PWS-LDC_DFAC_Refrigeration.docx

PERFORMANCE WORK STATEMENT (PWS)

Dining Facility Commercial Refrigeration Inspection, Preventive Service, and Repair GGTC/LDC Area, Fort Stewart, Georgia

1.0 General

1.1 Scope: The Contractor shall provide all personnel, supervision, management, labor, transportation, equipment, tools, diagnostic instruments, recovery equipment, materials, routine service consumables, quality control, and other items and services necessary, except those specifically identified as Government-Furnished, to inspect, service, diagnose, and maintain Government-owned commercial refrigeration equipment located in eighteen (18) dining facilities within the GGTC/LDC area of Fort Stewart, Georgia. The current estimated workload consists of approximately thirty-six (36) commercial-grade refrigerators, twenty-four (24) commercial-grade freezers, four (4) walk-in refrigerators/coolers, and four (4) walk-in freezers, for an estimated total of sixty-eight (68) refrigeration assets. Exact quantities, locations, manufacturers, and model numbers shall be verified against the Government equipment inventory and during the initial inspection.

1.1.1 Objective: The objective is to inspect and service all identified refrigeration assets, determine and document equipment condition, complete routine preventive service, and return equipment to fully operational condition when achievable within the base service requirement. Corrective repairs requiring replacement parts, significant component replacement, refrigerant beyond routine service, or other work outside the base service requirement shall be accomplished only when authorized under the Repair CLIN.

1.1.2 Desired End State: At completion, each identified asset shall either (a) be verified fully operational and capable of performing its intended refrigeration function, or (b) be documented as non-operational/partially operational with a specific diagnosis, recommended repair, itemized repair estimate, and Government disposition/authorization status.

1.2 General Information

1.2.1 Place of Performance: Performance shall occur at the eighteen (18) Government-identified dining facilities in the GGTC/LDC area of Fort Stewart. The Government equipment inventory, including building and model information, will be incorporated as Technical Exhibit 3 and/or provided at award.

1.2.2 Period of Performance: The period of performance and any option periods shall be established in the solicitation/contract. The Contractor shall sequence work in coordination with the COR and dining facility points of contact to minimize disruption to food-service operations.

1.2.3 Installation Access and Security: Contractor personnel shall comply with all applicable Fort Stewart access, identification, security, force protection, traffic, safety, and vehicle inspection requirements. Unscheduled gate closures or access delays do not relieve the Contractor of responsibility for performance.

1.2.4 Quality Control (QC): The Contractor shall maintain a QC process adequate to ensure all work meets this PWS. Contractor-caused deficiencies shall be corrected at no additional cost to the Government.

1.2.5 Quality Assurance (QA): The Government will evaluate Contractor performance in accordance with the Quality Assurance Surveillance Plan (QASP) and the Performance Requirements Summary (PRS) in Technical Exhibit 1.

1.2.6 Qualifications: Technicians shall be trained and qualified to service commercial refrigeration systems. Personnel handling regulated refrigerants shall possess applicable EPA refrigerant-handling certification and any other licenses/certifications required by Federal, State, local, or installation requirements. The Government will not provide trade training.

1.2.7 Safety, Environmental, and Food-Service Sanitation: Work shall comply with applicable safety, environmental, electrical, mechanical, refrigeration, refrigerant recovery, and food-service sanitation requirements. The Contractor shall prevent contamination of food, food-contact surfaces, and preparation areas and shall immediately report conditions that present a safety, environmental, or food-preservation hazard.

1.2.8 Contract Manager: The Contractor shall designate a Contract Manager and alternate with authority to coordinate daily performance. The Contract Manager shall work through the COR for technical coordination. Only the KO or another individual expressly authorized by the contract may obligate Government funds or authorize changes to contract scope.

1.2.9 Required Installation Training: Contractor personnel shall complete applicable AT Level I, iWATCH, OPSEC, and other installation-required training in accordance with current Army and Fort Stewart requirements and submit required documentation to the COR.

2.0 Definitions and Acronyms

AQL: Acceptable Quality Level.

CLIN: Contract Line Item Number.

COR: Contracting Officer's Representative.

DFAC: Dining Facility.

KO: Contracting Officer.

PRS: Performance Requirements Summary.

PWS: Performance Work Statement.

QASP: Quality Assurance Surveillance Plan.

