Attachment 00 PWS Annex A - TMC 2020-May-04 UPDATED.pdf

Army Performance Work Statement (PWS) For Service Requirements

Base Operations Consolidated Total Maintenance Contract

Annex A

04 May 2020 Updated

PWS Base Operations Consolidated Total Maintenance Contract Annex A

Table of Contents

INTRODUCTION

Background Objectives Climatic Conditions

1.4 Facility Access

1.5 Traffic Flow

1.6 Drainage

1.7 Restoration of Landscape Damage

1.8 Dust Suppression

2.0 REQUIREMENTS

2.1 Description of Services

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 General Fund Enterprise Business System (GFEBS)

2.3 As-Builts and Geospatial Information System (GIS)

2.3.1 Maintain As-Builts

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

2.3.7 Provide Work Management ………………………………………………….. 46

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

2.6 Job Order Contract (JOC) Quality Assurance (QA)/Inspection Support

2.6.1 Project Support

3.0 PERFORMANCE REQUIREMENTS AND STANDARDS

3.1 High Level Objectives (HLO)

3.1.1 Performance Task Requirements, Standards and Acceptable Quality Levels (AQLs)

3.2 Transition

3.3 Contractor Manpower Reporting Application (CMRA)

3.3.1 Reporting Labor Hours

4.0 PERFORMANCE REQUIREMENTS SUMMARY (PRS) MATRIX

4.1 Quality Assurance

4.2 Quality Control Plan (QCP)

5.0 COMMON LEVELS OF SERVICE (CLS)

6.0 DELIVERABLES

7.0 RELATED DOCUMENTS

7.1 Definitions and Acronyms

7.1.1 Definitions

7.1.2 Acronyms

7.2 Applicable Directives, Publications

7.3 Technical Exhibit (TE)

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)

Introduction. This is a non-personal services contract to provide administration, management, facility operations, preventive maintenance surveys, repair and demand maintenance for Government-owned facilities and installed equipment; construction services, as described herein for the United States Army Garrison (USAG) Rheinland Pfalz, Germany.

The Contractor shall provide all management, supervision, personnel, labor, licensing, certification, equipment, tools, materials, transportation, and other items and services necessary to perform maintenance and repair as described in this Performance Work Statement (PWS). Maintenance services apply to all facilities and appurtenant facilities support systems; such as garages, storage sheds, fences, maintenance support buildings, utility lines, and outdoor areas. In addition, the Contractor shall be responsible for maintaining all appurtenances which are added to USAG in Rheinland Pfalz during the life of the contract.

The Government shall 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.

Background. The USAG Rheinland Pfalz located in Kaiserslautern, Germany has the mission to deliver reliable base support services to enable readiness and quality of life for members of the joint military community. The USAG Rheinland Pfalz is composed of administrative and service organizations to provide support for all military organizations, service members, DoD Civilians, and their families. USAG-RP enhances the readiness and quality of life for the total force to meet ongoing and future requirements.

Objectives. The Contractor shall ensure all work accomplished in the performance of this PWS meets all applicable Federal and local national laws, regulations, and directives to include, but not limited to, the publications in Section 7, Related Documents.

The Contractor shall compile historical data, prepare required reports, and submit all information as specified by the Deliverables presented in the contract. The Contractor shall ensure all work in support of mission requirements tendered to the Government for acceptance conform to the measurable performance standards of quality, timeliness, and quantity specified in the PWS of this contract. The Contractor shall provide non-personal maintenance, surveys, and repair services in order to maintain clean, safe, working, and livable conditions with minimal impact to the facilities/units and residents.

The Government’s expectation is to provide residents with a reliable and safe living environment. The administrative facilities, buildings and neighborhood facilities shall be safe, well maintained, and aesthetically pleasing. Buildings shall be available when needed and repairs shall be completed on a timely basis to help minimize disruptions for the residents. The Contractor shall support a hospitable, safe, reliable living and working environment. The Contractor shall apply “best practice” expertise to furnish timely, flexible, friendly, responsive, resident-focused services that achieve consistent quality and continuous improvements in efficiency. Functional Areas shall include:

Facility Maintenance (Buildings and Structures); Grounds Maintenance (Improved and unimproved); Utilities (Switch Gear, Transformer Stations, Utility Meters, Storm Drains, Sewage Lifting Systems); Maintenance of Surface and Unsurfaced Areas, Railroads, and Bridges; Heating and Cooling Services; Water Services; Waste Water Services;

Facility Engineering Management Services; Pest Control (Indoor and Outdoor

Services); Refuse Removal Services; Snow, Ice and Sand Removal Services; and Environmental (Conservation and Compliance) Services.

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:

a. Demand Maintenance (service calls for repair) b Preventive Maintenance

c. Environmental Protection

d. Energy Conservation

e. Fire, Health and Safety

f. Operation Work Orders

g. Project Work Orders;

and their component needs, emphasizing innovation and commercial best practices.

