U_AMIM-PWS_Annex-A_Overarching_updated as of 01May2025.pdf

Rock Island Arsenal: Base Operations and Maintenance PWS

Annex A: Overarching

Base Operations and Maintenance Contract

Performance Work Statement (PWS)

Annex A – Overarching

Rock Island Arsenal, Illinois

March 2025

Annex A: Overarching - Base Operations and Maintenance PWS

1 Contents

1.0. INTRODUCTION

1.1. Background

1.2. Objectives

1.3. Work in Support of Mission Requirements

1.4. Climatic Conditions

1.5. Facility Access

1.6. Traffic Flow

1.7. Drainage

1.8. Restoration of Landscape Damage

1.9. Dust Suppression

1.10. Site Clearance Process

1.11. Maintenance of Work Site

1.12. New Components

2.0. REQUIREMENTS

2.1. Description of Services

2.1.1. Non-Personal Services

2.2. General Information

2.2.1. Transition (Phase In/Phase Out)

2.2.2. Phase In/Phase Out for Incumbent Contractor

2.2.3. Transition (Phase-Out)

2.3. Place of Performance and Hours of Operation

2.3.1. Place of Performance

2.3.2. Hours of Operation

2.3.3. After Hour and Emergency Operations

2.4. Federal Holidays

2.4.1. Installation Closures

2.4.2. Inclement Weather Delay

2.4.3. Curtailment of Operations

2.4.4. Days of No Scheduled Activities (DONSA)

2.5. Emergency Services

2.5.1. Accident Reporting

2.6. Contract Administration and Management

2.6.1. Post Award Conference/Performance Evaluation Meetings

2.6.2. Roles and Responsibilities

2.6.3. COR Functions

2.6.4. Quality Control (QC)

2.6.5. Contractor Employees

2.6.6. Business Relations

2.6.7. Manual Operations

2.6.8. Contractor Drug and Alcohol Policy

2.7. Work Management

2.7.1. General Fund Enterprise Business System (GFEBS)

2.7.2. Work Reception - Normal Duty Hours

2.7.3. Work Reception - Outside of Normal Duty Hours

2.7.4. GFEBS and/or ArMA Case Numbers

2.7.5. Duplicate Orders

2.7.6. Unscheduled Work

2.7.7. Coordination

2.7.8. Materials

2.7.9. Completed Work

2.7.10. Preventive Maintenance Orders (PMOs)

2.7.11. O&M Manual Digital Library

2.7.12. Project Work Orders (PWOs)

2.7.13. Warranty Program

2.7.14. Technical Document Library Operation

2.7.15. Work Status

2.7.16. Work Standards

2.7.17. Unsatisfactory Work

2.8. As-Builts

2.8.1. Real Property Records Updates

2.9. Historic Property or Archaeological Site

2.9.1. Repair and Replacement

2.9.2. Salvage

2.10. Special Requirements

2.10.1. Security

2.10.2. Security Training

2.10.3. Safety

2.10.4. Training, Physical Requirements, or other Expertise Required

2.10.5. Environmental Requirements

2.10.6. Contingency Plans

2.10.7. Special Services and Special Events

3.0. PERFORMANCE REQUIREMENTS AND STANDARDS

3.1. Performance Task Requirements, Standards and Acceptable Quality Levels (AQLs). 53

3.1.1. Quality Assurance (QA)

3.1.2. Quality Control Plan (QCP)

3.1.3. Quality Control Files

4.0. PERFORMANCE REQUIREMENTS SUMMARY (PRS) MATRIX

5.0. LEVELS OF SERVICE (SERVICE)

6.0. DELIVERABLES

7.0. RELATED DOCUMENTS

7.1. Definitions and Acronyms

7.1.1. Definitions

7.1.2. Acronyms

7.2. Applicable Directives, Publications

7.3. Technical Exhibits

7.4. Government Furnished Items

7.4.1. Utilities

7.5. Contractor-Furnished Items

7.5.1. Contractor-Furnished Material and Responsibilities

7.5.2. Contractor-Furnished Items

7.5.3. Identification of Contractor Vehicles and Trailers

7.5.4. Slow Moving Equipment

7.5.5. Contractor Facilities

7.6 Damage Caused by Contractor

7.7 Third Party Repair Damaged Areas

7.14 Fuels

7.15 U.S. Department of Labor (DOL) Wage Determination (WD)

7.16 Contractor Manpower Reporting

1.0. Introduction.

This is a non-personal services contract to provide Base Operation and Support

Services for the U.S. Army Garrison Rock Island Arsenal in Rock Island, Illinois. The

Government will not exercise any supervision or control over the contract service providers. The Contractor shall perform to the standards specified in this Performance

Work Statement (PWS). Contract service providers are accountable solely to the

Contractor, who is responsible to the Government. The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary as defined in this PWS. This includes providing all parts required for Preventive Maintenance Orders (PMOs) and all repair parts required for Demand Maintenance Orders (DMOs).