QC: Quality Control.

Routine Preventive Service: Inspection, cleaning, testing, adjustment, and minor service activities that do not require Government authorization under the Repair CLIN.

Corrective Repair: Work necessary to correct a diagnosed failure that requires repair/replacement parts, significant component replacement, additional refrigerant/materials, or labor beyond routine preventive service.

Fully Operational: Equipment operates as designed for its intended function, maintains the appropriate operating temperature/set point, has functional controls and safety devices, and has no known deficiency preventing normal use.

Repair CLIN: The contract line item used only for Government-authorized corrective repair work, including approved labor, parts, materials, refrigerant, and associated repair costs.

3.0 Government-Furnished Property, Material, Equipment and Services (GFP/M/E/S)

3.1 Government-Owned Equipment: The Government will provide access to the commercial refrigeration assets covered by this requirement and will provide the available equipment inventory identifying facilities, equipment types, and model information.

3.2 Access and Utilities: The Government will provide reasonable access to facilities and existing utilities necessary for performance, subject to mission, security, safety, and DFAC operational requirements.

3.3 Existing Records: To the extent available, the Government may provide existing equipment records, manuals, prior service information, or points of contact. Absence of such records does not relieve the Contractor of the requirement to inspect and identify the equipment.

4.0 Contractor-Furnished Property, Materials, and Equipment (CFP/M/E)

4.1 General: Except for items specifically identified as Government-Furnished, the Contractor shall furnish all tools, test instruments, recovery equipment, ladders, PPE, cleaning materials, transportation, and routine consumables required for inspection and preventive service.

4.2 Repair Parts and Materials: Parts, components, refrigerant, and materials required for corrective repairs shall be furnished only as authorized under the Repair CLIN. Unless otherwise approved, replacement components shall be new, compatible with the existing system, and meet or exceed applicable original equipment manufacturer requirements.

5.0 Requirements

5.1 Initial Equipment Verification and Condition Assessment

5.1.1 The Contractor shall locate and verify each refrigeration asset identified on the Government inventory across all eighteen (18) dining facilities. The Contractor shall reconcile actual equipment against the inventory and document additions, removals, inaccessible equipment, model/serial discrepancies, and equipment not found.

5.1.2 For each asset, the Contractor shall record, when available: building/facility, equipment type, manufacturer, model, serial number or Government asset identifier, observed condition, operating status, and initial temperature/set point.

5.1.3 The Government estimates approximately 68 assets: 36 commercial refrigerators, 24 commercial freezers, 4 walk-in refrigerators/coolers, and 4 walk-in freezers. These quantities are planning estimates; the verified inventory developed during performance shall establish the actual assets serviced, subject to the terms of the contract.

5.2 Preventive Service and Operational Inspection

5.2.1 The Contractor shall inspect and service 100 percent of verified refrigeration assets. As applicable to the equipment design, service shall include operational testing; temperature verification; inspection of thermostats, controllers, alarms, and safety devices; visual inspection for refrigerant, oil, water, or condensate leaks; inspection/cleaning of accessible condenser and evaporator coils; inspection of fans, motors, blades, belts, electrical connections, drains, drain pans, door gaskets, hinges, closers, latches, defrost components, and other accessible refrigeration components; and routine adjustments necessary to support proper operation.

5.2.2 The Contractor shall use manufacturer recommendations and accepted commercial refrigeration service practices appropriate to the equipment model when performing service. The Government inventory includes multiple manufacturers/models; the Contractor is responsible for having the technical capability to service the equipment identified in Technical Exhibit 3.

5.2.3 Routine cleaning and adjustment necessary to complete preventive service is included in the base service CLIN. Corrective repair work shall not be shifted into the base CLIN merely to avoid Repair CLIN authorization.

5.3 Walk-In Refrigerator and Freezer Service

5.3.1 The Contractor shall inspect and service all four (4) estimated walk-in refrigerators/coolers and four (4) estimated walk-in freezers. Inspection shall include, as applicable, condensing units, compressors, evaporators, fans, controls, thermostats, defrost systems, drains, door gaskets, door hardware, closers/latches, visible refrigerant piping, insulation condition at accessible areas, and system operating temperatures.

5.3.2 Following service the Contractor shall verify that each walk-in system cycles and operates properly and is capable of maintaining the temperature appropriate for its intended use and system design.