All services are not required at all locations and specific needs at each location may change during performance of this contract. The Government may remove, replace, renovate or improve facilities, equipment, systems, and components at the government’s expense. The Contractor shall maintain and repair all replaced, improved, updated, modernized, or renovated facilities, equipment, systems and components at no additional cost to the government unless such changes result in an increase or decrease in contract requirements.

Additions to or deletions from the facilities and equipment to be maintained may occur anytime during this contract performance period and shall be considered within contract scope. The Contractor will be notified in writing of changes by the Contracting Officer

(KO).

1.2.1 ADMINISTRATIVE RESPONSIBILITIES

The Contractor shall perform all related administrative actions required to provide services and perform work such as material requisitioning, Quality Control (QC), meetings, and correspondence as required in this contract. The Contractor shall maintain accurate and complete records of consumed work hours, material and trades (work centers) regardless of how a task is priced, via Government provided General Fund Enterprise Business System (GFEBS) as the Army’s official source of records.

GFEBS is a material part of this contract and as important as maintenance and repair.

The Contractor shall maintain all supporting documentation, deliverables, and reports online, on the Government provided shared drive.

By acceptance of and performance under this contract and any task orders or delivery orders issued hereunder, the Contractor affirms that it has complied with the requirements above. This is a material contract requirement. Noncompliance by the Contractor or Subcontractor at any tier shall be grounds for issuing a negative performance evaluation and terminating this contract, task order, or delivery order for default.

1.2.2 PERFORMANCE STANDARDS AND WORKMANSHIP

The Contractor shall accomplish all work in this PWS In Accordance With (IAW) Original Equipment Manufacturer (OEM) recommendations, German Industrial Norms (DIN) standards or European Norms (EN) if available; National Fire Protection Association (NFPA) 25, 72 and loss prevention (Schadenverhuetung [VDS]) shall be used for clarification of fire protection systems issues, and Unified Facilities Codes series 3-600, unless otherwise noted in this PWS; Electrical Engineering Association (Verband der Elektrotechnik [VDE]), host nation rules and regulations, environmental rules and regulations, energy programs, and Federal Republic Germany (FRG) Final Governing Standards (FGS) unless otherwise specified herein. The Contractor shall comply with statutory requirements as defined in AR 420-1. In the event of a contradiction between applicable industry standards, the most stringent standard will apply. The Contractor shall use the most current version of all standards as they become available.

If a standard is not listed in the PWS, the Contractor shall restore the item to a clean and operable condition or replace it as necessary. The Contractor is responsible for ensuring all item(s) being replaced, repaired or removed are disposed of off base IAW FRG FGS, and all costs shall be included in the Contractor’s prices and will not be separately reimbursed by the Government.

After completion of the task, the Contractor shall perform demolition, removal and/or remediation as needed, to ensure work site is left in original condition (e, g., heavy machinery is needed for repair. Grass area is damaged in the process, and holes are left in the ground. The Contractor shall fill the holes and repair grass area to its original state.)

The contractor shall:

a. Correct and maintain the information and data provided in Technical Exhibits in this contract so that the data reflected in each exhibit is current and accurate.

b. Develop Performance Management Plans (PMPs) for each Annexed Service area of this PWS. (Deliverable 0025). Ensure work meets the quality and timeliness requirements specified in this contract.

c. Unforeseen Installation Closures. The Contractor shall provide, in the Performance Management Plans, contingency plans and SOPs for the continued operation and maintenance of critical systems in the event of installation closure. When an unforeseen Installation closure or curtailment of activities occurs on a regularly scheduled day of work, the Government will have the following options:

(1) Reschedule the work to be performed the following workday

(2) Reschedule the work on any day acceptable to the Government; or

(3) Have the Contractor continue the work as scheduled.

d. Scheduling Meetings. The Contractor shall conduct Project Status Meetings (PSM) and produce Project Status Reports (PSR) at a regular time once a week involving key personnel and Government representatives and produce the meeting minutes as required. (Deliverable 0001) The Contractor shall use this meeting for scheduling work and to determine impact on Project Work Orders (PWO), Demand Maintenance Orders (DMOs) and Operation Work Orders (OWOs) effort. The Contractor shall be responsible for keeping meeting minutes and providing a copy to the COR and all meeting attendees within two working days (Deliverable 0001). The meeting will also be used for coordination and resolution of problems. The Contractor shall provide detailed status reports to the COR NLT one work day prior to the meeting. The meeting will include the following topics as a minimum:

(1) Status of Project Work Orders in progress

(2) Status of Project Work Orders awaiting execution

(3) Status of Project Work Orders to be estimated

(4) Scheduling of new Project Work Orders

(5) Other Issues

1.2.3 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).

