PWS.pdf

PERFORMANCE WORK STATEMENT

Washer and Dryer Maintenance and Repair Training Camps and Permanent Party Soldier Barracks

Government Housing Office, West Point, New York 10996

1. BACKGROUND: This is a non-personal services contract to provide maintenance and repair of washers and dryers located at Permanent Party Soldier Barracks (PPSB), Camp Natural Bridge (CNB) and Camp Buckner (CB) located within the West Point Reservation in accordance with this Performance Work Statement (PWS). The Contractor shall provide all labor, materials, equipment and supervision for the inspection, preventative maintenance and repair of approximately 44 washers and 40 dryers located inside six buildings, between CNB and CB; and another 19 washers and 22 dryers located in four barracks that housed PPSB. The PPSB inspection and repair requirements is from 01 September 20xx – 31 August 20xx. Contractor shall provide seasonal inspection, preventative maintenance and repair for Camp Natural Bridge and Camp Buckner washer and dryer units from 01 April 20xx – 30 September 20xx of each year. 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.

2. DESCRIPTION OF SERVICES: The Contractor shall provide all management, personnel, tools, material, supervision, supplies, parts, equipment, supplies, facilities, transportation (including gas and travel time), and other items and non-personal services necessary to perform appliance preventative maintenance, repair, installation, removal, dryer duct and vent system maintenance and cleaning as defined in this PWS. All work under this contract shall conform to the standards of these specifications. Work not meeting these specifications shall be corrected by the Contractor at no additional cost to the Government.

2.1 Equipment Users and Conditions: Facility washers and dryers will receive heavy use by Army Soldiers and USMA Cadets. These users can be expected to treat the equipment rougher than normal domestic users. Unusual wear can be expected due to high usage, overloading, rough handling and misuses, high rate of failure of controls and doors can be expected.

Contractor is encouraged to examine appliances covered in this contract to determine what will be expected during their bi-monthly inspection and repair visits.

2.2. Period of Performance: The period of performance shall be for 12 months (01 September 19

- 31 August 20) representing the base year period and five 12 month option periods (subject to the availability of funds). The period of performance is as follows:

Base Year: 01 September 2019 through 31 August 2020 1st Option Period: 01 September 2020 through 31 August 2021 2nd Option Period: 01 September 2021 through 31 August 2022 3rd Option Period: 01 September 2022 through 31 August 2023 4th Option Period: 01 September 2023 through 31 August 2024 5th Option Period: 01 September 2024 through 31 August 2025

2.3. Specific Requirements: The objective of this effort is to have fully functional washers and dryers at the Permanent Party Soldier Barracks (PPSB), Camp Natural Bridge (CNB) and Camp Buckner (CB).

2.3.1. Scope: Plan, program, administer, manage, and execute the work necessary to provide the specified services for inspection, preventative maintenance and repair of all washer and dryer equipment located in PPSB, CNB and CB.

a. Contractor shall inspect all washer and dryer units bi-monthly, exception being the washer and dryer units located in CNB and CB—see below 2.3.1.c.

b. PPSB washer and dryer units will be inspected, preventative maintenance performed and repaired during the following period 01 September 20xx-31 August 20xx.

c. CNB and CB washer and dryer units will only be inspected, preventative maintenance performed and repaired during the following period 01 April 20xx – 30 September 20xx.

d. Contractor shall provide all necessary personnel, management, transportation (including gas and travel time), tools, supplies, materials, parts, equipment, and labor to maintain and repair government-owned washer and dryer units. Service maintenance and repair tasks shall be in accordance with the procedures recommended by its respective appliance manufacturer.

2.3.2 Specific Maintenance Tasks – Technical Exhibit 1 (Performance Requirements Summary)

a. The Contractor shall maintain the existing inventory of washers and dryers at fully functional status, including a visual inspection of each unit, physically checking all dials, switches, indicator lights, unit motors and belts. The contractor, in support of United States Military Academy’s (USMA) Cadet Summer Training (CST) density will inspect all washers and dryers located within CNB and CB during the period of 01 April 20xx– 30 September 20xx, ensuring that each washer and/or dryer unit is fully mission capable no-later-than 01 May 20xx; at the end of CST (30 September 20xx), each unit is disconnected and prepared for storage--remaining in place. Contractor will also perform inspections, preventative maintenance and repairs during this period.

b. The Contractor shall ensure that all replacement parts meet applicable appliance codes and standards.

c. Contractor shall ensure equipment is not out of service for more than two week.

