PWS Fire Sys Maint 2020.pdf

PERFORMANCE WORK STATEMENT

FOR MAINTENANCE AND REPAIR

OF FIRE PROTECTION SYSTEMS

AT AVIANO AND GHEDI ABs, ITALY

FINAL

2 December 2019

TABLE OF CONTENTS

Par. Title Page

1 DESCRIPTION OF SERVICES 5

1.1 OBJECTIVES 5

1.2 GENERAL 5

1.2.1 Standards 5

1.2.2 Most Stringent Standards 6

1.2.3 Warranty 6

1.2.4 Water Based Suppression Systems 6

1.2.5 Fire Electrical Systems 6

1.2.6 Foam/Water Systems 6

1.2.7 Cleanup 6

1.2.8 Replacement, Upgrade, Renovation 7

1.3 MANDATORY INSPECTION, TESTING, MAINTENANCE SERVICE 7

1.3.1 Tasks Frequencies within One Year Period 7

1.3.2 Tasks Frequencies Exceeding One Year Period 7

1.3.3 Submit ITM Service Schedule 7

1.3.3.1 Submit ITM Service Schedule for Ghedi AB 8

1.3.4 Service Tasks Validity 8

1.3.5 ITM Requirements 8

1.3.6 Fire Suppressing/Extinguishing Agent Replacement 8

1.3.7 Smoke Detector Cleaning 8

1.3.7.1 Addressable Smoke Detectors 9

1.3.7.2 Conventional Smoke Detectors 9

1.3.8 Deficiency 9

1.3.9 Non Functional/Non Reliable Systems 9

1.3.10 Specific Weekly Requirement 9

1.4 EXTRAORDINARY MAINTENANCE 10

1.4.1 Request Letter 10

1.4.2 Request Frequency 10

1.5 SERVICE CALL 11

1.5.1 Call Reception 11

1.5.2 Response Time 11

1.5.3 Service Call Work Authorization 11

1.5.4 Request Frequency 11

1.6 TECHNICAL ASSISTANCE 12

1.7 GENERAL SERVICE REQUIREMENTS 12

1.7.1 Coordination 12

1.7.1.1 Restricted Areas 12

1.7.2 Notification to the Government 12

1.7.2.1 10 Day Notice 12

1.7.2.2 Day of Service 12

1.8 SUBMITTALS 13

1.8.1 Prior to Commencement of Work 13

1.8.2 ITM Service Schedule 13

1.8.3 Service Submittal 13

1.8.3.1 ITM Service Report 13

1.8.3.2 Extraordinary Maintenance Service Report 14

1.8.3.3 Service Call Report 14

1.8.3.4 Parts History Summary 15

2 SERVICE SUMMARY 16

2.1 REMEDY 16

3 REMOTE NOTIFICATION SYSTEM 16

3.1 General 17

3.1.1 Components 17

3.1.2 Semiannual MONACO Service 17

3.1.3 Database Transferability 17

3.1.4 Cleaning 17

3.1.5 Semi-Annual Peripheral Unit Service 18

3.1.6 Peripheral Unit – Electric Components 18

4 GOVERNMENT/CONTRACTOR FURNISHED ITEMS 19

4.1 GOVERNMENT 19

4.1.1 Facilities 19

4.1.2 Equipment 19

4.1.3 Material 19

4.1.4 Utilities 19

4.2 CONTRACTOR 19

4.2.1 Material and Equipment 20

4.2.2 Manufacturer Discount 20

4.2.3 Manufacturer Cost Data 20

4.2.4 Use of High Reach Basket & Rental Cost 20

5 ADMINISTRATIVE REQUIREMENTS 21

5.1 HEALTH & SAFETY PROGRAM 21

5.1.1 Hot Work Permit 21

5.1.2 Asbestos 21

5.2 ENVIRONMENTAL PROTECTION 21

5.2.1 Safety Data Sheet (SDS) 21

5.2.2 Environmental Spills 22

5.2.3 Hazardous Waste 22

5.3 NORMAL WORKING HOURS 22

5.4 CONTRACTOR PERSONNEL 23

5.4.1 Management 23

5.4.2 Contractor Manager 23

5.4.3 MONACO Qualified Technician 23

5.4.4 Organization Chart 24

5.4.5 English Language Requirements 24

5.4.6 Identification of Contractor Employees 24

5.5 QUALITY CONTROL PLAN (QCP) 24

5.6 GOVERNMENT QUALITY ASSURANCE 24

5.7 KEY CONTROL SYSTEM 24

5.7.1 Lost Keys 25

5.7.2 Re-Keying or Replacement 25

5.8 RECORDS 25

5.8.1 Meeting Minutes 25

5.8.2 System Diagrams 25

5.8.3 Appendix Discrepancies 25

5.9 CONTRACTOR COMMUNICATIONS 26

5.10 LIABILITIES AND RESPONSIBILITIES 26

6. APPENDICES 26

PERFORMANCE WORK STATEMENT (PWS) FOR FIRE PROTECTION SYSTEMS

AT THE AVIANO AND GHEDI ABs

1 DESCRIPTION OF SERVICES.

1.1 OBJECTIVE. The objective of this service contract is to ensure maximum Fire Protection Systems reliability and efficiency at the Aviano and Ghedi ABs. Fire Protection Systems include Fire Detection, Fire Suppression, Fire Warning, and Fire Notification Systems. Facility closures, activity/occupancy limitations, or fire watches due to unreliable, inefficient or inoperable systems must be prevented to the maximum extent possible and will directly reflect on the quality of services provided under this contract.

