PWS HVAC - REVISED.pdf

PERFORMANCE WORK STATEMENT

Heating, Ventilation and Air Conditioning (HVAC) System, Preventive Maintenance (PM), Service Reports and Repair Services

1. DESCRIPTION OF SERVICES. The Contractor shall provide equipment, tools, materials, parts, vehicles, other items and services necessary to perform remedial maintenance, preventive maintenance (PM), Service Reports and Repair Emergency Repairs, for the Heating, Ventilation and Air Conditioning (HVAC) system located in the Information System Facility (ISF), Data Center, building 1500, room 109, Schofield Barracks, Hawaii.

1.1. MAINTENANCE.

1.1.1. PREVENTIVE MAINTENANCE. The Contractor shall perform quarterly PM four (4) times a year and repair the HVAC system to include the major end items and subcomponents as listed in Appendix 1 of this Performance Work Statement (PWS). The HVAC system PM shall consist of but not be limited to inspection, lubrication, cleaning, adjustments, replacement of parts, etc., found to be defective, to bring the HVAC system to full operational capabilities.

1.1.2. The Contractor shall perform the first PM service during the first month of the contract start date, then quarterly thereafter. The Contractor shall coordinate all scheduled maintenance with the Contracting Officers Representative (COR) and the Authorized Individual (AI) from the Regional Network Operation Security Center (RNOSC). Quarterly PM service shall be conducted in accordance with manufacturer standards and commercial practices. Repairs beyond the PM scope of work shall be performed by the Contractor only after verification, approval and authorization by the COR. Work authorized by the COR will be performed on a date coordinated with the COR and AI. Any claim of the Contractor for payment of replacement of material and parts will not be allowed unless work was approved by the COR.

1.1.3. The Contractor shall submit to the COR, the PM schedule within five (5) working days of contract start date. The Contractor shall provide maintenance service for the HVAC system and components within five (5) working days after schedule maintenance date. Contractor shall notify COR within five (5) working days if they are unable to meet the maintenance date as scheduled.

1.1.4. The Contractor shall provide an equipment assessment report of the HVAC system condition within 2 working days from completion of the PM.

1.2. Not Used.

1.3. REMEDIAL REPAIR ASSESSMENT. The COR will submit a work request to the Contractor for assessment of remedial repairs by email or facsimile. The work request will provide the nature of the problem and other relevant information. The Contractor shall respond via telephone, fax or email within four (4) hours after the notification of the problem and perform an on-site assessment within three (3) working days. The Contractor shall notify the COR telephonically when the assessment cannot be accomplished within three (3) working days and will provide same day follow-up written email as to why the assessment could not be completed.

1.3.1 Prior to commencement of any work, the Contractor shall submit to the COR and Contracting officer (KO), for review and approval, a scope of work and cost estimate (man hours and parts cost) for repairs within two (2) working days after site assessment. Negotiations and meetings with the KO, COR and the Contractor may be required to clarify the scope of the work and cost of materials and parts. The Contractor shall commence work immediately after approval is granted from the KO. Contractor shall notify the COR and submit in writing no more than two

(2) working days in advance of the completion date. Contractor shall provide a revised written work plan as well as a revised written work schedule to the COR. The Contractor shall prepare and submit a written repair report to the COR within two (2) working days after the repairs are completed. The repair report shall include the date and time repair was completed, location, repairs performed and the name of the technician who performed the repair or replacement.

REMEDIAL REPAIR AND PARTS. The COR will submit a work request to the Contractor for remedial repairs by email or fax. The work request will provide the nature of the problem and other relevant information. The Contractor shall respond via telephone, fax or email within four (4) hours after the notification of the problem and perform an on-site assessment (service call) within three (3) working days. Prior to commencement of any work, the Contractor shall submit to the COR and KO, for review and approval, a scope of work and cost estimate (man hours and parts cost) for repairs The Contractor shall notify the COR telephonically when repairs cannot be accomplished within three (3) working days of notification. Contractor will provide same day follow-up written email as to why repairs were unable to be completed. Contractor shall provide a revised written work plan as well as a revised written work schedule to the COR.

