting Officer’s Representative (COR).

The KO will appoint a COR during the performance of this requirement. Additional Government personnel may be designated to assist in contract oversight IAW (Army Regulation) AR 70-13, Management and Oversight of Service Acquisitions. Other surveillance personnel may be designated as COR and shall be trained and appointed IAW Department of Defense Instruction (DoDI) 5000.72, Department of Defense (DoD) Standard for Contracting Officer’s Representative (COR) Certification. The COR will provide assistance in identification and resolution of problems, conflicts in priority, subtask requirement definitions, and other operations type problems. The COR will perform IAW the responsibilities and duties identified in the appointment letter.

2.4.2.3 COR Authority.

A letter of designation will be issued to the COR by the KO. A copy of the letter will be sent to the Contractor. The letter of designation states the responsibilities and limitations of the COR, especially with regard to changes in cost, price estimates, or changes in delivery dates. The COR is not authorized to change any of the terms and conditions with regard to cost, quantity, or schedule of the resulting order.

2.4.2.4 COR or Designated Government Representative Functions.

The COR or designated Government representative shall monitor all technical aspects of the contract and assists in contract administration. The COR or designated Government representative is authorized to perform the following functions: assure 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; monitor, document, and report Contractor's performance and notify both the KO and Contractor of any deficiencies; coordinate availability of Government-Furnished Property, and provides direction or assistance for site entry requests of Contractor personnel.

2.4.2.4.1 The Contractor shall not in any way represent the United States (U.S.) Government, or that it has the authority to contract or procure supplies for the account of the United States of America (USA).

2.4.3 Contractors Key Personnel.

Appointed key personnel shall be available 24/7/365, including U.S Federal and Host Nation holidays and in any emergency situation. These individuals designated as key personnel shall be able to understand, speak, read, and write the English language minimum III (three) in accordance with (IAW) AEP 690-70 Appendix H, https://www.aepubs.eur.army.mil/AE-Regulations. Certificates shall be presented on request.

2.4.3.1 Contractors Key Personal are for a minimum the appointed Project Manager and Alternate, as well as Siteforeman and Alternate and shall be verified with the submission of the bid. Any unattainability (e.g. planned vacations) shall be reported to the Government in writing in an unsolicited and accurately timed way and an alternated shall be appointed with fully obligations.

2.4.3.2 Organization Chart: The contractor’s complete personnel work force (including key personnel 2.4.3.1) on this contract shall be designated in writing (Organization – Chart) to the KO, COR and DPW/Garrison Fire Department management at the start of the contract, including positions, phone numbers, mobile phone numbers, email addresses and granted availability in emergency cases and planned annual leave time (vacation), including their announced alternate. Any unavailability shall be reported to the KO by the assigned Government representative/COR. Deliverable A002 AQL: 0 defects per total contract running time

2.4.3.3 Project Manager.

The Contractor shall provide a Project Manager (PM, Chief Engineer) who is responsible for the overarching performance of the work. The PM shall have full authority to act for the Contractor on all contract matters relating to daily operation of the contract. In the event of unavailability, the Contractor shall designate an alternate.

2.4.3.4 Qualification PM.

The PM shall have five (5) years of experience in building services engineering (German: Gebäudetechnik) base support management or a contract similar in scope and breadth to this solicitation.

Experience shall be verified in the field of electrical engineering (Elektrotechnik) due to his qualification either because of

· A master’s / bachelor’s / master’s professional degree from a University / technical College or

· German state certified electrical engineer: Staatlich geprüfter Elektrotechniker or

· German craftsmen’s master education: Meister Elektrotechnik, Schwerpunkt Energie- und Gebäudetechnik

AND

· Certification of so called responsible person trained for fire alarm systems after DIN 14675. In German: Verantwortliche Person Brandmeldezentrale (BMA), nach der Prüfungsordnung DIN 14675.

· All Certifications Deliverable A003 shall be distributed within the submission of the bid to the Government.

2.4.3.5 Contractor Operations and Maintenance (O&M) Siteforeman (SF) (German: Vorsteher, Einsatzleiter) as part of Key Personnel 2.4.3.

The Contractor shall designate an O&M SF who shall be responsible and visible for the daily operations e.g. maintenance and repair services and all emergencies of the Contract. The O&M SF shall be on site during requested maintenance, regular repair requests and all emergencies hours.

The O&M SF shall possess:

· At least three (3) years of experience in a managing lead position subject building facilities maintenance or similar in scope and breadth to this solicitation.

