PWS_Final.docx

US ARMY RHEINLAND-PFALZ

BAUMHOLDER MILITARY COMMUNITY

PERFORMANCE WORK STATEMENT (PWS)

31 August 2016

Troubleshooting and Emergency Repairs on Emergency Monitoring Control Systems (EMCS) Baumholder Military Community

PART 1

GENERAL INFORMATION

1. Introduction: This is a non-personal services Firm-Fixed Price (FFP) contract to provide trouble shooting and emergency repair work on EMCS (Energy Monitoring and Control Systems) within Baumholder Military Community. The Government will not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 Background: The Directorate of Public Works (DPW) in Baumholder has the responsibility of insuring the heating, ventilation and air-conditioning systems are operational, in most buildings within Baumholder Military Community these systems are controlled by an Energy Monitoring and Control System (EMCS). To ensure a reliable operation, broken parts must be replaced and programs must be extended, upgraded and changed. Baumholder DPW does not have adequate staff on duty to perform these duties and has requested the Theater Contracting Command (TCC) Kaiserslautern to solicit and award this requirement.

1.2 Responsibilities: The Contractor shall assume total responsibility for all requirements stated herein on the commencement date of the performance period. The Contractor shall perform as specified in this Contract and under the direction of the Contracting Officer (KO). See also Paragraph 1. Introduction.

1.2.1 Work Responsibility: The Contractor shall perform all work and assume responsibility for planning, programming, administering, managing, and executing all functions necessary to provide the services specified in this PWS. The Contractor shall conduct work in accordance with this PWS and all applicable United States (U.S.), German, and municipal laws, regulations, standards, provisions, and directives to include applicable publications in Part 6, Applicable Publications Section 6.1. The Contractor shall ensure that all work meets the level of service, performance standards, or tolerances specified in the PWS.

1.2.2 Administrative Responsibility: The Contractor shall perform all related administrative actions required to provide services or perform work such as material requisitioning, quality control (QC), financial control, meetings, and correspondence. The Contractor shall also maintain accurate and complete records, files, and libraries of documents to include all U.S. German, and local regulations, standards, provisions, codes, laws, technical manuals, and manufacturers’ instructions and recommendations that are necessary and related to the functions being performed. The Contractor shall compile historical data, prepare required reports, and submit information as specified by the Deliverable List presented in this PWS.

1.3 Objectives: Troubleshooting and emergency repairs within the timeframes established in this PWS to ensure full functionality of the systems.

1.4 Functional Areas: Work shall be performed in various buildings within Baumholder Military Community. Technical Exhibit D contains a map of the Baumholder Military Installation. Technical Exhibit D also contains a list of the 223 buildings which require servicing.

1.5 Period of Performance: The period of performance shall be for one (1) Base Year of 12 months and one (1) 12-month option years. The Period of Performance reads as follows:

1.6 Management and Administration:

1.6.1 Phase In /Phase Out Period: Reserved

1.6.2 Contractor Management: The Contractor shall provide a Project Manager. The Project Manager shall conduct overall management coordination and shall be the central point of contact (POC) with the Government for performance of all work under the PWS. At the Post Award conference, the Contractor shall submit in writing, the name, title, office and mobile telephone number of the Project Manager. A Contractor employee shall be designated to act for the Project Manager during his absence. Both the Project Manager and the Contractor employee filling in for the Project Manager, shall have full authority to act for the contractor on all Contract matters relating to operation of this Contract.

1.6.3 Contractor Responsiveness: The Project Manager or Alternate shall be available for telephone communication or site attendance as required by the Government during normal contract workdays and work hours. To emergency response work requirements the Project Manager or designee shall respond within a time not to exceed two (2) hours after notification of the call.

1.6.4 Meetings, Conferences, and Briefings: The Contractor shall attend, participate in, and furnish input to scheduled and unscheduled meetings, conferences, and briefings that relate to the functions and services herein as required by the Government to provide effective communication and impart necessary information. The Project Manager or designated representative shall attend meetings as requested by the Government. Meeting attendees shall at times include Contractor managerial, supervisory, and other personnel knowledgeable of the subject matter.

1.6.5 Hours of Operation: The contractor is responsible for conducting business during normal working hours, Monday through Friday from 08:00 to 16:30. Except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. For other than firm fixed price contracts, the contractor will not be reimbursed when the government facility is closed for the above reasons.

1.6.6 Recognized Holidays: See local clause 5152.204-4000 “US and Host Nation Holidays (March 2005). The holiday schedule below is recognized and will be observed throughout the duration of this contract.

