PWS Colorado Springs HVAC Maintenance 1.29.25 v2.docx

PERFORMANCE WORK STATEMENT (PWS)

FOR

DLA DISPOSITION SERVICES

COLORADO SPRINGS

HVAC MAINTENANCE SERVICES

(Version 1.30.25)

TABLE OF CONTENTS

1. INTRODUCTION

2. SCOPE

3. PREVENTIVE MAINTENANCE (PM)

4. CORRECTIVE MAINTENANCE (CM)

5. PLACE OF PERFORMANCE

6. FEDERAL HOLIDAYS

7. SAFETY & SECURITY

8. USG FURNISHED PROPERTY, MATERIALS, EQUIPMENT, AND SERVICES (GFP/M/E/S)

9. CONTRACTOR FURNISHED PROPERTY, MATERIALS, EQUIPMENT, AND SERVICES (CFP/M/E/S)

10. QUALITY ASSURANCE (QA)

11. ACCEPTABLE PERFORMANCE LEVELS (APLs)

12. SPILL RESPONSIBILITY

13. POINT(S) OF CONTACT (POC) INFORMATION

14. INVOICING INFORMATION

1. INTRODUCTION:

a. Defense Logistics Agency Disposition Services (DLA DS) is a Major Subordinate Command (MSC) of the Defense Logistics Agency (DLA) with the responsibility of disposing and reutilizing the United States Government’s (USG) Department of Defense (DoD) excess and surplus property generated by the military services. This is accomplished through reutilization to other DoD activities, transfer to other Federal agencies, donation to authorized state and local organizations, sale to the general public, or ultimate disposal through abandonment or destruction. The headquarters for DLA DS is in Battle Creek, Michigan.

b. DLA DS Colorado Springs requires the use of Relocatable Buildings (RLB) during daily operations in support of the military services to perform administrative work. Preventive Maintenance (PM) and Corrective Maintenance (CM) services for the Heating, Ventilation and Air Conditioning (HVAC) systems located at 1475 Wickersham Boulevard, Fort Carson, CO 80913 is essential to ensure the structure is fit for work. Without timely, efficient, and effective PM and CM services, DLA DS will be impacted to a point where we are unable to support our customers.

c. This is a Non-Personal Services Firm Fixed Price time and materials contract which consists of a period of performance of one (1) 12-month base period and two (2) 12-month options. The total contract length shall not exceed three (3) years.

d. The Contractor shall provide all personnel, equipment, tools, materials, supervision, and quality control necessary to perform, HVAC PM and CM, as defined in this PWS for DLA DS Colorado Springs.

e. All PM and CM Repair services will be In Accordance With (IAW) the Original Equipment Manufacturer (OEM) manual(s). The Contractor shall be responsible for obtaining any manuals necessary, which the USG may not have in its possession to obtain part(s) information and PM or CM procedures.

f. Upon coordination of PM or CM, services, the Contractor shall be required to report to the DLA DS location main office to sign in prior to conducting any services under this contract.

g. Any reference to Contractor throughout this PWS refers to the Contractor or Subcontractor should one be utilized. The Contractor is solely responsible for all associated work to be completed IAW this PWS.

2. SCOPE:

a. HVAC maintenance shall include both preventative and corrective maintenance for five (5) large externally mounted HVAC systems (see Attachment 1) and two (2) smaller systems (see Attachment 2).

b. The system is defined as the units along with all ducting, thermostats, filters, condensate drains, etc.

3. PREVENTIVE MAINTENANCE (PM):

The Contractor shall:

a. Determine the frequency and scheduling of PM with the Contracting Officer Representative (COR).

b. Complete each PM within ten (10) business days of notification by the COR unless otherwise rescheduled and coordinated between the COR and the Contractor.

c. Notify the COR of the scheduled arrival time for PM services two (2) business days prior to arrival.

d. Ensure all PM services are completed IAW the Original Equipment Manufacturer (OEM) manual’s specifications. When pricing PM services on the price schedule, the Contractor shall include the costs of labor, transportation, and parts.

e. Perform the minimum actions below during inspection. If the OEM manual recommends a different maintenance procedure that conflicts with the minimum action, then the OEM procedure will supersede the action after review and concurrence by the COR:

1) Check thermostat for correct control and activation of heating and cooling systems. Thermostat functions and responds to changing set points.