1.2 GENERAL. The contractor shall provide all supervision, tools, supplies, equipment, transportation, labor, and management necessary for the following mandatory services:

inspection, testing, maintenance, smoke detector cleaning, maintenance of remote notification MONACO radio transmitting system, extraordinary maintenance requests, service calls, repairs upon request, and technical assistance pertaining to the Fire Protection Systems at Aviano AB and Ghedi AB, in accordance with the requirements specified in this PWS. The fire protection systems, buildings, and facilities requiring contractor services are indicated in the PWS Appendices. When the contractor completes service on a fire protection system or piece of equipment, that system or piece of equipment must be free of missing components and defects which would prevent it from functioning as originally intended and designed.

1.2.1 STANDARDS. All workmanship must meet the standards specified herein and be accomplished in accordance with all current or applicable industry standards, equipment manufacturers guidelines, regulations, and laws. Standards include (but are not limited to) the United States Unified Facilities Criteria (UFC), National Fire Protection Association (NFPA), European and Ente Nazionale Italiano di Unificazione (UNI) Codes listed below:

a. UFC 3-600-01

b. UFC 3-601-02

c. UFC 4-211-01

d. NFPA: 11, 11A, 13, 14, 15, 16, 17,17A, 20, 25, 70, 72, 96, 101, 204, 409, 2001

e. UNI 9494, 9795, 9994,11198, 11224 , 11280, 11522

f. UNI EN: 54-21, 615, 671, 12485, 15004 , 16282 , 16750, 13565, 12416

g. UNI CEN/TS 14816, 54-14, 54-32

h. UNI CEI EN 16763

i. UNI ISO 7240-19

j. UNI ISO 15779

k. Legge 818/1984

l. Legge 46/1990

m. D.Lgs. 81/2008

n. D.Lgs. 37/2008

o. D.Lgs. 106/2009

p. D.P.R. 37/1998

q. D.P.R. 151/2011

r. D.P.R 547

s. D.M. 64/1998

t. D.M. 20/2012, Circolare del Ministero degli Interni VVF n. 1324 del 7 Febbraio 2012

1.2.2 MOST STRINGENT STANDARD. The intent is to provide fire protection system reliability. If U.S. maintenance standards and frequencies are more stringent, or testing methods are more accurate, and not in contradiction with the European/Italian standards, then the contractor must perform work in accordance with U.S. requirements and guidelines.

1.2.3 WARRANTY. The contractor must not perform any maintenance that would void any Installer Warranty and Manufacturer Warranty without written approval from the Mission Owner (MO). All defects in material or workmanship found by the contractor shall be reported to the MO, at the time defects are discovered. All services, materials, and spare parts furnished by the Contractor for the performance of this contract will be covered by a two (2) year warranty.

1.2.4 WATER BASED SUPPRESSION SYSTEMS. These systems include, but are not limited to all associated equipment such as: tamper switches, pressure switches, flow switches, fire pumps, water reservoir tanks, liners, bladders, and air compressors. The contractor’s service responsibility starts at Post Indicator Valve (PIV) with its tamper switch (sometimes replaced by securing padlock on operating handle), all water suppression systems downstream of PIV, and inspector’s test valves. The only component the contractor is not required to service is the water suppression system Back Flow Prevention Device. This device is maintained by the 31 CES/CEOIW Water Shop.

1.2.5 FIRE ELECTRICAL SYSTEMS. The contractor must service all the electrical system components associated with the Fire Protection Systems indicated in the PWS Appendices.

Specifically, the electrical connections required to operate the systems shall be maintained back to the source of electricity, up to, but not including circuit breakers and disconnects. Electrical wires (other than telephone lines) connecting remote station systems shall be maintained throughout the system. The contractor is responsible for providing service to all electrical system components connected to or monitored by the Fire Alarm Control Panel. Some suppression systems have electrical system components which are further upstream of the First Control Valve. The contractor is responsible for servicing and maintaining all back up power system components which are connected to the fire systems.

1.2.6 FOAM/WATER SYSTEMS. Foam/Water based Fire Suppression Systems may include a releasing control panel, detection, and water supply (fire pumps, water storage tanks, etc.), wet-pipe sprinkler, and pre-action and/or Deluge sprinkler systems as part of an integrated protection scheme. All such systems must be serviced as part of the Foam/Water based Fire Suppression Systems.

1.2.7 CLEANUP. On a daily basis, and upon completion of any/all work, the contractor must remove all excess material & parts, thoroughly clean the immediate work area and all surrounding & adjacent areas that were soiled due to work performed under this contract. The contractor must dispose of all debris in accordance with applicable Italian and United States Air Force laws and standards, and will submit the required corresponding documentation to the MO within 3 duty days of work completion.

1.2.8 REPLACEMENT, UPGRADE, RENOVATION. During the term of the contract, the government may replace, renovate, and improve systems at the government’s expense and by means not associated with this contract. All replaced, improved, updated, modernized, or renovated systems and equipment shall be maintained and serviced by the contractor at no additional cost to the government unless such changes result in an increase or decrease in contract maintenance requirements. Changes resulting in an increase or decrease in contract maintenance requirements will be addressed by written agreement of the parties.