US Holidays Work - Can be performed on U.S. holidays occurring during the normal workweek. When a U.S holiday occurs on a Saturday or a Sunday, the holiday is observed on the preceding Friday or following Monday, respectively.

Host Nation Holidays Work - Can be performed on local Host Nation* holidays occurring during the normal workweek.

* Local host nation holidays occur in the region/state where contract performance takes place.

The U.S. holidays are:

The German national and local holidays are:

Nordrhein- Westphalia,-Rheinland-Palatinate and Saarland) Assumption Day (Only in Saarland and Roman Catholic 15 August Areas of Bavaria)

North Rhine-Westphalia, Rhineland-Palatinate and Saarland)

1.6.7 Training Holidays: Reserved

1.6.8 Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract. A copy of the contractor’s quality control plan shall be provided to the COR after date of award and prior to performance of services. If any changes occur the contractor shall provide any update(s) immediately thereafter.

After acceptance of the quality control plan the contractor shall receive the contracting officer’s acceptance in writing of any proposed change to his QC system.

1.6.9 Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.6.10 Place of Performance: The work to be performed under this contract will be performed the area of Baumholder Military Community. See Technical Exhibit D

1.6.11 Type of Contract: The government intends to award a non-personal service Firm-Fixed Price (FFP) contract.

1.6.12 Security Program: Contractor personnel performing work under this contract must be able to comply with all installation access requirements and must follow the Antiterrorism (AT) and Operations Security (OPSEC) clause as described below.

1.6.12.1 AT Level I Training: All contractor employees, to include subcontractor employees, requiring access Army installations, facilities and controlled access areas shall complete AT Level I awareness training within 30 calendar days after contract start date or effective date of incorporation of this requirement into the contract, whichever is applicable. The contractor shall submit certificates of completion for each affected contractor employee and subcontractor employee, to the COR or to the contracting officer, if a COR is not assigned, within 10 calendar days after completion of training by all employees and subcontractor personnel. AT level I awareness training is available at the following website: http://jko.jten.mil

1.6.12.2 Access and General Protection/Security Policy and Procedures: Contractor and all associated sub-contractors employees shall provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services or Security Office. Contractor workforce must comply with all personal identity verification requirements (FAR clause 52.204-9, Personal Identity Verification of Contractor Personnel) as directed by DOD, HQDA and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in contractor security matters or processes.

1.6.12.3. For Contractors that do not require CAC, but require access to a DoD facility or installation: Contractor and all associated sub-contractors employees shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification Index (NCIC-III) and Terrorist Screening Database (TSDB) (Army Directive 2014-05/AR 190-13), applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by government representative), or, at OCONUS locations, in accordance with status of forces agreements and other theater regulations.

1.6.12.4 iWATCH Training: The contractor and all associated sub-contractors shall brief all employees on the local iWATCH program (training standards provided by the requiring activity ATO). This local developed training will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR. This training shall be completed within 30 calendar days of contract award and within 20 calendar days of new employees commencing performance with the results reported to the COR NLT 10 calendar days after contract award.

1.6.12.5 AT/ OPSEC: All contractors and subcontractors are subject to spot inspections to validate compliance and understanding of AT information contained in training. Contractors requiring photography permission will be required to receive an initial OPSEC briefing and follow-up review of all photographs prior to down loading, distributing or publishing.

1.6.13 Physical Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

1.6.14 Key Control: Reserved

1.6.15 Special Qualifications: Work must be carried out by qualified professionals that have three years of experience performing this type of programing, electrical and repair work. The contractor may provide the corresponding certificates together with the submission of his offer.

1.6.16 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The KO, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.6.17 Contracting Officer Representative (COR): The COR will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.6.18 Key Personnel: The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between 8:00 a.m. to 4:30 p.m., Monday thru Friday except Federal holidays or when the government facility is closed for administrative reasons.

1.6.19 Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

1.6.20 Contractor Travel: Reserved

1.6.21 Other Direct Costs: Reserved

1.6.22 Data Rights: Reserved

1.6.23 Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the KOr immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the KO to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the KO and in the event the KO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the KO may introduce other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.6.24 Safety: For accomplishment of this work, the current edition of the applicable German prevention regulations of the trade unions, fire prevention regulations and technical rules for hazardous material will apply.

