PWS - WD Lease Cleaning Mx Repair and Vent Cleaning 5Apr.docx

FA3020-18-D-0001

Performance Work Statement For Washers and Dryers Leasing, Cleaning, Maintenance, Repair, and Dryer Exhaust Vent Cleaning Services Sheppard AFB, Texas 03/09/2022

PERFORMANCE WORK STATEMENT

WASHER/DRYER

LEASING, CLEANING, MAINTENANCE, REPAIR AND DRYER EXHAUST VENT CLEANING SERVICES

1. DESCRIPTION OF SERVICES. The contractor shall provide all personnel, equipment, tools, certification, materials, supervision and all other items or services necessary for washer and dryer leasing, cleaning, maintenance, repair and dryer exhaust vent/duct cleaning service defined in this Performance Work Statement (PWS) at various locations on Sheppard Air Force Base (SAFB) located in Wichita Falls, Texas. Contractor shall be responsible for the delivery, installation, connections/hook up, cleaning, maintenance, repair, removal and relocation as well as certified dryer exhaust cleaning on contractor furnished washers and dryers in accordance with Appendix 1, Washer/Dryer Requirement by Building and Type and Appendix 2, Existing Laundry Room Floor Plans. The contractor shall perform all services in accordance with manufacturer’s recommended commercial practices and this PWS. The contractor shall have a full working knowledge of industry standards and codes for washers, dryers, and exhaust systems.

1.1. Description of Facilities. SAFB mission focuses on technical and pilot training throughout two training wings. The government requires washer / dryer services for lodging, dormitories, and base support facilities. Appendix 1, Washer/Dryer Requirement by Building and Type additionally identifies the user, location and quantity of laundry rooms. The asterisked facilities are the bldgs that house only two appliances which have different response times (reference paragraph 1.8.3.).

1.2. FURNISH APPLIANCES.

1.2.1. Equipment Quality Standards. All initial appliances shall be new out of the box at time of installation. All appliances shall meet Executive Order 13693, Planning for Federal Sustainability in the Next Decade, DoD Instruction 4170.11, Installation Energy Management, and Energy Policy Act (EPACT) 2005, Public Law 109-58, where applicable. All appliances shall be efficient and comply with the “Energy Star” and green procurement guidelines. See website at www.energystar.gov for brands and model numbers that meet the U.S. Department of Energy qualifications. The contractor must submit proof that the appliance is on the current Energy Star approved listing with proposal. The contractor shall furnish, deliver, install, repair, and maintain the number of appliances and type of machines for each bldg as listed in Appendix 1, Washer/Dryer Requirement by Building and Type. Contractor shall furnish all tools, parts and accessories necessary to connect appliances at no additional cost to the government.

1.2.2. Appliance Features. All appliances installed under this contract shall be new out of the box and free of dents, scratches, and rust. Appliances shall operate without the use of coins or tokens. If the appliance has coin or token slots, then the appliance must be modified prior to installation to ensure it would be impossible to attempt to insert coins/tokens. All buildings must have a dedicated uniform set of appliances that match manufacturers. Each individual building can have differing appliances as long as the appliances match in color and manufacturer inside the individual building. All appliances will have manually operated timers controlled by the user.

1.2.3. Washers. Washers shall meet Energy Star rating. Washers shall be commercial type units with the following minimum standards:

a. All same color.

b. Manually operated timer.

c. A minimum of delicate, normal, permanent press and regular cycle with a safety lid switch.

d. Porcelain enameled tub with tub brake.

e. Hot, warm and cold-water temperatures, water-level control.

f. Equipped with Underwriters Laboratories (UL) listed; molded 3-prong 110 male plug.

1.2.4. Dryers. Dryers shall meet Energy Star rating. Dryers shall be commercial type units with the following minimum standards:

a. All same color.

b. Manually operated timer.

c. A minimum of permanent press and regular cycles.

d. User accessible lint filter/screen.

e. Operate only when door is closed.

f. Gas dryers equipped with electronic ignition, gas burners, gas pressure regulator, safety thermostat on combustion chamber and a minimum input gas capacity of 20,000 BTU/Hr. Flexible gas connectors shall be AGA approved 3/8 inch to 1/2 inch to include fittings.

g. Electric dryer cords equipped with a UL listed, molded 3-prong or 4-prong 110V or 220V male plug. The contractor shall install ducting to all dryers, from the dryer to the bldg permanent exhaust system.

h. Dryer exhaust ducts securely attached preventing ducting from coming loose and be listed (meeting Texas code).

1.2.5. Stackable Dryers. Stackable dryers meet Energy Star rating. Stackable dryers shall be considered one (1) appliance consisting of an upper unit and a lower unit for monthly billing and relocation purposes. Stackable dryers shall meet the following minimum standards:

a. All same color.

b. Manually operated timer.

c. A minimum of permanent press and regular cycles.

d. User accessible lint filter/screen.

e. Operate only when door is closed.

f. Gas dryers equipped with electronic ignition, gas burners, gas pressure regulator, safety thermostat on combustion chamber and a minimum input gas capacity of 20,000 BTU/Hr. Flexible gas connectors shall be AGA approved 3/8 inch to 1/2 inch to include fittings.

g. Electric dryer cords equipped with a UL listed, molded 3-prong or 4-prong 110V or 220V male plug. The contractor shall install ducting to all dryers, from the dryer to the bldg’s permanent exhaust system.

h. Dryer exhaust ducts securely attached preventing ducting from coming loose and be listed (meeting Texas code).

i. Maximum clearance is 6 feet 5 inches for stackable dryers.

