W91236-12-R-0029.pdf

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181 - 189 X H 190 - 197 lynn.m.tanno@usace.army .mil

RATING PAGE OF PAGES

7. ISSUED BY

(Date)

IMPORTANT - Award will be made on this Form, or on Standard Form 26, or by other authorized official written notice.

Previous Edition is Unusable 33-134 STANDARD FORM 33 (REV. 9-97)

Prescribed by GSA FAR (48 CFR) 53.214(c)

1 197

(If other than Item 7)

15A. NAME 16. NAME AND TITLE OF PERSON AUTHORIZED TO

AND

ADDRESS SIGN OFFER (Type or print)

OF

OFFEROR

AMENDMENT NO. DATE

15B. TELEPHONE NO (Include area code) 17. SIGNATURE15C. CHECK IF REMITTANCE ADDRESS

IS DIFFERENT FROM ABOVE - ENTER

SUCH ADDRESS IN SCHEDULE.

18. OFFER DATE

1. THIS CONTRACT IS A RATED ORDER

UNDER DPAS (15 CFR 700)

2. CONTRACT NO.

W91236 8. ADDRESS OFFER TO

See Item 7

9. Sealed offers in original and 6 copies for furnishing the supplies or services in the Schedule will be received at the place specified in Item 8, or if handcarried, in the depository located in

CAUTION - LATE Submissions, Modifications, and Withdrawals: See Section L, Provision No. 52.214-7 or 52.215-1. All offers are subject to all terms and

SEE ITEM 8

conditions contained in this solicitation.

10. FOR INFORMATION

CALL:

A. NAME (NO COLLECT CALLS)

LYNN M TANNO 757-201-7839

11. TABLE OF CONTENTS

SOLICITATION/ CONTRACT FORM

SUPPLIES OR SERVICES AND PRICES/ COSTS

1 - 7

X I CONTRACT CLAUSES

DESCRIPTION/ SPECS./ WORK STATEMENT X

PACKAGING AND MARKING

9 - 91 J LIST OF ATTACHMENTS

INSPECTION AND ACCEPTANCE

DELIVERIES OR PERFORMANCE

92 - 98

99 K REPRESENTATIONS, CERTIFICATIONS AND

OTHER STATEMENTS OF OFFERORS

CONTRACT ADMINISTRATION DATA 100 X

SPECIAL CONTRACT REQUIREMENTS

OFFER (Must be fully completed by offeror) 101 - 105 X M

L INSTRS., CONDS., AND NOTICES TO OFFERORS

EVALUATION FACTORS FOR AWARD

NOTE: Item 12 does not apply if the solicitation includes the provisions at 52.214-16, Minimum Bid Acceptance Period.

is inserted by the offeror) from the date for receipt of offers specified above, to furnish any or all items upon which prices are offered at the price set opposite each item, delivered at the designated point(s), within the time specified in the schedule.

13. DISCOUNT FOR PROMPT PAYMENT

(See Section I, Clause No. 52.232-8)

14. ACKNOWLEDGMENT OF AMENDMENTS

(The offeror acknowledges receipt of amendments

AMENDMENT NO. DATE

to the SOLICITATION for offerors and related documents numbered and dated):

FACILITY

12. In compliance with the above, the undersigned agrees, if this offer is accepted within calendar days (60 calendar days unless a different period

SOLICITATION, OFFER AND AWARD

X

(X) SEC. DESCRIPTION (X) SEC. DESCRIPTION PAGE(S)

PART I - THE SCHEDULE

26. NAME OF CONTRACTING OFFICER (Type or print) 27. UNITED STATES OF AMERICA 28. AWARD DATE

EMAIL:TEL: (Signature of Contracting Officer)

CODE CODE

B. TELEPHONE (Include area code) C. E-MAIL ADDRESS

AWARD (To be completed by Government)

19. ACCEPTED AS TO ITEMS NUMBERED 20. AMOUNT 21. ACCOUNTING AND APPROPRIATION

22. AUTHORITY FOR USING OTHER THAN FULL AND OPEN COMPETITION:

10 U.S.C. 2304(c)( ) 41 U.S.C. 253(c)( ) (4 copies unless otherwise specified)

23. SUBMIT INVOICES TO ADDRESS SHOWN IN ITEM

24. ADMINISTERED BY (If other than Item 7) CODE 25. PAYMENT WILL BE MADE BY CODE

PART IV - REPRESENTATIO NS AND INSTRUCTIO NS

PART III - LIST O F DO CUMENTS, EXHIBITS AND O THER ATTACHMENTS

106 - 178

PART II - CO NTRACT CLAUSES

USA ENGINEER DISTRICT, NORFOLK

CONTRACTING OFFICE

803 FRONT STREET

NORFOLK VA 23510-1096

757-201-7183FAX:

TEL:

FAX:

TEL:

NOTE: In sealed bid solicitations "offer" and "offeror" mean "bid" and "bidder".

