W91236-10-R-0018.PDF

E4BRCLMT

Typewritten Text 11 Jun 2010

E4BRCLMT

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W91236-10-R-0018

Section B - Supplies or Services and Prices

INFORMATION TO OFFERORS

B.1 Contract Title: Preventive Maintenance and Repair, DoDEA Schools at Fort Bragg, North Carolina, and Pope Air Force Base, North Carolina.

B.2 Type of Contract: This is a combination Firm Fixed Price and Indefinite Quantity Service type contract.

B.3 Performance Based Contract: This is a Performance Based Acquisition which utilizes a Performance Work Statement (PWS) in accordance with FAR 37.6 – Performance-Based Acquisition.

B.4 Set-Aside: Competive Procurement, 100% Set Aside for Small Business Concerns.

B.5 NAICS Code: The NAICS Code assigned to this procurement is 238220 with a small business size standard of $14,000,000.00.

B.6 Wage Determination (Service)/Wage Decision (Construction): Service Contract Act and Davis Bacon Act are appplicable to this solicitation. Refer to Section J, Attachments.

B.7 Unit Price Adjustments in Option Periods

This contract incorporates both the Service Contract Act (SCA) and the Davis-Bacon Act (DBA).

The SCA Wage Determination and DBA Wage Decisions incorporated in Section J are for the Base Year performance period only. The latest Wage Determination/Decision available at the time for each option exercise will be incorporated into the contract and the unit prices will be adjusted in accordance with FAR Clauses 52.222-43, Fair Labor Standards Act and Service Contract Act – Price Adjustment, and/or FAR Clause 52.222-32, Davis-Bacon Act – Price Adjustment (Actual Method). The contractor warrants, by submission of his offer that the offered price does not include any contingency for future wage increases. Offerors are required to segregate Davis-Bacon hours and wages and SCA hours and wages in the payroll records.

B.8 Bid Guarantee/Bonding Requirements: NOT REQUIRED for this procurement

B.9 Contract Term: This contract contains provisions for a Base Period with four (4) Option Years.

B.10 Period of Performance: The period of performance will be determined at the time of award.

B.11 Contract Line Items and Exhibit Line Items

a. Offerors shall enter prices for each Exhibit Line Item (ELIN) in the attached spreadsheet, and shall enter the total price for each Contract Line Item (CLIN) in the “Section B” bid schedule.

b. In the event there is a difference between the cumulative total of the ELIN’s and the associated total price entered for the CLIN on the “Section B” Bid schedule, the cumulative total of the ELIN’s associated with that CLIN will take precedence.

B.12 Bidder Inquiry:

Note: All questions and/or comments from the preproposal conference should reach the above referenced Contracting Office no later than 10 calendar days after the pre-proposal conference, in order that they may be given consideration or actions taken prior to receipt of offers.

B.12-1 Technical inquiries and questions relating to proposal procedures or bonds are to be submitted via Bidder Inquiry in ProjNet at http://www.projnet.org/projnet.

B.12-2 To submit and review bid inquiry items, bidders will need to be a current registered user or self-register into system. To self-register go to web page, click BID tab select Bidder Inquiry, select agency USACE, enter Key for this solicitation listed below, and your e-mail address, click login. Fill in all required information and click create user. Verify that information on next screen is correct and click continue.

B.12-3 From this page you may view all bidder inquiries or add inquiry.

B.12-4 Bidders will receive an acknowledgement of their question via email, followed by an answer to their question after it has been processed by our technical team.

B.12-5 The Solicitation Number is : W91236-10-R-0018

B.12-6 The Bidder Inquiry Key is: PQM5XM-9BAZ80

B.12-7 The Bidder Inquiry System will be unavailable for new inquires 10 days prior to proposal submission in order to ensure adequate time is allotted to form an appropriate response and amend the solicitation, if necessary.

B.12-8 Offerors are requested to review the specification in its entirety, review the Bidder Inquiry System for answers to questions prior to submission of a new inquiry.

B.12-9 The call center operates weekdays from 8AM to 5PM U.S. Central Time Zone (Chicago).

The telephone number for the Call Center is 800-428-HELP.

B.12-10 Offers will NOT be publicly opened. Information concerning the status of the evaluation and/or award will NOT be available after receipt of proposals http://www.projnet.org/projnet�

B.13 Site Visit for Fort Bragg, NC; and Pope Air Force Base, NC

Attendance is highly encouraged, as this solicitation requires the offeror to provide a discussion of their findings from the site visit in their proposal.

General Information: Site visits for the schools on Fort Bragg and Pope AFB shall occur from 15 June 2010 to 17 June 2010 from the hours of 7:00am to 3:30pm. There will be no time extensions nor any make up dates.

The site visits will be a guided tour with time limits at each site. Offerors are not authorized to walk the schools without an escort. An agenda will be provided at the In-Brief that shows the date and time for each individual school site visit. Contractors will not be allowed to stay past the allotted time, nor will they be allowed to come back at a later date/time.

The Government will not entertain any questions during the site visit.

Index cards will be available during the site visits for Offerors to submit questions that will be formally responded to through the US, Army Corps of Engineers, Norfolk District Contracting Office. Offerors may also submit questions via Bidder Inquiry. Please note Bidder Inquiry closes 10 days prior to the proposal due date.)