1.1. Background. Rock Island Arsenal (RIA) was established by an Act of Congress in 1862. Located on the Mississippi River between Davenport, Iowa, and Rock Island, Illinois, the island lies within the state of Illinois. The installation encompasses approximately 946 acres and serves as the headquarters for various Army agencies, including First US Army, Army Sustainment Command, Joint Munitions Command, and the Joint Technology and Manufacturing Center. Approximately 6,500 personnel work on the installation: 5,100 civilians, 500 military service members, and approximately 900 contractors and reserve component military service members. Additionally, approximately 80 military families live in military housing on the installation. The entire installation is on the National Register of Historic Places, and all the limestone/sandstone buildings are listed separately as a National Historic Landmark

District. This district includes, but is not limited to, administrative buildings, storage buildings, and family housing structures. The RIA website can be found at https://home.army.mil/ria/.

1.2. Objectives. The Contractor shall ensure all work performed under this PWS complies with all applicable Federal, State, and local laws, regulations, and directives, including but not limited to the publications listed in Section 7 of this Annex A, Overarching document and the other Annexes in this performance work statement

(PWS).

1.3. Work in Support of Mission Requirements. The Contractor shall compile historical data, prepare required reports, and submit required information as specified in

Section 6.0 Deliverables of the PWs. The Contractor shall ensure all work in support of mission requirements tendered to the Government for acceptance conforms to the measurable performance standards of quality, timeliness, and quantity detailed in the

Performance Requirements Summary section of this PWS.

https://home.army.mil/ria/

The intent is to establish work requirements that are performance-based and results-oriented. The Contractor shall determine the best and most cost-effective ways to fulfill base operations and their component needs, emphasizing innovation and commercial best practices. The Contractor shall obtain all licenses and permits required to perform this work under this contract, without additional expense to the Government.

1.4. Climatic Conditions. The average annual rainfall is 38 inches, with the wettest months being April through July. The average annual snowfall is 39.5 inches, with snowfall expected from October to April. The average frost-free period (growing season) is about 198 days. The first killing frost typically occurs in mid-October, and the last killing frost generally occurs in early April. The average annual maximum and minimum temperatures are approximately 94 degrees and -4 degrees Fahrenheit, respectively.

Monthly normal temperatures range from a low of 14 degrees in January to a high of 86 degrees in July. Summer temperatures often reach 90 degrees Fahrenheit, while sub-freezing weather is common during the winter months.

1.5. Facility Access. The Contractor shall ensure access to all fire detection and suppression systems in case of emergencies or other Fire Department purposes. The

Contractor shall inform the Contracting Officer's Representative (COR) and RIA Fire

Department point of contact (POC) prior to outages that will impact the system's function, special problems, or circumstances requiring Fire Department inspection. The

Contractor shall reset alarm systems to operational status and notify the COR and RIA

Fire Department when the systems return to normal operation.

1.6. Traffic Flow. The Contractor shall maintain the free flow of vehicular and pedestrian traffic during area maintenance. The Contractor shall provide the Contracting

Officer (KO) with a minimum of twenty-one (21) calendar days' written notice before any scheduled street closure. Emergency road closures shall be coordinated with the

Contracting Officer Representative (COR) or Alternate Contracting Officer

Representative (ACOR) and the Directorate of Emergency Services (DES).

1.7. Drainage. Maintenance work performed under this contract shall not impede drainage.

1.8. Restoration of Landscape Damage. Trees or other landscape features, and irrigation systems damaged by the Contractor’s operations shall be restored to the original state at no additional cost to the Government.

1.9. Dust Suppression. The Contractor shall perform dust suppression as needed during maintenance and repair activities, or as directed by the COR. Dust suppression measures shall utilize water, or suitable oils or chemicals coordinated through the COR and approved by the DPW Environment Division. Dust suppression is required for the demolition of structures, work operations, work performed on roads, streets, or parking areas, and land clearing.

1.10. Site Clearance Process. The site clearance process includes performing utility locates, utility marking, and the issuance of a dig permit to a requestor. The Contractor

(the BASOPS Contractor is referenced by all instances using the capital “C”) is responsible for locating utilities for all construction activities on the installation. Before conducting any ground-disturbing activities exceeding a depth of six (6) inches, all contractors (including the Contractor and his subcontractors) must obtain an excavation permit (see section 1.10.3 Dig Permits). The Contractor shall locate and mark all underground utilities. The Contractor shall also provide a signed dig permit to the requestor including any necessary drawings or instructions for performing safe excavation activities.

NOTE: The Contractor is responsible for utilizing appropriate equipment to locate these utilities. The Contractor shall specify that mechanical digging is prohibited within ten

(10) feet of underground utilities.

1.10.1. Utility Locates. The Contractor is responsible for locating all utilities except for telephone, cable television lines, communication related fiber optic lines. The

Contractor is required to coordinate the location of phone, cable, fiber optic lines with the COR, RIA Network Enterprise Center (NEC) personnel, and the commercial cable company. The Contractor shall provide communication personnel with any necessary drawings or prints to assist in identifying the location of communication lines. Historical

Data for average annual utility locate quantities is provided at TE A.3, Estimated

Workload Data Detail.

For excavations near gas lines operating above 30 pounds per square inch (PSI), the

Contractor shall review utility maps and contact MidAmerican Energy Joint Utility

Locating Information for Excavators (JULIE). Additionally, contact JULIE for locating:

• Telephone lines south of Rodman Avenue along Rock Island and Fort

Armstrong Avenues.