The O&M SF shall be at a minimum:

· certified technical electrical engineer or equivalent focused on energy and automation engineering, respective fire alarm systems, in German: Brandmeldezentrale

· additional certification: responsible person trained for fire alarm systems. In German: Verantwortliche Person Brandmeldezentrale (BMA), nach der Prüfungsordnung DIN 14675. Both certificates Deliverable A004 shall be distributed within submission of the bid.

2.4.3.6 Quality Control Manager (QCM).

The Contractor shall designate a QCM performing on-site inspection during normal duty hours but at a minimum at the end of each maintenance and repair. As a minimum, the QCM shall possess work experience in process control, quality data analysis, quality auditing, statistical sampling, and subcontractor quality control. The QCM shall have at least two (2) years of relative experience, and shall be responsible for the overall management and implementation of the Contractor's Quality Control Plan. At least on a semiannual basis the results of the quality inspections issued by the QCM shall be presented to the Government. Deliverable A005 AQL: No more than 2 x defects from total of semiannual (=100%) audits per semiannual period allowed

2.4.4 Contractor Requirements.

2.4.4.1 Qualification Standards.

The Contractor shall inspect, repair and maintain fire alarm specified systems listed in Attachment 02, 03, 04 “List of Systems”. The Contractor shall install systems and components associated with facilities as required throughout this contract utilizing properly trained, skilled, and qualified employees in required field of fire alarm systems (Brandmeldezentrale, BMZ) and Information Technology (IT) field as well as appointed subcontractor personnel.

The contractor technicians performing maintenance, inspection and repair work on assigned Systems, shall be Qualified Persons or Technical Experts for building services engineering and / or specialized in information technology and certified by independent approved certifying organizations, e.g. Chamber of crafts, TÜV, DEKRA, Technical Review Board or equal test organizations. The Contractor personnel shall be able to communicate clearly in the English language.

Contractor: The work asked for in this PWS is to be accomplished by a contractor certified according to DIN ISO 9001 and DIN 14675 (Brandmeldeanlagen - Aufbau und Betrieb). Contractor shall provide both DIN Certifications with the submission of the bid. Both Certifications shall be valid at the time of submission as well as throughout the entire contract Period of Performance (POP). Deliverable A006

2.4.4.2 Contractor Identification.

The Contractor shall ensure that personnel be identified as a Contractor to distinguish themselves (e.g., badge, company logo, or uniform) from Government employees. The Contractor shall ensure all correspondence and reports produced are marked as Contractor products or that Contractor participation is disclosed. Contractor owned/leased vehicles and equipment should be identified.

The Contractor shall not in any way represent the United States (U.S.) Government, or that it has the authority to contract or procure supplies for the account of the United States of America (USA).

2.4.4.3 Standards of Conduct.

Contractor personnel’s conduct shall not reflect discredit upon the U.S. Government. The Contractor shall ensure all personnel present a professional appearance while working on the U.S. Government installation. The Contractor’s employees shall observe and comply with all local policies and procedures concerning fire, safety, environmental protection, sanitation, security, and possession of firearms or other lethal or illegal weapons or substance. The Contractor shall ensure all Contractor employees, providing services under this contract, conduct themselves and perform services in a professional, safe, and responsible manner. The Contractor shall remove, from the job site, any employee for reasons of misconduct or security. The Contractor shall ensure employee conduct complies with 41 USC 423, Procurement Integrity. U.S. Government Publishing Office-www.gpo.gov. The Contractor shall also ensure that no Contractor employees conduct political related activities or events on the installation. The removal of such a person shall not relieve the Contractor of the requirement to provide personnel to perform adequate and timely service.

2.4.4.4 Contractor Hiring Restrictions.

The Contractor shall not hire or sub-contract with off-duty or former Government employees whose employment would result in a conflict with Army Regulation 600-50, Standards of Conduct, Department of the Army, https://armypubs.army.mil.

2.4.4.5 Business Relations.

The Contractor shall successfully integrate and coordinate all activity needed to execute the requirement of this PWS. The Contractor shall manage the timeliness, completeness, and quality of problem identification to a degree acceptable to the U.S. Government. The Contractor shall provide to the KO or designated U.S. Government representative/COR corrective action plans, timely identification of issues, and effective management of subcontractors. The Contractor shall ensure customer satisfaction and professional and ethical behavior of all Contractor personnel.