1.3 MANDATORY INSPECTION, TESTING, & MAINTENANCE SERVICE. The contractor shall provide mandatory Inspection, Testing, and Maintenance (ITM) Service to all Fire Protection Systems in Appendix A, and all related equipment. The systems must be maintained so they operate continuously, reliably, and in a safe operating condition as originally designed and intended by the manufacturer. Additionally, the contractor must provide mandatory ITM service to all electrical system components directly connected to, or monitored by, the Fire Alarm Control Panel for the suppression systems indicated in Appendix A. There are two types of ITM’s required, based on task frequencies: “within one-year period” and “exceeding one-year period”. Contractor is required to report any recognized system changes at every visit/inspection. Additionally, the contractor will perform an “Initial Acceptance Inspection” during the first ITM cycle for all facilities and the contractor will identify and label all devices by the end of the 1st option year of the contract.

1.3.1 TASK FREQUENCIES WITHIN ONE YEAR PERIOD. Frequencies for tasks that must be executed within a one year period are: Weekly, Monthly, Quarterly, Semiannual, and Annual.

1.3.2 TASK FREQUENCIES EXCEEDING ONE YEAR PERIOD. There are mandatory services that must be accomplished during the life of the contract. Documentation must be maintained to ensure compliance with applicable Italian and U.S. Air Force standards to ensure continuity with the award of successive/future contracts. Starting with this service contract a log book for each “Due Period” will be generated and attached to contract package as Appendix E called “Continuity Book”. Frequencies for tasks exceeding the one year period are as follows:

2.5 years, 3 years, 5 years, 6 years, 10 years, and 12 years.

1.3.3 SUBMIT ITM SERVICE SCHEDULE. 10 working days prior to each mandatory ITM cycle, the contractor must submit a “tentative” (realistic and feasible) written schedule indicating date/time when service will be executed at each facility. The contractor is required to revise and submit a monthly updated schedule at least 10 working days prior the 1st of each month. This is required due to potential contingency or emergency situations, missed coordination or postponed services at restricted facilities. It is the contractor’s responsibility to obtain all required specific material and make all necessary arrangements or coordination to fully accomplish services (i.e.

replace pressurized CO2 or Nitrogen cartridges, replace fusible links, overhaul valves, check tanks for corrosion, etc.). Appendix B is a sample version of the common Mandatory ITM Service and Frequency requirements based on listed standards. The government makes no representation as to the completeness and accuracy of Appendix B, and it is the contractor’s responsibility to provide the mandatory ITM service based on the most stringent requirements of the applicable standards.

If a Fire Protection System, or system component, is not specifically addressed in the UFC 3-601- 02 Standard or in this PWS, then contractor will provide service in accordance with the most stringent requirements of the NFPA and UNI Standards.

1.3.3.1 ITM SERVICE SCHEDULE FOR GHEDI AB. Due to access limitations, the contractor must schedule all Ghedi AB mandatory ITM service’s to occur on a semiannual basis;

therefore, all required services occurring weekly, monthly, quarterly, semiannual, annual, and those exceeding one year period must be included in the semiannual visits.

1.3.4 SERVICE TASKS VALIDITY. All current codes and norms have been considered in paragraph 1.2.1. “ITM service reports” (described at par. 1.8.3.1) include type and frequency of each required task to ensure compliance with UNI and NFPA/UFC 3-601-02 requirements. No further changes (increases or reductions) in fixed frequencies will be requested for this contract.

Contractor is required to notify Fire Prevention Office (FPO) for any code or norm changes.

Proper action will be considered and evaluated, FPO will decide if further action is required.

1.3.5 ITM REQUIREMENTS. Unless indicated otherwise in this PWS, Mandatory ITM Service and Frequency must be in accordance with the most stringent requirements of the UFC 3- 601-02 Standards and applicable UNI Standards for a 12 year period. In the “tentative” schedule the Contractor must also include all services to be accomplished with mandatory requirements exceeding the yearly schedule. With regard to the "Functional Control" frequencies established by UNI 11224, it is required to assimilate the "Analogue Addressed Systems" to the "Conventional Systems" therefore all devices must be tested during each semi-annual inspection.

1.3.6 FIRE SUPPRESSING/EXTINGUISHING AGENT REPLACEMENT. The

Contractor must recharge and return to full service all foam, inert gas (clean agent), and chemical based fire-extinguishing systems after use, and as required by Mandatory Inspection, Testing, and Maintenance Services (ITM). The contractor’s Mandatory ITM Service includes providing and replacing all fire suppressing agents, and hydrostatic testing all cylinders in accordance with the most stringent requirements of the applicable NFPA and UNI Standards. Agent replacements will be reimbursed under the cost-reimbursable Material line item. Aqueous Film Forming Foams (AFFF) must meet United States Military Specification, and high expansion foam must be from the specific manufacturer approved by the equipment manufacturer. The contractor is not allowed to mix high-expansion concentrate from different manufacturers. The contractor must retain all empty containers used under this contract until verified by MO. All engine oil and other lubricants shall be of a type approved by the equipment manufacturer and provided by the contractor.

Furthermore, the contractor shall provide the government all Safety Data Sheets for any hazardous chemicals and fire suppressant agents, so they may be assigned HAZMAT authorization numbers.

Contractor is responsible for maintaining 10 spare empty cylinders (2 for each type of cylinder) for the following facilities; 422, 904-1, 1029-6, 1121, 1302, 1016-1.

1.3.7 SMOKE DETECTOR CLEANING. As part of the mandatory ITM service, the contractor must clean all smoke detectors in accordance with requirements for the type of detector, addressable or conventional.