If Contractor cannot fix a machine during regularly schedule inspection day, repair person will return during the next scheduled inspection day to complete the repairs.

d. The Contractor shall perform CNB and CB de-winterization of washer and dryer equipment between 01-30 April 20xx.

e. The Contractor shall perform winterization of washer and dryer equipment between 15- 30 September 20xx.

f. The Contractor shall provide COR with cut sheets of replacement parts and approved by the Government prior to installation, compatible with utility connections and location of installation.

g. The Contractor shall immediately notify the Training Camps Manager or Government Housing Office (GHO) representative of any washers or dryer units that are non-repairable.

h. Contractor shall maintain Government-owned appliances, and shall comply with the specifications in this contract. The Contractor shall exercise reasonable care to avoid any practices that may adversely affect the environment, which could in turn place the Government in a controversial position. Contractor shall comply with applicable Federal, State, and local laws, regulations, codes, technical manuals, manufacturer's instructions and recommendations, and acceptable commercial practices in the performance of the services addressed herein.

i. The Contractor shall be required to fill out a written (generic) maintenance service form and provide it to the Training Camps Manager for each maintenance item. A copy of this form must be provided to the COR NLT 72 hours after completion of the service.

j. The Contractor shall perform a site survey of all washer and dryer units within five (5) calendar days of contract award.

3 GENERAL INFORMAION:

3.1. Hours of Operations: The Contractor shall provide services during normal business hours of 0800 a.m. to 1600 p.m., on Tuesday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. If the standard weekly day is on a Federal holiday then weekly service will be provided the following day. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

3.2. Federal Holidays: Services shall not be required on the legal public holidays listed below, unless otherwise noted.

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Independence Day Christmas Day

3.3. Place of Performance: The work to be performed under this contract will be performed at the various locations where the washer and dryer units are located: Camp Natural Bridge, Camp Buckner and Permanent Party Soldier Barracks. The building number, address and number of each units per a building are listed in Technical Exhibit TE-2.

3.4. Interface with Government Operation: Performance of work by Contractor personnel under the terms of this contract shall not interfere with regularly scheduled Government operational activities.

3.5. Fraud, Waste and Abuse: The Contractor shall be responsible for maintaining proper conduct and good discipline within Contractor occupied work area(s). Contractor personnel shall be encouraged to be alert to and report suspected situations of fraud, waste, and abuse, or other intentionally dishonest conduct against the Government observed during or in the performance of this contract.

3.6. Contractive 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 contract.

4. SECURITY REQUIREMENTS: Contractor personnel or any representative of the Contractor entering West Point shall abide by all security rules and regulations. The Contractor shall provide a list of vehicles to include make, model, color and associated license plate information to the COR within five days of contract award and within one day of any changes to the list through contract period of performance. The Contractor Project Manager will maintain a current list of all vehicles and individuals that will perform service to the training barracks.

4.1. West Point Access: The Contractor shall be responsible for ensuring that all Contractor vehicles and personnel authorized to perform work under this contract obtain access.

4.1.1. Personnel Background check: Within five workdays after contract award the Contractor shall submit to the Contracting Officer, COR and Government Housing Office (GHO) comprehensive Personnel Listing of all individuals who are expected to have access to Camp Natural Bridge, Camp Buckner and Permanent Party Soldier Barracks during the contract performance period. The Contractor will complete USMA Form 13-16 including all names, social security numbers and birthdates. City/State/County of birth and signatures of Contractor personnel performing under this contract. The Directorate of Emergency Services will perform a criminal records check on all proposed Contractor employees and provide an approval or disapproval to the Contractor within two business days. The Contractor may not add or replace personnel on the contract without first providing required information to and receiving approval from Directorate of Emergency Services through the GHO.

4.1.2. Vehicle Registration: In addition to the above Access Control requirement, the Contractor shall provide complete listing of company vehicles that will be used. Information to include make, model, license plate.

4.2. Physical Security: As applicable, the Contractor shall safeguard all Government property provided for Contractor use. At the close of each work period, Government facilities, equipment, and materials shall be secured.

4.3. Search and Seizure: Contractor personnel and property shall be subject to search and seizure upon entering West Point and upon leaving West Point.

