USAG Natick HVAC PWS Annex A - FEB 2025.pdf

Annex A (Overarching Base Operations PWS)

Performance Work Statement (PWS)

Base Operations

February 2025

Annex A (Overarching Base Operations PWS): IMCOM Enterprise Base Operations (BASOPS) Performance Work Statement (PWS)

Table of Contents

1.0 INTRODUCTION

1.1 Background

1.2 Objectives

1.3 Climatic Conditions

1.4 Facility Access

1.5 Traffic Flow

1.6 Drainage

1.7 Restoration of Landscape Damage

1.8 Dust Suppression

1.9 Utility Location

1.10 Excavation

1.11 Work Clearance

2.0 REQUIREMENTS

2.1 Description of Services

2.1.2 General Information

2.1.3 Place of Performance and Hours of Operation

2.1.4 Federal Holidays

2.1.5 Travel/Temporary Duty

2.1.6 Emergency Services

2.1.7 Contract Administration and Management

2.1.8 COR/ACOR Functions

2.1.9 Quality Control (QC)

2.1.10 Subcontract Management

2.1.11 Contractor Employees

2.1.12 Business Relations

2.2 Work Management

2.2.1 Coordination

2.3 As-Builts and Geospatial Information System (GIS)

2.3.2 Real Property Records Updates

2.3.3 GIS

2.3.4 GIS Support Services

2.3.5 GIS Files

2.3.6 Other Documents

2.4 Historic Property or Archaeological Site

2.4.1 Repair and Replacement

2.5 Special Requirements

2.5.1 Security

2.5.2 Security Training

2.5.3 Safety

2.5.4 Training, Physical Requirements, or other Expertise Required

2.5.5 Environmental Requirements

2.5.6 Contingency Plans

2.5.10 Scheduled System Outages

2.6 Job Order Contract (JOC)

2.6.1 PROJECT SUPPORT. N/A

3.0 PERFORMANCE REQUIREMENTS AND STANDARDS

3.1 Performance Task Requirements, Standards and Acceptable Quality Levels (AQLs). 40

3.2 Quality Assurance

4.0 PERFORMANCE REQUIREMENTS SUMMARY (PRS) MATRIX

5.0 COMMON LEVELS OF SERVICE (SERVICE)

6.0 DELIVERABLES

7.0 RELATED DOCUMENTS

7.1 Definitions and Acronyms

7.1.1 Definitions

7.2 Acronyms

7.3 Applicable Directives, Publications

7.3 Technical Exhibit (TE)………………………………………………………………66

7.4 Government-Furnished Material (GFM)/Property (GFP)/Equipment (GFE)

7.4.1 Utilities

7.5 Contractor-Furnished Material (CFM)/Property (CFP)/Equipment (CFE

7.5.1 Contractor-Furnished Material and Responsibilities

7.5.2 Contractor-Furnished Items

7.5.3. Contractor Facilities

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

1.0 Introduction. This is a non-personal services contract to provide heating, venti-lation and air conditioning (HVAC) services. The Contractor shall perform to the stand-ards specified in this Performance Work Statement (PWS). Contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Govern-ment. The Contractor shall provide all personnel, equipment, supplies, facilities, trans-portation, tools, materials, supervision, and other items and non-personal services nec-essary as defined in this PWS. The Contractor is responsible for providing all parts re-quired for Preventive Maintenance Orders (PMOs).

1.1 Background. The Soldier Systems Center is in Natick, MA, in Middlesex County, and consists of approximately 78 acres and 50 buildings. The population base consists of approximately 1500 military, Government civilian, and Contactor personnel. The Sol-dier Systems Center is a Research Center that operates primarily Monday through Friday during daylight hours. There is a small contingent of security personnel and a small con-tingent of soldiers on the installation on a 24/7/365-day basis.

1.2 Objectives. The Contractor shall ensure all work accomplished in the perfor-mance of this PWS meets all applicable Federal, State, and Local Laws, Regulations, and Directives to include, but not limited to, the publications in Section 7, Related Docu-ments. The Contractor shall adhere to established American Society of Heating, Refrig-erating and Air Conditioning Engineers (ASHRE) standards and manufactures instruc-tions during the installation of equipment.

1.2.1 The Contractor shall compile historical data, prepare required reports, attend monthly status meetings, and submit all information as specified by the Deliverables presented in the contract. The Contractor shall ensure all work in support of mission re-quirements tendered to the Government for acceptance conform to the measurable per-formance standards of quality, timeliness, and quantity specified in the PWS of this con-tract.

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 HVAC maintenance and service and their component needs, emphasizing innovation and commercial best practices. The best practices to meet long term reliability in hopes to meet the life cycle expectations of equipment.

