Attachment 1 PWS.pdf

Annex A (CLS 400- Overarching Base Operations PWS) FRAGO 1 to OPORD 18-011: IMCOM Enterprise Base Operations (BASOPS) Performance Work Statement (PWS) Templates (U)

Performance Work Statement (PWS)

Real Property Maintenance and Services Contract

Annex A

Overarching Base Operations PWS

Fort Benning, Georgia and Alabama

14 October 2022

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 Permits

2.0 REQUIREMENTS

2.1.1 Non-Personal 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

2.2.2 Army Maintenance Application (ArMA)

2.2.3 Demand Maintenance Orders (DMOs)

2.2.4. Preventive Maintenance Orders (PMOs)

2.2.5. O&M Manual Digital Library

2.2.6. Operations Work Orders (OWOs)

2.2.7. Project Work Orders (PWOs)

2.2.8. Warranty Program

2.3 As-Builts and Geospatial Information System (GIS)

2.4 Historic Property or Archaeological Site

2.4.1 Repair and Replacement

2.4.2 Damages

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

2.5.7 Special Events

3.0 PERFORMANCE REQUIREMENTS AND STANDARDS

3.1 Quality Assurance (QA)

3.1.1 Quality Control Plan (QCP)

3.2 Quality Control Files

3.3 Customer Feedback Program

4.0 PERFORMANCE REQUIREMENTS SUMMARY (PRS) MATRIX

5.0 COMMON LEVELS OF SERVICE (CLS)

6.0 DELIVERABLES

7.0 RELATED DOCUMENTS

7.10.2 Playground Equipment

7.10.3 Annual Daycare Center Inspections

7.10.4 Installation Status Report Inspections

7.10.5 Unoccupied Facilities Management

7.10.6 Energy Savings and Facility Audits

7.10.7 Inventory Management

7.10.8 Mechanical Room Inspections

7.10.9 Utility Monitoring Control and System

8.0 ENVIRONMENTAL AND COMPLIANCE

8.1 Mold

8.2 Asbestos

8.3 Lead

8.3.1 Water Testing

8.4 Refrigerant Management

8.4.1 Leak Checks

8.4.2 Recordkeeping

8.4.3 Disposition

8.4.4 Refrigerant Recovery from Non-Real Property

8.5 First Division Landfill

8.5.1 Methane Collection System and Meter Reading

8.5.2 Landfill Cap

8.5.3 Reporting

8.5.4 Unscheduled Services

8.5.5 Disposal

8.6 Municipal Separate Storm Sewer System (MS4) Waste Disposal Report

8.7 Landfills in Camp Merrill

1.0 Introduction. This is a non-personal services contract to provide Real Property Maintenance and Services for the U.S. Army Garrison Fort Benning, Georgia and Ala-bama. The Government will not exercise any supervision or control over the contract service providers. The Contractor shall perform to the standards specified in this Per-formance Work Statement (PWS). Contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government. The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materi-als, supervision, and other items and non-personal services necessary as defined in this PWS. The Contractor is responsible for providing all parts required for Preventive Maintenance Orders (PMOs) and all repair parts required for Demand Maintenance Or-ders (DMOs).

1.1 Background. Fort Benning is a United States Army post straddling the Alabama– Georgia border next to Columbus, Georgia. Fort Benning supports more than 120,000 active-duty Military, family members, reserve component soldiers, retirees and civilian employees daily. It is a power projection platform and possesses the capability to de-ploy combat-ready forces by air, rail, and highway. Fort Benning is the home of the United States Army Maneuver Center of Excellence, the United States Army Armor School, United States Army Infantry School, the Western Hemisphere Institute for Secu-rity Cooperation, elements of the 75th Ranger Regiment, the 1st Security Force Assis-tance Brigade, and other tenant units. Fort Benning is in Russell County Alabama and Chattahoochee and Muscogee Counties in Georgia. The Ranger Camp located near Dahlonega is in Lumpkin County. Fort Benning encompasses about 183,600 acres and has about 3981 buildings, and 2800 additional structures as well as 1235 other Real Property assets (like pads, fences, sidewalks, parking, etc.).

