Specifications Washer_Dryer Service Contract final_10Nov2020.pdfpost.pdf

SPECIFICATIONS

FOR

WASHER / DRYER LEASING

& MAINTENANCE

LITTLE ROCK AFB, ARKANSAS

10 JULY 2020

TABLE OF CONTENTS

Washer & Dryer Leasing & Maintenance

1 DESCRIPTION OF SERVICES Page 3

2 GOVERNMENT-FURNISHED PROPERTY AND SERVICES Page 4

3 LIABLITY Page 4

4 QUALITY CONTROL Page 5

5 QUALITY ASSURANCE Page 5

6 GENERAL INFORMATION Page 6

7 CONTRACTOR PERSONNEL Page 7

APPENDIX

A WASHER / DRYER LOCATIONS Page 8

SPECIFICATION FOR

WASHER / DRYER LEASING & MAINTENANCE

1.0. DESCRIPTION OF SERVICES. The Contractor shall provide all management, tools, supplies, equipment and labor necessary to furnish, install and maintain the leasing of washers and dryers at the buildings indicated in Appendix A. Contractor shall provide all management, tools, supplies, equipment and labor necessary to maintain the washers and dryers at the buildings indicated in Appendix A. The contractor shall be responsible to complete all necessary measurements to ensure the equipment will fit properly into the laundry areas. Onsite visit shall be done prior to install to ensure the correct power supply cord for receptacle and building. A periodic maintenance schedule shall be developed before the install of the machines. The Contractor shall provide, at Contractor expense, all necessary utility connections for installation and operation of washers and dryers to the connection point at the wall only. The installation of washers and dryers will be in accordance with all local, state, and federal plumbing and electrical codes.

1.1. BASIC WASHER/DRYER LEASING REQUIREMENTS. All machines furnished under this contract shall be brand new and without coin devices upon initial installation and shall remain in a “like new serviceable and mechanical condition” throughout the contract performance period. If it appears that the washer/dryer has been abused in any shape or form, the COR will conduct a report of survey (ROS) to determine if the damage was accidental or intentional. If it is determined that the damage was intentional, the member will be held financially accountable for the repair or replacement of the damaged unit, not the contractor. All washers shall have porcelain enamel white finish and shall be automatic, continuous duty, self-service, commercial type washers with at least 3 adjustable water levels (small, medium, and large). The contractor shall ensure products meet and/or exceed ENERGY STAR qualified and FEMP designated guidelines as stated in the Federal Acquisition Regulation (FAR).

The contractor shall provide products that earn the ENERGY STAR label and meet the ENERGY STAR specification for energy and water conservation efficiency. The contractor shall use these ENERGY STAR products without jeopardizing the intended end use or detracting from the overall quality delivered to the end user. The contractor shall provide ENERGY STAR qualified and FEMP designated products for this requirement as outlined in the contract award. All washers shall be capable of operating on 110 volt, 20 amp circuits without overloading circuits under normal operation. All washers shall have a minimum of three cycles: normal, permanent press, and delicate fabrics, and a minimum of three water temperatures selections: cold, warm and hot. A safety lid switch will preclude operation while door is open. Dryers shall be 220 volt, with 16 pound minimum dry weight capacity and have a minimum of three temperature ranges for all fabrics. Dryers in stackable (See dimensions in appendix) units shall be a minimum of 10 pound dry weight capacity. Machines will contain a drying timer to be selected for desired drying periods of fabric. Machines will be shockproof and have a safety switch to preclude operation while door is open. Contract Transition: All washers and dryers shall be fully installed and operational within 10 calendar days of the contract period and be removed within 10 calendar days of the end of contract. Machines not removed within 10 calendar days may be removed and stored by the Government, and the Contractor is liable for any expense thereby incurred. Washers and dryers shall be maintained in accordance with manufacturer's recommendations and standard commercial practices.

1.2 DELIVERY OF APPLIANCES: Contactor shall assume all cost and expense for transportation and cartage for the delivery to the Government and removal of and return to the contractor of the washers and dryers. The Contractor is responsible for removal and clean-up of any waste caused by installation or removal of equipment.

1.3. SERVICE CALL RESPONSE. The Contractor shall respond to a repair service request within 24 hours of notification, excluding weekends and holidays. Service repair calls will occur when appliances malfunction or fail to operate properly.