5.4 Deficiency Identification and Repair Estimate

5.4.1 The Contractor shall diagnose and document each deficiency discovered. Each proposed repair estimate shall identify the affected building/facility and asset, manufacturer/model and serial/asset identifier when available, condition found, probable cause, operational impact, recommended corrective action, labor category and estimated labor hours, required part numbers/descriptions and quantities, refrigerant type/estimated quantity when applicable, freight or expedited shipping when applicable. The estimate shall clearly identify assumptions, exclusions, lead times, and whether the equipment can remain safely in service pending repair.

5.4.2 Deficiencies that threaten food preservation, safety, environmental compliance, mission support, or Government property shall be reported to the COR immediately upon discovery. The Contractor shall clearly identify the equipment as an urgent/critical failure when appropriate. Unsafe equipment shall not be represented as serviceable or returned to normal operation.

5.4.3 Equipment that is obsolete, has unavailable parts, is not economically repairable, or requires replacement rather than repair shall be clearly identified with supporting rationale and a recommendation for Government action.

5.4.4 Diagnosis and estimate preparation for deficiencies discovered while performing CLIN 0001 inspection, preventive service, and condition assessment are included in CLIN 0001 and shall not be separately charged to the Repair CLIN. The Contractor shall not assess a second diagnostic, trip, service-call, administrative, or quotation fee for preparation of a repair estimate arising from the initial service effort unless such charge is expressly provided for elsewhere in the contract schedule.

5.5 Corrective Repairs - Repair CLIN

5.5.1 Corrective repair work shall be performed only after written Government authorization under the Repair CLIN. Only the Contracting Officer (KO), or another individual expressly delegated written authority by the KO for the specific action, may authorize expenditure of Repair CLIN funds. Discussion with dining facility personnel, submission of an estimate, or technical coordination with the COR does not constitute authorization to incur repair costs.

5.5.2 Each repair authorization shall identify, at a minimum, the affected asset/building, approved scope of repair, applicable estimate or authorization number, and an NTE amount. The NTE amount is a ceiling and does not authorize work outside the approved scope. The Contractor shall invoice only amounts permitted by the contract pricing schedule and supported by the required repair documentation.

5.5.3 Parts/materials and other pass-through charges shall be supported by receipts. No markup, handling fee, truck charge, tool charge, administrative fee, or other add-on is allowable unless specifically authorized by the KO.

5.5.4 The Contractor shall not exceed the authorized NTE amount, substitute a materially different repair approach, or expand the repair scope without additional written authorization. If conditions discovered during repair are expected to increase price, change scope, require additional parts, or affect the recommended disposition of the equipment, the Contractor shall stop the affected additional work, protect the equipment from further damage, and submit a revised estimate and await further authorization.

5.5.5 Upon completion of each authorized repair, the Contractor shall functionally test the equipment and verify proper operation. Repair documentation shall identify the authorization/estimate number, actual labor performed, parts/materials installed, refrigerant used when applicable, final operating condition, temperature/functional test results, and any remaining deficiency. Replaced Government components shall be retained or disposed of as directed by the Government and in accordance with applicable environmental requirements.

5.5.6 Urgent/Critical Repair Estimate. For a failure that threatens food preservation, safe operation, mission support, or Government property, the Contractor shall immediately notify the COR and clearly mark the repair estimate as URGENT. When the Contractor is already on site, the Contractor shall provide the itemized estimate as soon as practicable and, unless circumstances or parts research prevent it.

5.5.7 Government Authorization. Written authorization may be provided through the contractual method established by the KO, such as a written work authorization, task/delivery order, funded modification, or other method permitted by the contract. The authorization shall be traceable to the applicable Repair CLIN and shall establish the maximum authorized amount. The Contractor shall retain the authorization with the repair record.

5.5.8 Immediate Protective Actions. Before repair authorization, the Contractor may take reasonable no-additional-cost actions included within diagnosis/service to place equipment in a safe condition and prevent avoidable damage, such as shutting down or isolating unsafe equipment. Temporary repairs, replacement parts, refrigerant addition, or other chargeable corrective work require authorization unless the contract expressly establishes a separate emergency authorization procedure.