Advance Notification: Those who would like to attend the site visit shall email Zand.M.Bakhtiari@usace.army.mil with the names and contact information for each person (max 2) who will be attending the site visit by 3:00pm on 14 June 2010. Mr. Bakhtiari will send you a confirmation email in return along with the agenda. No questions will be accepted or responded to.

Max representatives per Offeror: 2

Installation Access: Please note that those without a rapid gate or government CAC Card must go through the ACP gate and will have to have their driver’s license, proof of insurance and vehicle registration. Security will also search each vehicle. It is recommended to allow at least an hour for this process;

however, it is the Offerors responsibility to arrive on time to the in-brief location.

mailto:Zand.M.Bakhtiari@usace.army.mil�

In-Brief Date/First Day: 15 June 2010

Meeting Time: 7:00am

Meeting Location: Ft Bragg DSO Office (adjacent to the Irwin Intermediate School)

Bldg. #1, 4865 Knox Street, Ft Bragg, NC 28307-0089

Transportation: All participants will be transported by Government personnel from the morning meeting location to each school and will be returned to the morning meeting location.

Additional Terms and Conditions

B.11 AWARD TO RESPONSIBLE OFFEROR

Responsibility will be determined, prior to award, by the Contracting Officer, either by performing a pre-award survey or conclusions based on a previous pre-award survey and/or any performance data available. A pre-award survey will be performed and the offeror will be required to show that he has the necessary capital, experience, and owns or can procure the necessary plant or other resources to commence the work at the time prescribed in the specifications and thereafter to prosecute and complete the work safely and satisfactorily within the time specified.

B12. EVIDENCE OF AUTHORITY TO SIGN OFFERS

Evidence of the authority of individuals signing offers to submit firm offers on behalf of the offeror is required except where the offer is signed, and shows that it is so signed, by: the President, Vice-President, or Secretary of an incorporated offeror; a partner in the case of a partnership; or the owner in the case of a sole proprietorship. Failure to submit with the offer satisfactory evidence of the authority of all other persons may be cause for rejection of the offer as invalid or nonresponsive.

B13. BASIS OF AWARD

This requirement uses best value, trade off source selection procedures, where price and non-price factors are considered. Refer to Section M, “Evaluation Factors For Award”.

B14. INCURRING COSTS

The Government is not liable for any costs incurred by the offeror submitting an offer in response to this solicitation.

B15. AGENTS

Offers signed by an Agent must be made in the name of the Principal and must be accompanied by evidence of said Agent’s authority to act on behalf of its Principal.

B16. UNBALANCED BIDS

Any offer which is materially unbalanced as to prices for the Base Items and the Optional Items may be rejected as non-responsive or otherwise not considered for award. An unbalanced offer is one which is based on prices significantly less than cost for some work and prices which are significantly overstated for other work.

B17. UNAUTHORIZED INSTRUCTIONS FROM GOVERNMENT OR OTHER

PERSONNEL

The contractor shall not accept instructions issued by any person, employed by the U.S.

Government or otherwise, other than the Contracting Officer or the Authorized Representative of the Contracting Officer acting within the limits of his/her authority as defined in the Designation of Authority letter. A copy of the Designation of Authority letter will be furnished to the contractor at time of contract award.

ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

Base Year- FFP

FFP

Base Year Firm Fixed Price, Preventive Maintenance Services for Fort Bragg, North Carolina. The total of CLIN 0001 is the sum of Exhibit Line items 1001A through 1001K.

FOB: Destination

NET AMT

Base Year-IDIQ

FFP

Base Year, Indefinite Delivery/Indefinite Quantity, Demand Repair Services for Fort Bragg, North Carolina. The total of CLIN 0002 is the sum of Exhibit Line items 1002A through 1002K.

1st Option - FFP

FFP

1st Option Year, Firm Fixed Price, Preventive Maintenance Services for Fort Bragg, North Carolina. The total of CLIN 0003 is the sum of Exhibit Line Items 2001A through 2001K.

1st Option - IDIQ

FFP

1st Option Year, Indefinite Delivery/Indefinite Quantity, Demand Repair Services for Fort Bragg, North Carolina. The total of CLIN 0004 is the sum of Exhibit Line items 2002A through 2002K.

2nd Option - FFP

FFP

2nd Option Year, Firm Fixed Price, Preventive Maintenance Services for Fort Bragg, North Carolina. The total of CLIN 0005 is the sum of Exhibit Line items 3001A through 3001K.

2nd Option - IDIQ

FFP

2nd Option Year, Indefinite Delivery/Indefinite Quantity, Demand Repair Services for Fort Bragg, North Carolina. The total of CLIN 0006 is the sum of Exhibit Line items 3002A through 3002K.

3rd Option - FFP

FFP

3rd Option Year, Firm Fixed Price, Preventive Maintenance Services for Fort Bragg, North Carolina. The total of CLIN 0007 is the sum of Exhibit Line items 4001A through 4001K.

3rd Option - IDIQ

FFP

3rd Option Year, Indefinite Delivery/Indefinite Quantity, Demand Repair Services for Fort Bragg, North Carolina. The total of CLIN 0008 is the sum of Exhibit Line items 4002A through 4002K.