• Fiber optic lines from the local communication provider demarcation to

Building 350.

• 13.8KV power lines to the Rock Island Corps of Engineers Buildings.

1.10.2. Utility Locate Timelines. A routine utility locate shall be completed within five (5) business days from the date of the Government's notification to process utility locate unless required to support Priority 1 or 2 (emergency or urgent) DMOs or

Emergency Project Work Orders (PWOs). No excavation shall occur until the utility locates are completed and a dig permit is issued. All utilities shall be marked in accordance with the uniform marking code (see below). In emergency situations, the

KO/COR may waive the utility marking requirements.

Uniform marking code:

• Red: Electric

• Yellow: Gas

• Orange: Communications/CATV

• Blue: Water

• Green: Sewer

• Purple: Reclaimed Water

• Pink: Temporary Survey

• White: Proposed Excavation

NOTE: The Contractor shall repair any damage to utilities resulting from inaccurate utility location markings at no cost to the Government. Any utility location surface marking that is incorrectly marked or that is further than 18 inches from the physical perimeter of the utility being located shall be considered inaccurate.

1.10.3. Dig Permits. All excavation permits shall be executed on a Contractor issued dig permit form. Reference ATT A.1, Dig Permit Form Template, for minimum information required to be included on the form. The dig permits package shall include the dig permit form, drawings with utility locations identified and any notes necessary for safe excavation. Utilities located shall also be visibly marked in the field in accordance with the uniform marking code (reference section 1.10.2 above). The completed dig permit form shall be signed by the Contractor and provided to the COR and the requestor (contractor, subcontractor or other) prior to excavation and in accordance with the timelines laid out in section 1.10.2 above. The Contractor shall note any discrepancies between utilities located in the field and the record drawings and notify the COR to update the RIA utility record drawings. The Contractor shall keep record of every permit request, assign a unique number, provide locator and marking service, coordinate marking with the communications contractor, etc. and provide copies of all completed excavation permits and supplemental information to the Government, Deliverable A.1, Completed Dig Permits (submit via the applicable shared drive location for contract deliverables). The Contractor shall notify the requestor within one (1) business day after completing the excavation permit that permit package is complete and ready for pickup.

NOTE: All contractors (including the Contractor and their subcontractors) shall meet the requirements of the Illinois Environmental Protection Agency and all Federal and State laws throughout the dig permit and excavation process.

1.11. Maintenance of Work Site. At the end of each workday, the Contractor shall remove or properly store all waste materials and by-products generated at the work site.

Usable materials should be returned to the storage location approved by the COR. To prevent damage from windblown debris, the Contractor must secure the job site during inclement weather. Upon project completion, the work site must be left clean and clear of all contractor materials and debris.

1.12. New Components. New components shall meet or exceed the manufacturing standards and quality of the existing components and be compatible with existing systems. When selecting materials, the Contractor shall consider aesthetics, including color, texture, and overall quality. When matching existing materials is not possible, the

Contractor shall submit variations to the COR for approval before installation.

Replacement components for Historic Buildings need to be reviewed and approved by the COR in conjunction with DPW Environmental Division. Buildings identified in TE B.2, Historic Facilities, as a historic buildings or structures shall have all work comply with the National Historic Preservation Act, Section 106 (http://www.achp.gov/work106.html) and the Secretary of the Interior’s Standards for the Treatment of Historic Properties

(https://www.nps.gov/orgs/1739/secretary-standards-treatment-historic-properties.htm ).

2.0. Requirements.

2.1. Description of Services.

See Section 5.0 for the specific SERVICE.

2.1.1. Non-Personal Services. The personnel rendering the services are not subject;

either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the Government and its employees. Non-personal service contracts are authorized by the Government in accordance with (IAW) Federal Acquisition Regulation (FAR) Subpart 37.104, under general contracting authority, and do not require specific statutory authorization.

2.2. General Information.

2.2.1. Transition (Phase In/Phase Out). The Contractor shall prepare and submit a transition plan within fourteen (14) calendar days after contract award (Deliverable A.2, Phase In Plan). The transition plan will include a listing of the Contractor personnel in key functions (reference 2.6.5.1 Key Functions), the Contractor employees that will be on-site during the sixty (60) calendar day transition period, and requests for

Government IT/network access for employees that will require accounts. The Contractor shall provide sufficient experienced personnel during the phase-in and phase-out period to ensure that the services are maintained at the required level of proficiency. During the phase-in, the Contractor shall observe all operations pertinent to the requirements of the PWS, to include office functions, procedures, and operations, repair/maintenance operations, and any other operations necessary to enable Contractor personnel to become both knowledgeable in, and familiar with, their assigned areas of responsibility.

The Contractor shall begin drafting their PMP plan and its implementation into the

General Fund Enterprise Business System (GFEBS) during the phase-in period. The

Contractor shall assume full responsibility for all operations required by this PWS on the first day after the sixty (60) calendar day transition period. This day shall constitute the initial day of full performance. On the initial day of full performance, the Contractor shall provide a work force which is fully qualified, trained and capable of performing all work required under this contract.