1.2.6. Future or Replacement Appliance Requirements. Future and replacement appliances shall meet the above quality standards and be new out of the box. Under special circumstances and limited situations, the contractor can submit written proposal with justification to furnish used or reconditioned appliances at a proposed cost savings to the government. The Contracting Officer (CO) will evaluate proposal, negotiate price (if necessary) and notify contractor in writing of acceptance or non-acceptance. If proposal for used or reconditioned appliance(s) is accepted, then the appliance(s) must match same size, color and manufacturer of existing appliances in that bldg or within that same room.

1.3. INSTALLATION OF APPLIANCES.

1.3.1. Installation of Appliance Requirement. The contractor shall ensure the quantity, size, width, and height of the appliances proposed for use will fit at the specified location listed in Appendix 2, Laundry Room Floor Plans. Appendix 2 laundry room measurements and dimensions are not drawn to scale and graphic pictures of appliance quantity may be incorrect; contractor shall use Appendix 1 for required quantities. The contractor shall ensure all appliances prior to installation adhere to the equipment quality standards as required in section 1.2. Equipment Quality Standards. There are two facilities that are multi-floors which do not have elevators, Bldg 596 and Bldg 776; the contractor will be required to install appliances on all the designated floors. The contractor will be required to sign in at the main desk at each dormitory listed, where escort personnel will be assigned to the contractor for the safety and security of personnel each and every time contractor enters dormitories. Additionally, contractor will be required to sign in and out at the main Lodging office in Bldg 1600 for all lodging facilities.

1.3.2. Connection of Appliances. The contractor is responsible for connection of appliances to existing electrical, outlets, gas hook-ups, drains, water pipes and vents, to include supplying any necessary utility hoses for hook-up, vent adapters, inlet clamps and vent hoses. The contractor shall furnish new flexible gas lines, flexible water hoses and dryers exhaust hoses also known as the transition duct (must be UL listed product) to connect all equipment to bldg main exhaust duct. All connection devices must meet state code for appliances. The contractor shall not install used connection devices. The contractor shall not use flexible plastic venting materials.

1.3.2.1. The contractor shall inspect appliance locations prior to installation. If the contractor identifies utility issues, such as broken water faucets, drains, electric plugs and permanent exhaust system in need of attention, the contractor shall report the issue via email to the COR. In the event it prevents contractor from installation of appliance, is a safety hazard, or will cause damage to government property or contractor-owned property, the contractor should contact the COR immediately via phone.

1.3.3. Code Requirements. The contractor and contractor’s technicians shall have a working knowledge of the below codes. The codes should be reviewed to ensure installation of appliances are in compliance. Contractor shall understand installation and cleaning of the exhaust duct system. Contractor is responsible for knowing local codes. The gas installation must conform with local codes, or in the absence of local codes, use the National Fuel Gas Code (NFPA 54/ANSI Z223). The dryer must be electrically grounded in accordance with local codes, or in the absence of local codes, with the National Electrical Code (NFPA 70/ANSI 70).

National Fire Protection Association (NFPA) 1, Fire Code NFPA 54/American National Standards Institute (ANSI) Z223, National Fuel Gas Code NFPA 70, 70A, 70B, ANSI 70, National Electrical Codes NFPA 91, Standard for Exhaust Systems for Air Conveying of Vapors, Gases, Mists, and Particulate Solids International Mechanical Code (most current version) section on Clothes Dryer Exhaust (historically section 504).

International Fuel Gas Code (most current version) section on Gas Exhaust (historically section 614).

UL 2157 Electric Clothes Washing Machines and Extractors UL 2158 Electric Clothes Dryer Standard ANSI Z21.5.1, Gas Clothes Dryers

1.3.4. Appliance Leveling. In the event an appliance is not sitting on a flat, level, or even surface, the contractor will be responsible for devising, assembling, constructing or implementing a device or method to correct such an imbalance. If appliance already has adjustable leveling feet, contractor shall ensure adjustment is accomplished during installation. If the method contractor chooses to use for leveling involves altering government property (e.g. drilling holes, adhering item to the floor), the contactor shall submit a written leveling proposal to COR prior to implementation. Leveling services shall be at no cost to the government.