1.2.4 RESERVE

1.2.5 PREVENTIVE MAINTENANCE (PM)

The Contractor shall perform PM tasks as specified in this PWS, based on the PM Plans and PMOs established in GFEBS.

1.2.5.1 REGULATORY REQUIREMENTS

The Contractor shall perform PM IAW all applicable DIN regulations, VBG, VDE, applicable Unified Facilities Criteria (UFC) documents and manufacturer's recommendations. Attachments listing equipment and facilities are considered to be “living” documents and as such are not intended to be complete. The Government’s preventive maintenance frequency is specified in the attachments and throughout this

PWS.

1.2.5.2 PREVENTIVE MAINTENANCE (PM) PLAN

The Contractor shall complete all PM tasks at frequencies as specified in this PWS. The Contractor shall submit to the KO, thru the COR, an annual work plan within 30 days from the date of a new yearly ordering period. The Contractor shall submit changes to annual work plan, monthly, NLT 20th for the following month. Annual work plan shall list all facilities and equipment with scheduled PM date (Deliverable 0010).

1.2.5.3 PRE-LOADED PM PLAN

In the event PM Plans are previously loaded into GFEBS, a Preventive Maintenance

Order (PMO) will be automatically initiated. The Contractor shall complete all PM work.

The Contractor’s Preventive Maintenance Coordinator shall monitor all maintenance orders in GFEBS and ensure performed work is logged correctly (e.g., date, time, equipment, work center, etc.), material is posted, and performed tasks are itemized via checklist, as an integral part of Quality Control Plan. The PM Coordinator and GFEBS Specialist shall routinely generate GFEBS reports in excel format and analyze data for compliance, accuracy and duplication.

The COR/QAs will randomly audit the PMOs in GFEBS with their respective folders located in the Government’s shared drive to ensure Contractor adheres to requirements as specified in this PWS.

1.2.5.4 MANUAL PREVENTIVE MAINTENANCE ORDER

In the event the PM Plans are not completely loaded into GFEBS, the Contractor shall:

a. Submit an annual work plan to the COR which will include tasks with the paragraph number, building, equipment, and performance date.

b. Initiate a PMOs for individual piece of equipment, assign the work center and activity type, and log material and hours after the work is performed.

c. The Contractor’s Preventive Maintenance Coordinator shall monitor all maintenance orders as described in PWS.

All PMOs shall be correctly posted and closed in GFEBS.

The Contractor shall enter material cost and labor hours used for all PMOs.

1.2.5.5 INSPECTION CHECKLIST/TASK LIST

The GFEBS PM Plan will generate PMOs. The contractor shall generate these PMOs.

Each PMO will have tasks printed on the maintenance order. Those tasks represent the checklist.

1.2.5.6 DUPLICATE OF WORK

The PM Coordinator shall monitor all orders in GFEBS in an effort to minimize a duplication of work (PMO versus DMO, and OWO).

Example 1: Coordination of PM annual inspections and TüV inspection.

Example 2: Equipment duplication: It is possible some equipment is listed more than once in its corresponding technical exhibit as it is connected to various systems. The Contractor shall not charge the Government twice for the same equipment. The Contractor shall report such equipment to the COR/GFEBS SME immediately.

1.2.5.7 NON-PERFORMANCE

In the event the Contractor has not performed the scheduled work, the Government will not reimburse the Contractor for the task. The Government will determine the amount of liquidated damages for non-performance. In addition, the Contractor may be liable for the repair of failed equipment due to lack of preventive maintenance.

1.2.5.8 PM WORK COORDINATION AND NOTIFICATION

The Contractor shall provide notification and coordination at the beginning of each month of all facility requiring PM work that month. The Contractor shall visibly post Government approved notices within affected areas, and the Contractor shall coordinate the schedule with the COR and all involved parties (facility representatives, tenant units POC, fire department, etc.), NLT the first day of each month, so as to provide adequate advance notice to users and/or occupants.

The Contractor shall inform all occupants of the facility of the maintenance NLT three

(3) calendar days prior to the scheduled maintenance. The COR will provide format and content of approved notices within thirty (30) days after the contract award date. The COR/QAs will randomly survey locations with scheduled PM work, to ensure the Contractor posted notices as required in this PWS.

1.2.5.9 PM WORK COMPLETION TIME, FREQUENCY AND DEVIATION

The Contractor shall perform PM work with acceptable deviations as specified below (Deliverable 0011):

a. Annual, Bi-annual, Semi-Annual – 4 weeks after scheduled date

b. Quarterly – 2 weeks after scheduled date

c. Weekly – 1 day after scheduled date

d. Daily-anytime during the day shift each day of the year

e. Seasonal – during the month specified

f. Monthly, Bi-Monthly – 5 days after scheduled date

1.2.5.10 DEFICIENCIES FOUND DURING PREVENTIVE MAINTENANCE

The Contractor shall immediately notify the COR by telephone and follow up with an email within the first hour of the next duty day of any Life, Health or Safety (LHS) issues identified by the Contractor (e.g., any leaking heat or water line, safety issues, non-functional fire equipment, etc.), during preventive maintenance work For deficiencies not classified as LHS, the Contractor shall initiate a sub-order to the prime maintenance order, for the equipment found to be faulty during the PM work, within three (3) calendar days. (Deliverable 0012). The Government shall review, prioritize and release orders accordingly.