2.5 Work Management.

Applicable to all CLS’. All coordination requirement in this section and inherent to this Contract shall take into consideration the Military Community Fire Station’s in TB, RB and HTA and DPW Management and their operations. Work requirements and timelines shall include coordination with the Military Community Fire Stations of TB, RB, HTA and DPW POC’s.

2.5.1 Building access Coordination.

As a part of the work scheduling process, the Contractor shall coordinate all work with the Building/Facility Manager in charge of the facility where the work is to be done. A Building owner list can be requested at responsible DPW key office through DPW Management POC’s and / or COR after contract is awarded.

2.5.2 Key Issue / Key Control.

The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons.

NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key control that shall be included in the Quality Control Plan, and the Contractor’s Security Plan. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any incidents of lost or duplicate keys/key cards to the DPW Management, COR and Contracting Officer. In the event keys, other than master keys, are lost or duplicated, the Contractor shall, upon direction of the Contracting Officer (KO), re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the Contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the Contractor. The Contractor shall prohibit the use of Government issued keys/key cards by any persons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the COR. The Contractor shall establish and implement methods of ensuring that all lock combinations are not revealed to unauthorized persons. The Contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations. These procedures shall be included in the Contractor’s Quality Control Plan. A Key log file shall be implemented by the contractor with Name of Key Holder, Key received date and keys shall be pro-active renewed. Deliverable A007

2.5.3 Immediate Work Status / List.

The status of all assigned work shall be available to the designated Government representative/COR within one (1) hour of Contractor receipt of request during normal working hours. All repair/service orders shall be listed in a MS Excel file with location numbers, building numbers and inventory numbers and repair/service status and repair/service parts status. (This work status list shall be updated frequently and be sent automatically monthly via Email to the COR. This immediate list serves the present status Deliverable A008

2.5.4 Emergency POC and respond.

For emergency, the Contractor shall respond immediately to any inquiries from the KO, COR, Garrison Fire Department and DPW management. Due the circumstance that the soft- and hardware is installed and used in the fire stations, the first POC of the requested service will be each fire station. Often the specific knowledge of failures are experienced in said fire station. A close communication with the fire station therefore is required in any case, but definitely in an emergency case. Often an emergency occurs outside the regular office hours, therefore the fire station POC at that time is required to place emergency calls. On the following official business day, the call shall be confirmed by the COR or KO. Contractor carries responsibility to include the Government representatives in every correspondence.

In general the Emergency Mobile Phone Point of contact (POC) and at least two (2) back up’s POC’s shall be established and published within the Post Award Conference. Deliverable A009

2.5.5 Work Standards.

The technical specifications within this PWS define the quality of service accomplished under this Contract. When a standard is not directed, the Contractor shall perform required work to meet industry trade customs and practices and manufacturer's recommendations. 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 at contractor’s expense.

2.5.6 Disposal.

All refuse generated by this Contract shall be legally disposed of, meeting all laws and regulations under restriction of Federal Republic of Germany as well as the State of Bavaria and U.S. Military Installation guidelines for disposal (including disposal of hazardous materials). Hazardous waste materials shall be disposed of IAW applicable Federal, State, and local statutes. 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 its surrounding areas. Roll-offs shall be used for large quantities of refuse. Large and bulk items shall be broken down to maximize the roll off dumpsters’ capacities. The burning of debris, waste material, and other salvageable items is prohibited on the Installation. The Contractor may be able to use U.S. Government provided recycling containers as available strictly for recyclable materials accepted by the Recycling Service Contract in effect at the time. Papers, plastics 1-7, aluminum and tin cans shall be recycled. Any misuse of the recycling containers shall be corrected by the Contractor as directed by the DPW or the applicable Quality Recycling Program (QRP) representative, the recycling contractor, or the COR.

2.5.7 Environmental Requirements.

The Contractor shall meet all requirements of the DPW USAG BAV Environmental (ENV). For more information please contact DPW Environmental USAG BAV, https://home.army.mil/bavaria/index.php/environmental.

2.5.7.1 Particulate Matter. N/A

2.5.7.2 Construction permits. N/A

2.5.7.3 Maintenance/ Installation of Work Site.

The Contractor shall remove from the work area, at the end of each day and completion of the job, all waste, material, and by-products resulting from work performed. If applicable, the Contractor shall return usable material to a designated storage area for reuse. The Contractor shall ensure all job sites are secured during inclement weather to avoid damages or windblown materials.

2.5.7.4 Installation Recycling Program.

The Installation Recycling Program is a resources conservation effort managed and operated by the DPW-ENV IAW DoD regulations.