1.3 Climatic Conditions. The average annual snowfall is 44 inches, with snowfall ex-pected during the period of October – April. The average frost-free period (growing sea-son) during the year is about 150 days. The first killing frost may be expected about October, and the last killing frost generally occurs in April. The average annual maximum and minimum temperatures are approximately 80- and 20-degrees Fahrenheit, respec-tively. Monthly normal temperatures ranged from a low of 20 degrees in the month of January to a high of 85 degrees in the month of July. Summer temperatures often reach 89 degrees Fahrenheit, while sub-freezing weather is common during the winter months.

1.4 Facility Access. The Contractor shall ensure access to all fire detection and sup-pression systems in case of emergencies or for other Fire Department purposes. The Contractor shall inform the Fire Department point-of-contact (POC), prior to outages that will impact the function of the system, special problems or circumstances, which require Fire Department inspection. The Fire Department will reset alarm systems to opera-tional status.

1.5 Traffic Flow. The Contractor shall maintain the free flow of traffic during surfaced area maintenance. The Contractor shall notify the Contracting Officer (KO), in writing, a minimum of fourteen (14) calendar days in advance of any scheduled closure of streets.

Emergency road closures shall be coordinated with the Contracting Officer Representa-tive (COR) or Alternate Contracting Officer Representative (ACOR).

1.6 Drainage. Maintenance work performed under this contract shall not impede drain-age. Condensation drains need to meet applicable plumbing and building codes. These drains need to have proper venting as established by Code and Manufacture’s require-ments.

1.7 Restoration of Landscape Damage. Trees or other landscape features damaged by the Contractor’s operations shall be restored to the original state at no additional cost to the Government. The COR/ACOR will decide the method of restoration for trees or whether damaged trees will be removed.

1.8 Dust Suppression. The Contractor shall perform dust suppression when neces-sary, during maintenance and repair activities or as directed by the Contracting Officer Representee, or ACOR.

1.9 Utility Location. The Contractor shall perform utility cuts in pavements as required to repair existing utilities after obtaining a digging permit to do so. The Contractor shall locate and stake out underground utility pipes/cables prior to digging operations re-quired by any contract on Garrison property, Natick Soldier System Center. The Con-tractor shall be responsible for having the proper equipment to locate all underground utilities. Mechanical digging shall not be permitted within ten (10) feet of identified un-derground utilities.

1.10 Excavation. The Government requires up to five (5) business days to review and approve excavation plans and provide approval to the Contractor.

1.11 Work Clearance. For work involving digging/excavation operations, the Contrac-tor shall obtain a properly approved digging plan before ground disturbance.

2.0 Requirements.

2.1 Description of Services. See Section 5.0 for the specific Common Levels of Service (CLS). See Technical Exhibit (TE) 02 CLS 411

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 employ-ees. Non-personal service contracts are authorized by the Government in accordance with (IAW) Federal Acquisition Regulation (FAR) Subpart 37.104, under general con-tracting authority, and do not require specific statutory authorization.

2.1.2 General Information.

2.1.2.1 Transition (Phase In/Phase Out). The Contractor shall prepare and submit a transition plan within ten (10) business days after contract award. The transition plan will have a sixty (60) business day transition period that will be implemented by the Con-tractor and shall state Contractor key personnel on board, to include IT/Network ac-counts and access with the appropriate Government organizations. 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 as deemed necessary by the Contractor that will enable Contractor personnel to become both knowledgeable in, and familiar with, their assigned areas of responsibility. The Contractor shall commence all operations re-quired by this PWS as of the first day of the contract period. Therefore, on the initial day of performance, the Contractor shall provide a work force which is fully qualified and capable of performing all work required under this contract.

2.1.2.1.1 Phase In/Phase Out for Incumbent Contractor.

If the 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 documents shall be updated with the new contract number and new dates and submitted for approval. All previous approvals under the old contract are invalid. The Contractor shall have a list of all documents to be updated and re-approved.

2.1.2.2 Transition (Phase-Out). Sixty (60) business 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 succes-sor. 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. The plan shall contain details that include but are not limited to; timelines for events, key personnel involved and inter-face 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; dele-tion of password access to Government systems, installation clearance actions includ-ing turn-in of windshield decals and controlled access cards (CAC) and any other ac-tions required to ensure continuity of operations. The plan shall also include a joint in-ventory among the incumbent, the Government, and the successor Contractor; reconcil-iation 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 thirty (30) busi-ness day transition period immediately prior to the end of the previous contract, the Contractor shall permit the successor Contractor (and the successor Contractor's em-ployees) to observe and become familiar with any and 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 coop-erate with the successor Contractor and the Government so as not to interfere with their work or duties. The Contractor shall provide reasonable assistance to the Govern-ment's contract solicitation process such as verifying workload data and other factual in-formation to be included in a new solicitation and providing access to the workplace for site visit(s) of prospective offerors.