1.2.5.11 MARKING ON-SITE

The Contractor shall affix a Government approved label to individual equipment every time preventive maintenance is performed. The information on the label shall include, but not limited to:

a. GFEBS maintenance order number

b. GFEBS equipment ID number

c. Serial Number

d. Date and time

e. Technician name The label shall be printed. Time and date and technician’s name may be printed by hand in a legible way. If the preventive maintenance is for a facility, the Contractor shall affix the label on the right side of the entrance of the room, at the eye-site level. The label shall include all of the above information but the serial number. (Deliverable 0013)

CLIMATIC CONDITIONS. Reserve

1.4 Facility Access. The Contractor shall ensure access to all fire detection and suppression 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 operational status.

1.5 Traffic Flow. The Contractor shall maintain the free flow of traffic during surfaced area maintenance. The Contractor shall notify the COR, 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 Representative (COR) or Alternate Contracting Officer Representative (ACOR).

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

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 Government. The COR/ACOR will decide the method of restoration for trees or whether damaged trees will be removed.

1.8 Dust Suppression. Reserve

2.0 REQUIREMENTS.

2.1 Description of Services. As described in the introduction and Annexes for the specific Common Levels Of Service (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 employees. Non-personal service contracts are authorized by the Government in accordance with (IAW) Federal Acquisition Regulation (FAR) Subpart 37.104, under general contracting authority, and do not require specific statutory authorization.

2.1.2 General Information.

2.1.2.1 Period of Performance (PoP). The PoP consists of a five year ordering period and an optional nine (9) month ordering period.

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 locations listed below.

a. Kaiserslautern Army Depot

b. Daenner Kaserne

c. Panzer Kaserne

d. Kaiserslautern Equipment Support Center

e. Kleber Kaserne

f. Landstuhl(Land)

g. Landstuhl Heliport/Satcom

h. Landstuhl Hospital

i. Miesau (Land)

j. Miesau Army Depot

k. Pirmasens (Land)

l. Pirmasens (Husterhoeh)

m. Pulaski Barracks

n. Rhine Ordnance Barracks

o. Rhine Ordnance Barracks Weilerbach Hospital Area

p. Sembach Kaserne

q. Coleman Work Center

r. Germersheim Army Depot

s. Gruenstadt(incl. Leased warehouse)

t. Weilerbach Storage Area

u. Breitenwald Training Area

2.1.3.2 Hours of Operation. The Government's regular (normal) hours are from 0730 – 1630 hours, except 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 conduct business during regular hours.

2.1.3.3 The Contractor shall maintain a Business Office within Germany for the life of the contract to support contract administration and finance for mission support. Contractor’s business office shall provide a physical presence of contractor’s personnel for contract operation and maintenance control center and management control, work planning and cost estimation, quality control, and human resource functions.

2.1.4 Federal Holidays. The Contractor’s performance shall not be required on the Federal public holidays listed below. Holidays occurring on weekends will be observed as directed by the Federal calendar (5 U.S.C. 6103).

United States Holidays:

New Year’s Day 01 January Martin Luther King Jr.’s Birthday varies yearly President’s Day varies yearly Memorial Day varies yearly Independence Day 04 July Labor Day varies yearly Columbus Day varies yearly Veteran’s Day 11 November Thanksgiving varies yearly Christmas Day 25 December

German National and Local Holidays:

New Year’s Day 01 January Three King’s Day (Only in Baden-Wurttemberg 06 January and Bavaria) Good Friday varies yearly Easter Monday varies yearly Labor Day 01 May Ascension Day varies yearly Whit Monday varies yearly Corpus Christi (Only in Baden-Wurttemberg, varies yearly Barvaria, Hessen, North Rhine-Westphalia, Rhineland-Palatinate and Saarland) Assumption Day (Only in Saarland and Roman 15 August Catholic areas of Bavaria) Day of German Unity 03 October All Saints’ Day (Only in Baden-Wurttemberg, 01 November Bavaria, North Rhine-Westphalia, Rhineland- Palatinate and Saarland) 1st Christmas 25 December 2nd Christmas 26 December

2.1.4.1 Special Events. The Contractor shall provide additional services outside of regular hours of operations to support special events such as Bazaars, Child Development Center activities, and Military Training Exercises. The Contractor shall provide personnel support within 2 hours of notification outside the normal hours of operation as required, including holidays, to support the Directorate of Public Works (DPW) mission during these events. Prior to performance of services outside the locally established hours of operation, the Contractor shall request and obtain, in writing, approval from the KO. The Program Manager shall be available after normal hours to serve as the central point of contact for Contractor operations.