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 perform the tasks within this PWS including maintenance and repair activities necessary to keep a typical inventory of facilities in good working order over their expected service lives. It includes regularly scheduled adjustments and inspections, preventive maintenance tasks, and emergency response and service calls for minor repairs. It also includes costs of major repairs or replacement of facility com-ponents that are expected to occur periodically throughout the expected service life.

The intent is to establish work requirements that are performance-based and results-ori-ented. The Contractor shall determine the best and most cost-effective ways to fulfill Facilities Engineering Management Services, Vertical Facilities Maintenance, Horizontal Facilities Maintenance, Cemetery Operations, and Heating and Cooling services and their component needs, emphasizing innovation and commercial best practices.

1.3 Climatic Conditions. The average annual rainfall is forty-seven (47) inches; with the wettest months being Feb, July, and March. Months with the lowest humidity in Fort Benning are April, May and October, with an average relative humidity of 69%. The av-erage annual snowfall is less than an inch, with snowfall expected during the period of

January through March. The first killing frost may be expected about November, and the last killing frost generally occurs in March. The warmest month (with the highest av-erage high temperature) is July (33.3°C). The month with the lowest average high tem-perature is January (13.1°C). The month with the highest average low temperature is July (22.7°C). The coldest month (with the lowest average low temperature) is January (3.9°C). The windiest month (with the highest average wind speed) is January (12.2km/h). The calmest months (with the lowest average wind speed) are July and Au-gust (7.8km/h). It is a little cooler and dryer at Camp Merril which is near Dahlonega in North Georgia. Additional information can be found at https://www.milbases.com/geor-gia/ft-benning-army-base/weather.

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 only during a real-world emergency setting.

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.

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

1.8 Dust Suppression. The Contractor shall perform dust suppression when neces-sary, during maintenance and repair activities.

1.9 Utility Location. The Contractor shall perform utility cuts in pavements as re-quired. The Contractor shall call or submit an online dig request to GA811 and give the locators seventy-two (72) hours to locate their utilities and respond back to GA811.

The Contractor shall locate and stake out government owned underground utility pipes/cables prior to digging operations required by any contract on Fort Benning prop-erty. The Contractor 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 underground utilities.

1.10 Excavation Permits. Contractor shall submit for concurrence a FB 144R, Record of Environmental Consideration.

2.0 Requirements.

2.1 Description of Services. See Section 5.0 for the specific CLS or Functional Area

(FA).

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.

2.1.2.2 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 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 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 Gov-ernment, and the successor contractor; reconciliation of all property accounts and requi-sitions, turn-in of excess property and cleanup of Contractor work areas.

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 per-formed at Fort Benning located in Alabama and Georgia as well as Camp Merrill located near Dahlonega Georgia. A list of facilities is provided in Technical Exhibit (TE) A0001- Real Property Assets at Fort Benning.

2.1.3.2 Restricted Areas. Compliance by the Contractor shall be mandatory for security access requirements to restricted areas that include, but are not limited to, the commu-nication center, ammunition storage area, computer centers, 75th Ranger Regiment, and research and development areas. Work in restricted areas shall be cleared by the Contractor with the Government’s Security Officer for that area. A list of restricted areas is provided in TE A0002- Restricted Areas.

2.1.3.3 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 by a third-party Contractor during normal business hours. Any service calls received outside of standard working hours shall be documented by the Base Operations Contractor and provided to the third-party Contractor operating the DPW Work Reception Desk during the next business day. The Base Operations Contractor will be required to respond to all emergency service calls.

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 DMO. Holidays occurring 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. Federal holidays also include any Presidential or Congressionally designed days off other than the holidays listed above.