2.1.3 Place of Performance and Hours of Operation.

2.1.3.1 Place of Performance. The work to be performed under this contract will be performed at the HVAC equipment locations listed in Annex H.

2.1.3.2 Hours of Operation. The Government's regular (normal) hours are from 0700 – 1600 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. The Contractor shall maintain an adequate workforce for the uninter-rupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. A DPW Work Reception desk will be operated twenty

(24) hours a day, seven (7) days a week and be capable of response to DMOs and/or customer requests outside of standard working hours.

2.1.4 Federal Holidays. The Contractor’s performance shall not be required on the Federal public holidays listed below, unless there is a requirement to respond to a Prior-ity 1, Emergency. Holidays occurring on weekends will be observed as directed by the Federal calendar (5 United States Code (U.S.C) § 6103, Government Organization and Employees, Holidays).

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 Friday or Saturday, the preceding Thursday is observed as a holiday by U.S. Government Agencies. Federal holidays also include any Presidential or Congressionally designated days off other than the holidays listed above.

2.1.4.1 The Contractor shall provide personnel support within 2 hours of notification outside the normal hours of operation as required, including holidays, to support the Di-rectorate of Public Works (DPW) mission. Prior to performance of services outside the locally established hours of operation, the Contractor shall request and obtain, in writ-ing, approval from the KO/COR. The Project Manager (Lead Technician or After hour call dispatch) shall be available after normal hours to serve as the central point of con-tact for Contractor operations. Contractor personnel shall not be scheduled for overtime work.

2.1.4.2 Installation Closures.

When an unforeseen Installation closure occurs on a regularly scheduled day of work, the Contractor shall reschedule the work to be performed the next business day follow-ing the closure unless the following day is a Saturday, Sunday, a recognized Federal Holiday, and when routine work is not scheduled for that day. Reschedule the work on any day mutually satisfactory.

2.1.4.3 Inclement Weather Delay. If the Contractor determines unsafe weather condi-tions for continued operations, then the Contractor shall notify the KO/COR/ACOR if in-clement weather suspends operations within 12 hours. The Contractor shall resume operations with KO/COR approval.

2.1.4.4 Curtailment of Operations. When operations are curtailed due to manmade or natural conditions on a working day, it may be necessary for the Government to inter-rupt 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 curtail-ment of operations to the Contractor.

2.1.4.5 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 civil-ian work force or Contractor employees.

If a DONSA affects scheduled contract work or access to facilities, the work in af-fected 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 facili-ties during those times.

2.1.5 Travel/Temporary Duty. N/A

2.1.6 Emergency Services.

Emergency Medical Treatment. The Contractor shall have competent personnel trained and capable of dealing with minor personnel injuries.

2.1.6.1 The Contractor or their employees shall immediately notify their supervisor of any accident requiring emergency medical treatment. The Contractor shall notify the KO or COR/ACOR immediately, not later than (NLT) two (2) hours of the incident. The Contractor shall be responsible for the emergency medical treatment services for Con-tractor personnel. However, the Government will provide, on an emergency basis, med-ical services for injuries incurred while an employee is performing under the contract.

The Contractor shall reimburse the Government for emergency medical services pro-vided, upon receipt of invoice from the medical facility. Reimbursement shall be made to the United States (US) Government. If necessary, contractor shall call 911.

2.1.6.2 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. A completed typed original plus one (1) copy of ENG FORM 3394 United States Army Corps of Engi-neers Accident Investigation Report shall be delivered to the KO within five (5) calendar days of occurrence, whenever an accident involving personal injury or government owned property occurs.

2.1.7 Contract Administration and Management.

2.1.7.1 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/ACOR will meet quarterly with the Contractor to review the Contractor's perfor-mance. Written minutes of meetings will be recorded by the Government/Contractor and signed by both the Project Manager and the KO. The written minutes will be distrib-uted within five (5) calendar days after the meeting. If the Contractor does not concur with any portion of the minutes, recorded by the Government, the non-concurrence shall be provided in writing to the KO within two (2) calendar days following receipt of the minutes.

2.1.7.2 Notwithstanding the Contractor’s responsibility for total management during the performance of this contract, the administration of the contract requires maximum coor-dination and cooperation between the Government and the Contractor.

2.1.7.3 The following provides the roles and their respective authority during the perfor-mance of the contract:

2.1.7.3.1 Contracting Officer (KO). The KO is the only person authorized to direct changes in any of the requirements under this contract, and, notwithstanding any provi-sions 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. The KO will approve all submittals and plans required in this PWS.