2.1.4.2 Installation Closures. When an unforeseen installation closure occurs on a regularly scheduled day of work, the Government will have the following options:

a. Reschedule the work to be performed the following workday; or

b. Reschedule the work on any day acceptable to the Government; or

c. Have the Contractor continue the work as scheduled.

2.1.4.3 Inclement Weather Delay. If the Contractor determines unsafe weather conditions for continued operations, then the Contractor shall notify the KO and the COR if inclement weather suspends operations within 2 hours. The Contractor shall resume operations as soon as the weather conditions permit it. Contractor shall notify the KO and the COR in writing the time when operations are reassumed.

2.1.5 Travel/Temporary Duty. Reserve

2.1.6 Emergency Services. Emergency work takes priority over all other work and requires immediate action to cover the emergency. Usually work will be classified as emergency when it consists of correcting failures/problems which constitute an immediate danger to health, mission, security, or property. Normal response time to emergency work is within one (1) hour unless otherwise indicated in this PWS. Once started, work will continue until completed or the work can be down-graded to urgent or routine.

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, Appointed Ordering Officer or COR/ACOR immediately, not later than (NLT) two (2) hours of the incident.

2.1.6.2 The Contractor shall be responsible for the emergency medical treatment services for Contractor personnel.

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 quarterly with the Contractor to review the Contractor's performance. Written minutes of meetings will be recorded by the Government and signed by both the Program Manager and the KO. 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) 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 coordination and cooperation between the Government and the Contractor.

2.1.7.2.1 CATEGORIES OF WORK

This PWS encompasses following types of work categories:

a. Work Reception, Management, and Administrative Services

b. Demand Maintenance Orders (DMO),

c. Preventive Maintenance Orders (PMO),

d. Project Work Orders (PWO).

e. P-Project Work Orders (P-PWOs)

f. Operational Work Order (OWO)

Terms “maintenance order” or “work order” or “work request” are intermittently used throughout this PWS to describe a DMO, PMO, and PWO.

Repair is one of the following:

a. Restoration of a real property facility (RPF) to such condition that it may be used effectively for its designated functional purpose.

b. Correction of deficiencies in failed or failing components of existing facilities or systems to meet current Army standards and codes where such work, for reasons of economy, should be done concurrently with restoration of failed or failing components.

In addition to condition-based failure, a utility system or component of the system may be considered “failing” if it is energy inefficient or technologically obsolete.

2.1.7.2.2 OPERATIONAL WORK ORDERS (OWO)

OWO’s are routine and recurring services such as grounds maintenance and equipment maintenance, provide CLS and do not fall into PM. OWOs will be awarded as FFP task orders in accordance with the PMP and Task Order Instructions in Section H of the Contract. The PMP will govern what work will be accomplished in a set period of time and will account for fluctuations in quantities and frequency caused by changing conditions, such as weather, stationing activities, and aging buildings and infrastructure. Depending on funding, these task orders may be either fully funded or incrementally funded. In the contract, the work will be tracked by separate Task Orders associated with the different major Service Areas outlined in this section. It is the Government’s intent to issue Firm- Fixed-Price task order for OWOs using the negotiated price book. OWOs are for well-defined tasks with performance based outcomes and will be regularly reviewed by a team of CORs to ensure satisfactory completion.

2.1.7.2.3 DEMAND MAINTENANCE ORDERS (DMOs)

Known in AR 420-1 as Service Order (SO). A work authorization document used for work that is either corrective in nature (e.g., repairs, modifications, and replacements) or not generally considered to be a recurring maintenance activity. DMOs, therefore, are unscheduled and not known in advance. Examples include minor electrical, carpentry, and plumbing repairs, or locating utility lines. DMOs may be initiated by the Government, customer, or Contractor upon identification of a need requiring corrective action. DMOs are classified as efforts costing under Euro (€) equivalent of $5,000(labor cost). DMOs beyond the Euro(€) equivalent of $5,000 limit that poses Life, Health and Safety (LHS) hazards if not completed and due to unforeseen circumstances within the scope of work shall be completed upon the receipt of either a written or verbal waiver from the COR or KO. A yearly task order with a set ceiling value may be issued to account for a bulk of DMOs. These types of task orders may be incrementally funded. The COR will track and verify that the work was completed and that the contractor invoiced in accordance with the price book and the monthly report. Material utilized in performing a DMO will be invoiced against Material CLIN.

There are 3 priorities for DMOs. They are classified in AR 420-1 as Emergency, Urgent, or Routine. The Government will determine DMO types and priorities according to set criteria, and reserves the right to reclassify DMO priorities as it deems necessary.