2.1.4.1 Response Outside of Normal Hours of Operation. The Contractor shall provide personnel support within two hours of notification outside the normal hours of operation as required, including holidays, to support the Directorate of Public Works (DPW) mis-sion. Prior to performance of services outside the locally established hours of operation, or proposed changes to existing planned shifted schedules, the Contractor shall request and obtain, in writing, approval from the KO unless the facilities are identified in TE A0003- MEVA Facility Listing.The Project Manager shall be available after normal hours to serve as the central point of contact for Contractor operations. The Contractor shall not be reimbursed for any overtime work.

2.1.4.2 Installation Closures. When an unforeseen installation closure occurs on a reg-ularly scheduled day of work, the Contractor shall:

a. Reschedule the work to be performed the following day unless the following day is a Saturday, Sunday, a legal public holiday, and when routine work is not scheduled for that day; or

b. 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 if inclement weather suspends operations within two (2) hours. The Contractor shall resume opera-tions 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.

2.1.5 Travel/Temporary Duty. N/A

2.1.6 Emergency Services.

2.1.6.1 Emergency Medical Treatment. The Contractor or their employees shall imme-diately 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 medi-cal treatment services for Contractor personnel. However, the Government will provide, on an emergency basis, medical services for injuries incurred while an employee is per-forming under the contract. The Contractor shall reimburse the Government for emergency medical services provided, upon receipt of invoice from the medical facility.

Reimbursement shall be made to the United States (US) Government.

2.1.6.2 Accident Reporting. The Contractor or its 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 comply with Operational Safety and Health Administra-tion (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 Engineers Accident In-vestigation Report shall be delivered to the KO within five (5) calendar days of occur-rence, 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. The KO and COR/ACOR will meet quar-terly with the Contractor to review the Contractor's performance. Written minutes of meetings will be recorded by the Government and signed by both the Project Manager and the COR. The written minutes will be distributed within five (5) workdays 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) business 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 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 Alter-nate Contracting Officer’s Representative (ACOR), and shall be trained and appointed IAW DoDI 5000.72, DoD Standard for Contracting Officer’s Representative (COR) Certi-fication and DFARS 201.602-2. The ACOR will serve as on-site representatives of the COR in performance of actual contract surveillance, if they meet all COR training, expe-rience requirements, and are appointed by the KO as an ACOR. The COR/ACOR will aid 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.

2.1.7.3.2.1 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 regarding 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. Changes to the Contractor’s QCP shall be submitted to the KO for review and ap-proval 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. The Contractor shall provide a Project Manager (PM) who is responsible for the performance of the work. The Project Manager shall have full authority to act for the Contractor on all contract matters relating to daily operation of the contract. The PM shall have a baccalaureate degree from an accredited College or Uni-versity and five (5) years of experience in base support management or a contract simi-lar in scope and breadth to this solicitation. The name of the Project Manager shall be provided by the Contractor to the KO. The Project Manager shall be on-site and availa-ble between 0700 - 1600 hours, Monday through Friday except Federal holidays or when the Government facility is closed for administrative reasons. The Project Man-ager shall have and maintain a (Tier 3, Secret Clearance) at time of the contract start date and for the life of the contract. The Project Manager and any individuals desig-nated as key personnel shall be able to understand, speak, read, and write the English language.

2.1.11.1.2 GFEBS PM Coordinator Lead. The GFEBS PM Coordinator Lead shall have demonstrated experience in successfully utilizing GFEBS on a Military installation.

The name of the GFEBS PM Coordinator Lead shall be provided by the Contractor to the COR/ACOR. The GFEBS PM Coordinator Lead shall be available between 0700 - 1600 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

2.1.11.1.3 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 certifi-cates 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. The Contractor shall utilize TE A0004- General Funds Enterprise Business System (GFEBS), Quick Reference Guide for Plant Maintenance for all applicable GFEBS activities.

2.1.11.1.4 Certain administrative personnel will require a Common Access Card (CAC) to access Government systems. CAC permits installation access to all contract employ-ees. These persons shall have at a minimum, a favorable Tier 1, Investigation Clear-ance.