2.1.7.3.2 Contracting Officer’s Representative (COR). The KO will appoint a COR dur-ing the performance of this contract. Additional Government personnel may be as-signed to assist in contract oversight IAW AR 70-13, Management and Oversight of Ser-vice 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) Certifica-tion 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 sur-veillance, 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 reso-lution of problems, conflicts in priority, subtask requirement definitions, and other opera-tions type problems. The COR/ACOR will perform IAW the responsibilities and duties identified in the appointment letter.

2.1.7.3.2.1 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.

2.1.7.3.3. The Contractor shall not in any way represent the United States (U.S.) Gov-ernment, or that it has the authority to contract or procure supplies for the account of the United States of America (USA).

2.1.8 COR/ACOR Functions. The COR/ACOR monitors all technical aspects of the contract and assists in contract administration. The COR/ACOR is authorized to per-form 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 as-pects 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 coor-dinate site entry of Contractor personnel.

2.1.9 Quality Control (QC). Quality Control is the responsibility of the Contractor. The Contractor shall provide a Quality Control Plan (QCP) five (5) business days before con-tract start. The Contractor shall provide and maintain a QCP that is acceptable to the KO/COR/ACOR. Changes to the Contractor’s QCP shall be submitted to the KO for re-view and approval within five (5) business days prior to implementation.

2.1.10 Subcontract Management. N/A

2.1.11 Contractor Employees.

2.1.11.1 Key Personnel.

2.1.11.1.1 Project Manager (PM). N/A

2.1.11.1.3 GFEBS Certification. N/A

2.1.11.1.4 Common Access Card (CAC). N/A

2.1.11.1.5 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.

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

2.1.11.1.7 Contractor Identification. The Contractor shall ensure all personnel be iden-tified as a Contractor to distinguish themselves (e.g., badge, company logo, or uniform) from Government employees. The Contractor shall ensure all correspondence and re-ports produced are marked as Contractor products or that Contractor participation is disclosed.

2.1.11.1.8 Standards of Conduct. Contractor personnel’s conduct shall not reflect dis-credit upon the Government. The Contractor shall ensure all personnel present a pro-fessional 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 ser-vices 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 ac-tivities 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 ser-vice.

2.1.11.1.9 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.

2.1.12 Business Relations. The Contractor shall successfully integrate and coordi-nate 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 COR/ACOR correc-tive action plans, timely identification of issues, and effective management of Subcon-tractors within (5) days or at a mutually agreed upon date. The Contractor shall ensure customer satisfaction and professional and ethical behavior of all Contractor personnel.

2.1.13 Manual Operations. N/A

2.2 Work Management.

2.2.1 Coordination. The Contractor shall schedule and coordinate with the COR/ACOR to minimize disruptions to the facility mission. All correspondence shall be submitted within the established suspense dates. All extensions, releases, or other relief of suspense requirements shall be obtained from the originating office by the Contractor.

2.2.2 General Fund Enterprise Business System (GFEBS): N/A

2.2.2.1 Army Maintenance Application (ArMA): N/A

2.2.2.1.1 Contingency Plan: N/A

2.2.2.1.2 Transition (Phase-in) Plan: N/A

2.2.2.1.3 ArMA and GFEBS: N/A

2.2.2.1.4 Duplicate Orders. N/A

2.2.3 Demand Maintenance Orders (DMOs). N/A

2.2.3.1 DMO Desk. N/A

2.2.3.2 DMO Call Receipt and Entry. N/A

2.2.3.3 GFEBS and/or ArMA Case Number. N/A

2.2.3.4 Completed Work. N/A

2.2.4 Preventive Maintenance Orders (PMOs). The Contractor shall perform all PMOs for the facilities and equipment listed in EQUIPMENT APPEDIX. The Contractor techni-cians shall complete scheduled PM work within five (5) days for monthly PM’s, fourteen days for quarterly PMs, and thirty (30) days for semi-annual and annual PM’s. Until the PMO program as described in paragraph 2.2.5 below is complete, the Contractor shall execute PMOs IAW historical PM data provided in EQUIPMENT APPEDIX

2.2.4.1 PMO Program. The Contractor shall develop and execute a PMO program. The Contractor shall first verify and update the equipment listed in EQUIPMENT APPEDIX for the buildings listed. During the equipment inventory assessment, the Contractor shall at a minimum, collect the equipment Maintenance Control Designation (MCD), se-rial number, equipment description, work center (shop), building number, frequency ba-sis for that equipment (e.g., monthly, quarterly, annually, etc.), maintenance plan and task list. Upon completion of the equipment verification, the PMO program shall be de-veloped. The PMO program shall be completed and fully operational. The Contractor shall be responsible for maintaining the accuracy and currency of the equipment list.