2.2.2. Phase In/Phase Out for Incumbent Contractor. If the selected Contractor is the incumbent Contractor, the phase out/phase in period shall be no more than thirty (30) calendar days and will primarily consist of administrative transition under the new contract number. All previous approvals under the old contract are invalid. All documents shall be updated with the new contract number, new dates and submitted for re-approval. All required deliverable templates (TE A.1, Deliverable Schedule) shall be updated with the new contract number, new dates and submitted to the COR for review and approval.

2.2.3. Transition (Phase-Out). Sixty (60) calendar days prior to contract expiration will constitute the phase-out period. The Contractor shall develop and implement a plan to affect a smooth and orderly transfer of performance responsibility to a potential successor. The initial phase-out plan shall be submitted to the COR for approval no later than six (6) months after the start of the base contract year (Deliverable A.3, Phase

Out Plan). The plan shall contain details that include but are not limited to; timelines for events, key personnel involved and interface with the Government and follow-on

Contractor. The plan shall fully describe how the Contractor shall approach the following issues: Employee notification; Retention of key personnel; Turn-over of work-in-progress, inventories and transfer of Government furnished property; Removal of

Contractor property; Data and information transfer; deletion of password access to

Government systems, installation clearance actions including turn-in of windshield decals and controlled access cards (CAC) and any other actions required to ensure continuity of operations. The plan shall also include a joint inventory among the incumbent, the Government, and the successor Contractor; reconciliation of all property accounts and requisitions, turn-in of excess property and cleanup of Contractor work areas.

The Contractor shall correct any damage to Government-Owned Property caused by employee negligence or mistake, intentional or otherwise. During the sixty (60)

Calendar Day transition period immediately prior to the end of the previous contract, the

Contractor shall permit the successor Contractor (and the successor Contractor's employees) to observe and become familiar with all operations under the contract. The

Contractor shall not defer any needed repairs or maintenance for the purpose of transferring responsibility to the successor Contractor. The Contractor shall fully cooperate with the successor Contractor and the Government so as not to impede ongoing or future work activities.

Note: The Contractor shall also provide reasonable assistance to the Government's contract solicitation process such as verifying workload data and other information to be included in a new solicitation and providing access to the workplace for site visit(s) of prospective offerors. This process may start as early as one (1) year prior to the end of the contract period of performance.

2.3. Place of Performance and Hours of Operation.

2.3.1. Place of Performance. Work under this contract shall be performed throughout the entirety of Rock Island Arsenal (RIA) and in or on the outlying real property that the

USAG Rock Island owns. A map of USAG Rock Island is provided at TE A.2, Map of

RIA.

2.3.2. Hours of Operation. The Contractor shall conduct business, between the hours of 0600 – 1700 hours, excluding Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar

Government directed facility closings unless otherwise noted in the PWS. The

Contractor shall maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. The Contractor shall provide work reception capability twenty (24) hours a day, seven (7) days a week and be capable of response to DMOs and/or customer requests outside of normal duty hours (see section 2.7.3).

2.3.3. After Hour and Emergency Operations. The Contractor shall provide on-site

DMO/PWO response within thirty 30 minutes of notification for Priority 1 work requests received outside normal operating hours, including weekends and holidays. Before providing services outside established operating hours, the Contractor must request and obtain approval from a COR on the after-hours call list (see ATT A.3, COR After Hours

Call List). The Contractor's General Manager, or the designated alternate, shall be available after normal hours to serve as the central point of contact for Contractor operations. The Contractor shall not schedule personnel for overtime work without authorization from the KO or COR.

The Contractor shall coordinate with the COR in preparation for and during emergency operations situations, such as inclement weather, floods, active shooter incidents, fires, or other emergencies. Coordination shall include participation in emergency preparation and planning drills and exercises. The Contractor may be required to deliver a wide variety of services to the installation through emergency DMOs (Demand Maintenance

Orders), OWOs (Operational Work Orders) and PWOs (Project Work Orders) to support an emergency response. The Contractor shall provide all normal services during an emergency response unless otherwise directed by the KO/COR. The Contractor shall comply with the emergency operations plans for all physical facilities, including but not limited to the water plant, hydroelectric plant, and swing span bridge, as specified in the associated Annexes.

2.4. Federal Holidays.

Except for providing a non-duty hour work reception desk (see section 2.7.3) and responding to Priority 1 Emergencies, the Contractor is not required to perform work on the following Federal public holidays. Holidays falling on weekends will be observed as directed by the Federal calendar (5 U.S.C. § 6103).

New Year’s Day 1st day of January

Martin Luther King Jr.'s Birthday 3rd Monday of January

Presidents Day 3rd Monday of February

Memorial Day Last Monday of May

Juneteenth 19th day of June

Independence Day 4th day of July

Labor Day 1st Monday of September

Columbus Day 2nd Monday of October

Veterans Day 11th day of November

Thanksgiving Day 4th Thursday of November

Christmas Day 25th day of December

NOTE: When a holiday falls on a Sunday, the following Monday will be observed as a holiday, and, when a holiday falls on a Saturday, the preceding Friday is observed as a holiday by U.S. Government Agencies.

2.4.1. Installation Closures. When an unforeseen Installation closure occurs on a regularly scheduled day of work, the Contractor shall reschedule the work to be performed for the next business day following the closure.