2.5.7.5 Actions and Delivery.

The Contractor shall receive and use reusable pallets. The Contractor shall dispose of any scrap metal, pallets, and excess serviceable lumber.

2.5.7.6 Facilities, Systems, and Equipment Identified for Future Replacement.

Regardless of whether specific facilities, systems, or equipment have been identified for future replacement by the U.S. Government, the Contractor shall perform service installation or maintenance and repair of the equipment as outlined in this PWS, unless otherwise directed by the KO/COR.

2.5.7.7 New Components.

New components shall match or exceed existing components in both manufacture and quality. The Contractor shall consider aesthetics (i.e., color, texture, and quality) in material selection. If existing aesthetics cannot be matched, the Contractor shall submit variations to the KO/COR for acceptability prior to installation.

2.5.7.8 Energy Conservation Standards.

The Contractor shall provide material and equipment (e.g. such as lamps) which meet the requirements of the energy conservation program. Electrical equipment and fixtures shall be high efficiency Energy Star or equivalent rated equipment.

2.6 Contractors Cost Estimate (CE) and Demand Repair Orders (DROs)

2.6.1 Cost estimate (CE)

If a service repair or hardware repair is recognized by the contractor due to regular maintenance or other, and cannot be fixed inner this portion, contractor shall inform responsible Government representative/COR in order to discuss an immediate, quick fix or estimating a cost estimate to the Government.

Cost Estimates shall be issued within a maximum of two (2) business days after notifying the repair. Except Emergencies which requires an immediate action.

An assumption of Labor Hours and material spare parts (2.6.5) shall be noted in the cost estimate in accordance to each Contract Line Item Number (CLIN).

An acceptance by the assigned Government representative/ COR shall be provided, before contractor can start the repair. Due to scope of network architecture is settled in each fire station a close communication and cooperation with fire station employees is expected. The responsibilities boarders shall be taken with a certain flexible comprehensive awareness.

CE in detail showing costs in Labor hours and material parts will be confirmed electronically via email to Contractor’s Key Personnel and their administration.

2.6.2 Cost estimate takes effect into a Demand Repair Order (DRO) DRO service/repair call- shall be followed by below FORM:

2.6.2.1 DRO FORM Close out:

For a simplified workflow it can also be organized to receive the CE in a form as above, the acceptance of repair is then accepted with an official signature by a Government employee one the issued CE. This signed document is taking into account as an official order. Path has to be agreed on both sides.

2.6.2.2 All DROs shall be executed by the Contractor within the following timelines:

• Priority (Prio) 1 (Emergency) DROs are classified as Emergency (Priority 1) when immediate action is required. These DROs are responded to as soon as possible and no later than fife (5) minutes after the request. Emergency/Critical DROs are completed within 24 hours of request, unless the urgency of the work has been reduced to a Priority 2 or 3 but only by DPW/Garrison Fire Department Management or COR/KO.

Acceptable Quality Level (AQL) as stated in the attached Quality Assurance Surveillance Plan (QASP): 0 defects per month

• Priority 2 (Regular Service/Repair) These DROs shall be completed by the Contractor within three (3) business days from receipt date, unless reduced to a Priority 3 only by DPW/Garrison Fire Department Management or COR/KO.

Acceptable Quality Level (AQL) as stated in the attached Quality Assurance Surveillance Plan (QASP): No more than 5% defects from total of monthly calls

Priority 3 (Flextime Repair) These DROs shall be completed by the Contractor within twenty (20) calendar days of receipt. Deliverable A010 AQL: No more than 10% defects from total of monthly calls

If repairs cannot be finished within Priority declaration, contractor shall inform the COR self-directed. It is the obligation of the contractor that all system relevant information will be supported fluently to the Government representative at any time. Under no circumstances Government shall be left without status of knowing.

2.6.3 Monthly status overview report list.

The Contractor shall create an overviewing DRO status scheduler. The Contractor shall continually update the list as required with DPW management and the COR.

The status overview report list shall be MS Excel based and minimum include:

a) Repair Order Number (if applicable)

b) Facility Designation

c) Priority

d) Initials of contractor’s employee assigned to the work order

e) Total person hours

f) Level of Prio (I, II or III, as applicable)

g) Description of Scope of Work

h) Date Contractor received request for proposal

i) Date Contractor submitted proposal to Government

j) Date work order received by Contractor

k) Date work order will start and required completion date

l) Percentage complete, pertinent comments, i. e. phase of work currently in process

m) Delivery date for materials, reason for stoppage or delay (if applicable), etc.

n) CLIN / ELIN Status including all balances, costs and pipeline for up comings

The overviewing DRO status scheduler shall be issued on a monthly basis and shall carry all demand of repair orders from Prio 1 to Prio 3. Scheduler shall be sent by the contractor electronically self-directed every first week of every new beginning month to the COR.