4th Option - FFP

FFP

1st Option Year, Firm Fixed Price, Preventive Maintenance Services for Fort Bragg, North Carolina. The total of CLIN 0009 is the sum of Exhibit Line items 5001A through 5001K.

4th Option - IDIQ

FFP

4th Option Year, Indefinite Delivery/Indefinite Quantity, Demand Repair Services for Fort Bragg, North Carolina. The total of CLIN 0010 is the sum of Exhibit Line items 5002A through 5002K.

Section C - Descriptions and Specifications

SECTION C-1

1. GENERAL

The Department of Defense Education Activity (DoDEA), Domestic Dependent Elementary and Secondary Schools (DDESS), provides a comprehensive education program, grades Pre-Kindergarten (Pre-K) up to and including High School in some areas for eligible dependent children of Department of Defense personnel. Work described herein includes preventive maintenance, the on demand execution of maintenance, minor repair work and/or minor maintenance construction requiring carpentry, masonry, painting, flooring, cabinetry, plumbing, electrical, heating, ventilation and air conditioning (HVAC), HVAC control systems, fire protection, window and door work, metal work, and roofing for Department of Defense Education Activity – Domestic Dependent Elementary & Secondary Schools (DoDEA - DDESS) located at facilities listed in Section J-1 of this RFP. Services listed in C-3 through C-10 will be required unless indicated otherwise. This contract cannot be used for constructing new facilities, additions to existing facilities, or for major renovations.

Contractor shall provide (either in-house or through subcontracts or combination thereof) all necessary labor, materials, tools, plant and equipment to execute the scope of services as indicated in approved Work Requests. The Contractor will procure all materials and equipment (except those specifically referred to as "U.S. Government Furnished"). The Contractor may also be requested to perform specific PM regimes for the facilities included in this contract. In addition, the Contractor will provide transportation, mobile communications, and supervision of Contractor employees and subcontractors involved with the maintenance, repair, and minor construction at the DDESS facilities presented herein.

All work shall be accomplished in a timely and workmanlike manner by journeymen of under the immediate supervision of journeymen and in compliance with the terms of the latest applicable standards and provisions for maintenance and repair work, U.S. regulations, technical manuals and federal specifications as referenced in various sections of these specifications, and specific DDESS criteria.

1.1 Scope of Services

Except where otherwise stated, the Contractor shall furnish all labor, supervision, management, tools, materials, equipment, facilities, transportation, incidental engineering and other items necessary to provide facilities support services included in this Performance Work Statement (PWS) at the location(s) listed in C-1, paragraph 1 by means of a combination of firm-fixed price (FFP) and indefinite delivery-indefinite quantity (IDIQ) contracts. The provided services shall be in accordance with federal, state, installation, local laws, regulations and DOD Directives.

Specific maintenance and repair areas required in this PWS are provided in C-3 through C-10.

Some sections may be omitted if the requirements included are not required as part of this PWS.

1.2 Services Not Included In This Contract

The following services are excluded from the Maintenance Contract:

a. Repairs to personal property;

b. Audio visual components and equipment;

c. Custodial services.

d. Grounds Maintenance

e. Pest Control

1.3 Performance Period

The contract term is for a one year period with 4 one year options and shall commence in accordance with the provisions in of this contract.

PREVENTIVE MAINTENANCE

2.1 Performance Objective

Provide preventive maintenance for systems identified in Section C-3 through C-10 (section noted when not included) to increase the life, maintainability, operating capability and efficiency of equipment or systems included in this PWS. Provide preventive maintenance in accordance with manufacturer’s recommendations or recommended industry association standards.

2.1.1 Acceptable Performance

Completion of identified requirements within the identified schedule with a quality so that missed completion dates or defects identified are equal to or less than the Acceptable Quality Level (AQL).

A sample of how the AQL is calculated is as follows:

• AQL = Survey work orders (WO) not meeting requirement/Total WO in survey

• AQL = 5 WO (unacceptable)/ 80 WO (checked) = 6.25%

2.1.2 Unacceptable Performance

When the quantity of Preventive Maintenance work orders not completed within 10 days of schedule is greater than the AQL. When the number of defects identified by the Government is greater than the AQL. When the number of work orders in which work is not fully completed is greater than the AQL.

2.1.3 Criteria for Acceptance/Rejection

Government inspections will be made according to the surveillance method(s) used, to compare Contractor's performance to Contract requirements and industrial accepted standards.

2.1.3.1 Acceptance

Preventive maintenance is acceptable when Contractor fully completes work orders in a manner which meets contract provisions, standards and specifications as described herein and all requirements of the work order are completed.

2.1.3.2 Rejection

When Contractor's performance does not meet contract provisions, is not performed in accordance with the approved work plan, is not performed in accordance with the standard/specification, is not performed within the allowed time frame, or is not completed in its entirety, it will be considered to be defective and will be rejected.

2.2 Reference Information

Work orders for preventive maintenance work will be initiated by SchoolDude automatically, by the Contractor or by School Facilities Personnel. Preventive Maintenance work which will in any way impact educational activities are to be scheduled in advance with a minimum of 24 hour notice to school administration. Maintenance calls shall not adversely impact special events or testing at the schools.