2.2.4.2 PMO Schedules. The Contractor shall create a PM scheduler. The Contractor shall continually update the list as required. The PM scheduler shall be Microsoft Excel based and include work center, maintenance plan, equipment number, equipment de-scription, building number, frequency, task list, date called/scheduled, and any addi-tional notes pertinent to the PM (e.g., date added, new building, etc.). Additionally, by close of business each week, the Contractor shall provide the COR/ACOR in Microsoft Excel, a project PM planning schedule of work to be accomplished in the following week.

2.2.4.3 Approved PM Schedule. The Contractor shall strictly adhere to the scheduled PM dates to facilitate verification of work by the COR/ACOR. If the Contractor finds it necessary to reschedule a PM, a written request shall be made to the COR/ACOR de-tailing the reasons for the proposed change at least five (5) working days prior to the originally scheduled PM date. No scheduled PM dates shall be changed without the prior written approval of the COR/ACOR.

2.2.4.4 PMO Stickers/Log/QR Coding. Upon completion of the PM inspection, the Con-tractor shall attach a sticker to the equipment item (or in the immediate vicinity thereof) indicating the equipment MCD number, the date of maintenance, and the initials and identification number of the Contractor employee who performed the work. PM will not be considered performed unless the sticker is current and affixed, The PM sticker infor-mation which includes the MCD number, date of maintenance and warranty information.

In instances where a PMO sticker is not practicable, then the Contractor may elect to maintain a current PMO log in lieu of a sticker.

2.2.4.5 Warranty Program. The Contractor shall establish and maintain a Warranty Program to warrant all equipment, parts, components, where the manufacturers provide a warranty and shall be exercised for the duration of this contract. The Contractor shall provide the warranty information to the COR/ACOR, a copy of the warranty and manual for all equipment in an excel sheet format. The warranty excel sheet should be updated as warranty information changes for the equipment. The Contractor shall provide a plan for managing warranties with the technical proposal. All warranty data shall be returned to the Government at contract completion. When Contractor personnel determine that a warranted item not installed by the Contractor requires service, the Contractor shall no-tify the COR in writing no later than 0900 the next working day or give telephone notifi-cation within fifteen (15) minutes of detection if the deficiency threatens damage to per-sonnel or property. The COR/ACOR will direct the Contractor to: (1) repair the defi-ciency if potential damage may result from deferring repairs; or (2) clean the work area and stop work. The Contractor shall not receive payment for work not authorized by the COR/ACOR which is performed on warranted equipment, unless the COR/ACOR con-curs that such work was a legitimate response to a true emergency condition.

2.2.4.6 Operation and Maintenance (O&M) Manual Digital Library. The Contractor shall create and maintain a current electronic repository of all O&M Manuals from the manu-facturer or supplier for all facilities and equipment delineated in the Contractor’s PMO program. The repository shall be organized by shop/work center.

2.2.5 Operations Work Orders (OWOs) N/A

2.2.6 Project Work Orders (PWOs). N/A

2.2.6.1 DA Form 4283, Facilities Engineering Work Requests, shall serve as the au-thorization document for the initiation and execution of PWOs. The DA Form 4283 shall be submitted to the BOID for processing and approval. For DMO generated PWOs, a DA Form 4283 is not required. These PWOs are included in the fixed price CLIN for maintenance services. The PWO (4283 form) should cover the following parameters:

a. Actual labor hours, materials, and costs for items other than pre-expended bin mate-rials expended.

b. Government representative signature indicating work has been performed and date.

If representative is not available, the Contractor shall so note on the DMO document.

c. MCD number of equipment item and/or facility worked on under the DMO.

d. As-built information for any utility infrastructure changes made during the course of the work, or operation and maintenance manuals for any installed equipment (as ap-plicable).

e. Site sketch indicating area where work was performed and schematic of activities (as applicable).

f. Digital photos before and after work performance (as applicable).

2.2.6.1.1 Conversion of DMO to PWO. N/A

2.2.6.1.2 Conversion during Execution. N/A

2.2.6.1.3 Conversion Prior to Execution N/A

2.2.6.2 Cost Estimates for PWOs. N/A

2.2.6.3 Preparation of Detailed Estimates. The Contractor shall prepare detailed esti-mate of the labor, equipment and materials required to complete PWO work using in-dustry accepted estimating procedures and data from RSMeans, Building Construction Cost Data, or other appropriate estimating sources approved by the COR. All esti-mates, supporting information, documentation, and calculations shall be submitted to the COR.