1.4.1. The Contractor shall provide an equipment assessment report within two (2) workdays to the COR at the completion of Remedial Parts and Repair of the condition of the HVAC system.

1.4.2. REPLACEMENT OF PARTS. All replacement parts shall be new and equal to the manufacturer’s original part.

1.4.3. Reimbursement for authorized replacement parts will be based on actual cost without profit, less any discounts and rebates. The Contractor shall provide copies of all invoices under this contract to the COR with the monthly billing statement. At minimum three (3) comparable parts prices shall be submitted to the COR to show price reasonableness justifying the part purchase from a particular vendor.

1.4.4. The Contractor shall obtain approval from the COR prior to purchase and replacement of a part.

1.5. EMERGENCY REPAIR ASSESSMENT. The COR will submit a work request to the Contractor for assessment of emergency repairs by email or fax. The work request will provide the nature of the problem and other relevant information. The Contractor shall respond via telephone, fax or email within two (2) hours after the notification of the problem and perform an on-site assessment within four (4) hours. The Contractor shall notify the COR telephonically when the assessment cannot be accomplished within three (3) hours and will provide same day follow-up written email as to why the assessment could not be completed.

1.5.1. Prior to commencement of any work, the Contractor shall submit to the COR and KO, for review and approval, a scope of work and cost estimate (man hours and parts cost) for repairs within two (2) hours after site assessment. Negotiations and meetings with the KO, COR and the Contractor may be required to clarify the scope of the work and cost of materials and parts. The Contractor shall commence work immediately after approval is granted from the KO. Contractor shall notify the COR and submit in writing no more than two (2) working days in advance of the completion date. Contractor shall provide a revised written work plan as well as a revised written work schedule to the COR. The Contractor shall prepare and submit a written repair report to the COR within two (2) working days after the repairs are completed. The repair report shall include the date and time repair was completed, location, repairs performed and the name of the technician who performed the repair or replacement.

1.6. EMERGENCY REPAIR AND PARTS. The COR will telephonically notify the KO and Contractor when an emergency occurs and provide the nature of the problem and other relevant information available. The Contractor shall respond on-site to emergency requests within two (2) hours after notification of a problem to ascertain/diagnose the emergency. Contractor shall first submit to the COR and KO, for review and approval, a complete description of repairs required and cost proposal (to include man hours and parts cost) within four (4) hours after on-site assessment.

Contractor's submittal to the COR and KO may be via email or telephonic contact. The Contractor shall commence work after approval is granted from the KO and shall restore the HVAC system to its full operational capability within six (6) working hours after notification. Contractor shall notify the COR telephonically when repairs cannot be accomplished within six (6) working hours and provide same day follow-up written email as to why repairs could not be completed.

1.6.1. The Contractor shall prepare and submit a written report to the COR within two (2) working day after the repairs are completed. The repair report shall include the date and time repair was completed, location, repairs performed and the name of the technician who performed the repair or replacement to include man hours and parts costs. The Contractor shall complete all other ongoing non-emergency repairs even during emergencies.

1.6.2. REPLACEMENT OF PARTS. All replacement parts shall be new and equal to the manufacturer’s original part.

1.6.3. Reimbursement for authorized replacement parts will be based on actual cost without profit, less any discounts and rebates. The Contractor shall provide copies of all invoices under this contract to the COR with the monthly billing statement. The Government reserves the right to furnish any parts or materials from a Government supply source to the Contractor at no cost.

1.6.4. The Contractor shall obtain approval from the COR prior to purchase and replacement of a part in writing via e-mail.

1.7. SERVICE ORDERS.

1.7.1. The Government will issue service order requests to the Contractor for repairs to the HVAC system. The Contractor will be responsible to decide and enable Contractor maintenance representatives to receive and respond to service requests. The Contractor shall provide the Government a local or toll-free telephone number, and a designated point of contact (POC) to receive service requests 24 hours a day, seven days a week.