1.3.7.1 ADDRESSABLE SMOKE DETECTOR. The contractor must clean all addressable smoke detectors that indicate a 49% analog level at the Fire Alarm Control Panel. This service requires the contractor to download and print where possible, before and after cleaning, the smoke detector status report from the Fire Alarm Control Panel. The report shall be annotated to indicate the facility number and the report generation date. The contractor will submit the report in electronic and paper copy with the next monthly service submittal.

1.3.7.2 CONVENTIONAL SMOKE DETECTOR. All conventional smoke detectors must be cleaned annually. Additional cleaning may be necessary if a smoke detector malfunctions. The contractor must provide a written certification letter stating that all the conventional smoke detectors in a facility have been cleaned during the contract period. In addition to this letter the contractor must provide a map of each facility indicating facility number, location of detectors, and date detectors were cleaned. The contractor will submit monthly report identifying all detectors that were cleaned/serviced.

1.3.8 DEFICIENCY. A deficiency is any problem or malfunction with a fire system that prevents the system from performing optimally. The contractor must notify the government of all the deficiencies it discovers in a facility via the System Service Report. If correction of the deficiency is within the scope of the contractor’s mandatory ITM service, then contractor must correct the deficiency as soon as possible at no additional cost to the government (Example:

smoke detector was dirty so it was cleaned by contractor). If the contractor is unsure that a deficiency is in scope or not, contractor will consult the MO by telephone, in person, or email.

If out of scope, then any corrective action by the contractor is considered extraordinary maintenance (Example: smoke detector requires replacement). If the contractor believes it is more cost effective and timely to execute the corrective extraordinary maintenance during the current service visit, then the contractor must notify the MO by telephone for authorization to proceed. If in agreement, the MO will generate an extraordinary maintenance request accordingly.

1.3.9 NON-FUNCTIONAL/NON RELIABLE SYSTEMS. If the contractor discovers a deficiency that will compromise normal operating conditions or system reliability, then the contractor must notify the MO by telephone immediately, this includes proper system documentation. If the contractor is unsure that a deficiency requires immediate notification or not, then the contractor should notify the MO anyway. If the contractor is unable to notify the MO, then it must notify the Aviano AB Fire Department (list to be provided by Government within 10 days after contract award) or designated government representatives (i.e. Fire Alarm Control Panel is not operational and requires replacement). Upon notification the Government will provide a course of action for the contractor when proper system documentation is not found/provided.

1.3.10 SPECIFIC WEEKLY REQUIREMENT. Other than mandatory requirements (weekly inspection on automatic Fire Suppression Systems) contractor is required on each first working day of the week (typically on Monday if not a holiday) to:

a. Reach Alternate Fire Station (Bldg. 110 in Area “1”)

b. Contact & coordinate with Emergency Control Center (ECC) Operator informing that maintenance technician will be operating on alternate Monaco PC station

c. Conduct research for “current deficiencies”

d. Export in PDF and save on “rewritable CD” the:

• Facilities Status – sort by Facility #

• Zones Status – sort by RID “RFM-X”, Status “Off-Normal” and Facility #

• Remote Units Status – sort by RID “RFM-X”, Status “Off-Normal” and Facility #

e. Create a PDF resume list and provide MO electronic copy of each file to be used to generate necessary service requests to repair/correct deficiencies

f. MO will forward information to Fire Prevention Office and ECC Coordinator

1.4 EXTRAORDINARY MAINTENANCE. Extraordinary maintenance consists of any maintenance or repairs not included in the mandatory ITM’s. This service is necessary to bring a system, or piece of equipment, up to the optimal operating condition, which includes associated operational checks. Extraordinary maintenance should be executed during normal working hours or in conjunction with mandatory ITM service. The contractor must generate an extraordinary maintenance service report upon completion of the service. The government considers a request complete when the deficiency causing the request is corrected and the system or piece of equipment is operating optimally.

1.4.1 REQUEST LETTER. The extraordinary maintenance request letter is generated by the MO and submitted to the contractor via email. To reduce travel time and costs, request letters for Ghedi AB will always be for multiple facilities. Extraordinary maintenance submitted to the contractor via request letter must be completed within 10 working days unless approved otherwise in writing by the MO. This letter will indicate “not to exceed” amounts for labor and materials, and serves as the contractor’s authorization to commence work. The contractor must contact the MO for additional authorization if the “not to exceed” amount indicated on a letter is insufficient to complete the work. The contractor will generate one extraordinary maintenance report per request when the work is completed.

1.4.2 REQUEST FREQUENCY. The below table is based on historical data and indicates an average amount of request letters the contractor may receive per contract option year. The data in this table is provided for informational purposes only.

Average Request Letters Working Hours

Air Base Aviano Ghedi

During 200 4 After 2 0

1.5 SERVICE CALL. A service call is a request via telephone from the MO, Aviano AB Fire Department, or designated government representatives. Service call work consists of the following: determining the cause of system and equipment malfunctions, eliminating the cause(s) and restoring the system or equipment to satisfactory working condition. The contractor shall make every attempt to correct the service call deficiency in one visit, and within applicable authorization limits. If the contractor is unable to correct the deficiency in one visit, then it must place the system in a safe condition that will prevent further damage. Before leaving the facility, the contractor must contact the service call originator by telephone or in person to report the following: a description of completed work, overall status of the effected system(s), and description of any necessary follow-up service. Any necessary follow-up service will be executed as extraordinary maintenance. The contractor must generate a service call report for every service call it receives. If the contractor is unable to contact the MO for authorization, or the requestor does not stipulate any authorization limits, then the contractor shall proceed with the service call request in accordance with the paragraph titled “SERVICE CALL WORK AUTHORIZATION”.