2.4.2. Inclement Weather Delay. If the Contractor determines weather conditions are unsafe for continued operations, the Contractor shall notify the KO and COR as early as possible prior to the desired suspension of operations. The Contractor shall provide the

KO and COR details of the scope of work to be suspended and the expected duration of the suspension. The Contractor shall suggest a plan to reschedule the work for

KO/COR approval.

2.4.3. Curtailment of Operations. When operations are curtailed due to manmade or natural conditions on a working day, it may be necessary for the KO/COR to interrupt that day’s work under this contract. The Contractor shall reschedule the work on any day acceptable to the Government. If the KO agrees, the Contractor may continue the work as scheduled. The KO will provide verbal announcements of immediate curtailment of operations to the Contractor.

2.4.4. Days of No Scheduled Activities (DONSA). The Installation has historically granted Military personnel (Enlisted and Officers) DONSA, for example, the Friday after

Thanksgiving, in addition to the listed Federal Holidays above.

• DONSA are not considered a day of excused absence for the Government civilian work force or Contractor employees.

• If a DONSA affects scheduled contract work or access to facilities, the work in affected facilities may be rescheduled to compensate for the DONSA.

• However, announced DONSA or exodus of Military personnel may provide the Contractor with an opportunity for unrestricted access to facilities and areas or uninterrupted performance of work (i.e., training facility and area maintenance and supply inventories).

The Contractor shall vary work schedules to take full advantage of such opportunities by planning maintenance that is better accomplished when personnel are not using facilities during those times.

2.5. Emergency Services.

Emergency Medical Treatment. The Contractor's employees must immediately notify their supervisor of any accident requiring emergency medical treatment. The Contractor shall notify the KO or COR within one (1) hour of such an incident. The Contractor is responsible for the cost of emergency medical treatment for its personnel. However, the

Government will provide, at no cost to the Contractor, emergency response and transportation services to local medical facilities for injuries incurred by Contractor employees while performing work under this Contract.

2.5.1. Accident Reporting. The Contractor shall comply with Operational Safety and

Health Administration (OSHA) for record keeping and reporting of all accidents resulting in death, injury, occupational disease, or adverse environmental impact. The Contractor shall notify the KO or COR NLT one (1) hour after each such occurrence. The

Contractor shall provide a copy of all reports to the KO or COR within five (5) business days of occurrence (Deliverable A.4, Accident Reports).

2.6. Contract Administration and Management

2.6.1. Post Award Conference/Performance Evaluation Meetings. The Contractor shall attend the post award conference convened by the contracting activity or contract administration office IAW FAR Subpart 42.5, Post-award Orientation. The KO and COR will meet at least annually with the Contractor to review the Contractor's performance.

Written minutes of these meetings will be recorded by the Contractor and signed by both the Contractor and the KO or COR (Deliverable A.5, Post Award and Performance

Evaluation Meeting Minutes). The written minutes will be distributed within five (5) calendar days after the meeting. If the KO or COR does not concur with any portion of the minutes, recorded by the Contractor, the non-concurrence shall be provided in writing to the Contractor within seven (7) calendar days following receipt of the minutes.

The Contractor shall amend the minutes to incorporate comments and revision requests.

2.6.2. Roles and Responsibilities. While the Contractor is responsible for all management responsibilities during contract performance, successful administration requires maximum coordination and cooperation between the Contractor and the

Government.

The following provides the roles and their respective authority during the performance of the contract:

2.6.2.1. Contracting Officer (KO). The KO is the only person authorized to direct changes in any of the requirements under this contract, and, notwithstanding any provisions contained elsewhere in this contract, said authority remains solely with the

KO. In the event the Contractor makes any change at the direction of any person other than the KO, the change shall be considered to have been made without authority and solely at the risk of the Contractor. All contract administration will be affected by the

KO. Communications pertaining to contractual administrative matters shall be addressed to the KO. No changes in or deviation from the terms and conditions shall be affected, without a written modification to the contract, executed by the KO authorizing such changes.

2.6.2.2. Contracting Officer’s Representative (COR). The KO will appoint a COR during the performance of this contract. Additional Government personnel may be assigned to assist in contract oversight IAW AR 70-13, Management and Oversight of

Service Acquisitions. Other surveillance personnel may be designated as COR or

Alternate Contracting Officer’s Representative (ACOR), and shall be trained and appointed IAW DoDI 5000.72, DoD Standard for Contracting Officer’s Representative

(COR) Certification and DFARS 201.602-2. The Alternate Contracting Officer

Representative (ACOR) will serve as on-site representatives of the COR in performance of actual contract surveillance, if they meet all COR training, experience requirements, and are appointed by the KO as an ACOR. The COR/ACOR will provide assistance in identification and resolution of problems, conflicts in priority, subtask requirement definitions, and other operations type problems. The COR/ACOR will perform IAW the responsibilities and duties identified in the appointment letter.

2.6.2.3. COR Authority. A letter of designation will be issued to the COR/ACOR by the KO. A copy of the letter will be sent to the Contractor. The letter of designation states the responsibilities and limitations of the COR/ACOR, especially with regard to changes in cost, price estimates, or changes in delivery dates. The COR/ACOR is not authorized to change any of the terms and conditions with regard to cost, quantity, or schedule of the resulting order.