1.3.5. Suggested Appliance Securing. This is not a requirement of the contractor, it is only informational. There are facilities where installed appliances have more space. This extra space may present concern for the contractor and the efficiency particularly of dryers. Previously, it has been found where the appliance was unknowingly pushed back thus causing dryer exhaust transition duct connection to be less efficient and thus resulted in trouble calls such as “not drying” and/or replacement of connection due to tears and bent. Flexible venting materials are known to collapse, be easily crushed, and trap lint. These conditions will obstruct clothes dryer airflow and increase the risk of fire. The contractor may, at no cost to the government, develop a method to prevent or minimize this from taking place. The contractor shall not permanently attach anything or device to the walls or flooring. The contractor shall not use adhesive or permanent anchoring holes (nails, screws, or the like). However the contractor may provide an effective solution such as placing an appropriate sized spacer that accommodates the appliance size and enough space the contractor deems necessary to allow the appliance to operate efficiently. An example: a piece of wood placed on the floor that is sized correctly that would prevent appliance from accidently being moved too close to the wall.

1.3.6. Packing Materials. Styrofoam and peanut like product is not recyclable and shall be transported off installation by contractor and disposed of in the proper waste stream. All packing materials shall be removed from the facility when installation of that facility is completed. No packing material is to remain overnight in the facility. No cardboard or other recyclable material will be placed in dumpsters on base. Contractor may transport and dispose of all recyclable cardboard and paper products at the Sheppard AFB recycle center, located at Bldg 2140.

1.3.7. Storage or Staging. The government will not provide storage or long-term staging areas for appliances during the transition period or future removals or installations. The contractor will be allowed to do same-day staging at the bldg scheduled for installation. The contractor will ensure same-day staging areas will be free from all entrapments, safety concerns, and will at all times ensure exits and entrances are not blocked.

1.3.8. Phase-in and Phase-Out. The Contracting Officer’s Representative (COR), Contracting Officer (CO), old contractor and new contractor will coordinate the phase-out and phase-in of appliances. The new contractor will submit the schedule for acceptance to the COR. The COR will ensure to provide to old contractor for any inputs, concerns, or unavailable dates. The CO will intervene as necessary to ensure a smooth transition. Both the old and new contractor should end and start contracts on a positive note in full cooperation to the benefit of the government. The schedules shall include time allotted for the old contractor to disconnect and move appliances out so that contractors are not bumping into each other or blocking entrances/exits. Additionally, cleaning will need to take place prior to new appliance installation. New contractor shall be responsible to clean the dryer exhaust system prior to installation to ensure clean and clear pathway from back of dryer to exit point. New contractor shall also be responsible to clean area the appliance is to be installed to included sweeping and mopping of flooring to an acceptable standard prior to placing the appliance. Cleaning shall not be cause for delay in installation as it shall be expected and programed in the schedule. The phase-out of old appliances and phase-in of new appliances shall be accomplished within 30 days of the start of the period of performance, unless otherwise authorized by the CO. Installation of all appliances shall proceed in accordance with the accepted phase-in schedule. No bldg will be without some washer and dryer services by close of duty day. The contractor shall ensure 100% operational appliances before proceeding to next bldg unless government has been notified of the exception.

1.3.9. Phase-in Pro-Rated Payment. The contractor shall provide a daily written report of the number of appliances installed by date and bldg number to the CO and COR. The government will use this report to calculate first month’s invoice on a pro-rated amount. During transition periods when appliances are not available for the entire month the invoice shall be prorated and cost will be calculated on a 30-day cycle. The government will prorate the monthly payment for each appliance according to the number of days the appliance is available for use. Calculated prorated costs are as follows:

Appliance unit lease cost per type of appliance divided by 30 days = Daily unit cost X days of operation = Prorated Cost (Round daily unit cost to the nearest cost. Example: $.4066 = $.41)

1.3.10. Phase-out Pro-Rated Payment. The contractor shall provide a daily written report of the number of appliances removed by date and bldg number to the CO and COR. The contractor will invoice using the same concept and calculations as noted in above paragraph 1.3.10, Phase-in ProRated Payment utilizing the price established per appliance at the time of removal during the phase out. Additionally, contractor will be required to clean area upon removal of appliances such as sweeping and mopping flooring.

1.4 APPLIANCE INVENTORY

1.4.1. Required Inventory. After completion of the phase-in period the contractor shall provide the COR with a complete appliance inventory using an Excel spreadsheet with a file type of .xlsx. See Figure 1 – Appliance Inventory as an example. The contractor shall submit the initial appliance inventory no later than five (5) duty days from the final appliance installation date. The inventory shall contain, at a minimum: Bldg number, floor, room number/location, machine type, unique identification number, serial, model and a tally of the number of appliances per bldg.

All Appliance are Property of XXXXXXXXXXXXX (insert company name) Date of Inventory: XX Month XXXX Dryer, Washer

Figure 1 – Appliance Inventory Example

1.4.2. Frequency of Appliance Inventory. The contractor shall submit a quarterly appliance inventory to the COR for all appliances after initial phase in period and no later than the 25th of January, April, July and October. The contractor shall submit a revised inventory within three (3) duty days after removal, addition, or any inaccuracies in the inventory or appliances are noticed or completed.

1.5. ADDITIONS, DELETIONS, RELOCATIONS AND RENOVATION PROJECTS. The COR will notify the contractor in writing when appliances need to be added, deleted, or relocated during the life of this contract. The contractor will receive notification in writing that will include, bldg, quantity of appliances, and required/effective dates. Contractor is required to notify the COR in writing with request to remove, install, or relocate has been completed.