1.6.24.1 Safety Plan and Program: Reserved.

1.6.25 Environmental Compliance: The contractor shall comply with all applicable environmental protection directives. The contractor shall follow manufacturers' guidelines and professional recommendations for control of humidity, temperature, cleanliness, and materials handling. Upon occurrence of any spills that could enter the storm sewer system or could cause any harmful environmental effects, the contractor shall immediately call the Environmental Branch at Baumholder (telephone DSN 485-6146 or civilian 06783-6-6146) or the Government Engineering Technician in charge, and report the incident.

1.6.25.1 Environmental Compliance Plan and Program: Reserved

PART 2

DEFINITIONS & ACRONYMS

2. Definitions and Acronyms:

2.1 Definitions:

2.1.1. Contractor - A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.2 Contracting Officer - A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.3 Contracting Officers Representative - An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4 Defective Service - A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.5 Deliverable - Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

2.1.6 Key Personnel - Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.7 Physical Security - Actions that prevent the loss or damage of Government property.

2.1.8 Quality Assurance - The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.9 Quality Assurance Surveillance Plan (QASP) - An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.10 Quality Control - All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.11 Subcontractor - One that enters into a contract with a prime contractor. The Government does not have privities of contract with the subcontractor.

2.1.12 Work Day - The number of hours per day the Contractor provides services in accordance with the contract.

2.1.13 Work Week - Monday through Friday, unless specified otherwise.

2.2 Acronyms:

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. Government Furnished Items and Services

3.1 Services: Reserved

3.2 Facilities: Reserved

3.3 Utilities: The Government will provide water and electrical power at no cost for the contractor’s use in performance of tasks outlined in this PWS. The Contractor shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount to accomplish cleaning vehicles and equipment.

3.4 Equipment: Reserved

3.5 Materials: Reserved

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. Contractor Furnished Items and Responsibilities:

4.1 General: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Part 3 of this PWS.

4.2 Secret Facility Clearance: N/A

4.3 Materials: see PART 5 “Specific Tasks”

The contractor will furnish all materials needed to perform all services listed in this PWS except those listed in Part 3 of this PWS. When materials are needed to preform services in CLIN 0003 and 1003 then refer to the instructions in part 5.3.3.

4.4 Equipment: see PART 5 “Specific Tasks”

The contractor will furnish all equipment needed to perform all services listed in this PWS except those listed in Part 3 of this PWS. When equipment is needed to preform services in CLIN 0003 and 1003 then refer to the instructions in part 5.3.3.

PART 5

SPECIFIC TASKS

5.1 Basic Services: The contractor shall provide all materials, tools and services for troubleshooting, programming and repair on existing EMC Systems within Baumholder Military Community. The EMC Systems consist of communication infrastructure, programmable logic controllers, electrical control cabinets and SCADA systems. The existing brands are as follows: Honeywell, Messner, Miles and Siemens.

5.2 Recurring Services: N/A

5.3 On-Demand Services (Routine On-Call Service): On-Demand services include troubleshooting, programming and repair work on existing EMC System. This services are not scheduled and are performed on an on-call basis. Calls for routine repair will be placed during normal working hours 0800-1630, Monday thru Friday, excluding official holidays. The COR will call the contractor, if required. The contractor's response time to a routine repair call at site is within 24 hours from its receipt. If a call is placed on a Friday, the contractor shall respond to the site the next working day (Monday). On-call services are separated into programming work (paragraph 5.3.1), minor repair work (paragraph 5.3.2) and major repair work (paragraph 5.3.3). For reasons of cost distribution on the minor and major repair work, unit prices for all items must be quoted in Technical Exhibit C -Bid Schedule - Estimated Workload Data / Price book.

5.3.1 Programming Work: The contractor shall provide a programmer for one of the above-named systems. Fifteen service calls (routine) are estimated for one 12-month performance period. Service call price shall be a firm fixed price and shall include all labor hours (up to 8 hrs. per call), and software updates. The programmer must carry along the required programming equipment. The service call repairs will be placed on demand or for a malfunction that, if not corrected immediately, will result in permanent damage to the system, to related equipment and/or perishable goods or seriously impact the ability of a user to perform his/her mission.

5.3.2 Minor Repair work and Troubleshooting: On-Call minor repair work and troubleshooting are not scheduled and shall be performed on an on-call basis. Ten (10) service calls (routine) are estimated for one 12-month performance period. Service call price shall be a firm fixed price and shall include all labor hours (up to 6 hrs. per call), repair parts and materials up to 500.00 € (in reference to prices in Technical Exhibit C. Routine calls for minor repairs will be placed for a malfunction that, if not corrected immediately, will result in permanent damage to the equipment, to related equipment and/or perishable goods or seriously impact the ability of a user to perform his/her mission. For all equipment repairs exceeding 500.00 € against material and spare parts and exceeding 6 labor hours, repair is considered a major repair. Major repair work will be performed by a separate contract order.