Note: The Contractor shall not in any way represent the United States (U.S.)

Government, or that it has the authority to contract or procure supplies for the account of the United States of America (USA).

2.6.3. COR Functions. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure the Contractor performs the technical requirements of the contract;

perform inspections necessary in connection with contract performance; maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements; monitor, document, and report Contractor's performance and notify both the KO and Contractor of any deficiencies; coordinate availability of Government-Furnished Property, and coordinate site entry of Contractor personnel.

2.6.4. Quality Control (QC). Quality Control is the responsibility of the Contractor. The

Contractor shall provide a Quality Control Plan (QCP) no less than thirty (30) calendar days after contract award for approval by the COR (Deliverable A.6, Quality Control

Plan). The Contractor shall provide and maintain a QCP that is acceptable to the KO and COR. Changes to the Contractor’s QCP shall be submitted to the COR for review and approval within five (5) business days prior to implementation.

2.6.5. Contractor Employees.

2.6.5.1. Key Functions. The Contractor shall designate all personnel performing key functions in writing and provide the required credentials to the KO at the start of the contract (Deliverable A.7, Personnel Performing Key Functions – Names and

Credentials). All individuals designated to perform key functions shall be able to understand, speak, read, and write the English language.

2.6.5.1.1. General Management Functions. General Management shall include providing an on-site Manager (GM) and alternate who shall be responsible for the overall performance of the contract. The GM will act as the Contractor's primary on-site representative in all matters related to daily operations.

The General Manager shall have full authority to make decisions on behalf of the

Contractor. An alternate must be appointed to perform the responsibilities of the GM in his or her absence. The GM must possess a relevant bachelor's degree and at least five years of facilities management experience on a comparable sized campus or similar

BASOPS type contract. The appointed alternate must have credentials and experience similar to the GM and both must be approved by the KO NLT fourteen (14) calendar days after contract award or NLT five (5) calendar days prior to the employee commencing work. The GM or alternate shall be available onsite between 0600 - 1700 hours, Monday through Friday except Federal holidays or when the Government facility is closed for administrative reasons. The General Manager and alternate GM performing work under this contract shall obtain and maintain a Tier 1 (NACI) clearance by time of the contract start date, prior to assuming the position and for the life of the contract. The individual designated as the Alternate GM may hold other responsibilities within the Contractor's organization.

2.6.5.1.2. GFEBS Program Management (PM). GFEBS Program management includes managing all work requests from reception to close out (see section 2.7 for details). The Contractor shall at a minimum appoint a lead GFEBS Program Manager.

The person performing this function shall have demonstrated experience in successfully utilizing GFEBS on a Military Installation. The credentials of the person selected as the lead GFEBS PM shall be submitted to the KO and COR for approval NLT fourteen (14) calendar days after contract award or NLT five (5) calendar days prior to the employee commencing work. The lead GFEBS PM shall be available between 0700 - 1530 hours, Monday through Friday, except Federal holidays or when the Government facility is closed for administrative reasons. The GFEBS PM Coordinator Lead shall have the following roles in GFEBS:

A76 DPW Contractor PM Master Data Maintainer

A76 DPW Contractor Preventative Maintenance Controller

A76 DPW Contractor GR Processor

A76 DPW Contractor Physical Inventory Maintainer

A76 DPW Contractor PM Material Requirement Planning Maintainer

A76 DPW Contractor PM Order Approver

A76 DPW Contractor PM Order Maintainer

A76 DPW Contractor PM Reporter

2.6.5.1.3. GFEBS Certification. The Contractor’s shall possess a working knowledge of GFEBS and shall complete GFEBS training modules provided by the

Government within thirty (30) business days of being employed. The Contractor shall provide certificates of completion for all roles required to perform the requirements of the position. The Contractor shall be responsible for GFEBS data entry and reporting.

The GFEBS PM Coordinator Lead shall have at a minimum three (3) years of GFEBS experience, specifically dealing with Property, Plant, and Equipment (PPE), business intelligence, and projects.

2.6.5.1.4. Quality Control (QC). The Contractor is responsible for ensuring that all work complies with the requirements of the contract Performance Work Statement

(PWS). The Contractor shall develop and implement a program that provides evidence that all goods and services provided under this contract conform to the contract's quality requirements (refer to Section 4.0 of the PWS in general, and other sections as applicable). The Contractor shall provide a full-time, on-site quality control staff during normal duty hours for all regularly recurring maintenance activities, DMOs, OWOs, and

PWO work.

As a minimum, the Contractor shall appoint a Quality Control Manager (QCM) to develop and manage the implementation of the Contractor’s Quality Control Program.

The Quality Control Manager shall be responsible for all Quality Control Inspectors, providing the COR(s) with quality control inspection schedules, and maintaining inspection data and reports for review. The QCM shall possess work experience in process control, quality data analysis, quality auditing, statistical sampling, and subcontractor quality control. The QCM shall have at least two (2) years of relevant experience in quality control of construction projects or building maintenance. The appointee's name and credentials shall be submitted to the KO and COR for approval no later than fourteen (14) calendar days after contract award, or no later than five (5) calendar days prior to the employee commencing work. Quality Control Inspectors shall have two (2) years of documented experience in the quality control of construction and/or the maintenance of building equipment.