1.5.1. Additions. The COR will notify the contractor when additions are required and the contractor shall install the appliances within thirty (30) calendar days of the notification or on the date agreed upon by the COR and the contractor. If contractor needs longer than 30 calendar days, contractor shall submit to CO and COR in writing with justification and suggested completion date. Appliances shall be new unless CO has authorized used or reconditioned appliances in accordance with paragraph 1.2.6. The contractor shall ensure all additional appliances match existing appliances (color, size, and model) in that bldg. Mismatching of appliances will not be allowed. The contractor shall daily (if more than one day is required) notify COR in writing when installation of new additional appliances is completed; notification shall include bldg number, quantity, and date. Contractor will invoice and be paid according to the prorated daily rate beginning with the day the appliances becomes operational as described in paragraph 1.3.10. The contractor shall submit an updated appliance inventory within three (3) duty days of additional appliances. As a reminder, the CO is the only one that has the authority to negotiate with the contractor for new requirements not listed in the PWS.

1.5.2. Deletions. The COR will notify the contractor with appliance deletion requirements. Prorated calculations (reference paragraph 1.3.10.) will be effective for deleted appliances the day of contractor notification of the deletion, but the contractor will have up to fourteen (14) calendar days from notification or on the date agreed upon by the COR and the contractor, to remove the appliance. The contractor shall submit an updated appliance inventory within three (3) duty days of deletion of appliances.

1.5.3. Short Term Relocations. Short term relocations is when the government needs the appliance(s) moved for various reasons but fully anticipates them to be reconnected and operational within a short timeframe, less than thirty (30) days. The COR will notify the contractor and issue a written work order request with relocation requirements. The contractor shall move the appliance(s) within three (3) duty days of the notification or on the date agreed upon by the COR and the contractor. If relocation is short-term temporary, the government will allow the appliance to remain in the bldg. In the event of an emergency requiring immediate disconnection and relocation of the appliances, the contractor acknowledges that contractor-owned appliances may be moved by personnel responding to the emergency. For example, an emergency may include, but is not limited to, pipes bursting, water leaks, gas leaks, or structure damages in which it is vital for the appliance to be relocated to gain access to the area in need of attention. The COR will immediately notify the contractor in this situation. The contractor will not invoice for disconnection if the appliance was disconnected by someone other than the contractor. After the cause of the short term relocation has ended (e.g. Maintenance is completed), the contractor will be notified by the COR and will have three (3) duty days after the notification or on the date agreed upon by the COR and the contractor to reconnect and relocate the appliance(s). Relocation services performed by the contractor will be invoiced under the appropriate line item. Relocation fees will be applicable each time the contractor is requested to move the appliance (i.e. Contractor will charge to disconnect and move the appliance and a second charge to return and reconnect the appliance). The contractor will continue to invoice for the full monthly rate of the appliance; no deduction will be made or prorated while appliance is non-operational due to short term (less than 30 days) relocation requests.

1.5.4. Long Term Relocation. Long term relocation is when the government needs the appliance(s) moved for various reasons but the date to relocate and reconnect appliance(s) is unknown and is anticipated to be longer than thirty (30) days. Example of long term relocation could be renovation projects. The COR will issue a written work order request for long term relocation requirements. The contractor shall move the appliance(s) within three (3) duty days of the notification or on the date agreed upon by the COR and the contractor. The government cannot guarantee storage or staging areas (reference paragraph 1.3.8.). The contractor shall be responsible to transport and arrange storage of long term relocation appliances, at no additional cost to the government. The contractor will prorate appliance(s) according to paragraph 1.3.10., for the first month of long term relocation request and prorate when the appliances are relocated back. The contractor will not invoice for the monthly rate of the appliances in long term relocation status. At the discretion of the contractor, the exact same serial number appliance removed does not need to return to that location; should the contractor decide to install different appliances, all appliances shall meet the equipment quality standards in this PWS (reference paragraph 1.2.), unless authorized by the CO to be reconditions or otherwise. A revised inventory shall be submitted.

1.5.5. Known Renovation Projects. Multiple renovation projects are anticipated during the life of this contract. Some renovation projects are in progress, scheduled, awaiting funding and being planned which all have the potential to affect washer and dryer inventory, locations, and requirements. The government is unable to guarantee start/completion dates. The government deems it is vital to mission success to alert the contractor to anticipate changes and projects. Some renovation projects will be conducted in phases which may allow for simple relocation of appliances from one laundry room to another laundry room, or relocate appliance from one bldg to another bldg while other projects may result in a deletion or addition of appliances. The COR will coordinate with contractor in accordance with the above paragraphs for additions, deletions, or relocations as deemed necessary for the project. .

1.5.5.1. Building 776 – Dormitory Renovation Project. All appliances for Bldg 776 listed in Appendix 1 will be installed upon contract award. The project start date was approximately in 2018 with a possible completion date in fiscal year 2023 (FY24) (subject to change). The first half of renovation has been completed and half of the building will be furnished with appliances. When the project is completed, the remaining appliances will be installed based on the Price Exhibit adding new appliances from future requirements (subject to change without notice).