2.1.7.2.3.1 EMERGENCY/CRITICAL (PRIORITY 1) DMO

DMOs are classified as Emergency (Priority 1) when immediate action is required to eliminate life threatening or serious injury hazards to personnel. Also defined as a breakdown, stoppage or loss of a critical system or equipment which, if not immediately repaired, will endanger life, safety or health of personnel, and/or will result in the damage of Government property, and/or would affect operations of a critical military missions.

Emergency work is specifically directed by the Government during the life of this contract.

The Contractor shall be ready to perform emergency work during work hours and non-work hours.

These DMOs are responded to as soon as possible and NLT one (1) hour after the request. Emergency/Critical DMOs are completed within twenty-four (24) hours of the request, unless the urgency of the work has been reduced to a Priority 2 or 3.

Emergency/Critical (Priority 1) DMOs are used to prevent loss or damage to Government property, ensure security to sensitive Government property, restore essential services, correct a condition to prevent it from becoming an emergency, respond to command emphasis, provide basic human services in facilities where individuals sleep, or aid an activity in accomplishing its mission.

Examples of emergency work include (but are not limited to):

a. No heating (during winter season),

b. Frozen pipes,

c. Water, sewer, or heating line breakages,

d. Severe structural damage caused by storms,

e. Inoperable refrigerator (for housing only during after regular work hours),

f. Loss of heat or air conditioning in quarters of occupants that have a documented medical requirement for maintaining stable temperature levels,

g. Electrical failures and/or short circuits,

h. Fires, sparks, the smell of smoke of unknown origin,

i. Severely leaking roofs,

j. Lock out,

k. Outages,

l. Securing the doors (i.e., doors open due to malfunction of the lock, hinges, falling etc.),

m. Elevator entrapment,

n. Gas leak or smell of gas,

o. Emergency waterlines

p. Official functions at executive quarters when there is a potential for adverse impact on the official function

q. Work classified by the Government as Emergency.

r. Hazardous material spill response

The Contractor shall notify the COR immediately after they have been made aware of the emergency work.

A. Response and Completion Timeline: ( Deliverable 0044) The Contractor shall:

1. Respond and be on-site for all emergency work within one (1) hour of notification/release.

2. Reserve

3. Work continually until category level is reduced. If the work cannot be completed immediately, the Contractor shall work until the emergency condition is arrested and shall reschedule the remaining work for completion as soon as possible or as agreed to by the Contracting Officer Representative (COR).

4. Have available skilled craftsmen to take immediate action (i.e. tools to task) at the emergency job site.

B. How to Downgrade Emergency Work in GFEBS

Emergency/Critical (Priority 1) DMOs take priority over all other work classified as priority 2, and 3, and requires immediate action. Once started, work shall continue until the emergency is ended and the priority can be downgraded. When the emergency maintenance order is downgraded to routine or urgent level, the Contractor shall post all hours and materials, close the emergency maintenance order (to include supporting documentation), and initiate a new sub-order with a new priority level. (Deliverable 0045).

C. Personnel for Priority “1” DMOs

The Contractor shall provide first responders, skilled craftsmen, project manager or alternate, who are able and ready to respond to emergency work orders and to take immediate action (i.e. tools to task) at the job site (Deliverable 0046).

2.1.7.2.3.2 URGENT (PRIORITY 2) DMO

DMOs are classified as Urgent (Priority 2) when the failure in service does not immediately endanger personnel or property, but would soon inconvenience or affect the security, health, or well-being of personnel. Urgent DMOs are to correct conditions which could become an emergency, could seriously affect morale or have command emphasis.

These DMOs are to be completed within seven (7) calendar days from receipt, unless reduced to a Priority 3. Examples include, but are not limited to: unstopping a sink drain where there are backup sinks, replacing overhead office lighting that significantly inhibits productivity, and unscheduled fuel deliveries, etc.

Examples include:

a. No power supply to domestic appliances,

b. Flickering exit and emergency lights,

c. Non-operational water faucet,

d. Work classified by the Government as Urgent.

A. Response and Completion Timeline.(Deliverable 0047)

The Contractor shall:

1. Respond and be on-site for all urgent work within 24 hours of notification/release.

2. Urgent work does not require continuous work until completed.

3. Urgent work is normally accomplished from 07:30 to 16:30, Monday through Friday.

4. Have available skilled craftsmen to take an action (i.e. tools to task) at the urgent job site.

B. How to Downgrade Urgent Work in GFEBS

This work takes priority over all other work classified as priority 3. When the urgent maintenance order is downgraded to routine, the Contractor shall close the urgent maintenance order and initiate a new sub-order with a new priority level. (Deliverable 0048)

2.1.7.2.3.3 ROUTINE (PRIORITY 3) DMO

Routine DMOs are for work that does not meet the criteria of emergency/critical or urgent priority. They are utilized to correct situations that are productivity inhibitors that, if left uncorrected, will cause measurable discomfort or inconvenience to the customer or waste resources or create the need for additional minor repairs. Routine DMOs are to be responded to and completed within thirty (30) calendar days of receipt. Examples include, but are not limited to: dripping faucets, cracked window glass, repairs to door and window hardware and screening, replacement of broken or missing tiles, minor roof leaks, minor repairs to mechanical equipment, air conditioning, etc.