4.4. Key Control: The issuing of keys to the Contractor will not be required for the performance of this contract.

5. PERSONNEL: The Contractor shall provide employee(s) possessing the necessary skills, knowledge, and training to satisfactorily perform administration, operation, and maintenance services required by this contract.

5.1 Company Personnel. The Contractor personnel performing work under this work statement shall remain employees of the Contractor and will not be considered employees of the Government and shall be under the supervision and control of the Contractor. ALL Contractor personnel performing work under this PWS shall be able to communicate FLUENTLY in English both verbally and in writing.

5.2 Company Vehicles: The Contractor company vehicles will be suitably marked with company name, logo, and phone number.

5.3. Site Manager: The Contractor shall provide a site manager who shall be responsible for the oversight of the contract requirements by Contractor personnel. 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 site manager or alternate shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. The site manager must have demonstrated experience as a direct supervisor of personnel

5.4 Compliance with Security Regulations: All personnel employed by the Contractor in the performance of this contract or any representative of the Contractor entering the Government reservation shall conform to all security regulations which may be in effect during the contract period, and shall be subject to such checks as may be deemed necessary to assure that no violations occur. No employee will be permitted on the installation when such a check reveals that his presence would be detrimental to the security of the installation or the accomplishment of the work. The Contracting Officer will require the Contractor to remove any employee for security and misconduct reasons.

5.5 Appearance and Identification of Contractor Employees. Contractor personnel shall present a clean, neat and well-groomed appearance and be easily recognized. All Contractor personnel shall be identifiable by wearing a clearly readable identification badge, furnished by the Contractor, which contains the Contractor’s company name, employee’s name, and current/recent picture, as a minimum. Items of military apparel shall not be worn by Contractor’s personnel while performing duties under this contract.

5.6 Conduct of Personnel: The Contracting Officer may require the Contractor to remove from the job site any employee working under this contract for reasons of misconduct, security, or found to be under the influence of alcohol, drugs, or other incapacitating agents. Contractor employees shall be subject to dismissal from the premises upon determination by the Contracting Officer that such action is necessary in the interest of the Government. In accordance with (IAW) Joint Ethics Regulations, DOD 5500.7-R, and 18 U.S.C. 1382 (1972), the Garrison Commander has the authority to bar individuals from the installation. The removal from the job site or dismissal from the premises shall not relieve the Contractor of the requirement of providing sufficient personnel to perform the services as required by this contract. Contractor personnel who enter the installation shall obey Government rules, regulations, directives and requirements that are in effect or issued during the contract term governing law and order and administration and security on the installation. All questions regarding the above will be directed to the Mission Installation Contracting Officer (KO). The KO may require the Contractor to be remove from the job site any employee working IAW this contract for reasons of misconduct, security, or suspected or found to be under the influence of alcohol, drugs, or other incapacitating agent.

Contractor employees shall be subject to dismissal from the premises, upon determination by the KO that such action is in the best interest of the Government. The KO has the authority to bar individuals from the Installation Commander installation. Such removal from the job site or dismissal from the premises shall not relieve the Contractor of the requirement to provide the services as required by this Statement of Work.

5.7. Conflict of Interest: The Contractor shall not hire any person who is an employee of the United States Government if the employment of that person would create a conflict of interest for the Contractor or employees. The Contractor shall not employ any person who is an employee of the Department of the Army, either military or civilians, unless such person seeks and receives approval in accordance with DOD Directive 5500.7 and AR 690-1 for Civilians and Military Personnel.

5.8. Smoking: The Contractor shall comply with the DOD policy and Regulations on smoking which establishes uniform policies governing the use of tobacco products on Government real property. At no time will smoking be permitted while Contractor is in performance of their duties.