1.6. APPLIANCE IDENTIFICATION AND SIGNAGE. The contractor shall place and maintain readable unique appliance identification labels and operating instructions on each appliance throughout the life of this contract.

1.6.1. Appliance Identification Labels. Unique individual numeric or alpha/numeric labels are required for each appliance. Figure 2 – Appliance Identification Label is an example; the label must include unique machine number and the government phone number (940)676-5684 to call. Contractor shall affix labels on the front of each appliance where it can easily be seen. The label shall be checked during monthly operational checks to ensure it is in place and readable, if not, then old label must be removed and new label(s) shall be placed by the contactor at no additional cost to the government.

This appliance is the property of _____(insert contractor’s company name)__________ CALL (940) 676-5684 for any problems or concerns with this appliance.

Provide BUILDING # and this APPLIANCE # XXX(insert unique number)XXX Figure 2 – Appliance Identification Label

1.6.2. Appliance Operating Instructions. SAFB is a training installation with many young airmen that may not have experience doing laundry and will need these operating instructions to operate the machine. Preprinted operating instructions on the appliance, such as on the underside of the lid or the panel, will meet this requirement. If the manufacturer appliance operating instructions become unreadable or torn off, the contractor shall be required to provide sufficient operating instructions such as a sign or decal at no additional cost to the government. Signage or decals, if posted on government property such as the wall, must be pre-approved by COR prior to placement.

1.7. CLEANING REQUIREMENTS AND OPERATIONAL CHECKS.

1.7.1. Schedules. The contractor shall submit schedules for required services listed below to the COR within twenty (20) calendar days after contract award and no later than the 25th of each month for the remainder of the contact. The schedule shall be easy to read and include the day of the week, the date and month (e.g. Tues, Jan 13), the bldg number, and the total number of appliances receiving services on that date. The contractor may combine some of the requested schedules as they deem appropriate as long as the schedule is correctly labeled and clearly addresses required information for each schedule. If there are any revisions to the schedule, the contractor shall submit a revised schedule at least three (3) calendar days prior to the effective change and have the new revised date located on the schedule to avoid confusion with a prior submitted schedule.

1.7.1.1. The contractor shall factor in time to allow for checking into the front desk at each dormitory and sign in and wait for an escort to be assigned and upon departure, sign out. Additionally, the contractor shall check in with the main lodging office located in the back of Bldg 1600 to sign in and out receiving and returning an access card/keys for lodging facilities. The contractor will be required to follow lodging’s procedures for bldgs that are occupied which might include waiting for an escort depending on vacancy.

1.7.1.2. Staggered Schedules. The contractor may submit, for prior approval, a request for staggered schedules. The quarterly dryer exhaust vent cleaning (paragraph 1.7.3.) and the deep internal cleaning (paragraph 1.7.4.), are the only two tasks that will be approved for staggered scheduling. Once staggered scheduling is approved, it will have to be maintained through the life of the contract. In addition, an approved staggered schedule will also result in a staggered invoicing and payment. Therefore contractor would only invoice and be paid for work actually accomplished that particular month. The government’s concept of staggered scheduling is to allow the contractor the flexibility of spreading the workload of a task over a 3 month timespan quarterly versus all done in one month quarterly. For instance instead of doing all required dryer exhaust vents in first month of the quarter, splitting the requirements over the 3 months of the quarter. Example: if 300 dryer vents needed to be cleaned for the quarter then a staggered schedule might be; first 100 cleaned in in Oct, second 100 cleaned in Nov, and the final 100 cleaned in Dec, thus all 300 are cleaned for the quarter. If approved, the contractor would have to maintain the schedule to ensure the same dryers cleaned the first month of the first quarter are cleaned the first month of second quarter and so forth.

1.7.2. Monthly Cleaning and Preventative Maintenance Operational Checks. The monthly cleaning and operations check schedule shall include at a minimum: the month and year (e.g. November 2022), specific date to include the day of the week (e.g. Monday, 6 Nov 2022), the bldg number, the quantity of appliances by type (washer, dryer, or stackable), and appliance totals per day and grand total for the month. The contractor shall perform the following tasks at a minimum monthly for cleaning and preventative maintenance operational checks:

a. The contractor shall ensure the identification label is present and readable on all appliances and replace, if necessary.

b. The contractor shall ensure the entire exterior of each appliance is cleaned to include, but not limited to, removal of dust, dirt, debris, and soap residue.

c. The contractor shall clean the area around and underneath the appliance; including but not limited to: the floor surfaces, hoses, gas lines, electrical cords connections etc. to remove all lint, dust, dirt and debris thus providing general housekeeping to ensure clean appearance. Items of value found in the process of cleaning around and behind the machines are considered government property and should be turned into the bldg manager or to an area that has been designated for lost and found type items.

d. The contractor shall ensure each appliance is operational, if not operational then contractor shall at a minimum follow the required procedures and process for nonoperational appliances found in paragraph 1.7.2.1

e. The contractor shall ensure all dryer exhaust vents are securely attached in accordance with manufactures specifications.