2) Check outdoor air intakes do not have any obstructions, and no close-by sources of pollutants noted.

3) Clean heat coils, condenser units, A-coil, ductwork.

4) Replace air filters.

5) Inspect fans for looseness or vibration.

6) Check system refrigerant and oil levels as applicable.

7) Check all drive belts for wear.

8) Inspect heating elements.

f. Provide a written estimate IAW paragraph 4. b. for any deficiencies noted during PM inspections.

g. Upon completion of PM Services, clean-up the workspace and remove from DLA DS Colorado Springs any parts, debris, and refuse and dispose of it at Contractor’s facility or other legally permissible facility at no additional expense to the USG.

4. CORRECTIVE MAINTENANCE (CM):

The Contractor shall:

a. Assess, inspect, test, and troubleshoot all CM service requests within five (5) business days of notification from the COR to determine the root cause of the deficiency.

b. Provide an estimate for the repair, in writing, on Contractor letterhead documents or similar, to the COR within five (5) business days of the assessment. The written estimate must contain the following information, at a minimum:

1) Date and time of the service request.

2) Name of Government personnel requesting service

3) Date and time of response

4) Description of the deficiency

5) Parts necessary to correct the deficiency including the manufacturer and part number

6) Indicate on the estimate whether the replacement part comes with a manufacturer warranty and the length of manufacturer warranty

7) Make, Model and Serial Number of the malfunctioning equipment

8) Cost of parts

9) Quantity of parts necessary

10) Quantity of labor hours to repair the deficiency

11) Cost of Shipping for parts, if applicable

12) Cost of labor per hour

13) Total estimated cost of repair

14) Estimated lead time for parts

15) Expected date repairs will be complete

c. All OEM recommended replacement parts and materials may be examined when requested by the KO or COR prior to installation. The KO or COR will approve all parts and materials that are substituted for OEM replacement parts by the Contractor prior to installation. No rebuilt parts shall be used without prior approval from the COR.

d. All price estimates are subject to approval by the KO pending determination of available funding and if the repair is economical.

e. The USG will compensate for all parts and materials furnished and provided for on the written estimate in coordination of CM services unless the part or repair is due to the Contractor’s negligence. Parts or components damaged by the Contractor shall be repaired or replaced at the expense of the Contractor to the satisfaction of the COR. The Contractor shall not mark prices up on parts or materials received from their suppliers. Upon request by the Agency, the Contractor shall provide their Supplier’s invoices for parts and materials being furnished to the Agency via the Contractors invoice in order for the Agency to ensure parts and materials are not being marked up.

f. All price estimates shall be valid for a period of 30 business days to ensure adequate time for determination and approval by the KO. Should the 30 business days be exceeded, the Contractor shall be required to submit a new estimate. In the event required replacement parts are expected to have long delays when ordering, the Contractor shall coordinate with the COR to obtain parts via other local sources to prevent and minimize delays.

g. Upon approval of the CM service estimates, the Contractor shall have five (5) business days to complete the necessary repairs to return the equipment to full operational status. The two (2) business days will begin upon receipt of all parts necessary to complete the CM. In the event the required repair will require longer than the two (2) business days, the Contractor shall notify the COR and KO in writing for approval. The notification shall include the justification for the additional time and an estimated date of completion.

h. Notify the COR two (2) business days prior to arrival with the date and time intended to arrive to perform CM services.

i. Provide a weekly status of pending repair actions and parts ordered with estimated delivery and completion date of the repairs to the COR.

j. Provide call back service for CM services which do not correct the deficiency within one (1) business day of notification from the COR at no additional cost to the USG unless the deficiency is determined to be of a nature other than the original service call.