The Contractor shall provide the monthly status overview report list not later than approx. the first week of the new month to the COR. The Contractor shall submit a report format for approval thirty (30) business days after contract award. Any format changes can be reviewed and/or approved by the COR as needed. Deliverable A011 AQL: No more than 2 x defects from total of semiannual

2.6.4 Completed demanded repair work order (DRO).

The Contractor, certifying the work was satisfactorily performed, shall identify point below. Within three (3) business days and 20 (twenty) calendar days of DRO issuance, DPW/Fire station management shall technically complete the DRO to close out the order. Contractor shall present the DRO (2.6.2.) to the U.S. Government self-directed and promptly electronically or in person.

The following parameters shall be taken into account:

2.6.5 Materials, repair parts.

The Contractor shall be responsible for all materials and parts required for regular Maintenance and service/repair work. For clarity, the price for parts applicable contract CLINs shall be inclusive of all related costs.

2.7 Preventive Maintenance Plan (PMP).

The DPW / Garrison Fire Department management and COR shall approve the Preventive Maintenance Plan (PMP). The plan shall include details on use of requirements, staffing, personnel qualifications, supervision, material requirements and execution process to support the preventative maintenance addressed in this PWS/CLS. The Preventive Maintenance Plan (PMP) shall be submitted within thirty (30) business days after contract award and shall be in use for one (1) maintenance year. The next year plan shall be submitted in time before year ending. Deliverable A012.

2.7.1 PM Schedule time.

The Contractor personnel shall complete scheduled preventive maintenance work within five (5) business days for monthly preventive maintenance per each military community. Fourteen (14) business days for a quarterly preventive maintenance, and thirty (30) business days for semi-annual and annual PMs.

Within five (5) business days of PM completion, the Government shall receive the PM orders for receipt and signatures, electronically or in person.

2.7.2 Approved preventive maintenance schedule.

The Contractor shall strictly adhere to the scheduled preventive maintenance dates to facilitate verification of work by the COR. If the Contractor finds it necessary to reschedule a PM, a written request shall be made to the COR, detailing the reasons for the proposed change at least five (5) business days prior to the originally scheduled preventive maintenance date. No scheduled preventive maintenance dates shall be changed without the prior written approval of the COR.

2.7.3 PM Maintenance Log

2.7.3.1 PM Stickers/Log reflecting in general Hardware components.

Upon completion of the preventive maintenance inspection, the Contractor shall attach a sticker or equivalent to the equipment item (or in the immediate vicinity thereof), indicating the equipment Maintenance Control Designation (MCD) number, the date of maintenance, and the initials and identification number of the Contractor employee who performed the work. Preventive maintenance will not be considered performed unless the sticker is current and affixed.

The preventive maintenance sticker or equivalent shall include warranty information, especially for greater batteries or hardware components what can fall under this paragraph.

In instances where a PMO sticker is not practicable, then the Contractor may elect to maintain a current PMO log in lieu of a sticker near to the systems. Deliverable A013

2.7.3.2 PM Protocols, Certificates.

Contractor shall issue a protocol within every maintenance cycles to show all quality control points are checked according to required CLS and manufacturer requirements. The protocol shall be issued for each item on the Technical Exhibit List (TE) with each maintenance cycle during the year and also for each annual maintenance. As maintenance is operated direct in the Fire Station, the protocol shall be signed after work completed by the leading POC at each fire station. Deliverable A014

2.7.3.3 Operations & Maintenance (O&M) Library.

The Contractor shall create and maintain a current repository of all O&M protocols and manuals from the manufacturer or supplier for all facilities and equipment delineated in the Contractor’s program. Maintenance Protocol library file shall be available at each singular site and stored at the fire station. The Contractor shall also create and maintain a technical document library for equipment such as O&M manuals, Test and Balance or commissioning reports. The Technical Reference Libraries shall be updated as required to ensure that all information therein is correct. The Technical Reference Libraries shall be considered Government property. These documents shall be managed in such a way to allow access to the documents by Government and Contractor personnel, including service providers other than the Contractor. Deliverable A015, AQL: 0 defects per contract running time

2.7.3.4 Technical Exhibits inventory list (TE).

The Contractor shall…