1.7.2. The Contractor shall provide the COR a completed service repair report within two (2) working days after the HVAC system has been restored to its full operational capability. A competed service repair report shall be provided each time service is performed on the HVAC system and shall be provided via email to the COR. Completed service requests shall include the following:

Date and time of Contractor notification Date and time arrived on-site.

Date and time service was completed. Corrective action to restore service.

Complete list of parts used to restore service.

Printed name and signature of the on-site Government Representative.

Printed name and signature of the on-site Contractor representative performing service.

2. PERFORMANCE REQUIREMENT SUMMARY. The Contractor service requirements are summarized into performance objectives that relate directly to mission essential items.

The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance Objective PWS Para

Standard AQLs

The Contractor shall perform PM four (4) 1.1.1- Preventive Maintenance.

times a year and repair the HVAC system 1.1.4 Schedule to be determined upon contract to include the major end items and sub award AQL:

components as listed in Appendix 1 of this Respond within 5 working days of contract Performance Work Statement (PWS). start date 95% of the time.

HVAC system PM shall consist of but not be limited to inspection, lubrication, cleaning, adjustments, replacement of parts, etc., found to be defective, to bring the HVAC system to full operational capabilities

Remedial repair assessment 1.3 – Remedial Assessment.

1.3.1 AQL: Respond on-site within 4 hours after

notification by the COR, 98% of the time.

The Contractor shall respond on-site 1.4 – Remedial Parts and Repair.

within four (4) hours after notification by 1.4.4 AQL: Respond on-site within 4 hours after the COR and/or AI, and restore the HVAC

ACS

notification by the COR, 98% of the time.

system to its full operational capability within three (3) working days after notification. The Contractor shall notify the COR telephonically when repairs cannot be accomplished within three (3) working days of notification. Contractor will provide same day follow-up written email as to why repairs were unable to be completed.

Emergency repair assessment 1.5 – Emergency Assessment.

1.5.1 AQL: Respond on-site within 2 hours of

notification by the COR, 98% of the time.

The Contractor shall respond on-site 1.6- Emergency Parts and Repair.

within two (2) hours after notification and 1.6.4 AQL: Respond onsite within 2 hours of restore the HVAC system to its full notification by the COR, 98% of the time. operational capability within six (6) working hours after notification. Notify the COR telephonically when repairs cannot be accomplished within six (6) working hours. Contractor will provide same day follow-up written email as to why repairs were unable to be completed.

3. SPECIAL PROVISIONS.

3.1. Quality Control. The Contractor shall establish and maintain a comprehensive Quality Control (QC) program to ensure the requirements of the contract are provided as specified. The Contractor shall develop and implement procedures to identify and prevent defective services from recurring. The Contractor shall develop quality control procedures that address the areas identified in paragraph 2, Performance Requirement Summary.

3.2. Disposal. Government facilities shall not be used for the disposal of waste material and rubbish generated by the Contractor. The Contractor shall dispose and ensure work area is free of all repair debris.

3.3. Hours of Operation.

3.3.1. Normal Duty Hours. Remedial and PM shall be performed during normal duty hours from 7:30 a.m. to 4:30 p.m. HST; Monday through Friday, excluding Federal holidays.

3.3.2. After Normal Duty Hours. The Contractor shall perform

emergency maintenance as required during the following hours:

4:30 p.m. to 7:30 a.m., Monday through Friday 4:30 p.m. Friday through 7:30 a.m. Monday 7:30 a.m. through 7:30 a.m. Federal Holidays

3.4. Contractor Personnel. The Contractor shall provide the Government at the post award conference, a local or toll-free telephone number, and a designated point of contact (POC) to receive calls for on-site service 24-hours per day, seven

(7) days a week. The Contractor POC will decide to enable Contractor maintenance representatives to receive and respond to service orders. The Contractor shall provide the names and phone numbers of point of contact(s), to the COR no later than two (2) days prior to contract start date. The Contractor shall provide the COR an updated list of POCs as changes occur.

3.4.1. The Contractor shall have a local Program Manager (PM) that resides on the Island of Oahu, Hawaii. The local PM will serve as the Contractor primary POC for this contract and be empowered to make daily decisions for all aspects of this contract. The Contractor PM shall be identified at the post award conference.