The Contractor shall correct any problems identified during preventive maintenance calls within 4 working days of the need being identified. The Contractor shall notify and obtain the COR’s approval for any service call that may require more than 4 working days to complete. The COR shall be notified why the work is not to be completed within the required time (e.g. availability of material or specialized equipment). Those services not completed in a timely fashion shall be included on the Aged Service Call Report.

2.3 Performance Standard

When Contractor’s failure to complete all work requirements, meet time requirements and quality requirements is less than the AQL.

2.4 Inspection Method

Government inspections will be made according to the surveillance method(s) used, to compare Contractor's performance to Contract and industrial accepted standards. Both scheduled and unscheduled surveillance will be used to look at total or parts of the work. The Quality Assurance samples may or may not include samples evaluated as part of the Contractor’s QC program at the discretion of the Government. The methods of surveillance that may be used are listed below:

• Random Sampling

• 100% Inspection

• Work Request Audit

• Unscheduled Inspection

• Customer Complaints

2.5 Acceptance

Preventive maintenance will be considered acceptable when the number of defectives found during Contract surveillance does not exceed the Acceptable Quality Level (AQL). Work Requests completed are subject to an AQL of 5%.

3 DEMAND MAINTENANCE AND REPAIR

3.1 Performance Objective

Provide Demand Maintenance and Repair for systems identified in Section C-3 through C-10 (section noted when not included) to make system operable, more efficient, increase operating capability and efficiency of equipment or systems included in this PWS. Provide Demand Maintenance in accordance with manufacturer’s recommendations or recommended industry association standards using replacement parts with a quality equal to or better than presently used.

3.1.1 Acceptable Performance

Completion of work orders initiated for Demand Maintenance/Repair within the identified schedule with a quality so that missed completion dates or defects identified are equal to or less than the Acceptable Quality Level (AQL).

3.1.2 Unacceptable Performance

When the quantity of Demand Maintenance/Repair work orders not completed within the schedule specified is greater than the AQL. When the number of defects identified by the Government is greater than the AQL. When the number of work orders in which work is not fully completed is greater than the AQL.

3.1.3 Criteria for Acceptance/Rejection

compare Contractor's performance to Contract and industrial accepted standards.

3.1.3.1 Acceptance

Demand Maintenance is acceptable when Contractor fully completes work orders in a manner which meets contract provisions, standards and specifications as described herein and all requirements of the work order are completed.

3.1.3.2 Rejection

performed in accordance with the approved work plan, is not performed in accordance with the standard/specification, is not performed within the allowed time frame, or is not completed in its entirety, it will be considered to be

3.2 Reference Information

Work orders for Demand Maintenance work orders may be initiated by the Contractor, by School Facilities Personnel, by Installation Personnel or by the School Administration. Each will be entered into the SchoolDude CMMS program by the Contractor. Demand Maintenance work orders under the limit of liability will be scheduled and completed by the Contractor. Demand Maintenance work orders greater than the limit of liability will be priced and submitted to the COR for approval and funding but will not be scheduled until notified by the COR. Once approval has been obtained, a schedule is to be established in SchoolDude based on a time line agreed to by the COR. Demand Maintenance work which will in any way impact educational activities are to be scheduled in advance with a minimum of 24 hour notice to school administration. Maintenance calls shall not adversely impact special events or testing at the schools.

3.3 Performance Standard

When Contractor’s failure to complete all work requirements, meet time requirements and quality requirements is less than the AQL.

3.4 Inspection Method

Government inspections will be made according to the surveillance method(s) used, to compare Contractor's performance to Contract and industrial accepted standards. Both scheduled and unscheduled surveillance will be used to look at total or parts of the work. The Quality Assurance samples may or may not include samples evaluated as part of the Contractor’s QC

• Work Request Audit

3.5 Acceptance

Demand Maintenance will be considered acceptable when the number of defectives found during Contract surveillance does not exceed the Acceptable Quality Level (AQL). Work Requests completed are subject to an AQL of 5%.

4 FACILITY INSPECTIONS AND EVALUATIONS

4.1 Performance Objective

Provide Facility Inspections and Evaluations for systems, structures and components identified in Section C-3 through C-10 (section noted when not included) so that repair, replacement or maintenance needs are identified prior to failures or accidents. Provide Facility Inspections and Evaluations based on industry, manufacturer, Government provided or Contractor developed check lists.

4.1.1 Acceptable Performance

Initiation of inspections required will be by a SchoolDude work order. Completion of inspection check lists within 10 days of the identified schedule with a report of findings to the COR within 10 days of inspection completion. Acceptable performance will have been accomplished when the number of completion dates missed and the number of inspection forms not fully completed are equal to or less than the Acceptable Quality Level (AQL).

4.1.2 Unacceptable Performance

Unacceptable performance will result from the number of completion dates missed and the number of inspection forms not fully completed being greater than the Acceptable Quality Level (AQL).

4.1.3 Criteria for Acceptance/Rejection

compare Contractor's performance to Contract and industrial accepted standards.

4.1.3.1 Acceptance

Facility Inspections and Evaluations is acceptable when Contractor fully completes work inspection forms and reports in the time allocated.

4.1.3.2 Rejection

performed in accordance with the approved work plan, is not performed in accordance with the standard/specification, was not performed within the allowed time frame, or is not completed in its entirety, it will be considered to be

4.2 Reference Information

Each Inspection Check List provided by Contractor will be entered into the SchoolDude CMMS program by the Contractor with an inspection interval identified and agreed to by the COR.