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 employees or subcontractor personnel. The Contractor shall provide objective evidence of key per-sonnel qualifications and years of experience to the KO for review and acceptance.

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 discredit upon the Government. The Contractor shall ensure all personnel present a professional appearance while working on the Government installation. The Contrac-tor’s employees shall observe and comply with all local policies and procedures con-cerning 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 In-tegrity. 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

2.1.11.1.9 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 AR 600-50, Standards of Conduct.

2.1.12 Business Relations. The Contractor shall successfully integrate and coordinate all activity needed to execute the requirement of this PWS. The Contractor shall man-age the timeliness, completeness, and quality of problem identification to a degree ac-ceptable to the Government. The Contractor shall provide to the COR/ACOR corrective action plans, timely identification of issues, and effective management of subcontractors within two (2) days or at a mutually agreed upon date. The Contractor shall ensure cus-tomer satisfaction and professional and ethical behavior of all Contractor personnel.

2.2 Work Management. Applicable only for CLS 411 and 420.

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 re-lief of suspense requirements shall be obtained from the originating office by the Con-tractor.

2.2.1.1 Work Coordination. The Contractor shall prearrange and coordinate with the re-questor for access to facilities. The Contractor shall report to the COR/ACOR instances where access could not be obtained to facilities because the requestor failed to be avail-able at the prearranged time. The Contractor shall contact the COR/ACOR for resolu-tion. When reporting such instances, the Contractor shall provide the COR/ACOR with a copy of the work document and pertinent facts related to the incident. If work requires scheduled or unscheduled interruption, disconnect or cut-off of any utility to or within the facility, or that a facility be vacated, the Contractor shall take action (five (5) business days in advance if interruption is scheduled) to (a) notify customers/facility users and the COR, (b) avoid damage to customer equipment, and (c) minimize disruption of the activity's operation.

2.2.1.2 Work Clearance. For work involving digging operations, the Contractor shall ob-tain an approved/concurred FB 144R, Record of Environmental Consideration, before work commences.

2.2.2 Army Maintenance Application (ArMA): GFEBS is the web-based asset and accounting system that is used as the key component for work that is performed on the Garrison. The Government will use GFEBS as a production scheduling and con-tract 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 Con-tractor 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).

2.2.2.1 Army Maintenance Application (ArMA): ArMA is the application for web-based service maintenance requests transmitted by use of computer or mobile de-vices. Additionally, ArMA provides a tool to receive status updates on requests or or-ders. Both customers and Service Order Desk professionals enter cases into ArMA.

Requests received through ArMA will follow the same classification and priority of ser-vices needed as in Attachment Annex B, Facilities Maintenance Instructions.

2.2.2.1.1 Contingency Plan: The Contractor shall include in the Contingency plan the continuing Service Order Desk operations to cover the ArMA system. The Plan shall include coordination with the DPW Contractors during the events, the entry of ArMA requests backlog and work-related documentation once the system is available.

2.2.2.1.2 Transition (Phase-in) Plan: The Contractor shall include in the Transition (Phase-in) Plan in the transition of the operations to include the ArMA website.

2.2.2.1.3 ArMA and GFEBS: DMOs and OWOs assigned to any unaccompanied housing related facilities shall be primarily processed in the ArMA followed by GFEBS processing IAW TE A0004, or as required by the Government. The Government is forecasting that all CATCODEs will be added to ArMA. The Contractor shall monitor ArMA in real-time, create requests IAW TE A0005- Barrack Reporting Template cre-ate publications affecting the barracks when provided, process requests, respond and communicate with customers, and close orders. In the event when ArMA and GFEBS do not interface; the Contractor shall manually update both systems when required.

The Contractor shall ensure ArMA and GFEBS information are identical for all appli-cable fields. The Contractor shall process unassigned requests immediately upon re-ceipt.