2.2.6.4 Subcontract Work. N/A

2.2.6.5 Specialty Subcontracting Work. N/A

2.2.6.6 Execution of PWO Work. N/A.

2.2.6.7 Wage Rates for PWOs. N/A.

2.2.6.8 PWO Monthly Meetings. The Contractor shall attend a monthly meeting with DPW personnel to provide schedule updates for all current PWOs. Schedules shall in-clude as a minimum for each work order: (a) Change Order Number (if applicable), (b) Facility Designation, (c) Priority, (d) Initials of Quality Assurance Specialist assigned to the work order, (e) Total person hours as issued by ACO, (f) Level of work (II or III, as applicable), (g) Description of Scope of Work, (h) Date Contractor received request for proposal, (i) Date Contractor submitted proposal to Government, (j) Date work order re-ceived by Contractor, (k) Date work order will start and required completion date, (l) Percentage complete, and (m) Pertinent comments (i.e., phase of work currently in pro-cess, delivery date for materials, reason for stoppage or delay (if applicable), etc.). The Contractor will take meeting minutes during the meeting and will send to the COR and BOID PM Coordinator within two (2) business days.

2.2.6.9 PWO Records. The Contractor shall maintain a record of all PWOs executed under the contract. All records related to PWOs shall be made available to the

COR/ACOR upon request. All records are the property of the Government and shall be turned over to the Government upon completion or termination of the contract.

2.2.6.10 PWO Reporting Requirements. The Contractor shall provide daily reports on PWO’s no later than the fifth (5th) day of every week to the COR/ACOR.

2.2.7 Warranty Program. The DPW PM Plan within GFEBS identifies warranty of all equipment, parts, components, where the manufacturers provide a warranty and shall be exercised for the duration of this contract. GFEB Records identify the item, the na-ture and expiration date of the warranty, and the name and location of the firm to con-tact about entitlement under the warranty. The Contractor shall update within GFEBS warranty records on any items of equipment or repair items to which the Government will take title, which shall be installed on Government property.

2.2.7.1 Warranty Enforcement Manager. The Contractor shall designate a Warranty Manager or Point of Contact (POC) to monitor and track all Government-owned equip-ment as identified by the Government as having a warranty.

2.2.7.2 Warranty Management. The Warranty Manager shall receive a daily listing of all DMOs from the DPW WR and review all DMOs (including DMOs assigned to other service providers) in facilities under warranty for possible warranty items.

2.2.7.3 Routing of Warranty DMOs. The Contractor personnel shall be familiar with all facilities and equipment under warranty to notify the Warranty Manager of DMOs re-quests impacting warranties. For DMOs assigned to other service providers, the War-ranty Manager shall notify the service provider, who shall then determine if the problem is a valid warranty item. If the item is a valid warranty request, the service provider shall route the DMO back to the Warranty Manager and the DMO shall be routed to the war-ranty provider for repair. If the repair requirement item is not covered by the warranty, the DMO shall be completed by the service provider. Warranty items that may have been overlooked by the DMO review may be flagged by technicians or workmen as war-ranty items. In such cases, the DMO shall be routed back to the Warranty Manager and the DMO shall be routed to the warranty provider for repair. Contractor shall place war-ranty calls and track status until warranty repair has been completed.

2.2.7.4 Warranty Records. The Contractor shall comply with standard Army execu-tion and warranty claim action reporting programs as defined in AR 700-139.

2.2.7.5 Exceptions. The existence of a warranty does not alleviate the Contractor of his responsibility to perform work needed to prevent potential damage to personnel and property or to prevent unnecessary shutdown of facilities and functions.

2.2.7.6 Technical Document Library Operation. The Contractor shall store, maintain, and make technical documents available to all Government personnel and others ap-proved by DPW upon request. If electronic versions are available, the Contractor shall provide these via e-mail or other electronic media. If no electronic copy is available, the hardcopies will be scanned and sent to the Government personnel and others approved by DPW. Contractor shall obtain and record adequate contact information from the bor-rower, and the documents will be checked out for no longer than five (5) days. In the case where only one hardcopy exists, and the document cannot be scanned; the docu-ments shall be made available for reference or for copies. The Contractor shall maintain all warranty documents in an electronic data base.

2.2.3 Demand Maintenance Order (DMOs). N/A

2.2.3.1. DPW Work Reception Desk. N/A

2.2.3.2. DMO Call Receipt and Entry. N/A

2.2.3.2.1 GFEBS and/or ArMA Case Number. N/A

2.2.3.3. Completed Work. N/A

2.2.3.4. Materials. The Contractor shall be responsible for all materials required for DMO repair work. For clarity, the price for DMOs reflected in the Pricing Matrix and ap-plicable contract CLINs shall be inclusive of all DMO related repair costs.