1.7.2.1. Nonoperational Appliances. The contractor shall place a tag such as shown in Figure 3

– Maintenance Tag Example, on any appliance found nonoperational regardless when discovered (e.g. during monthly operational checks, servicing a work order, or even during relocation services). The exception to placing a tag on appliance would be if the contractor repairs on the spot, prior to departing the bldg. The contractor is required to repair nonoperational appliances within 72 hours excluding weekends and holidays and notification to the COR upon completion. Unless it is a 24-hour facility, then it shall follow paragraph 1.8.3. If a tagged appliance is not operational within 72 hours it will may result in a deduction calculated on a daily amount of $5.00 per appliance contingent upon the approval of the CO. There may be reasons and justification as to why the appliance cannot be completed within 72 hours or 24 hours such as but not limited to waiting for parts to be shipped, parts on back order, and emergency situations. Should the contractor experience delays, the contractor must request extension in writing to the COR with anticipated new completion date prior to the expiration of the 72 hours or 24 hours. The key is communication and keeping the government informed. The COR will evaluate and forward to CO for approval. Calculation of the 72-hour period as tagged.

EXAMPLE:

6 Feb at 10:15am: Machine tagged and COR/Contractor notified 7 Feb – 8 Feb: (24 hrs.)

8 Feb – 9 Feb: (24 hrs.)

9 Feb – 10 Feb: (24 hrs.)

11 Feb at 10:15am Repaired required. Possible deduction calculated from a daily amount of $5.00 per machine.

OUT OF SERVICE DO NOT USE

MACHINE # ______________BLDG#___________

DATE IDENTIFIED: ________________________

REPAIR BY DATE: ________________________

PROBLEM: ________________________________

Figure 3: Maintenance Tag Example

1.7.2.2. Contractor Initiated Appliance Replacement. The contractor can replace appliances as deemed necessary as a method of making appliances operational such as if repair cannot be done within the specified timeframes. Appliances shall meet the above quality standards and be new out of the box. Under special circumstances and limited situations, the contractor can submit written proposal with justification to furnish used or reconditioned appliances at a proposed cost savings to the government. The Contracting Officer (CO) will evaluate proposal, negotiate price (if necessary) and notify contractor in writing of acceptance or non-acceptance. If proposal for used or reconditioned appliance(s) is accepted, then the appliance(s) must match same size, color and manufacturer of existing appliances in that bldg or within that same room.

1.7.3. Quarterly Dryer Exhaust Duct Cleaning. Duct cleaning is critical to the safety of government property and personnel as well as efficient and effective operation of the dryers. The government views this task as very critical. The contractor is required to attach a label (see paragraph 1.7.3.2.) with full signature certifying the ducts and exhaust systems are cleaned in accordance with National Fire Protection Association (NFPA) codes. If the contractor is unable to clean to NFPA code the contractor must immediately contact the COR/CO each and every time even if reported previously. The contractor shall perform this task during the phase in and on a quarterly basis in the months of October, January, April, and July in accordance with the schedule submitted. The contractor shall clean the entire permanent exhaust system that is attached/inherent to the bldg which provide the pathway for exhaust to exit the bldg, some access panels are in the ceilings and other locations in the facilities. In addition, the contractor shall clean the individual dryer exhaust connections the contractor installed (e.g. the UL listed device connected: rigid duct, the dryer transition duct/foil, or semi-rigid duct). From the internal exhaust mechanisms of each dryer to the exit point outside of the facility is considered the dryer vent exhaust system and the exhaust system in its entirety shall be cleaned quarterly. The contractor shall perform the following minimum dryer exhaust duct cleaning requirements:

a. The contractor shall clean the interior and exterior surface of the permanent and flexible transition dryer exhaust ducts (entire exhaust system – all parts) to ensure all lint, dust and debris is removed.

b. The contractor shall use all the access panels and ensure all access panels are sealed upon completion of cleaning requirement.

c. The contractor shall ensure each dryer exhaust vent is securely attached between dryer, connection exhaust duct and permanent exhaust duct prior to departure.

d. The contractor shall affix a label on each system (there maybe multiple systems in one laundry room) on the door or access panel or at the point the dryer vent enters the permanent duct in accordance with PWS paragraph 1.7.3.2.

e. The contractor shall clean the entire area behind dryers, (access area rooms) to include sweeping and mopping the floor space and any dirt, debris, lint that gets into the front side of the laundry room while the contractor is performing dryer exhaust vent cleaning.

1.7.3.1. Access to Dryer Exhaust Ducts. The contractor shall gain access to ducts (both interior and exterior) by any means (personnel, tools and equipment) necessary to thoroughly clean exhaust ducts. Contractor, if necessary may have to disconnect and move dryers, remove exhaust louvers, grills, use of ladder to reach exit point, and use access panel as necessary to gain access to the exhaust ducts. If the contractor cannot access the dryer exhaust ducting in whole, the contractor shall notify the COR in a written form with detailed description of the issue that prevents contractor from performing contract requirements. Contractor shall reinstall dryers and exhaust ducts immediately after completing dryer exhaust duct cleaning service. Contractor shall not cause damage to government property such as gas lines, electrical connections and permanent exhaust ducting. The contractor shall be responsible for making repairs to damages caused by the contractor at no additional cost to the government. All issues, exceptions and concerns, the contractor shall provide to the COR in a written format.