Notifications created by the ArMA website in GFEBS, the Contractor shall be updated and processed in GFEBS IAW TE A0004.

2.2.2.1.4 Duplicate Orders. The Contractor shall monitor for duplicate orders. If more than one (1) service order is submitted for work, similar in nature, associated to the same building and room number (if applicable), the orders shall be treated as a single order and documented as one (1) in ArMA. The Contractor shall reconcile duplicate orders with the customers in the ArMA website and cancel duplicate orders in ArMA.

NOTE: Government systems and database of records are subject to updates, modifi-cations, end of service life preparation and migration to new systems will occur at the discretion of the Army. Recommend expanding GFEBS references to and/or Govern-ment directed systems.

2.2.3 Demand Maintenance Orders (DMOs).

2.2.3.1. DPW Work Reception Desk. The Contractor shall receive notification of work from the DPW work reception desk. The Contractor is authorized to execute DMOs that do not exceed thirty-two (32) work hours in labor. DMOs exceeding the Contractor’s au-thorized limit shall be executed IAW Annex B, Facilities Maintenance Instruction. The work control team shall have at least one (1) years of experience entering maintenance orders into GFEBS, charging time and materials on the orders, and running/analyzing maintenance orders reports.

2.2.3.2. DMO Call Receipt and Entry. The DPW work reception desk assigns all DMO priorities and enters the DMO into GFEBS. All DMOs shall be executed by the Contrac-tor within the following timelines:

• Priority 1 (Emergency): The Contractor shall send an email per the emergency Standard Operating Procedure (SOP) for Major Unplanned Outages or Emergen-cies (TE A0006- Service Order Priority Classification) within thirty (30) minutes of receipt for DMOs received outside of normal duty hours. DMOs are classified as Emergency (Priority 1) when immediate action is required to eliminate life threatening or serious injury hazards to personnel. These DMOs are responded to as soon as possible and no later than one (1) hour after the request. Emer-gency/Critical DMOs are completed within twenty-four (24) hours of request un-less the urgency of the work has been reduced to a Priority 2 or 3. The Contrac-tor shall make every attempt to complete the priority 1 DMO repair within twenty-four (24) hours.

• Priority 2 (Urgent): These DMOs shall be completed by the Contractor within seven (7) calendar days from receipt, unless reduced to a Priority 3.

• Priority 3 (Routine): These DMOs shall be completed by the Contractor within thirty (30) calendar days of receipt.

2.2.3.3. Completed Work. The Contractor, certifying the work was satisfactorily per-formed, shall identify within GFEBS (using GFEBS T-CODE IW38) the total labor hours the technician worked and the fully burdened rate based on shop (e.g. - carpentry, elec-trical, plumbing, etc.), and the total materials/parts costs. Within seven (7) days of DMO completion, the contractor shall TECO the DMO to close out the order.

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). The Contractor will create a preventa-tive maintenance program within GFEBS. The PMO program shall be completed and fully operational in GFEBS no later than ninety (90) days after contract start date. Once the PM plan is complete, the Contractor shall execute all PMOs for the facilities and equipment as identified in GFEBS. The Contractor technicians shall execute scheduled PM work within five (5) days for monthly PM’s, fourteen (14) days for quarterly PMs, and thirty (30) days for semi-annual and annual PM’s. Within seven (7) days of PMO execu-tion, the contractor shall TECO the PMO in GFEBS. The Contractor shall update within GFEBS the PM Plan for any real property and/or equipment to which the Government will take title, or which shall be installed on Government property.

2.2.4.1. Until the PMO program is complete in GFEBS, the Contractor shall execute PMOs IAW historical PM data provided in TE A0007- Workload Data. The contractor shall create a PM scheduler. The Contractor shall continually update the list as required with the COR. The PM scheduler shall be MS Excel based and include work center, maintenance plan, equipment number, equipment description, building number, fre-quency, task list, date called/scheduled, and any additional 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 in MS Excel, a project PM planning schedule of work to be accomplished in the following week.