1.4. PREVENTIVE MAINTENANCE. The Contractor shall ensure appliances are maintained according to the manufacturer’s recommendations to include any preventive maintenance tasks. As part of the lease service, the contractor will perform a monthly cleaning of the dryer to remove lint from the blower assembly and dryer vents. The contractor will be responsible to maintain the vent to outside. The Contractor shall ensure all appliances operate safely, are clean and are free of corrosion. All replacement parts will be new or reconditioned. All reconditioned parts must meet manufacturer’s specifications for reconditioning.

1.5. SIGNS. The Contractor shall place approved sign or decal detailing operating instructions at each washer and dryer. Machine will have an identification code permanently marked, with code easily accessible but not visible, i.e. on inside of door.

1.6. PROPERTY CONTROL. The Contractor shall obtain approval from the Government Point of Contact (POC) or the Contracting Officer before removing any item from its existing location. The use of handmade or improvised signs are prohibited. All equipment is subject to inspection by bio-environmental and fire prevention authorities.

1.7. INSTALLATION/REMOVAL OF MACHINE. After contract award, the Contractor shall provide, as required, washer and dryer service in additional new location(s) or relocate existing machines to new locations within 10 calendar days after notification from the Contracting Officer. Upon completion of a machine installation, the Contractor shall furnish the Government POC a consolidated list of washers and dryers with the serial numbers, model numbers of the machines, and the building numbers the units are installed. Upon completion of installation, removal, or repair of machines, the contractor shall ensure the adjacent surfaces are free of any spots, oils, stains, repair parts, or tools and the entire site left clean. Install will be followed up with the respective Dorm Manager to ensure machines are functioning properly after initial install.

1.8 REMOVAL AT END OF CONTRACT. The contractor shall remove all washer and dryer equipment within seven (7) calendar days after the end of this contract. The removal will be coordinated with the installation of the new contract. POC hours for removal and installation to be coordinated with the Dorm Manager.

1.9. RESERVED

1.10. WASHER/DRYER REPAIR. The Contractor shall return appliances to operational condition within 72 hours after notification of service requirement, unless otherwise approved by the Government. The Contractor shall notify the Government POC when any replacement part must be ordered and repair delays are expected. The contractor must sufficiently notify users of the expected delay and provide a replacement if repair time exceeds 72 hours. The contractor shall place an out-of-order sign on the inoperable machine until repairs are made.

1.11. STORAGE DURING RENOVATIONS. Contractor will be responsible for storage during renovations, and storage will be done off-base. Units in storage will not require payment for period of time stored. Any movement of machines into a new location or out of an existing location shall be at the Contractor’s expense. Equipment should not be removed or relocated from designated locations during the period of the contract without prior authorization of the Contracting Officer or Government POC. For installation and/or removals where machines are installed for less than 30 days, the contractor’s invoice shall be prorated on the basis of 1/30 of the monthly rate, per day, for the number of days covered

2.0. GOVERNMENT-FURNISHED PROPERTY AND SERVICES. Government shall provide and maintain, without cost, the facility space, plumbing, and dryer vents.

2.1. UTILITIES. Government will provide all power and water in all facilities for the washer and dryers units at no cost to the contractor.

3.0. LIABLITY.

3.1. The Government will not assume liability from fire, theft, accident, or any other cause resulting in damage or loss of contractor’s washers and/or dryers (or any part of them), supplies, materials, or equipment, or of the personal property or belongings of his employees. Losses in damaged, broken, or stolen equipment will be absorbed by the contractor.

3.2. The contractor shall assume full responsibility for any and all damages or claims for damage or injury to persons, property, or equipment which may result from any service performed under this contract. The contractor shall be held liable by the Government for any damage caused by his employees to any equipment, apparatus, or installed property in Government buildings in which work is performed under this contract. Surfaces, fixtures, or furnishings damaged by contractor’s personnel shall be replaced or repaired by the contractor to the satisfaction of the Government POC at no cost to the Government.

3.3. The contractor shall be held liable for all damages to property of the Government caused by, and shall hold the Government harmless for all claims for damages caused by third persons or property arising out of (i) the contractor’s providing of defective rented property (ii) the contractor’s defective maintenance of rented property (iii) the negligent operation of the rented property by the contractor or its employees

4.0. QUALITY CONTROL.

4.1. The Contractor shall develop and maintain a quality control program to ensure services are performed in accordance with commonly accepted commercial practices for appliance leasing and maintenance. The Contractor shall develop and implement procedures to identify and prevent defective services from recurring. As a minimum, the Contractor shall develop quality control procedures that address the areas identified in paragraph 2.0, Services Summary.