6. QUALITY CONTROL AND ASSURANCE:

6.1 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. The Quality Control Plan (QCP) shall be submitted to the Contracting Officer or designated representative for review and acceptance within five (5) working days after contract award and again when ever changes are deemed necessary to be made to the QCP by the Contracting Officer. After acceptance of the QCP the Contractor shall receive the contracting officer’s acceptance in writing of any proposed change to his QC system. Changes to the QCP shall be submitted to the Contracting Officer (KO) not later than five (5) calendar days prior to the effective date of the change. The basis of the plan is that the Contractor is responsible for quality. All methods, procedures, and forms shall support this concept. The QCP shall:

a. Be a comprehensive program to plan and deliver quality services to the Government.

b. Cover all services described in the contract.

c. Describe a method acceptable to the Government of identifying deficiencies in the quality of services performed under this Contract before the level of performance becomes unacceptable and address processes for corrective actions without dependence upon Government direction.

d. Establish an inspection system covering services required by this contract. This shall specify areas to be inspected.

e. Contain specific quality control techniques for contract services identified in the Performance Requirements Summary (PRS) and Inspection of Services Clause. The quality control methods shall be comprehensive and adaptable to the reporting systems of the QCP

f. Require documentation of all Contractor quality control inspections and corrective actions be maintained by the Contractor throughout the term of this contract. Inspection documents shall be made available to the Contracting Officer or designated representative within 3 working days.

6.2 Onsite inspection of records conducted by the Contractor and necessary corrective action taken shall be maintained and a copy be furnished to the COR. This documentation shall be made available to the Government at all times during the term of the contract. The Contractor’s maintenance records shall be turned over to the Government at the end of the contract period, within 15 workdays of contract expiration.

6.3 Corrective Actions. At any time it is determined by the Contracting Officer that the quality control system, personnel, instructions, controls, tests, or records are not providing results that conform to contract requirements, action shall be taken by the Contractor to correct the deficiency.

6.4 An inspection system covering all the services performed. It shall specify the areas to be inspected on both a scheduled or unscheduled basis, how often inspections will be accomplished, and the title of the individual(s) who will perform the inspection. The methods for identifying and preventing deficiencies in the quality of service performed before the level of performance becomes unacceptable.

6.5. Quality Assurance. The Government will monitor the Contractor’s performance under this contract using the Quality Assurance Surveillance Plan (QASP). 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). All work performed under this contract will be subject to inspection at all times by the Government.

7. HEALTH AND SAFETY: The Contractor shall be fully responsible for and shall assume all liability for compliance with all applicable regulations pertaining to the health and safety of personnel during execution of work. The Contractor shall hold the Government harmless for any action on its part or that of its employees, subcontractors or Contractor’s representatives, which results in illness, injury, or death to anyone at West Point. The Contractor is solely responsible and liable for, following all applicable Federal, Department of Army, West Point and State of New York mandates and guidelines; and ensuring safe work and otherwise safe actions, behavior, and conduct of employees.

7.1. Occupational Safety and Health: The Contractor shall comply with the Occupational Safety and Health Act (OSHA) rules and regulations (http://www.osha.gov). The Contractor shall be responsible for ensuring adherence to all applicable State of New York and Federal rules and regulations. The Contractor shall provide all Personal Protective Equipment (PPE) for Contractor personnel in accordance with 29 CFR 1910, Department of Labor, Occupational Safety and Health, SUBPART I, that are required to meet the terms of the contract.

7.2. Fire Protection: The Contractor shall comply with AR 420-1 Army Facilities Management;

UFC 3-600-01, 2006 edition (Fire Protection Engineering for Facilities) and with all applicable National Fire Protection Association (NFPA) codes.

7.3 Reporting of Fire and Safety Hazards. The Contractor shall train his personnel to recognize fire and safety hazards and encourage personnel in the performance of their duties to report fire and safety hazards and unsafe conditions to their contract manager (s). The Contractor shall immediate take corrective action to remedy all deficiencies within the appliances or installation of the appliances, in addition to any deficiencies that the COR identifies.

7.4. Accident Reporting: The Contractor shall comply with AR 385-55 and AR 385-10 and maintain an accurate record of accidents resulting in injury or death and accidents resulting in damage to government property, supplies, and equipment. The Contractor shall immediately report vehicle accidents that occur on West Point property to the West Point Directorate of Emergency Services by dialing 911 for emergencies. Additionally, the Contractor shall notify the CO and COR within 24 hours. Accidents involving serious injury or death shall be reported within 6 hours.

7.5. Damage to Government Property: The Contractor shall be held liable for damage to or destruction of Government property (e.g. buildings, vehicles, sidewalks, headstones, etc.) caused by the Contractor; Contractor personnel; or representatives of the Contractor in the performance of services in this contract.