1.7.3.2. Permanent Exhaust Duct Inspection Verification Label. The contractor shall affix a duct cleaning and inspection verification label (Figure 4 - Permanent Exhaust Cleaning and Inspection Certification Label) on each dryer vent exhaust system (especially the dormitories have multiple systems in one laundry room). The label can be placed on the access door or end of the duct at the point the dryer vent enters the permanent duct, whichever is more feasible, as long as it is easily noticeable and readable.

“INSERT COMPANY NAME”

This Dryer Exhaust Duct has been cleaned in accordance with NFPA when signed.

Building#____________________ __________________ DATE COMPLETED (date, month spelled out, year) __________________ NEXT SERVICE DATE (month and year only)

__________________ TECHNICIAN PRINTED NAME

__________________ TECHNICIAN SIGNATURE

Figure 4 - Permanent Exhaust Cleaning and Inspection Verification Label Moisture, dirt and lint may affect the labels. Therefore, the quality of the label shall be such that it remains in place and legible until next cleaning. The contractor shall remove previous label prior to affixing new label. The label shall include at a minimum all the information listed in Figure 4. The technician’s printed name and full signature is required (initials will not be acceptable) and certifying the contractor has performed in accordance with NFPA codes for cleaning. All dates on label shall be written out by day, month and year; to avoid confusion the month shall be spelled out (1 Oct 2016). It may be necessary for the contractor to show the COR where the label was determined to be affixed.

1.7.3.2.1. Fire Prevention. The cleaning and labeling of dryer exhaust is critical to the government to eliminate potential fire hazards, damage to property and personnel. The Fire Prevention Team at SAFB is required to inspect dryer exhaust cleaning and report their findings and observations to the COR. The COR will address concerns with the contractor if necessary. The contractor shall be advised that the Fire Department can observe contractor’s work in progress and completed work, however the Fire Department can only stop the contractor in the event of safety concerns.

1.7.3.2.2. Equipment. The contractor will be responsible to provide necessary equipment to perform this task to include but not limited to ladders, extender poles, brushes, vacuums, tools and supplies. The contractor shall utilize all available access panels to reach longer distance in permanent duct system to provide cleaning. The contractor shall be required to ensure all access panels are sealed closed upon completion of services. The contractor shall remove the tape used on access panels and shall supply new dryer exhaust foiled tape to create a firm seal after services; never shall the contractor attempt to reuse old tape.

1.7.4. Internal Deep Cleaning of Dryers. This is a critical fire prevention task. The contractor shall conduct a thorough internal cleaning of all dryers within the first quarter (Oct, Nov, Dec) of the third contract performance period (FY25), unless agreed upon otherwise in writing by the contractor, COR, and CO. This cleaning will only be accomplished once during the life of this contract. This is required by NFPA 1, Chapter 11.5.1.11.1, where it states, clothes dryers shall be cleaned to maintain the lint trap and keep the mechanical and heating components from excessive accumulation of lint. Therefore the contractor shall remove any accumulation of lint, debris, or foreign objects from within the internal space of each dryer as recommended on manufactures safety instructions as well as NFPA 1. The contractor shall remove the appropriate panel(s) either the top or back panels depending on make and model of dryer to ensure the areas around the drum, the burner box, heating elements, wires, and other inner mechanisms not seen by the end users are thorough cleaned and free from accumulation of lint, dust, and dirt.

1.7.5. Notification. The contractor shall notify the COR via text or phone initially and then follow up with written documentation (an email is acceptable) after completion of cleaning, preventative maintenance operational checks and dryer exhaust duct cleaning requirements. The notification confirms the contractor has completed performance within standards of this PWS, therefore only report what has been completed no later than 1600 hours. The notification will include bldg number (and which section if not entire bldg), any tagged appliances, any comments to include concerns involving government-supplied utilities or property such as electrical outlets, drains, or faucets. Due to high usage of appliances and laundry facilities, conditions can change quickly, therefore it is the responsibility of the contractor to provide timely notification to the COR to allow the government the opportunity to promptly check contractor’s performance, however COR is not contractor’s quality control. Contractor shall work in accordance with submitted schedule.

1.8. MAINTENANCE SERVICE/WORK ORDER CALLS: Service or work order requirements are identified by facility manager or occupants by calling the number listed on the appliance label, or by email directly to the COR, as well as the COR may identify appliances in need of service. The COR will issue the request for services on a numbered work order form which will contain all necessary and known information for the contractor to respond. The contractor shall annotate completed maintenance repairs and any additional repairs on issued work order.

1.8.1. Additional Workload Information. Appliances will receive a very high use above normal wear and tear due to the training mission on SAFB and the number of training students that process in and out. There is a continuous flow of students. Therefore, the contractor can expect continual replacement of expendable parts due to high use and/or overloading such as, but not limited to, timers, knobs, handles, door latches, lid stops and other parts accessible to users at no additional cost to the government. Dormitory users may have very limited knowledge and experience operating appliances.