Response and Completion Timeline The Contractor shall (Deliverable 0049)

1. Respond, on-site and complete to all routine work within thirty (30) calendar days of notification/release.

2. Routine work is normally accomplished from 07:30 to 16:30, Monday through Friday.

3. Have available skilled craftsmen to take an action (i.e. tools to task) at the routine job site.

4. Update GFEBS.

2.1.7.2.4 PREVENTIVE MAINTENANCE (PM)

Routine, recurring sustainment work performed on all real property facilities (RPF). PM is systematic inspection, care, and servicing of equipment, utility plants and systems, buildings, structures, and grounds facilities performed to detect and correct incipient failures and accomplishing minor maintenance. PM is executed by a Preventive Maintenance Order (PMO) in support of a preventive maintenance plan.

2.1.7.2.4.1 PREVENTIVE MAINTENANCE ORDER (PMO)

Known in AR 420-1 as Preventive Maintenance. A PMO is the work authorization document for recurring maintenance work that is performed on a scheduled basis (also referred to as Preventive Maintenance (PM)). All Preventive Maintenance plans will be entered into GFEBS by the Contractor; this is required in order to generate the PMO at the frequency required. PMO tasks include, but are not limited to, annual inspection of sump pumps, grounding point testing, maintenance of Dining Facility (DFAC) equipment, and annual cleaning of cooling towers. PMOs will be approved and issued on DA Form 4283, Facilities Engineering Work Request, or equivalent computer-produced facsimile or printout. Contractor execution of PMOs will be pre-approved by means of annually issued Task Orders by the Government following the review of Contractor work plans and schedules. Any changes in scheduled workload will be negotiated and incorporated into the contract by modification.

2.1.7.2.5 PROJECT WORK ORDERS (PWOs)

Known in AR 420-1 as Individual Job Order (IJO). A work authorization document used for unscheduled work, including project-oriented work such as repairs, modifications, replacements, or installations that exceed the thresholds for a DMO, customer reimbursable work, and new work. PWOs can vary significantly in nature, scope, expertise, and location. It is the Government’s intent to issue PWOs as Firm-Fixed-Price orders after negotiating price with the contractor. PWOs are classified as efforts costing the Euro (€) equivalent of $5,000.00 or more. PWOs may be issued by an Ordering Officer. A yearly task order with a set ceiling value to fund PWOs may be issued by the KO to account for a bulk of PWOs issued by the Ordering Officer. The Contractor shall not begin performance on PWOs until a duly appointed Ordering Officer executes the PWOs order in writing. The COR will track and verify that the work was completed.

2.1.7.2.6 P-PROJECTWORK ORDERS (P-PWOs)

P-PWOs are repair projects costing more than the Ordering Officer authorized limit. P- PWOs include maintenance, maintenance and repair, replacements and installation of equipment, and renovation projects when a facility/space is vacant between occupancy periods. P-PWOs will be awarded as negotiated firm fixed price task orders. It is the Government’s intent to issue Firm-Fixed-Price task orders for P-PWOs.

The price of each PWO will consist of two (2) elements:

1) the proposed unit price for each PWO as listed in the Price Book CLINs 0020 – 0022 and 1020 - 1022. This proposed price must account for contractor’s indirect costs associated with the PWO effort.

2) the cost for direct labor and material if self-performed by the awardee, or the cost of subcontractors efforts. The cost under this element will be negotiated between the Government and the prime contractor before the execution of the PWO is authorized by the Government.

The Contractor shall not begin performance on P- PWOs until the Contracting Officer executes a Task Order for the P-PWOs in writing. The COR will track and verify that the work was completed.

2.1.7.3 The following provides the roles and their respective authority during the performance 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 provisions contained elsewhere in this contract, said authority remains solely with the KO.

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

Communications pertaining to contractual administrative matters shall be addressed to the KO. No changes in or deviation from the terms and conditions shall be affected, without a written modification to the contract, executed by the KO authorizing such changes. 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 during the performance of this contract. Additional Government personnel may be assigned to assist in contract oversight IAW AR 70-13, Management and Oversight of Service Acquisitions. Other surveillance personnel may be designated as COR or ACOR, and shall be trained and appointed IAW DoDI 5000.72, DoD Standard for Contracting Officer’s Representative (COR) Certification and DFARS 201.602-2. The ACOR will serve as on-site representatives of the COR in performance of actual contract surveillance, if they meet all COR training, experience requirements, and are appointed by the KO as an Alternate Contracting Officer Representative (ACOR). The COR/ACOR will provide assistance in identification and resolution of problems, conflicts in priority, subtask requirement definitions, and other operations type problems. The COR/ACOR will perform IAW the responsibilities and duties identified in the appointment letter.