5.3.3 Major repair work & troubleshooting: For On-call major repairs not covered under the minor repair call (see paragraph 5.3.2.), the contractor shall provide a firm, fixed-price quote, inclusive of all cost elements with detailed description, to the COR for review and approval, not later than 1 day after service call. The quote shall be provided as ‘additional report’ and shall include detailed description of the fault and deficiency as well as extend of repairs. The contractor shall not perform major repairs without prior approval of the COR. Major repairs shall be performed during regular work hours. Upon receipt of approval for the major repair, the contractor and COR shall coordinate a completion date for the repair work. After completion of work, the contractor shall submit an invoice in the amount of the firm, fixed-price quote provided. All materials and labor hours shall be compensated at offered rates in Technical Exhibit C – Bid Schedule. Major repairs(s) will be compensated against CLINs 0003, 1003. The total estimated amount of item 0003 shall not be exceeded by the contractor without a contract modification signed by the Contracting Officer.

5.3.4 Inspection: After completion of each On-Demand service, the operability of the system shall be demonstrated to the technician in charge. In addition, the contractor shall supply a service report containing the following information:

- Overall condition of the system/equipment

- Comprehensive account of the scope of work performed

- Account of material, spare parts for required minor or major repairs The contractor shall deliver the maintenance report within one week after completion of each service and submit one hard copy and one electronic copy to the COR.

5.4 Functional Areas: Work shall be performed in various buildings within Baumholder Military Community. Technical Exhibit D contains a map of the Baumholder Military Installation. Technical Exhibit D also contains a list of the 223 buildings which require servicing.

5.5 Task Heading:

5.5.1 The firm carrying out the work takes full responsibility for technical execution in compliance with current technical guidelines and regulations. The contractor is responsible for the quality of work. The contractor is encouraged to utilize new and emerging technologies, systems and equipment that will streamline costs and save energy.

5.5.2 Work must be carried out by skilled and trained personnel that has a provable qualification to perform work on the appropriate control system.

5.5.3 If defective assemblies are found out, the contractor has to consolidate the POC to get his approval to order the parts.

5.5.4 Any defective performance on the part of his workforce shall be borne by the Contractor. He shall commit himself to timely remedying.

5.6 Enterprise-Wide Contractor Manpower Reporting Application (eCMRA): The contractor shall ensure ALL contractor labor hours (including subcontractor labor hours) required for the performance of services provided under this contract are reported via a secure data collection site.

The contractor (and all subcontractors providing direct labor under this contract) shall report complete and accurate data for the labor executed during the period of performance during each Government fiscal year (FY), which runs from October 1 to September 30. The Contractor shall input the data into the appropriate eCMRA reporting tool, which can be accessed via a secure web site at http://www.ecmra.mil/. There are four separate eCMRA tools: Army, Air Force, Navy and All Other Defense Components. The appropriate eCMRA reporting tool to use is determined by the requiring activity being supported (e.g., if DISA awards a contract for an Air Force requiring activity, the contractor shall load the required reporting data in the “Department of Air Force CMRA” tool). While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year. The contractor shall completely fill in all required data fields. The contractor shall enter initial data into the appropriate eCMRA tool to establish the basic contract record no later than 15 working days after receipt of contract award or contract modification incorporating this clause. The contractor shall notify the COR when the basic contract record has been established in the appropriate eCMRA tool. eCMRA User Manuals and Frequently Asked Questions (FAQs) are available at http://www.ecmra.mil/ Contractors may direct technical questions to the eCMRA help desk at dodcmra@pentagon.af.mil

PART 6

APPLICABLE PUBLICATIONS

6. Applicable Publications (Current Editions):

6.1 Contractor Adherence: The contractor must abide by all applicable regulations, publications, manuals, and local policies and procedures.

The following is a list of applicable publications. Copies of the German Standards and Regulations will not be furnished by the Government.

German Regulations and Standards

VDE 108, VDE 105 Standards set by professional electrical engineers

NFPA Life Safety Code

Applicable Manufacturer’s guidelines and instructions

PART 7

ATTACHMENT/TECHNICAL EXHIBIT LISTING

7. Attachment/Technical Exhibit List:

7.4 Technical Exhibit D – Service Map with Building Numbers

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