7.6. Damage to Privately Owned Property: The Contractor shall be held liable for damage or destruction of privately owned property (e.g. privately owned vehicles), as defined in this PWS, caused by the c Contractor; Contractor personnel; or representatives of the Contractor in the performance of services in this contract. The Contractor shall take corrective action in a reasonable amount of time to repair damages or replace destroyed property.

7.7. Damage Reports: The Contractor shall submit a damage report to the Contracting Officer and designated representative within two workdays of damage or destruction to Government property or privately owned property caused by the Contractor; Contractor personnel; or representatives of the Contractor. The damage report shall detail the facts and the extent of damages or destruction and the corrective action taken by the Contractor to repair damages or replace destroyed property.

8 CONTRACT ADMINISTRATION

8.1. Type of Contract: The government will award a Firm Fixed Price contract for the described services.

8.2. Invoices: The Contractor shall submit payment requests using Wide Area Work Flow (WAWF). All invoices will be prepared, dated, and submitted into WAWF within 10 working days after the last day of the month. Information regarding WAWF is available on the internet at https://wawf.eb.mil

8.2.1 The Contractor shall meet the requirements of the appropriate payment clauses in this contract when submitting payment requests.

8.2.2 Payment will be made in accordance with the Prompt Payment Act. Invoices will be paid less any deductions pending from services not received in accordance with Government Receiving Reports.

8.3. 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 CO, 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.

9. CONTRACTOR MANPOWER REPORT: The Office of the Assistant Secretary of the Army (Manpower & Reserve Affairs) operates and maintains a secure Army data collection site where the Contractor shall report ALL Contractor manpower (including subcontractor manpower) required for performance of this contract. The Contractor is required to completely fill in all the information in the format using the following web address: https://cmra.army.mil

The required information includes:

a. Contracting Office, Contracting Officer, Contracting Officer’s Technical Representative;

b. Contract number, including task and delivery order number;

c. Beginning and ending dates covered by reporting period;

d. Contractor name, address, phone number, e-mail address, identity of Contractor employee entering data;

e. Estimated direct labor hours (including sub-Contractors);

f. Estimated direct labor dollars paid this reporting period (including sub-Contractors);

g. Total payments (including sub-Contractors);

h. Predominant Federal Service Code (FSC) reflecting services provided by Contractor (and separate predominant FSC for each sub-Contractor if different);

i. Estimated data collection cost;

j. Organizational title associated with the Unit Identification Code (UIC) for the Army

Requiring Activity (the Requiring Activity is responsible for providing the Contractor with its UIC for the purposes of reporting this information);

k. Location(s) where the Contractor and sub-Contractors perform the work (specified by zip code in the United States and nearest city, country, when in an overseas location, using standardized nomenclature provided on website);

l. Presence of deployment or contingency contract language:

m. Number of Contractor and sub-Contractor employees deployed in theater this reporting period (by country)

As part of its submission, the Contractor shall also provide the estimated total cost (if any) incurred to comply with this reporting requirement. Reporting period will be the period of performance not to exceed 12 months ending 30 September of each Government fiscal year and must be reported by 31 October of each calendar year. Contractors may use a direct XML data transfer to the database server or fill in the fields on the website. The XML direct transfer is a format for transferring files from a Contractor’s system to the secure web site without the need for separate data entries for each required data element at the web site. The specific formats for the XML direct transfer may be downloaded from the web site.

DEFINITIONS & ACRONYMS

Contracting Officer’s Representative (COR) - A representative from the requiring activity appointed by the Contracting Officer to perform surveillance and to act as liaison to the Contractor.

Contracting Officer (KO) – A representative from the Mission Installation Contracting Office who administers the contract

Privately Owned Property: For the purposes of this PWS, means property ownership by a non-governmental organization (e.g. privately owned vehicles).

PRS - Performance Requirements Summary

PWS: Performance Work Statement.

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

Quality Assurance (QA): A procedure or set of procedures taken by the Government to ensure that services under development (before work is complete, as opposed to afterwards) meets speci1fied requirements of the PWS.

Quality Control (QC): A procedure or set of procedures implemented by the Contractor to ensure that the performed service adheres to and meets the requirements of the PWS.

Real Property: Land and rights in land, ground improvements, utility distribution systems, and buildings and other structures. It does not include foundations.

Visitor: Anyone to include Government employees and Contractor employees who are not on official Government duty.