5. PLACE OF PERFORMANCE:

The Contractor shall provide services at DLA DS Colorado Springs 1475 Wickersham Blvd. Bldg. 326 Fort Carson, CO 80913 during normal working hours of 7:30 (AM) and 2:30 (PM) on Monday through Friday except for Federal Holidays listed in paragraph 6. If work cannot be completed prior to 2:30 PM, the Contractor shall discontinue and resume the next business day unless approved by the COR and/or KO. The Contractor shall not provide services when the USG facility/installation is closed due to local or national emergencies or holidays, administrative closings, or similar USG-directed facility/installation closings. Performance shall be at the designated location specified by the COR for the respective DLA DS field location. The Contractor shall maintain an adequate work force for the performance of all tasks defined within this PWS when the USG facility/installation is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the work force are essential.

6. FEDERAL HOLIDAYS:

The Contractor is not required to provide services on the 11 federal holidays observed by the DLA unless approved by the KO or COR. When one of the holidays falls on a Sunday, the following Monday will be observed as a legal holiday. When the legal holiday falls on a Saturday, the preceding Friday is observed as the holiday. The following holidays are observed:

7. SAFETY & SECURITY:

a. Unscheduled gate closures by the installation security personnel may occur at any time causing all personnel entering or exiting a closed installation to experience a delay. This cannot be predicted or prevented. Contractors or subcontractor are not compensated for unexpected closures or delays. Vehicles operated by Contractor or subcontractor personnel are subject to search pursuant to applicable regulations. Any moving violation of any applicable motor vehicle regulation may result in the termination of the Contractor or subcontractor’s employee’s installation driving privileges.

b. The Contractor’s or subcontractor’s employees shall become familiar with and obey the regulations of the installation, including fire, traffic, safety and security regulations while on the installation. Contractor or subcontractor employees should only enter restricted areas when required to do so and only upon prior approval. Contractor employees shall always carry proper identification with them and shall be subject to such checks as may be deemed necessary. The Contractor or subcontractor shall ensure compliance with all regulations and orders of the installation which may affect performance. The USG reserves the right to direct the removal of an employee for misconduct, security reasons, or any overt evidence of communicable disease. Removal of Contractor or subcontractor employees for reasons stated above does not relieve the Contractor or subcontractor from responsibility for total performance of this contract.

c. The Contractor or subcontractor shall comply with all applicable installation/facility access and local security policies and procedures, which may be obtained from the COR. The Contractor and all associated subcontractor employees shall provide all information required for background checks to meet installation access requirements to be accomplished by installation security personnel. The Contractor or subcontractor shall ensure compliance with all personal identity verification requirements as directed by DoD and/or local policy. Should the Force Protection Condition (FPCON) change, the USG may require changes in Contractor or subcontractor security matters or processes.

d. The Contractor shall use lock-out / tag-out procedures IAW the Occupational Safety and Health Administration (OSHA) as necessary. The Contractor shall be responsible for lock out / tag out of all mechanical, pneumatic, hydraulic, and electrical systems prior to initiating work if applicable. The Contractor shall verify and confirm proper clearing procedures prior to returning operational control to the USG COR.

e. The Contractor shall be responsible to obtain hot work permits for any work involving acetylene torches and/or grinding equipment or similar equipment. The Contractor shall coordinate with the USG to ensure the work area is clear of all flammable materials. The Contractor shall provide fire extinguishers when completing any “hot” work. The Contractor shall provide personnel to assume fire watch responsibility during and after the “hot” work is completed as specified on the permit.