SchoolDude will initiate a work order which identifies inspections to be made. Inspection work which will in any way impact educational activities are to be scheduled in advance with a minimum of 24 hour notice to school administration. Inspections shall not adversely impact special events or testing at the schools.

4.3 Performance Standard

When Contractor’s failures to complete all work requirements, meet time requirements and report requirements is less than the AQL.

4.4 Inspection Method

Government inspections will be made according to the surveillance method(s) used, to compare Contractor's performance to Contract and industrial accepted standards. Both scheduled and unscheduled surveillance will be used to look at total or parts of the work. The Quality Assurance samples may or may not include samples evaluated as part of the Contractor’s QC

• Work Request Audit

4.5 Acceptance

Inspection Requirements will be considered acceptable when the number of defectives found during Contract surveillance does not exceed the Acceptable Quality Level (AQL). Work Requests completed are subject to an AQL of 5%.

5 REPAIR PARTS, MATERIALS, AND EQUIPMENT

5.1 Repair Quality Level

The quality level of materials used in Contractor operations shall equal or exceed that being replaced or repaired. Work Requests shall be completed with an indication of the materials proposed for use as appropriate and will be concurred with by the COR. The Contractor shall develop a recommended spare and repair parts list for maintaining equipment identified. Reasonable access to spare parts so that preventive maintenance or minor demand maintenance is not delayed is required of the Contractor. Access may be through on-site inventory or utilizing inventories of suppliers with whom the Contractor deals.

Refrigerant(s) required for the air conditioning systems shall be regarded as a replacement part and shall be included in the spare parts inventory. Refrigerant utilized during maintenance, repair or replacement The Contractor shall extend to the Government the manufacturer's commercial warranty on all repair of equipment shall be replaced as are other spare and repair parts.

5.2 Warranties

The Contractor shall make maximum use of the provisions of the manufacturer’s and construction warranties for Government property, The Contractor shall maintain a file(s) of warranties on equipment that are under warranty and under the management of this contract.

These files shall identify the item, (part and model numbers, etc.), the nature and expiration date of the warranty, and the name and address of the firm to contact concerning the Government's entitlement under the warranty.

5.2.1 Warranty Enforcement

In the event of an equipment failure or other problem covered by the warranty, the Contractor shall vigorously pursue enforcement of the warranty on behalf of the Government.

5.2.2 Warranty Repairs on Critical Systems

The Contractor shall make the necessary repairs or replacements in a time of the essence manner in the event of any of the following:

• An equipment failure results in a priority 1, emergency condition that prevents operation of the schools (as determined by the Government).

• The failure results from abuse or improper or inadequate maintenance by the Contractor.

• The warranty subcontractor cannot or does not respond within a time limit that insures continued equipment availability for school operation.

6 DOCUMENTS

6.1 Contractor Compliance

The Contractor shall follow and adhere to the entire documents, listed herein or to specific paragraphs in instances where only a portion of the document is referenced. Supplements or amendments to required publications shall be considered to be in full force and effective upon receipt by the Contractor. Wherever documents listed have an alternative to that written in this performance work statement, the most rigorous shall apply.

6.2 Applicable Documents

Many Government publications can be obtained free of charge when downloaded from the internet. Not all the following documents shall apply to each location. However, it is recommended that the Contractor obtain them and be familiar with those portions which do apply. The latest edition (version) of all documents shall be utilized.

6.2.1 Government Publications

AR 385-40 Accident Reporting and Records

EM 385-1-1 Safety and Health Requirements Manual

EM 1110-1-4006 Removal of Underground Storage Tanks (USTs)

TM 5-610 Preventive Maintenance for Facilities Engineering, Buildings and Structures

TM 5-617 Maintenance and Repair of Roofs

TM 5-618 Paints and Protective Coatings

TM 5-620 Maintenance and Repair of Architectural and Structural Elements of Buildings and Structures

TM 5-623 Pavement Maintenance Management

TM 5-624 Maintenance and Repair of Surface Areas

TM 5-682 Electrical Facilities Safety

TM 5-822-9 Repair of Rigid Pavements Using Epoxy Resin Grouts, Mortars and Concretes

TM 5-822-11 Standard Practice for Sealing Joints and Cracks in Rigid and Flexible Pavements

6.2.2 Non-Government Publications

ASHRAE 90.1 Energy Efficient Design of New Buildings Except Low-Rise Residential Buildings

2007 ASHRAE Handbook – HVAC Applications

Americans with Disabilities Act (ADA)

BOMA International – Preventive Maintenance and Building Operation Efficiency (2003)

Environmental Protection Agency (EPA)

U.S. Consumer Product Safety Commission; “Handbook for Public Playground Safety”

Underwriter’s Laboratories, Inc. (UL)

National Electric Code (NEC)

National Fire Protection Association (NFPA)

NFPA 70B Recommended Practice for Electrical Equipment Maintenance

Code of Federal Regulations (C.F.R)

SchoolDude.com – On-line Instructions for use of Maintenance Direct, PM Direct and Inventory Direct

Standard Educational Specifications

6.2.3 Forms

ENG Form 3394: US Army Corps of Engineers Accident Investigation Report

ENG O-4784: Safety and Occupational Health Office – Serious Accident Notification

6.3 Contractor Furnished Documents

None of the publications referenced herein will be provided to the Contractor by the Government. The Contractor shall be thoroughly familiar with the mentioned publications which apply, and shall fully comply with all requirements defined therein. These documents may be obtained by the Contractor at his own expense from the Government if desired and will remain the Contractors property at completion or termination of this contract. Failure to comply with the requirements of these documents due to lack of knowledge or understanding shall not be considered good cause for the Contractor to reduce any service or performance, or be acceptable reason not to comply with any contract term or condition.