For all calls after normal working hours, the contractor will receive notification only from the MO or a designated government representative.

1.5.1 CALL RECEPTION. The contractor shall have adequate procedures for receiving and responding to service calls 24 hours per day, seven days a week, including weekends and holidays.

A single local Aviano or toll free telephone number shall be provided by the contractor for receipt of all service calls. All telephone calls shall be answered by an individual fully familiar with the contractor’s work control procedures, and the terms and conditions of this contract. The individual shall have sufficient English language skills to understand the reason for call and necessary actions to take.

1.5.2 RESPONSE TIME. The contractor must respond and be onsite at the facility requiring service within 1 hour after receipt of a call for Aviano AB, and within 6 hours after receipt of a call for Ghedi AB.

1.5.3 SERVICE CALL WORK AUTHORIZATION. The contractor is authorized to execute service call requests to correct system deficiencies with a not to exceed limit of €500 in total material cost per call, per facility. The contractor must obtain approval from the MO prior to incurring any material costs in excess of the €500 limit. If the contractor is unable to obtain this approval, then it must place the system in a safe condition in order to prevent further damage.

There is no limit on direct labor costs.

1.5.4 REQUEST FREQUENCY. The below table is based on historical data and indicates an average amount of service calls the contractor may receive per contract period. The data in this table is provided for informational purposes only.

Average Service Calls Working Hours

Air Base Aviano Ghedi

During 40 1 After 15 0

1.6 TECHNICAL ASSISTANCE. Upon request the contractor shall provide technical assistance to the MO, Aviano AB Fire Department, or designated government representatives.

The contractor’s response time for this service will be within 1 working day of the request unless approved otherwise by the MO. This assistance includes, but is not limited to:

(1) Recommending and instructing how to restore a system back to normal condition after activation

(2) Attending government provided training for a newly constructed or renovated facility in order to gain knowledge of the facility fire systems

(3) Surveying, evaluating, and generating facility records (Operation and Manuals, As-Built Drawings, Reports, etc.) in the format and quantities requested by the MO

1.7 GENERAL SERVICE REQUIREMENTS.

1.7.1 COORDINATION. The contractor shall cooperate with all other contractors and government personnel when coordinating work, to ensure no interruption to Air Base Operations.

It is the contactor’s responsibility to verify all necessary requirements to access a facility. The contractor must coordinate in advance with Facility Managers, and if necessary, re-schedule work.

The government will provide the contractor a Facility Managers list with contact telephone numbers no later than 5 working days after contract award. If the contractor is unable to contact a Facility Manager, then the contractor may contact the MO for assistance. The contractor shall notify the MO, Aviano AB Fire Department, and Facility Manager at least 10 working days in advance of any service that will be performed in a restricted area.

1.7.1.1 RESTRICTED AREAS. Restricted areas are areas requiring escorts for all unauthorized personnel who must be within line of sight and controlled all times. Due to military mission requirements, the contractor may encounter particular controls and time delays in gaining access to systems located inside restricted areas. All unproductive time due to military exercises/activities shall be at no additional cost to the government. If contractor has difficulty contacting the Facility Manager, the contractor may request MO intervention and assistance. The government will provide the contractor a list of restricted facilities requiring special coordination or escorts to enter no later than 5 working days after contract award. Contractor personnel must remain with the escorts at all times and abide by instructions of the escorts.

1.7.2 NOTIFICATIONS TO THE GOVERNMENT.

1.7.2.1 10-DAY NOTICE. Notification shall include the type of service to be done and the estimated completion time and date. The Ghedi Facility Manager will make all necessary notifications to the Ghedi Italian Air Force Fire Department. The 10 Day Notice requirement does not apply to service calls, extraordinary maintenance, and technical assistance visits to a facility.

1.7.2.2 DAY OF SERVICE. Before beginning service, mandatory ITM or extraordinary maintenance, on a facility, the contractor must notify the Facility Manager and Aviano AB Fire Department by telephone or in person. Additionally, the contractor must place notification signs at each facility where it intends to perform a service. These signs must be located at the two main public entrances, determined by the Facility Manager, and at any electrical and mechanical room where the contractor is working. The signs must have a yellow, red, or orange background color, and be large enough to be seen and read from a distance of 5 meters. The MO must approve the contractor notification signs prior to commencement of all contracted work. This day of service notification requirement does not apply to an initial service call visit to a facility, but is applicable to all call related subsequent visits.

1.8 SUBMITTALS. Unless indicated otherwise in this PWS, all documentation must be submitted to the MO within 10 working days of the original request date.

1.8.1 PRIOR TO COMMENCEMENT OF WORK. All submittals must be approved by the MO prior to commencement of contract work. After contract award, the contractor must provide the following submittals to the MO: notification signs ITM service schedule, Monaco technician qualification, organizational chart, contractor contact information, Quality Control Plan, Safety Plan, and applicable SDS’s.

1.8.2 ITM SERVICE SCHEDULE. The contractor shall schedule and arrange all work to cause the least interference with normal government operations. The contractor must submit a comprehensive combined Aviano and Ghedi ABs schedule indicating all mandatory ITM service it will perform during the current award period. For example, if an option period is awarded the contractor would submit a schedule just for that option period. This schedule must be submitted to the MO for approval no later than 10 working days after award of the current contract period.