2.2.4. Preventive Maintenance Orders (PMOs) N/A

2.2.5. O&M Manual Digital Library. The Contractor shall create and maintain a current electronic repository of all O&M Manuals from the manufacturer or supplier for all facili-ties and equipment delineated in the Contractor’s PMO program. The Contractor shall also create and maintain a technical document library for equipment and real property documents such as O&M manuals, Test and Balance or commissioning reports, training videos, etc. The Technical Reference Libraries shall be updated as required to ensure that all information therein is correct. The Technical Reference Libraries shall be consid-ered Government property. These documents shall be managed in such a way to allow access to the documents by Government and Contractor personnel, including service providers other than the Contractor. The Warranty Manager and the Technical Docu-ment Manager may be the same person. The repository shall be organized by shop/work center.

2.2.6. Operations Work Orders (OWOs). N/A

2.2.7. Project Work Orders (PWOs).

2.2.7.1. DA Form 4283, Facilities Engineering Work Requests, shall serve as the au-thorization document for the initiation and execution of PWOs. The DA Form 4283 shall be submitted to the (PROVIDE APPLICABE POC) for processing and approval. For DMO generated PWOs, a DA Form 4283 is not required. These PWOs are included in the fixed price CLIN for maintenance services. The PWO (DA Form 4283) should cover the following parameters:

a. Actual labor hours, materials, and costs for items other than pre-expended bin materials expended.

b. COR signature indicating work has been performed and date. If representative is not available, the Contractor shall so note on the DMO document.

c. MCD number of equipment item and/or facility worked on under the DMO.

d. As-built information for any utility infrastructure changes made during the course of the work, or operation and maintenance manuals for any installed equipment (as applicable).

e. Site sketch indicating area where work was performed and schematic of activities (as applicable).

f. Digital photos before and after work performance (as applicable).

2.2.7.1.1 Conversion Prior to Execution. N/A

2.2.7.2. Cost Estimates for PWOs. The Government will provide the Contractor with the DA Form 4283 that delineates the scope of the project. New Work is defined in Annex B, Facilities Maintenance Instruction and results in the creation or addition to an existing facility or of a building component or system which did not exist prior to the work, irre-spective of whether the work is funded from a construction or an O&M account. New Work that exceeds $150,000 shall be accomplished through a separate contractual ve-hicle.

The OWO/PWO will be negotiated as follows:

a. The Contractor shall provide the preliminary desktop (scoping), design as re-quired, and cost estimate based on the DA Form 4283 to the COR within five (5) working days of receipt.

b. When requested in writing by the COR, the Contractor will provide detailed scop-ing, design, and cost estimates within ten (10) working days of receipt of the re-quest,

c. Negotiate the terms and conditions of the OWO/PWO, to include a scheduled completion date.

d. KO will issue a notice to proceed memorandum to the Contractor to perform the OWO/PWO effort agreed upon.

e. The Contractor shall bill for all approved OWOs/PWOs consistent with the di-rection provided at FAR 52.232-5, Payments under Fixed-Price Construction Contracts.

2.2.7.3. Preparation of Detailed Estimates. The Contractor shall prepare detailed esti-mate of the labor, equipment and materials required to complete PWO work using in-dustry accepted estimating procedures and data from RS Means, Building Construction Cost Data, or other appropriate estimating sources approved by the COR. Estimates shall be prepared electronically, using WinEst Estimating System. All estimates, sup-porting information, documentation, and calculations shall be submitted to the COR.

2.2.7.4. Subcontract Work. PWOs subcontracted IAW with the Contractor’s purchasing system where three (3) independent offers are obtained, and the low offer is accepted will not require a detailed cost estimate. Work, which the Contractor proposes to sub-contract, shall be identified in the estimate. Information, documentation, and calculation required for subcontract work is the same as that required for work to be performed by the Contractor's work force.

2.2.7.5. Specialty Subcontracting Work. For specialized services where RS Means or other estimating standards are not applicable, the Contractor shall prepare a proposal that shall include a minimum of three (3) Subcontractor quotes. Quotes shall include all labor, material and equipment necessary for Subcontractor to complete the work to be performed on the work request. If the work is of such a type that only one (1) Subcon-tractor can be found to perform the work, then a proposal, including breakout of costs, shall be provided sufficient for the KO to determine that the price is reasonable. If only one (1) Subcontractor is solicited the Contractor shall provide information to the KO suf-ficient to justify the sole source procurement.

2.2.7.6. Execution of PWO Work. The Contractor shall provide proposals for all PWO Work addressing the scope, performance schedule and proposed price. The proposal shall provide supporting data presented including labor, and other direct costs such as equipment, material, and subcontract estimates. The COR will evaluate the Contractor's estimate to determine if: (1) the scope has been clearly and accurately identified, (2) the task hours have been properly estimated with supporting data presented, and (3) equip-ment, material, and subcontract estimates are reasonable and properly documented and provide recommendations to the KO. After the estimate has been reviewed, the KO will determine whether to approve or negotiate elements of the PWO. Upon KO ac-ceptance or negotiation of the proposed PWO, the KO will execute a notice to proceed.