8. USG FURNISHED PROPERTY, MATERIAL, EQUIPMENT AND SERVICES (GFP/ M/E/S):

The USG will provide the property, material, equipment, and/or services listed below solely for the purpose of performance under this contract:

a. Property: The USG will furnish the necessary workspace for the Contractor to perform services as outlined in this PWS.

b. Material: The USG will not provide any material.

c. Equipment: The USG will not provide any equipment.

d. Utilities: All utilities in the facility will be available for the Contactors use in the performance of this contract. The Contractor shall instruct employees in utilities conservation practices. The Contractor shall operate under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount.

9. CONTRACTOR FURNISHED PROPERTY, MATERIALS, EQUIPMENT, AND SERVICES (CFP/M/E/S)

The Contractor shall provide the property, material, equipment, and/or services listed below solely for the purpose of performance under this contract:

a. Provide all personal protective equipment for employees IAW the Occupational Safety and Health Administration guidance.

b. Provide all materials to clean up spills caused by their employees during the performance of PM or CM services.

c. Ensure their employees are trained and certified to perform maintenance on RLB.

d. Provide the KO and COR a POC and phone number to coordinate and schedule PM, CM and emergency repair services.

e. Provide services as listed throughout this PWS IAW OEM specifications.

f. Provide a report to the KO and COR annually detailing labor hours spent in support of services under this PWS.

10. QUALITY ASSURANCE (QA):

a. The USG will evaluate the Contractor’s performance under this contract in accordance with (IAW) the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the USG will do to ensure that the Contractor has performed in accordance with the performance standards as defined in the attached QASP. It defines how the performance standards will be applied, the frequency of surveillance, and acceptable quality level(s) or defect rate(s).

b. The Contractor shall develop, implement, and maintain a Quality Control Plan (QCP) to ensure services are performed in accordance with this PWS. The QCP shall include procedures to identify, prevent, and ensure non-recurrence of defective services. The QCP is the means by which the Contractor assures itself that its work complies with the requirements of the contract. At a minimum, the Contractor shall develop the QCP procedures that address the areas identified in the QASP. A final QCP shall be submitted to the COR no later than 10 business days after contract award. After acceptance of the QCP, the Contractor shall obtain the KO’s acceptance in writing of any proposed changes to its QCP.

11. ACCEPTABLE PERFORMANCE LEVELS (APLs):

Customer

Customer

Customer

Customer

Customer

Customer

12. SPILL RESPONSIBILITY:

a. The Contractor is solely responsible for all spills or leaks during the performance of this contract, which occur because of, or is contributed to by the actions of its agents, employees, or subcontractors. The Contractor shall clean up such spills or leaks to the satisfaction of the USG in a manner that complies with applicable Federal, state, and local laws and regulations. The clean-up shall be at no cost to the USG. The Contractor shall report all such spills or leaks, regardless of their quantity, to the COR and KO immediately upon discovery. A written follow-up report shall be submitted to the COR and KO not later than twenty-four hours after the initial telephonic report. The written report shall be in narrative form, and as a minimum shall include the following:

1) Description of item spilled (including identity, quantity).

2) Whether amount spilled is Environmental Protection Agency or state reportable, and if so, whether it was reported. Exact time and location of spill including a description of the area involved.

3) Containment procedures initiated.

4) Summary of any communications Contractor has with press or USG officials other than the KO.

5) Description of clean-up procedures employed or to be employed at the site including disposal location of spill residue.

6) Description of item spilled (including identity, quantity).

13. POINT(S) OF CONTACT (POC) INFORMATION:

Point of Contact (POC) information is as follows:

DLA Disposition Services Colorado Springs Joseph Cervi Joseph.Cervi@dla.mil

(719) 526-2791

14. INVOICING INFORMATION:

The Contractor shall invoice on a monthly basis through the Department of Defense Wide Area Workflow (WAWF) system. Invoices must be submitted through WAWF in accordance with DFARS 252.232-7003. Refer to https://wawf.eb.mil for additional information.

Attachment 1

Attachment 2 image1.jpeg image2.jpeg