This schedule must be approved prior to commencement of contract work. The service schedule must include:

(1) Each mandatory ITM service required by this PWS indicating the governing standard, when applicable

(2) Facility Number

(3) Type of service to be performed (Ex. Monthly Inspection)

(4) Date & Time

Once approved by the MO, the contractor must make every effort to adhere to the schedule. The contractor must provide a paper and electronic (via email) copy of the approved schedule to the MO, and Aviano AB Fire Department. Any changes due to unforeseen circumstances will require the contractor to submit an updated ITM schedule for MO review and approval with the monthly service submittal. The submittal must be in paper format and made to the MO the first week of every month. Once approved by the MO a copy of the approved schedule must be provided in writing and electronically (email) to the MO and Aviano Fire Department.

1.8.3 MONTHLY SERVICE SUBMITTAL. The monthly service submittal is a compilation of all required documentation (ITM service reports, smoke detector cleaning, part history summary, etc.) generated by the contractor. The contractor must provide electronic and paper copies of an entire month’s submittal to the MO by 15:00 on the third duty day of each following month. (Ex. February submittal is due by the 3rd duty day of March).

1.8.3.1 ITM SERVICE REPORT. The contractor must generate a dual language system service report each time it works on a system. Every system (Wet-Pipe, Dry-Pipe, Detection, etc.) in a facility requires a system service report; therefore, a system could have multiple reports during a work week. When applicable, the report must follow the service checklist formats of NFPA 25 for suppression systems, and UNI 11224 Appendices A and B for detection, alarm, and notification systems. Samples of these formats will be provided to the contractor by the government no later than 5 working days after contract award. The comments section of the system service report must include, but is not limited to the following:

(1) Planned services that were not performed with an explanation why service was not performed (Ex. Unable to enter facility because …)

(2) Previously deferred services performed

(3) Identified deficiency with a detailed description; applicable code references; proposed solution; required material and labor quantities and cost

1.8.3.2 EXTRAORDINARY MAINTENANCE SERVICE REPORT. The contractor generates and submits the extraordinary maintenance report upon completion of each extraordinary maintenance request by the government. Format of the report will be finalized at the Pre- Performance Conference. The report must include:

(1) Description of the deficiency(s), including cause(s)

(2) Date and time work began

(3) Date and time work was completed

(4) Description of work completed

(5) Amount of direct hours expended to the half hour

(6) Description of material and parts used, including quantities and costs

(7) Total cost associated with the work, including call fees when applicable

(8) Signature or initials of the contractor personnel performing the service or supervisor, indicating that the work has been completed

1.8.3.3 SERVICE CALL REPORT. The contractor generates a service call report for each service call. This document must be submitted to the MO via email by 0900 on the first government work day following receipt of the service call. Format of the report will be finalized at the Pre-Performance Conference. The report must include:

(1) Date and time the Contractor received the call

(2) Call originator name

(3) Originator telephone number

(4) Facility number

(5) System identification

(6) Description of the problem generating the call

(7) Work Authorization Limits

(8) Date and time work began onsite

(9) Date and time work was completed onsite

(10) Description of any deficiency(s), including cause(s)

(11) Description of work actually completed

(12) Amount of direct hours expended to the half hour

(13) Description of material and parts used, including quantities and costs

(14) Total cost associated with the work, including call fees when applicable

(15) Signature or initials of the contractor personnel performing the service or supervisor, indicating that the work has been completed

(16) Identified uncorrected deficiency(s) with a detailed description; proposed solution;

required material and labor quantities and cost

1.8.3.4 PARTS HISTORY SUMMARY. The Parts history summary is a history of the replacement parts used by the contractor to perform extraordinary maintenance and service calls under this contract. It consists of the parts history list and the facility usage list. The contractor must update these lists monthly and submit a copy of the summary to the MO in conjunction with the monthly service submittal. The submittal must consist of all the applicable data up to the date of the submittal, not just the period of time since the last submittal. The sample format of the parts history summary and associated lists will be provided to the contractor by the government no later than 5 working days after contract award.

2. SERVICE SUMMARY

2.1 GENERAL. The contract service requirements are summarized into performance objectives that relate to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each objective. These thresholds are critical to mission success.

Performance Objective PWS Para

Performance Threshold Remedy*

Mandatory Inspection, testing, Maintenance service

1.3 & subpar.

No more than one (1) discrepancy a month

Contractor re-performs at no additional cost to the Government*

Monaco System 3 No more than 2 hour offline time at both locations

Contractor re-performs at no additional cost to the Government*

Extraordinary Maintenance 1.4 & subpar.

No discrepant services allowed

Contractor re-performs at no additional cost to the Government*

Service Calls & Work Authorizations

1.5 & subpar.

No discrepant services allowed

Contractor re-performs at no additional cost to the Government*

Notifications to the Government

1.7.2 & subpar.

No discrepancies allowed

Contractor re-performs at no additional cost to the Government* - Negative trend will be reported in

CPARS

Submittals 1.8 & subpar.

No more than one(1) discrepancy a month

Contractor re-performs at no additional cost to the Government*

2.2 REMEDY*: The preferred method for correcting any identified deficiencies will be re-performance. For services not re-performed satisfactorily, or for unacceptable trends of re-performance, the Contracting Officer will decide on action to be taken, on case by case basis, including monetary deductions.