7 COMPUTERIZED MAINTENANCE MANAGEMENT SYSTEM (CMMS)

7.1 Work Flow Notification/Assignment/Approval

7.1.1 CMMS Program to be Utilized

DDESS utilizes a CMMS program called SchoolDude. The Contractor will be fully responsible for the licensing, the management and maintenance of the SchoolDude program. The Contractor shall manage facility sustainment data within SchoolDude in accordance with SchoolDude instructions and capabilities.

7.1.2 Work Order Initiation/Assignment/Approval

Preventive maintenance work orders may or may not exist in the SchoolDude system for schools under this Contract. If not in SchoolDude presently, it will be the Contractor’s responsibility to incorporate all equipment included in this Contract into SchoolDude.

The Contractor shall evaluate existing data and determine if modification is proposed or necessary to provide proper PM for equipment included. Work orders for preventive maintenance will automatically be generated by the SchoolDude program for implementation by Contractor’s work force.

Other work requests or service call requests may be received by phone, email or FAX.

The Contactor shall enter the request in SchoolDude within one hour of receipt during regular working hours. Work requests received during non-work hours shall be entered within 3 hours of the start of the next regular work day.

Work requests shall be prioritized and labeled based on classifications specified elsewhere in this Contract. Work orders other than those specified as Emergency or PM shall be approved by the COR prior to the work being performed. All work orders generated from requests shall be reviewed for accuracy prior to requesting approval from the COR and be assigned to an appropriate technician or laborer within 4 hours of receipt of approval from the COR to do the work.

7.1.3 SchoolDude System Maintenance

The Contractor shall maintain records within SchoolDude at all times and shall update all work orders within one normal work day of completion.

7.1.4 SchoolDude Training and Staffing

The Contractor shall provide training for all technicians, office personnel and management which will utilize SchoolDude prior to implementation of personnel at the installation. This training is available on-line or in person from SchoolDude. Costs for this training, if any, will be the responsibility of the Contractor. A minimum of one person trained in the utilization of SchoolDude and responsible for inputting data or providing information as needed shall be available at all times during normal work days.

7.1.5 Work Progress Reports

The Contractor shall submit the following reports on a monthly basis to the COR for review and approval. Reports directly generated from the SchoolDude CMMS program are acceptable. In addition, some or all of these reports shall be forwarded to DDESS Area Service Center personnel as directed by the COR.

• Monthly preventive Maintenance Report: This report shall indicate completed work orders, work order backlog and work orders waiting material to be delivered. Information on this report shall be reported by school or support facility.

• Aged Service Call Report: The Contractor shall submit a monthly report which indicates those work orders which have not been completed within 4 days of request. This report shall include the work order identification number, requester, description of work to be done, date requested, technician to which it is assigned and reason why it has not been completed.

8. WORK ORDER PRIORITIES

Contractor Required Response – Response requirements of the Contractor will vary depending on the impact of school activities or threat to life safety. Response time requirements are as follows:

8.1 Preventive Maintenance, Facility Inspections and Evaluations

Work will be initiated by SchoolDude automatically. The Contractor shall correct any problems identified during preventive maintenance calls within 4 working days of the need being identified. The Contractor shall notify and obtain the COR’s approval for any service call that may require more than 4 working days to complete. The COR shall be notified why the work is not to be completed within the required time (e.g. availability of material or specialized equipment). Those services not completed in a timely fashion shall be included on the Aged Service Call Report.

8.2 Demand Maintenance

Normal on-site demand maintenance and repair services shall be provided during the Contractor's normal business hours. Work Requests will be generated when facilities require work. Work Requests will receive concurrence by the COR and will be assigned a priority as described herein prior to being assigned to the Contractor.

Work Requests generated by the Contractor will be submitted to the COR and will be verified for contract validity, concurred with and assigned a priority status or declined. The Contractor is not to perform work until COR concurrence and prioritization is received. Prioritization is as follows:

Priority 1 (Emergency) – Defined as any work or task required that is of such pressing nature that generation of and concurrence with, a Work Request would result in continued damage to the facility or increasing occupant life safety or health risks. Emergency work is exempt from the usual concurrence and prioritization process.

The Contractor shall provide the Contracting Officer's Representative with the names, and local or long distance telephone numbers with reverse charges, as applicable, that is answered 24 hours per day, 7 days per week, including holidays, at which the Contractor can be notified of emergency work. The Government shall not be expected to place more than one phone call in order to solicit response from the Contractor or his designated representative. Only authorized personnel designated by the Contracting Officer will called for emergency maintenance. The Contractor shall respond within thirty (30) minutes by telephone and report to the job site within a maximum of one (1) hour to failures in:

• Imminent fire hazard.