2.1.7.3.2.1 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.)

Government, 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 perform the following functions: assure the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance;

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

2.1.9 QUALITY CONTROL (QC).

Quality Control is the responsibility of the Contractor. The Contractor shall submit a Quality Control Plan (QCP) to the KO through the COR for review and acceptance within thirty (30) calendar days after date of contract award. 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 approval within five (5) business days prior to implementation.

2.1.9.1 The Contracting Officer Representative Tracking (CORT) Tool (https://wawf.eb.mil/xhtml/auth/home/home.xhtml#) shall be used for nomination, tracking, documentation, and management of CORs IAW DoDI 5000.72, DFARS 201.602-2 and PGI 201.602-2.

2.1.9.2 QUALITY CONTROL PLAN (QCP)

The Contractor shall develop, implement and maintain a Quality Control Plan (QCP) 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 QCP is the means by which it assures that the work provided complies with the requirements of the contract. The Contractor shall develop and implement procedures to identify and prevent the recurrence of defective services.

The Contractor’s QCP is the means by which they assure themselves that the work conforms to contract requirements. The basic principle of the plan is that the Contractor is responsible for quality control. The QCP shall be constructed in such a manner that each CLS service can be extracted and used for that function only and not contain extraneous information.

The Contractor's QCP shall include a separate section, which addresses the Contractor's method of managing quality of work. The QCP shall include a description of the inspection system to address services listed in this PWS, and a description of the methods to be used for identifying and preventing defects in the quality of services performed. The plan shall include a description of the Contractor’s inspection system to include specifics as to areas to be inspected on a scheduled and unscheduled basis, frequency of inspections, and the title and organizational placement of the Contractor’s inspectors. No lead person or first line supervisor shall be considered a Quality Control Inspector.

The QCP shall be submitted to the KO through the COR for review and acceptance within thirty (30) calendar days after date of contract award. After acceptance of the QCP, the Contractor will receive the KO’s acceptance and/or recommended changes in writing. Any changes to the accepted QCP will be required to be resubmitted for acceptance within five (5) calendar days prior to implementation. The Contractor shall review and submit to the Government the QCP annually. (Deliverable 0002)

At a minimum, the QCP must include the following to be acceptable:

https://wawf.eb.mil/xhtml/auth/home/home.xhtml

a. A chart showing the organizational structure and lines of authority, the names, qualifications, duties, responsibilities, and classification of each member of the Contractor's Quality Control Team.

b. How the Contractor will monitor work to ensure that performance complies with all timelines, deadlines, and goals.

c. How the Contractor will process customer complaints submitted via Interactive Customer Evaluation (ICE) website, e-mail, or any other means, concerning Contractor work performance, behavior, and operations.

d. How the Contractor will monitor work to ensure that performance complies with all specifications and requirements of the contract, including clauses.

e. How the Contractor will monitor and ensure staff qualifications remain current and valid throughout contract performance.

f. How the Contractor will ensure the subcontractor’s work quality is IAW all requirements, tasks, standards, etc. of this contract.

g. How the Contractor will organize, schedule and execute Preventive Maintenance per building.

h. How the Contractor will inventory equipment and materials.

i. How the Contractor will inventory new installed equipment and warranty.

j. How the Contractor will identify, investigate, and correct any non-conforming performance and prevent similar deficiencies in the future.

k. How the Contractor will file and save all Quality Control related documents for the life of the contract plus five (5) years. Work Documentation and Reporting.

l. Address if the Quality Control Program is ISO 9000 or equivalent certified.

m. Address Key Control.

2.1.9.3 QUALITY CONTROL REPORT (QCR)

All required repair and maintenance items shall be complete before the Contractor schedules the Government’s final acceptance. The QCR will document all Contractor’s work was quality controlled; discrepancies found were corrected, re-inspected and QCR completed by the Contractor. The service is not complete until accepted by the Government. The Contractor shall document and report the QCR as "Work Documentation and Reporting". (Deliverable 0003)

2.1.10 SUBCONTRACT MANAGEMENT. Reserve

2.1.11 CONTRACTOR EMPLOYEES.

The Contractor must at all times maintain an adequate workforce for an uninterrupted performance of all tasks defined within this contract. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce is essential. It is a Contractor responsibility to ensure individuals are authorized to perform services in Germany before issuing an official job offer. The Contractor shall ensure its workforce have the appropriate skills and required licenses and certifications.