3. REMOTE NOTIFICATION SYSTEM

3.1 GENERAL. The contractor must have a technician capable to maintain and restore the Aviano AB remote notification system. The contractor’s qualified technician must be able to troubleshoot the landline connections between the Monaco receiving stations’ computers (optic fiber and related transducers). The automatic fire protection systems’ remote notification consists of 2 managing and receiving MONACO D-21 (computers, routers, antennas, and battery backup UPSs) and almost 196 remote units installed at facilities (in some instances two fire alarm control panels are connected to the same remote unit). The main managing and receiving station is installed at Bldg. 1434 Fire Station # 01 and Alternate station is installed at Bldg. 110. Contractor must also provide separate ITM service report for the Monaco equipment.

3.1.1 COMPONENTS. Equipment consists of Monaco Enterprises Inc. (U.S. Brand) equipment, along with all related components, in accordance with all manufacture guidelines and the following sub-paragraphs. This radio frequency based communication system is commonly referred to as “The Monaco System” by the Aviano AB personnel. The system components for each station (remark: Main at Bldg. 1434 and Alternate at Bldg. 110) consists of 1 computer with 2 monitors, 1 radio modem, 1 omni-directional antenna kit, 1 router/switch, 1 dedicated UPS, and one peripheral unit (Monaco transceiver assemblies and antenna kit) at each facility.

3.1.2 SEMI-ANNUAL MONACO SERVICE. The contractor shall include the semi-annual Monaco service in the ITM schedule. The contractor must coordinate with the Aviano AB fire department to gain access to or work on the Monaco computer and transmission equipment. The contractor will semiannually inspect, test, and maintain the Monaco System centralized Computer and transmission systems and equipment of both primary and alternate stations. Before starting the first ITM service the contractor is required to document and report to the MO the existing components layout (i.e.: all components are easy to reach and service, connecting cables are safely protected, only Monaco equipment is connected to dedicated UPS, etc.); at each following ITM service the contractor is required to document any layout change and report to MO. When performing the ITM service, the contractor must disconnect the primary power supply, verify that the backup power supply activates immediately and keeps the system and equipment active for at least one hour; additionally, the contractor shall verify that the primary and backup voltages remain within manufacturer’s mandated tolerance levels. The contractor shall test and verify that the transmission power (both forward and reflected power must be measured at both the peripheral unit output and the antenna connection to evaluate the coax cable loss) corresponds to the manufacturer’s recommended level and that no distorted signal, or harmonics, are transmitted.

Finally, the contractor shall check reception sensitivity to comply with the manufacturer’s guidelines.

3.1.3 DATABASE TRANSFERABILITY. As part of the Semi-annual Monaco service, the contractor must test and verify the transferability of the “Monaco database” (Primary at Bldg. 1434 and Redundant at Bldg. 110). This requires the contractor to operate on the alternate station computer (at Bldg. 110); the contractor will be responsible to make proper coordination prior executing this critical operation. The contractor must generate complete reports for facilities, zones, remote units, and RIDs from both “Monaco database” (primary and redundant). The contractor must also generate an extended poll report from both “Monaco antenna/RF-modem”

(main and alternate). The contractor will then review the reports to verify they are identical. If there are discrepancies in the reports, then the contractor will contact the MO immediately for further evaluation and instructions. Any documentation generated from this process must be submitted in conjunction with the monthly service submittal.

3.1.4 CLEANING. As part of the semi-annual Monaco service, the contractor must clean all the equipment associated with the Monaco system at the main and alternate stations. This cleaning must be in accordance with all applicable manufacturer’s cleaning guidelines and UNI Standards.

At a minimum this service must remove the dust and debris from the equipment, inside an outside.

3.1.5 SEMI-ANNUAL PERIPHERAL UNITS SERVICE. While performing mandatory automatic fire alarm system ITM service at each facility, the contractor is required to test and verify each peripheral unit. The contractor shall verify that the primary and backup voltages remain within manufacturer’s mandated tolerance values. The contractor shall test and verify that the transmission power (both forward and reflected power must be measured at both the peripheral unit output and the antenna connection to evaluate the coax cable loss) corresponds to the manufacturer’s recommended level and that no distorted signal or harmonics are transmitted.

Additionally, the contractor must check reception sensitivity to comply with the manufacturer’s guidelines and measure the reception signal in decibels (dB), and check the battery charger voltage.

3.1.6 PERIPHERAL UNIT PROGRAMMING. Upon new installation, the contractor will be required to link new fire alarm control system to Emergency Control Center. The contractor will generate a proper record in primary Monaco database and programming the peripheral unit with all information needed.

4. GOVERNMENT/CONTRACTOR FURNISHED ITEMS.

4.1 GOVERNMENT.

4.1.1 MATERIAL. Within 5 days of contract award, the government will allow the contractor to access and view the following documents if available: As-Built Drawings; operation and maintenance manuals; historical inspection, testing, and maintenance documents. These documents are provided for informational purposes only. The government makes no representation as to the completeness or accuracy of these documents. Additionally, any necessary access keys will be made available for contractor’s use during the term of the contract.

4.1.2 UTILITIES. The government will furnish the following utility services at existing outlets for use in those facilities provided by the government and as may be required for the work to be performed under this contract: electricity, fresh water, and sewage service. Electrical connections or temporary installations shall be made in accordance with safety regulations at the contractor’s expense.