4.2. CONTRACTOR’S QUALITY CONTROL PLAN

4.2.1. The contractor shall provide a Quality Control Plan (QCP) to ensure the requirements of the contract are provided as specified. The contractor shall provide a QCP describing the inspection system for the leasing services required in the PWS. The contractor shall develop and implement procedures to identify, prevent and ensure non-recurrence of unacceptable services. The contractor shall update the plan as changes occur and changes shall be submitted for review and acceptance to the Contracting Officer. The contractor’s Quality Control Plan must be submitted to the CO for acceptance or required modifications to the plan no later than 5 days after the contract start date. The contractor’s Quality Control Plan shall contain, as a minimum, the following items:

4.2.2. A description of the inspection system to cover all services listed on the Service Summary (SS). Description shall include specifics as to the areas to be inspected on a scheduled and unscheduled basis, frequency of inspections, and the title and organizational placement of the inspector(s). A description of the surveillance methodology used to cover all tasks and services listed on the PWS and checklist. Contractor quality control surveillance records shall be kept at the Contractor's on-base office and made available to the Government upon request.

4.2.3. The plan shall include a description of the methods to be used for identifying and preventing defects in the quality of service performed before the level of performance becomes unacceptable as outlined in the Service Summary. The plan shall include methods and procedures for identifying and preventing defects in the quality of service.

4.2.4. A description of how the records will be kept. Records must document all inspections and corrective or preventive actions taken.

5.0. QUALITY ASSURANCE

5.1. Government Personnel will record all surveillance observations. When an observation indicates defective performance, the Dorm will require the Contract Manager or Representative go to the site to initial the observation.

The initialing of the observation does not necessarily constitute concurrence with the observation, only acknowledgment that he or she has been made aware of the defective performance. Government surveillance of tasks (such as provided for by the Inspection for Services Clause) may occur during the performance period of this contract.

Such surveillance will be done according to standard inspection procedures or other contract provisions.

5.2. The Contracting Officer may require the Contract Manager to meet with the Government POC or Dorm Manager, and other Government Personnel as deemed necessary. The Contractor may request a meeting with the Contracting Officer when he or she believes such a meeting is necessary.

6.0. GENERAL INFORMATION. The Contractor is solely responsible for compliance with OSHA standards for the protection of their employees. The Contract Manager shall ensure specific safety requirements in Air Force

Occupational Safety and Health (AFOSH) standards and Air Force technical orders are complied with by Contractor Personnel when non-compliance would clearly present the potential to harm or damage government resources (see AFI 21-101, paragraph 9.16.). The Air Force is not responsible for ensuring that Contractors comply with “personal” safety requirements that do not present the potential to damage government resources.

6.1. All records, files, documents, regardless of media (e.g., paper, electronic, etc.), as described in the PWS, that are the responsibility of the contractor are the property of the Government and shall remain so upon termination or completion of the contract. The contractor shall keep these items current and maintain and dispose of them in accordance with the requirements established in Air Force Instruction (AFI) 33-322, Records Management Program, Air Force Manual (AFMAN) 33-363, paragraph 6.4, Air Force Manual (AFMAN) 33-364, paragraph 2.13, and the Air Force Records Disposition Schedule which can be provided by the COR or CO upon request. Records shall be turned over to the Government upon completion of the contract unless otherwise stated. All records are subject to the Freedom of Information and Privacy Act.

6.2. Contractor shall be knowledgeable of and comply with all applicable Federal, State and local regulations and requirements regarding environmental protection.

6.3. HOURS OF OPERATION. The Contractor shall perform the services required under this contract during Normal Hours of Operation, Monday through Friday 0700 to 1600 unless otherwise approved by the Contracting Officer.

6.4. SECURITY REQUIREMENTS. The Contractor shall obtain from the Government an AF Form 75, Personal Identification Card, for each employee working at Little Rock AFB, and AF Form 533, Vehicle Registration Certificate, for personal vehicles requiring access to Little Rock AFB. When an employee no longer works for the Contractor at the installation, the contract manager shall return any Government-furnished identification to the Government. These passes and certificates are at no cost to the Contractor. (Contact Security Forces for security requirement input).