2.2.7.7. Wage Rates for PWOs. Specific work shall be subject to wage rates under cur-rent Construction Wage Rates as identified in Section J of the contract.

2.2.7.8. PWO Bi-weekly Meetings. The Contractor shall attend a biweekly meeting with DPW personnel to provide schedule updates for all current PWOs. Schedules shall in-clude as a minimum for each work order: (a) Change Order Number (if applicable) (b) Facility Designation (c) Priority (d) Initials of Quality Assurance Specialist assigned to the work order (e) Total person hours as issued by ACO (f) Level of work (II or III, as ap-plicable) (g) Description of Scope of Work (h) Date Contractor received request for pro-posal (i) Date Contractor submitted proposal to Government (j) Date work order re-ceived by Contractor (k) Date work order will start and required completion date (l) Per-centage complete (m) Pertinent comments, i.e. phase of work currently in process, de-livery date for materials, reason for stoppage or delay (if applicable), etc. The Contractor will take meeting minutes during the meeting and will send to the COR and BOID PM Coordinator within two (2) business days.

2.2.7.9. PWO Records. The Contractor shall maintain a record of all PWOs executed.

2.2.7.10. PWO Reporting Requirements. The Contractor shall provide a daily status re-port on PWO’s no later than the fifth day of every month to the COR.

2.3 As-Builts and Geospatial Information System (GIS). N/A

2.3.1.1 GIS Support. N/A

2.3.1.2 GIS Software. N/A

2.3.2 Real Property Records Updates. N/A

2.3.3 GIS. N/A

2.3.4 GIS Support Services. N/A

2.3.5 GIS Files. N/A

2.3.6 Other Documents. N/A

2.4 Historic Property or Archaeological Site. Historic properties and archaeological sites are subject to the provisions of the National Historic Preservation Act (NHPA).

The Contractor shall maintain the historic properties on the Installation IAW the FNHPA, 54 United States Code (U.S.C) § 300101, National Preservation; 36 Code of Federal Regulations (CFR) Part 800, Advisory Council on Historic Preservation; and United Fa-cilities Guide Specifications (UFGS). The Contractor shall comply with all applicable Federal Historical Structure and Archeological Laws.

2.4.1 Repair and Replacement. The Contractor shall report damages to the COR/ACOR within one (1) hour. The Contractor shall repair or replace parts with prod-ucts similar in appearance to the original. Repairs, renovation, or replacement to his-toric buildings must be approved by the KO/COR/ACOR. The Contractor shall coordi-nate work through the Cultural Resources Manager. The Contractor shall comply with the appropriate provisions and stipulations of the Secretary of Interior's "Standards for Rehabilitation and Guidelines for Rehabilitating Historic Buildings" (Revised 1983) and the Integrated Cultural Resources Management Plan. Location maps are available at the DPW.

2.4.2 Salvage. The Government retains all salvage rights to replaced property of value.

The Government will determine the value of the property. Items of no value shall be dis-posed of at the Contractor's expense. For items of value, and for all Government equip-ment regardless of value, the Contractor shall prepare DD Form 1348-1 for property dis-posal.

2.5 Special Requirements.

2.5.1 Security.

2.5.1.1 Access and General Protection/Security Policy and Procedures. The Contrac-tor and all associated Subcontractors’ employees shall comply with applicable Installa-tion, facility, and local security policies and procedures. The Contractor workforce shall comply with all personal identity verification (PIV) requirements as directed by Depart-ment of Defense (DoD), Headquarters Department of the Army (HQDA), and local pol-icy. The COR/ACOR will request changes in Contractor security matters or processes if the Force Protection Condition (FPCON) at any individual facility or Installation changes.

2.5.1.2 Motor Vehicle Operators. Contractor’s personnel, whose tasks require opera-tion of any vehicles, shall possess a valid driver’s license, certificates, and permits appli-cable for the type and class of vehicle being operated.

2.5.1.3 Contractor Vehicle Registration. Currently there is no requirement to register Contractor owned vehicles with the DES. However, all vehicles must be registered IAW current state requirements. In addition, all vehicles must be registered IAW current state requirements. In addition, the Contractor shall maintain a list of all Contractor-owned or operated vehicles and trailers always operating on the Installation. The list may be used in case of emergency and/or another contingency. Evidence of vehicle ownership and vehicle liability insurance must be presented upon request.

2.5.1.3.1 Contractor and Vendor Access. All privately-owned vehicles or motorcycles or Contractor or vendor-furnished vehicles and equipment must enter the Installation through the designated secure…