• Failure of major utility system.

• Ruptured, leaking, or overflowing interior water lines or sanitary/sewer lines, including overflowing toilet and plumbing fixtures.

• Leaking gas lines.

• Emergency power generation failures.

• Failures of building structural or envelope components

• Other situations that directly cause damage to the facility or are deemed to cause life safety/death risk to facility occupants.

The Contractor shall diagnose problem or equipment failure and perform maintenance. Situations of emergency nature shall not require concurrence of the demand Work Request. A Work Request Form, however, must be filed with the COR by 0900 of the next normal working day.

When the Contractor is called for emergency maintenance, immediate action shall be taken to perform maintenance on such equipment/items, on a time is of the essence basis. The Contractor shall find the necessary repair parts or perform the required actions to stabilize the system. The Contractor will stay at the job site and maintain continuous effort until the repairs are completed and the failed system is operating satisfactorily or the situation is sufficiently stabilized to prevent further damage to the facility or continue to be a safety threat or hazard to the building occupants or such that normal school operations may be facilitated at the commencement of the following regular school day. Priority 1 tasks may necessitate “off-duty” working hours to complete the task satisfactorily. Authorization for such hours is not required.

Priority 2 (Critical) – Defined as any work which does not fall within the context of “Priority 1

- Emergency”, but may potentially jeopardize the normal safe operation of the school facility.

Contractor response time to Priority 2 calls during normal work hours shall not exceed 24 hours.

Priority 2 items shall be completed within 7 working days from initial notification. Priority 2 tasks, therefore, may necessitate the authorization of “off-duty” or other than normal working hours to complete the task satisfactorily to the terms and intent of this contract. Examples could include broken windows, roof leaks, stopped up toilets, sinks or floor drains, non functioning gutters/downspouts, broken door hardware, etc.

Priority 3 (Essential) – Defined as any situation which is not critical to the normal operation of the school mission, but which, if continued unarrested, could potentially result in permanent damage to the facility or could threaten the safety of the building occupants. Response to Priority 3 requests shall not exceed 2 regular duty days. Priority 3 tasks should be completed within 15 working days of the issuance of the Work Request. Priority 2 tasks are not considered authorization for other than normal working hours pay rates.

Priority 4 (Desired) – Defined as work which should be handled on a first come, first serve basis. Priority 3 tasks are not considered authorization for other than normal working hours pay rates. Examples could include ceiling, floor or wall repair, lighting lamp or ballast replacement, window covering adjustment, lock rekeying, sprinkler system repair, PA system repair, etc. Tasks shall be completed within 30 working days.

Priority 5 (Deferred) – Items not deemed important enough to the school mission may be deferred until their importance forces reevaluation of priority.

a. Work requests submitted by the Contractor shall include Contractor’s estimate of work effort required by the applicable schedule bid labor category and an estimate of the materials and equipment required. The intent is to allow the Government the ability to manage available funds and to prioritize accordingly. Requests generated by the Government will be submitted to the Contractor for the purposes of said estimate prior to concurrence. Reference the Sample Work Request Form in Section J.

b. The Government will notify the Contractor's Contract Manager of the work required in the form of concurred, prioritized Work Requests. The Contracting Officer or his representative must concur with the request’s validity, prioritize and schedule any Work Requests other than Emergency Maintenance to be accomplished by the Contractor. Contractor is instructed to perform the work outlined in the Work Request. It shall not be assumed that all Work Requests will be prioritized for completion.

c. If at any time, the Contractor recognizes that for whatever reason, the actual cost will succeed the estimated cost by 10% or more, the Contractor shall notify the Contracting Officer’s Representative immediately to obtain further instruction.

9. LIMIT OF LIABILITY

The Contractor’s limit of liability for material and labor costs associated with any single event in the maintenance, repair or replacement of any single piece of equipment is $2,500. This requirement can be based on findings during routine maintenance work orders, failure of equipment needs identified by Government or Contractor’s employees. Repairs or replacement exceeding this amount shall be processed as indicated below. Work orders cannot be delayed or combined to increase the cost of repair above the Limit of Liability. Failures due to lack of continued maintenance will not be subject to the limit of liability and will be solely the responsibility of the Contractor.

9.1 Performance of Repairs or Replacement Above Limit of Liability

If a work order is initiated for which the Contractor believes the work required is beyond the limit of liability, the Contractor shall,

9.1.1 Notification

Contractor shall notify the COR no later than 01100 the following normal work day that it is anticipated that a work order requiring work above the limit of liability is anticipated.

9.1.2 Cost Proposal

The Contractor shall submit a cost proposal within 2 working days providing a complete breakdown of associated costs for material, labor and equipment with the limit of liability amount indicated.

9.1.3 Commencement of Work

No work shall commence until approval and funding have been obtained from the COR in writing. If, upon review, the COR agrees the work is beyond the applicable limit of liability, the work order will be placed in an awaiting funding status until the proposal is approved and government authorization is given to proceed. The Contractor shall be responsible for all costs up to the applicable limit of liability.

If the COR determines that work does not exceed the applicable limit of liability, the proposal will be returned to the Contractor for work completion. The work order in question shall be completed within 4 days from the original receipt by the Contractor, plus the amount of time the work authorization form was held by the COR for determination.