2.6.5.1.5. Safety and Environmental Compliance Coordination. The Contractor is responsible for developing, implementing, and overseeing safety programs that comply with federal and state safety regulations and industry best practices. This includes identifying hazards, analyzing workplaces, processes, and equipment to identify potential hazards that could lead to accidents, injuries, or environmental damage. It also includes creating and implementing procedures, engineering controls, and administrative controls to eliminate or minimize risks. Additionally, the Contractor is responsible for ensuring that all work is being performed in accordance with all applicable environmental regulations, laws, and industry standards. This includes performing regular internal audits to assess compliance, securing and maintaining necessary environmental permits and licenses for the organization's operations (e.g., air emissions, wastewater discharge, waste management).

At a minimum, the Contractor shall appoint an employee as the Safety and

Environmental Compliance Coordinator (SECC) for the Contract. The SECC shall coordinate and manage the Contractor's safety and environmental compliance efforts and training. The Contractor's SECC shall monitor the implementation of all environmental regulatory requirements and report any environmental noncompliance to the COR, who will then notify the DPW Environmental Division POC. The SECC shall coordinate the correction of all instances of environmental noncompliance and provide verification of corrections to the COR. The appointee shall have a minimum of two (2) years of safety and environmental compliance experience. The appointee's name and credentials shall be submitted to the KO and COR for approval no later than fourteen

(14) calendar days after contract award, or no later than five (5) calendar days prior to the employee commencing work.

2.6.5.2. Common Access Card (CAC). Certain administrative personnel will require a CAC to access Government systems. CAC permits Installation access to all contract employees. These persons shall have at a minimum, a favorable Tier 1

Investigation. Only personnel with a requirement to access Government systems will be issued a CAC.

2.6.5.3. U.S. Residency. All Contractor employees shall be legal U.S. residents.

The Contractor shall immediately remove any employee that is not a legal U.S. resident.

The Contractor personnel shall be able to communicate clearly in the English language.

2.6.5.4. Qualification Standards. The Contractor shall inspect, repair, and maintain systems and components associated with facilities listed in real property records as required throughout this contract utilizing properly trained, skilled, and qualified employees or Sub-contractor personnel.

2.6.5.5. Contractor Identification. The Contractor shall ensure all personnel can be identified as a Contractor employee. Contractor personnel shall visibly distinguish themselves from Government employees by wearing clothing with a visible company logo on it or by wearing uniforms). Contractor administrative personnel may dress in business casual attire with a Contractor badge or other form of identification clearly indicating their status as a Contractor. The Contractor shall ensure all correspondence and reports produced are marked as Contractor products or that Contractor participation is disclosed.

2.6.5.6. Standards of Conduct. Contractor personnel’s conduct shall not reflect discredit upon the Government. The Contractor shall ensure all personnel present a professional appearance while working on the Government Installation. The

Contractor’s employees shall observe and comply with all local policies and procedures concerning fire, safety, environmental protection, sanitation, security, and possession of firearms or other lethal or illegal weapons or substance. The Contractor shall ensure all

Contractor employees, providing services under this contract, conduct themselves and perform services in a professional, safe, and responsible manner. The Contractor shall remove, from the job site, any employee for reasons of misconduct or security. The

Contractor shall ensure employee conduct complies with 41 USC 423, Procurement

Integrity. The Contractor shall also ensure that no Contractor employees conduct political related activities or events on the Installation. The removal of such a person shall not relieve the Contractor of the requirement to provide personnel to perform adequate and timely service.

2.6.5.7. Contractor Hiring Restrictions. The Contractor shall not hire or sub-contract with off duty or former Government employees whose employment would result in a conflict with Joint Ethics Regulation (JER) DoD 5500.07-R.

2.6.6. Business Relations. The Contractor shall successfully integrate and coordinate all activity needed to execute the requirement of this PWS. The Contractor shall manage the timeliness, completeness, and quality of problem identification to a degree acceptable to the Government. The Contractor shall provide to the KO and COR corrective action plans, timely identification of issues, and effective management of

Subcontractors within two (2) calendar days or at a mutually agreed upon date

(Deliverable A.8, Corrective Action Plans). The Contractor shall ensure customer satisfaction and professional and ethical behavior of all Contractor personnel.

2.6.7. Manual Operations. The Contractor shall establish a Contingency Plan for manual operation in the event that power or other utilities prevent the computer processing of the DMOs, OWOs, PWOs and PMOs related work documentation. The plan shall be delivered to the KO and COR within fifteen (15) calendar days of the start of the contract (Deliverable A.9, Manual Operations Contingency Plan). Provision should also be made for inputting and updating data into the Government System on a delayed basis in case the network or system is down. The contingency plan shall include coordination with DPW Work Request Desk (WRD) and its operations.

2.6.8. Contractor Drug and Alcohol Policy. The Contractor shall have a drug and alcohol policy that addresses all conditions that may affect the safety of employees and other installation tenants (Deliverable A.10, Contractor Alcohol and Drug Policy). The

The policy shall specifically address Government Bridge Operations as specified in

Annex D, Section 1.2.2.1. The Contractor shall submit their Alcohol and Drug Policy within thirty (30) days of Contract award.