5.5.9 Parts Availability and Lead Time. The Contractor shall identify expected parts availability and lead time in each repair estimate. When an expedited part is proposed, the Contractor shall separately identify standard and expedited shipping options when practicable. Expedited shipping costs shall not be incurred unless included in the approved authorization.

5.5.10 Warranty. Repairs and replacement parts shall carry the Contractor's standard commercial warranty or the manufacturer's warranty, whichever provides greater coverage, unless otherwise stated in the contract. The Contractor shall identify warranty coverage on the repair completion record.

5.5.11 Repair Completion Priority. Once an urgent repair is authorized and required parts are available, the Contractor shall proceed without unnecessary delay and coordinate completion with the COR and affected dining facility. Equipment shall remain in the appropriate non-operational or deficient status until functional testing demonstrates that the repair is complete.

5.6 Final Operational Verification and Acceptance

5.6.1 Each serviced or repaired asset shall be assigned one of the following final statuses: (1) Fully Operational; (2) Operational with Documented Deficiency; (3) Non-Operational - Repair Awaiting Government Authorization; (4) Non-Operational - Repair in Progress; or (5) Recommended for Replacement/Other Government Action.

5.6.2 Equipment shall not be reported as Fully Operational unless the Contractor has completed a functional check and verified that it performs its intended refrigeration function without a known unresolved deficiency that prevents normal use.

5.6.3 Completion of the base service effort does not require the Contractor to perform unauthorized corrective repairs. It does require complete diagnosis, documentation, and repair recommendations for equipment that remains deficient.

5.7 Work Area Protection and Housekeeping

5.7.1 The Contractor shall protect Government property and DFAC food-service operations during performance. Work areas shall be kept orderly and shall not create unnecessary sanitation or safety hazards.

5.7.2 At completion of each service/repair action, the Contractor shall remove debris, discarded parts, packaging, cleaning residue, and Contractor-generated waste and leave the equipment and immediate work area clean and serviceable.

5.8 Documentation and Equipment Status Report

5.8.1 The Contractor shall provide an individual service record for each asset inspected, serviced, or repaired. At a minimum, the record shall include facility/building, equipment type, manufacturer/model, serial/asset identifier when available, condition found, work performed, parts/materials used, operational checks/temperatures, deficiencies, recommended repairs, final status, service date, and technician.

5.8.2 The Contractor shall maintain a consolidated Equipment Status Report covering all eighteen (18) dining facilities and all verified assets. The report shall show equipment inspected, equipment fully operational, deficiencies identified, repair estimates submitted, repairs authorized, repairs completed, equipment awaiting Government action, and equipment recommended for replacement.

5.8.3 At completion, the Contractor shall submit a final reconciled equipment inventory reflecting the actual assets located and their final status.

5.9 Coordination and Scheduling

5.9.1 The Contractor shall coordinate site access and work schedules with the COR and designated DFAC points of contact. Work shall be planned to minimize interruption to dining operations.

5.9.2 Critical Failure Definition. A critical failure is a refrigeration equipment failure that threatens food preservation, food-service mission continuity, personnel safety, environmental compliance, or Government property, including failure of an operational walk-in refrigerator/freezer or other primary refrigeration asset designated by the Government as mission critical.

5.9.3 During established contract service hours, the Contractor shall acknowledge a Government critical-failure notification within thirty (30) minutes and, when a technician is not already at the location, shall provide on-site response within four (4) hours. These response standards apply during the period of performance and are subject to installation access, Government-caused delay, and other excusable delays recognized by the contract.

5.9.4 The Contractor shall coordinate urgent repairs to minimize equipment downtime and avoid unnecessary interruption to dining operations. Government approval time is not included in the Contractor's repair-response performance measurement; however, the Contractor remains responsible for timely notification, diagnosis, estimate submission, parts ordering after authorization, and repair execution.

TECHNICAL EXHIBIT 1

Performance Requirements Summary (PRS)

TECHNICAL EXHIBIT 2

Deliverables Schedule

TECHNICAL EXHIBIT 3

Estimated Workload and Government Equipment Inventory The Government currently identifies eighteen (18) dining facilities and estimates the following refrigeration workload. Exact asset quantities, building assignments, manufacturers, models, and serial numbers shall be reconciled against the Government-furnished inventory at the start of performance. The attached inventory list containing building and model information should be incorporated into the solicitation/contract as an attachment or exhibit.