3.4.2. The Contractor shall provide the COR with a complete list of names and personnel information required for Installation Access Passes (IAP) prior to contract start date. The Contractor shall provide the COR an updated list of personnel performing under this contract as changes occur.

3.5. Safety. The Contractor shall implement a safety program conforming to the requirements of OSHA, Federal, State and local laws, rules, regulations and ordinances.

3.5.1. The Contractor shall indemnify and hold the Government harmless for all losses and liabilities arising from failure to comply with such requirements.

3.6. Warranty. The Contractor shall provide a 180-day warranty on all repair and replacement services required to complete the service request. The Contractor shall specify on the service request all parts replaced.

3.6.1. Manufacturer Warranty. The Contractor shall be responsible to represent and perform warranty work for all parts, labor and material covered under manufacturer warranty at no additional charge to the Government. The Contractor shall annotate the manufacturer’s start and end date on the service request. The Contractor shall attach the warranty on the service request.

4. CONTRACTOR MANPOWER REPORTING (CMR). “The Office of the Assistant Secretary of the Army (Manpower & Reserve Affairs) operates and maintains a secure Army data collection site where the Contractor will report ALL Contractor manpower (including subcontractor manpower) required for performance of this contract. The Contractor is required to completely fill in all the information in the format using the following web address: https://cmra.army.mil. The required information includes: (1) Contracting Office, Contracting Officer, Contracting Officer’s Technical Representative.

(2) Contract number, including task and delivery order number; (3) Beginning and ending dates covered by reporting period; (4) Contractor name, address, phone number, e-mail address, identity of Contractor employee entering data; (5) Estimated direct labor hour (including subcontractors); (6) Estimated direct labor dollars paid this reporting period (including subcontractors); (7) Total payments (including sub-contractors), (8) Predominant Federal Service Code (FSC) reflecting services provided by Contractor (and separate predominant FSC for each sub-contractor if different); (9) Estimated data collection cost; (10) Organizational title associated with the Unit Identification Code (UIC) for the Army Requiring Activity (the Army Requiring Activity is responsible for providing the Contractor with its UIC for the purposes of reporting this information); (11) Locations where Contractor and subcontractors perform the work (specified by zip code in the United States and nearest city, country, when in an overseas location, using standardized nomenclature provided on website); (12) Presence of deployment or contingency contract language; and (13) Number of Contractor and sub-contractor employees deployed in theater this reporting period (by country). As part of its submission, the Contractor will also provide the estimated total cost (if any) incurred to comply with this reporting requirement.

Reporting period will be the contract period of performance not to exceed 12 months and must be reported within 30 days after the end of the contract performance period.

Contractors may use a direct XML data transfer to the database server or fill in the fields on the website. The XML direct transfer is a format for transferring files from a Contractor’s systems to the secure web site without the need for separate data entries for each required data element at the web site. The specific formats for the XML direct transfer may be downloaded from the web site.”

* Note: Information from the secure web site is proprietary in nature when the contract number and Contractor identity are associated with the direct labor hours and direct labor dollars. At no time will any data be released to the public with the Contractor name and contract number associated with the data. For internal Army analysis, the reports and queries from the database shall not contain proprietary data.

Appendix 1 – HVAC Systems Major Components

HVACs Major End Items 30RAP0506G-02400 (50-Ton Chiller) SN: 4220Q69240 1 Each 30RAP0506G-02400 (50-Ton Chiller) SN: 4220Q69237 1 Each 30RAP0506G-02400 (50-Ton Chiller) SN: 4220Q69234 1 Each

EM3613T (Water Pump) SN: F2404262254 1 Each EM3613T (Water Pump) SN: F2404262379 1 Each HD5P1E (Water Pump) SN: 6205-2Z-J/C3 1 Each

PDU

InfraStruXure 60 kW or 150 kW PDU 4

InRow AC InfraStruXure InRow RP Chilled Water 6 Service Contract for (1) Cooling Product 6

UPS

(1) SY 300 kVA UPS, (4) XR Frames and PDU 1 500 KVA 1