4.2 CONTRACTOR. The contractor shall provide new or factory reconditioned parts and components when performing the services described in this PWS. All replacement materials (parts, components, equipment, etc.) shall:

(1) Match the existing dimensions, finish, color, and design of equipment which it is to be used or parts is to replace

(2) Be of equal or better quality than original equipment or parts specifications

(3) Comply with applicable government, commercial, or industrial standard

(4) Be used in accordance with original design and manufacturer’s intent

If the original manufacturer has updated the quality of parts for current production, then parts supplied under this contract shall equal or exceed the updated quality. At least 10 working days after the contractor notifies the government that a service is complete, it will retain the replaced materials so they are available for inspection by a government representative. The Contracting Officer (CO) or MO may require the contractor to submit manufacturer’s descriptive data and certifications for materials used where there are questions concerning their performance and quality. Such submittals shall be delivered to the CO or MO within 2 working days of request.

Manufacturer’s descriptive data and certificates must clearly illustrate the proposed item meets all applicable standards and shall include:

(1) Name of the manufacturer, model number, or other identifying information

(2) Information describing the performance, capacity, and rating

(3) Installation instructions

If the CO and MO determine that materials used in completed work do not meet the requirements of this PWS and applicable standards, then the contractor must remove, replace, and re-perform the work at no cost to the government.

4.2.1 MATERIAL AND EQUIPMENT. The contractor shall maintain sufficient quantities of readily available materials and equipment on hand to support the extraordinary maintenance requests. Lack of materials or equipment does not relieve the contractor from the requirement to complete the work within the time limits specified in this PWS. Appendix D is a list of common spare part manufactures used at the Aviano and Ghedi ABs. Additionally, the contractor will provide the government a printed copy of the most current UNI Norms within the first 30 days of contract award.

4.2.2 MANUFACTURER DISCOUNT. As part of the contractor’s proposal, they must submit copy of Appendix D with any applicable discounts annotated accordingly; if no discount percentage is annotated it is clear that item cost will be full price. These discounts will be applied to all spare parts used by the contractor for the life of the contract.

4.2.3 MANUFACTURER COST DATA. The contractor will submit the current non-discounted manufacturer cost data (catalogs, price lists, etc.) to the MO no later than 10 working days after award of the current contract period. This submission will be in electronic PDF format, on a CD(s), and consist of the cost data with spare part descriptions for all the spare parts manufacturers the contractor intends to utilize during the current contract period. If during the contract period the contractor requires to utilize a manufacturer that has not been previously submitted, then it will provide MO via email the cost data and applicable discount information prior to the procurement of the spare part. If a manufacturer modifies its products to comply with new building code requirements, then contractor will provide new manufacturer cost data to the MO that reflects the new code requirements.

4.2.4 USE OF HIGH-REACH BASKET. The contractor will need to use a high reach basket to safely service components over a certain height such as: inside hangars, dry pipe sprinkler systems under loading/unloading docks, basketball courts, etc.

5. ADMINISTRATIVE REQUIREMENTS.

5.1 HEALTH & SAFETY PROGRAM. Contractors must maintain a Safety and Occupational Health plan which meets all applicable Aviano ABs and Italian standards to include, but not limited to, requirements outlined in the Air Force Consolidated Occupational Safety Instruction, AFI 91- 203, and D.Lgs. 81/2008. The contractor must submit this plan to the MO for approval no later than 10 working days after contract award. Contractor shall designate/ identify a person as the Safety and Occupational Health representative. The contractor must:

(1) Maintain the written plan that may include, but is not limited to:

a. respiratory protection

b. hazard communication

c. protective equipment and clothing

d. medical surveillance

e. industrial hygiene

f. inspections

g. surveys

h. documentation

(2) Notify the MO of any adverse safety and occupational health conditions occur while performing contractual services. Mishaps involving Contractor employees shall be reported to the MO and 31 FW Safety and Occupational Health office immediately. A written report detailing the occurrence must be given to MO within 2 working days after accident occurrence

(3) In coordination with the MO, the 31 FW Safety and Occupational Health office will conduct inspections, surveys, assessments, and audits of the Contractor’s Safety and Occupational Health program and processes on an unannounced basis

5.1.1 HOT WORK PERMIT. Before starting any work with open flame the contractor must coordinate with the MO 10 days in advance to obtain a “Hot Work Permit” from the Aviano Base Fire Department.

5.1.2 ASBESTOS. If the existence of material containing asbestos is discovered, the contractor must immediately stop work, secure the work site, and report the location of asbestos to the MO for determination and resolution. These unforeseen circumstances are to be considered according to contract clauses.

5.2 ENVIRONMENTAL PROTECTION. The contractor shall ensure the purchase, use, handling, storage, and disposal of all toxic, hazardous materials, special materials, and wastes are in accordance with all applicable environmental protection standards. The contractor is required to pay any fines for which it is determined to be responsible, and complete the appropriate paperwork to be submitted to the proper authorities with copies provided to the 31 Civil Engineer Squadron (CES) Environmental Element, MO, and CO. No chemical or hazardous products shall be brought onto government property without the approval of the 31 CES Environmental Element.

5.2.1 SAFETY DATA SHEET (SDS). Prior to bringing any hazardous material onto the Aviano and Ghedi ABs, the contractor must have a 31 CES Environmental Element approved SDS for the hazardous material. The contractor must submit all SDS’s to the MO at least 10 working days prior to the intended use of the hazardous material. The MO will coordinate with the 31 CES Environmental Element to obtain or deny approval. All approved SDS’s must be kept updated with the latest manufacture information and be consolidated in a binder. At a minimum, the contractor must keep a binder at its office location, service call reception location, and on site where service work is being performed that day.

5.2.2 ENVIRONMENTAL SPILLS. If the contractor spills or releases any substance listed in 40 CFR 302 into the environment, it must immediately report the incident to the MO.