2.7. Work Management. Maintenance and repair work performed under this contract is accomplished as a Preventive Maintenance Order (PMO), Demand Maintenance

Order (DMO), Operational Work Order (OWO) or Project Work Order (PWO). Review

Part 7, Section 7.1.1 Definitions. Also reference Attachment, ATT A.2 - Task

Categorization Examples and Decision Tree Processes.

2.7.1. General Fund Enterprise Business System (GFEBS). Work Management shall be accomplished using GFEBS. GFEBS is the web-based asset and accounting system used to document work performed on the Garrison. The Government uses GFEBS as a contract monitoring system for determining the status of work, maintenance, and repair expenditures against individual facilities, as well as minor construction and alteration

(new work) project expenditures. The Government will establish and provide the

Contractor with work center(s), activity types, and activity rates upon contract award.

GFEBS is the official system of record for all Real Property Maintenance Activity

(RPMA).

a. The Contractor shall document, manage, and control all work performed under this contract. Upon receipt of a work order request from the DPW Work

Reception Desk (see section 2.7.2 and 2.7.3), the Contractor shall be responsible for initiating and completing the work, as well as providing status updates on the in-progress work to the DPW WRD via GFEBS. Upon completion of all work requests, the Contractor shall obtain the POC’s signature, date and phone number indicating acceptance and completion of the order. All POC signatures shall be uploaded to GFEBS under the corresponding work request number and provided to the KO or COR upon request. All work performed shall be documented in GFEBS. The Contractor shall record, manage, and report, in a chronological order, all work performed under this Contract in a detailed manner to clearly and fully describe the repairs performed for each work request.

b. As a means to document cost for all work performed, the Contractor shall ensure that the labor hours for each Contractor employee working on PMOs, DMOs, OWOs, and PWOs are accurately recorded in GFEBS against the specific work request. Additionally, the Contractor shall record the equipment, and material costs in GFEBS for each work request. The GFEBS Materials

Master shall be updated to capture accurate material costs for all repair/maintenance actions.

2.7.1.1. Contingency Plan. The Contractor shall establish a Contingency Plan for manual operations in the event that a power failure or other situations prevent the electronic processing of DMO, OWO, PWO and PMO related work documentation. The plan shall be delivered to the KO within fifteen (15) calendar days of the start of the contract (Deliverable A9., Manual Operations Contingency Plan). The plan shall include provisions for manually processing and executing emergency work orders, logging and execution of non-emergency work orders, and updating data into the Government system of record upon restoration of system availability.

NOTE: Government systems and databases of record are subject to updates, modifications, end of service life preparation and migration to new systems. The updates and modifications occur at the discretion of the Army.

2.7.2. Work Reception - Normal Duty Hours. The DPW Work Reception Desk (WRD) is responsible for releasing work orders to the Contractor for execution. The DPW WRD is manned by Government employees and receives all work requests during normal duty hours (0700 -1600). Work reception outside of normal duty hours, on the weekends and on Federal Holidays shall be managed by the Contractor (see 2.7.3 for details).

During normal duty hours the DPW WRD will receive work requests from customers, assign priorities to the work requests received, and send approved requests as a DMO, OWO or PWO to the Contractor for execution. The DPW WRD will transfer work request requirements to the Contractor electronically and in the case of an emergency, by telephone. The Contractor shall execute all released DMO, OWO and PWO requests based on their assigned priority. The Contractor is authorized to execute DMOs and

OWOs that do not exceed thirty-two (32) work hours in labor or $5,000 in material cost.

DMOs and OWOs exceeding the Contractor’s authorized limit shall be executed IAW section 2.7.12 Project Work Orders. All employees on the Contractor’s work control team shall have at least one (1) year of experience entering maintenance orders into

GFEBS, charging time and materials on the orders, and running/analyzing maintenance order reports.

2.7.3. Work Reception - Outside of Normal Duty Hours. Work reception shall be managed by the Contractor after normal duty hours, on weekends, and on Federal

Holidays via a call-in system. The Contractor shall provide an after-hours phone number for receiving work requests. Upon receipt of an after-hours work request, the

Contractor’s designated point of contact (POC) shall call a COR listed on the DPW after-hours contact list (ATT A.3, COR After Hours Contact List) for work approval prior to execution. The POC shall provide the COR with the scope of the work request, location, urgency, and any other pertinent details necessary for approval. The

Contractor shall log all after-hours work requests and provide the details to the DPW

Work Reception Desk for entry into GFEBS the following duty day. Details shall include the date and time, name of the requester, a summary of the work requested, the approver, and the name and employer of the technician who responded to the approved request(s). The DPW Work Reception Desk will enter all work requests initiated outside of normal business hours into the system of record the next duty day.

2.7.4. GFEBS and/or ArMA Case Numbers. The DPW WRD will provide a refence number to the contractor and customer for inquiries and surveillance of all work order requests.

2.7.5. Duplicate Orders. The Contractor shall actively monitor for duplicate work orders.

If the Contractor identifies multiple work orders for similar work associated with the same building and…