2.2.4.2. Approved PM Schedule. The Contractor shall strictly adhere to the scheduled PM dates to facilitate verification of work by the COR/ACOR in GFEBS. If the Contractor finds it necessary to reschedule a PM, a written request shall be made to the COR/ACOR detailing 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.

2.2.4.3. PMO Stickers/Log. Upon completion of the PM inspection, the Contractor shall attach a sticker to the equipment item (or in the immediate vicinity thereof) indicating the equipment Maintenance Control Designation (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, and an L&E Utilization Preventive Maintenance line entry is made to document the PM ac-tion. The PM sticker information which includes the MCD number, date of maintenance and warranty information will be added into GFEBS-by-GFEBS T- code “IE01.” In in-stances where a PMO sticker is not practicable, then the Contractor may elect to main-tain a current PMO log in lieu of a sticker.

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). The Contractor shall respond to and complete individual tasks related to OWOs. An OWO is recurring maintenance, cyclical in nature, outside of GFEBS scheduled PM, requested demand maintenance, or projects. Support for recurring OWOs is referenced in each applicable CLS. If a new OWO is required in addition to those identified, then a DA Form 4283, Facilities Engineering Work Re-quests, will be issued and shall serve as the authorization document for the initiation and execution of the OWO. In addition to performing OWOs, the Contractor shall per-form duties including but not limited to maintaining and updating the TE's referenced in the TE Index as needed. The Contractor shall provide TE updates and TE Index up-dates electronically to the COR/ACOR as needed throughout the life of the Contract.

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. TE A0007 provides historical data on the number of PWOs generated from DMOs. The PWO should cover the following parame-ters:

a. Actual labor hours, materials, and costs for items other than pre-expended bin mate-rials 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. Maintenance Control Designator (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).

2.2.7.2. Cost Estimates for DMO Generated PWOs. The Government will provide the Contractor with the DA Form 4283 that delineates the scope of the project. New Work is defined in Attachment 400 (Facilities Maintenance Instruction) and results in the crea-tion or addition to an existing facility or of a building component or system which did not exist prior to the work, irrespective of whether the work is funded from a construction or an operation and maintenance (O&M) account. New Work that exceeds $150,000 shall be accomplished through a separate contractual vehicle.

The OWO/PWO will be negotiated as follows:

a. The Contractor shall provide the preliminary desktop (scoping), design as required 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 scoping, design, and cost estimates within ten (10) working days of receipt of the request,

c. Negotiate the terms and conditions of the OWO/PWO, to include a scheduled com-pletion 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 direction 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 R.S. Means, Building Construc-tion Cost Data, or other appropriate estimating sources approved by the COR. Esti-mates shall be prepared electronically, using WinEst Estimating System. All estimates, supporting 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 R.S. 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 suffi-cient 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 delivery order.

2.2.7.7. Wage Rates for PWOs. Specific work shall be subject to wage rates under cur-rent Construction Wage Rates 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 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.

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

2.2.7.10. PWO Reporting Requirements. The Contractor shall provide a monthly status report on PWO’s no later than the fifth (5th) day of every month to the COR. The report will be in the format IAW TE A0008- DPW Effort Report. Format changes can be imple-mented and/or approved by the COR as needed.

2.2.8. 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, or which shall be installed on Government property.

2.2.8.1. Warranty Enforcement Manager. The Contractor shall appoint a Warranty Man-ager to monitor and track all Government-owned equipment as identified by the Govern-ment as having a warranty.

2.2.8.2. Warranty Management. The Warranty Manager shall receive a daily listing of all DMOs from the Warranty Record Database (WRD) and review all DMOs (including DMOs assigned to other service providers) in facilities under warranty for possible war-ranty items.

2.2.8.3. 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.

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

2.2.8.5. Exceptions. The existence of a warranty does not alleviate the Contractor of his responsibility to perform work needed to prevent potential…