6.5. REGULATIONS. The Contractor shall comply with all Federal, State and local environmental pollution standards and regulations. All equipment shall meet specifications established by the US Public Health Federation and National Sanitation Foundation and is subject to inspection by the installation medical authority. All electrically operated equipment shall be installed in accordance with all safety and security measures. All utility connections for operations of washers and dryers shall meet standard commercial electrical codes and local utility company requirements.

6.6. VANDALISM. Any act of theft, vandalism, or apparent willful damage discovered by the Contractor shall be reported immediately to the Installation Security Forces, and the Contracting Officer will review all cases of vandalism and equipment abuse beyond normal wear and tear. Compensation will be made on a case by case basis as determined by the Contracting Officer.

6.7. MISSION ESSENTIAL. Washer & Dryer maintenance services does not have access to restricted areas or classified information and therefore are not mission essential. The contractor is not considered mission essential, and their absence after normal hours does not hinder the 19th Airlift Wing mission.

6.8. CONTRACTOR FULL-TIME EQUIVALENT REPORTING. The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Washer/Dryer & Maintenance Services Contract via a secure data collection site.

Reporting inputs will be for the labor executed during the period of performance for each Government fiscal year (FY), which runs 1 October through 30 September. While inputs may be reported any time during the FY, all data shall be reported no later than 31 October of each calendar year.

Reporting Period: Contractors are required to input data by 31 October of each year.

Uses and Safeguarding of Information: Information from the secure web site is considered to be 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.

7.0. CONTRACTOR PERSONNEL

7.1. The Contractor shall provide a Contract Manager who shall be responsible for the performance of the work. The name of this person, and an alternate or alternates, who shall act for the Contractor when the Manager is absent shall be designated in writing to the Contracting Officer.

7.2. The Contract Manager or alternate shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract.

7.3. The Contract Manager or alternate shall be available during normal duty hours (0700-1600) within 60 minutes to meet, on the installation, with Government Personnel (designated by the Contracting Officer) to discuss problem areas. After normal duty hours, the Manager or alternate shall be available within 2 hours.

7.4. The Contract Manager and alternate or alternates must be able to read, write, speak and understand English.

7.5. The Contractor shall not employ persons for work on this contract if such employee is identified to the Contractor by the Contracting Officer as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population.

7.6. Contractor Personnel shall present a neat appearance and be easily recognized as Contractor employees. The contractor shall provide a distinctive nameplate, emblem, insignia, or other approved method of identification for each of his employees. This mark of identification shall be attached to an item of wearing apparel and shall be worn at all times while performing work under this contract so as to distinguish the contractor’s workers from Government employees. The contractor shall also furnish suitable identification for all of his property, by marking or tagging to distinguish from Government-owned property.

APPENDIX A

WASHER / DRYER LOCATIONS AT INSTALLATION

Location Type of Unit Number of Units Floor Location Dorm 714 Washers 3 1st floor Dryers 3 1st floor Washers 3 2nd floor Dryers 3 2nd floor Washers 3 3rd floor Dryers 3 3rd floor

Dorm 718 Washers 6 1st floor Dryers 6 1st floor

Dorm 744 Washers 6 1st floor Dryers 6 1st floor

Dorm 772 Washers 6 1st floor Dryers 6 1st floor

Dorm 846 Stacked combo 6 1st floor Stacked combo 8 2nd floor Stacked combo 8 3rd floor

Dorm 860 Washers 3 1st floor Dryers 3 1st floor Washers 3 2nd floor Dryers 3 2nd floor Washers 3 3rd floor Dryers 3 3rd floor

Dorm 72X Washers 10 1st floor Dryers 10 1st floor Washers 10 2nd floor Dryers 10 2nd floor

Dorm 748 Washers 6 1st floor Dryers 6 1st floor

Dorm 764 Washers 3 1st floor Dryers 3 1st floor Washers 3 2nd floor Dryers 5 2nd floor Washers 3 3rd floor Dryers 5 3rd floor

Dorm 768 Washers 3 1st floor Dryers 3 1st floor Washers 2 2nd floor Dryers 2 2nd floor

Fire Department Washers 2 1st floor/B239

Dryers 2 1st floor/B239

*There are no elevators located at any of the above buildings; all buildings have stairwells.

*Due to the door frame dimensions and size of the washer/dryer closet, the stackable washer/dryers located in 846 should not exceed: Length 23 ¾ X Width 23 ½ X Height 73 ¼