The Government reserves the right to reject a cost proposal, obtain additional cost proposals from other parties, and obtain the repairs by other methods.

10. WORKMANSHIP

All work shall be performed by competent appropriately qualified personnel and in accordance with recognized standards of the trade. Work shall be accomplished in accordance with Technical Manuals, Technical Bulletins and Technical Exhibits as referenced in the contract.

Contractor shall make every attempt to utilize the most cost effective, yet appropriately qualified level of expertise possible to perform all Work requested by the contract.

10.1 Cleanup and Disposal

At the close of each workday, the Contractor shall leave the job site in a clean manner. All waste generated during the performance of this contract shall be disposed of in accordance with current Local, State and Federal and installation regulations. Debris shall not be allowed to spread unnecessarily into adjacent areas nor accumulate in the work area itself.

10.2 Lost and Found Property

The Contractor shall turn in immediately all articles of possible personal or monetary value, found by him or his employees, to the school principal’s office, the US Military Police, or to the

COR.

10.3 Completed Work

Systems on which work is performed shall be placed in operation to function as originally intended and/or designed. All Contractor work shall be complete so that facility, system or equipment is free of missing components or defects which would prevent it from functioning as originally intended and/or designed. Corrective or repair/replacement work shall include operational checks, equipment assembly and clean-up.

10.4 Replacement Equipment or Systems

Except where otherwise noted or approved by the COR, replacements for equipment or systems shall match the original in dimensions, finish, color, performance, quality and design.

10.5 After Hours Work

For work performed after hours, the classroom(s) shall be cleaned, furniture put back in place and the room(s) shall be ready for instruction by the start of the next school day.

11. PERSONNEL REQUIREMENTS

The Contractor shall provide personnel or subcontracted personnel as required to perform all requirements of this Contract. Personnel utilized shall be consistent throughout the Contract Period unless the employee is no longer employed. Any changes in personnel at these positions shall be approved by the COR. All employees working at the school shall have a background check complete with finger print verification. Any person having a felony record shall not be allowed to work at any DDESS schools.

The Contracting Officer reserves the right to require removal of unacceptable personnel (defined as creating a risk of health, danger, security threat, etc.) from the premises of any building serviced under this contract and require their replacement upon written determination that such action is necessary in the interest of the Government. Such replacement and removal of the offending personnel shall not be construed to be the sole relief of the Government for inadequate performance under the contract nor to operate to the exclusion of any other remedies available to the Contracting Officer.

11.1 Personnel Records

Some of the areas in which the Contractor's employees will be working have been designated as secured areas e.g., supply room and computer rooms. The Contractor shall furnish to the Contracting Officer’s Representative, prior to commencement of work under this contract a written statement containing the complete name, telephone number and duties of each employee engaged in the performance of work contemplated by this contract, together with such other data as the Contracting Officer Representative may deem necessary. In the event of a change in employees the Contractor shall provide the names prior to arrival at the school facility.

11.2 Background Check

All employees proposed to work at these school facilities will be required to pass wants and warrants requirements of the police. The Contractor will keep records of background checks for all employees. The Contractor shall submit a copy of that Record for each employee to the Contracting Officer or COR before any access will be granted to DDESS school facilities and prior to the notice to proceed. Convicted felons will not be allowed to render any services defined in this Contract.

11.3 Personnel Hygiene, Uniform and Identification

The Contractor's personnel shall remain fully clothed in a presentable uniform to include long pants and safety footwear each day. Employees shall be well groomed, clean and without offensive body odor while performing under this contract. They will present a professional appearance.

Offensive language and behavior will not be tolerated. Employees shall not leave trash, tools, spent supplies or other waste in a school facility or on the grounds thereof.

The Contractor shall provide each permanent employee with a photo identification badge which shall be worn on the right or left upper front pocket. The company's name and employee's name shall be of a contrasting color and shall be distinguishable from a distance of ten (10) feet.

11.4 Training

The Contractor shall provide initial indoctrination and continuing instruction to enable his employees to conduct their work in a safe manner and to recognize and report hazardous conditions to the Government. Initial indoctrination shall include instruction in safe practices and in the proper use, care, and maintenance of tools and equipment. Contractor shall submit evidence of such training and a plan for continuing instruction of personnel.

The following training is required in addition to SchoolDude and technical training for employees and must be accomplished within the first month after mobilization. Classes must be approved by the COR to be recognized. Costs associated with this training shall be the responsibility of the Contractor.

Training Attendees Frequency Est. Time

Environmental Awareness All Annual 30 Minutes

Asbestos and Lead Based Paint Awareness

Maint. Personnel Annual 2 Hours

Hazardous Communications All Annual 2 Hours

Storm Water Protection Maint. Mechanics Annual 1 Hour

Sustainable Installation Management System (SIMS)

All Annual 7 Minutes

Environmental Quality Officer Lead Maintenance One-Time 8 Hours

ISO 14001 Lead Maintenance One-Time 16 Hours

As indicated elsewhere, SchoolDude and AHERA training must be completed prior to Contractor mobilization. Contractor shall provide proof that applicable employees have taken these classes upon initial mobilization.

11.5 Control of Contractor's…