1.8.2. Service Request/Work Order Documentation. The COR will send a written service request on work order form to the contractor via email during the workday (Mon – Fri) excluding holidays and weekends. The service/work order will have the required data for the contractor to respond. If the contact information of individual that reported the nonoperational appliance is of value to the repair, it will be provided otherwise the contractor should contact the COR with any questions or concerns. Figure 5 – Service / Work Order Request is an example of the form that will be used, however, it is subject to change if additional information should be added or removed as discussed and agreed upon by the contractor, the CO, and the COR. The contractor shall complete the required maintenance and annotate, on the form, the response date and a short summary of repair performed or reason the equipment was not made operational and send completed form via email to the COR. The contractor shall tag the machine with a maintenance tag if not immediately repaired. Any appliance out of service for more than 72 hours (excluding holidays and weekends) from the time of notification will result in a deduction calculated from a daily amount of $5.00 per machine contingent upon the approval of the CO. If an appliance cannot be repaired within 72 hours, the contractor may replace the appliance with a new appliance (reference paragraph 1.7.2.2.) or the contractor may request an extension of time per paragraph 1.7.2.1. NOTE exception in paragraph 1.8.3.

The 72-hour period shall be calculated as:

EXAMPLE:

6 Feb: Work order issued 7 Feb – 8 Feb: (24 hrs.)

8 Feb – 9 Feb: (24 hrs.)

9 Feb – 10 Feb: (24 hrs.)

11 Feb: A deduction calculated from a daily amount of $5.00 per machine contingent upon the approval of the CO.

Service / Work Order Request

Contractor Name:

Date:

Work order #

Required Repair By Date:

Building #

Requester Name / Phone #

Appliance #'s, exact location and reported problem listed below.

Contractor Repairs Made:

Date Repair Completed:

COR:

Figure 5: Service / Work Order Request

1.8.3. Facilities Containing Only Two Appliances. Facilities that contain only two (2) appliances, one washer and one dryer, will be the exception to the 72-hour repair timeframes and will change to 24-hour repair time requirement. Appendix 1, Washer/Dryer Requirement by Building and Type identifies which facilities have only two. These facilities serve transitory families and require operational washers and dryers as the occupants simply cannot use another machine. Therefore, the contractor shall repair or replace inoperative appliances within 24-hrs of issuance of work orders. The contractor can submit request for extension of time per paragraph 1.7.2.1. Any appliance out of service for more than 24 hours (excluding holidays and weekends) from the time of notification may result in a deduction calculated from a daily amount of $5.00 per machine contingent upon the approval of the CO.

EXAMPLE:

6 Feb: Work order issued 7 Feb – 8 Feb: (24 hrs.)

9 Feb: A deduction calculated from a daily amount of $5.00 per machine contingent upon the approval of the CO.

1.8.4. Contractor Identified Maintenance Requirements. If government-supplied utilities or property such as electrical outlets, drains, or faucets, create a safety hazard, or will cause damage to government property or contractor-owned property, the contractor shall notify the COR immediately via phone. Any time the contractor discovers an appliance requiring maintenance, that cannot be repaired on the spot the contractor needs to tag it for maintenance and shall report it to the COR in writing. In addition, should the contractor discover any maintenance required involving government-supplied utilities or property such as electrical outlets, drains, or faucets, the contractor shall notify the COR in writing with details of the situation to include photos, if taken. The COR will take appropriate action to ensure the government maintenance requirement is sent to the proper service provider. The contractor shall report the problem(s) every time encountered even if reported previously as it may have been addressed and happening again.

1.8.5. Equipment Abuse. The contractor shall notify the COR and CO, in writing, of any suspected vandalism or abuse of appliances stating the bldg number, machine number, description, pictures, and specifically why contractor suspects abuse to include justification and estimated cost.

Replacing expendable parts are expected and not considered abuse (reference paragraph 1.8.1.). The COR will provide comments and recommendations to the CO for review and final decision. In the event a contractor payment is warranted, the payment amount for abuse and repair or replacement of equipment will be negotiated with the CO and the final ruling will be documented.

1.8.6. Clean Up. The contractor shall clean work area after completed services. Debris generated by the contractor shall be disposed at an off-base disposal site. Appliances and parts will not be disposed on base. However, the contractor can participate in the base’s recycling efforts but must transport the authorized recyclables to the recycling center, Bldg 2140, and not leave it at the job site.

2. SERVICES SUMMARY (SS). The contract service summary requirements summarize performance objectives related to contract essential items. The performance thresholds describe minimally acceptable levels of service required for each requirement. The SS provide information on contract requirements, expected level of contract performance, expected method of government surveillance and confirmation of provided services. Services Summary thresholds are critical to contract success. Although the SS are critical performance objectives, all requirements identified in this PWS will be adhered to and are subject to inspection and formal discrepancies that may or may not require corrective action. The contractor shall submit a written response for all valid complaints/discrepancies within 3 duty days after issue, if corrective action requires more time, the contractor shall still respond and request the additional time. No complaints or deficiency reports will be issued and counted toward SS during the initial 30-calendar days grace period in an effort to identify normal phase-in problems. However, contractor shall provide required corrective action during the grace period.

Services Summary

SS-1

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