SOLICITATION

179 - 180

6. REQUISITION/PURCHASE NO.

W26GLG21729850

5. DATE ISSUED

20 Jul 2012

4. TYPE OF SOLICITATION

SEALED BID (IFB)

NEGOTIATED (RFP)

[ X ]

3. SOLICITATION NO.

W91236-12-R-0029

Section A - Solicitation/Contract Form

INFORMATION TO OFFERORS

A.1 Contract Title: Preventive Maintenance and Repair, DoDEA Schools at West Point Military Academy, West Point, New York.

A.2 Acceptance Period for Proposal: Offers providing less than 180 calendar days for Government acceptance after the date offers are due will not be considered and will be rejected.

A.3 Type of Contract: This is an Indefinite Delivery/Indefinite Quantity (IDIQ) Service type contract. (Includes Incidental Construction.)

A.4 Minimum Guarantee: The minimum guarantee for this contract is $60,000.

A.5 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.

A.6 Set-Aside: Competitive Procurement, 100% Set Aside for Small Business Concerns.

A.7 NAICS Code: The NAICS Code assigned to this procurement is 238220 with a small business size standard of $14,000,000.00.

A.8 Wage Determination (Service)/Wage Decision (Construction): The Service Contract Act is applicable to this solicitation and resulting contract. The Davis Bacon Act is also applicable for incidental construction work. Refer to Section J, Attachments.

A.9 Bid Guarantee/Bonding Requirements: NOT REQUIRED for this procurement

A.10 Contract Term: This contract contains provisions for a one (1) year Base Period with four

(4) Option Years.

A.11 Period of Performance: The period of performance will be determined at the time of award.

A.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.

A.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.

http://www.projnet.org/projnet�

A.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.

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

A.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.

A.12-5 The Solicitation Number is : W91236-12-R-0029

A.12-6 The Bidder Inquiry Key is: NW13V9-F28H51

A.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.

A.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.

A.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.

A.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

A.13 Site Visit for DoDEA Schools at West Point Military Academy, West Point, New York

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 visit for the West Point Maintenance Solicitation will occur on 7 August 2012, 7:30am to 5:00pm. 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.

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. Offerors are to submit questions in Bidder Inquiry that will be formally responded to through the US, Army Corps of Engineers, Norfolk District Contracting Office. 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 contact Eileen at eileen.ellingsen@am.dodea.edu with the names and contact information for each person (max 2) who will be attending the site visit by 12:00pm on 3 August 2012. Ms. Ellingsen will send you a confirmation email in return. No questions will be accepted or responded to.

Max Reps per Offeror: Two (2)

Installation Access: Non DoD Card holders must go through security at the gate and will need 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.

In-Brief Date: 7 August 2012

Meeting Time: 7:30am

Meeting Location: West Point Visitors Lot

Transportation: Participants will walk between locations from the Visitors Lot.

mailto:eileen.ellingsen@am.dodea.edu�

Agenda: 7:30am – Arrive/meet at West Point Visitors Lot 7:45am – In-brief 8:00am – Middle School Tour 10:30am – Elementary School Tour 1:00pm – Gym tour 2:00pm – Conclusion of Tour/Out-brief 2:15pm – Depart West Point

Additional Terms and Conditions

A.14 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.

A15. 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.

A16. 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”.

A17. INCURRING COSTS

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

A18. 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.

A19. 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.

A20. 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.

Section B - Supplies or Services and Prices

ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0001 2,250,000 Lump Sum

PREVENTATIVE MAINTEANCE WEST POINT

FFP

WORK UNDER THIS CONTRACT LINE ITEMS SHALL NOT EXCEED

$2,500,000. Provide preventive maintenance services, as identified by Task Order, to increase the life, maintainability, operating capability and efficiency of equipment or systems. Provide preventive maintenance in accordance with manufacturer's recommendations or recommended industry association standards.

This work will be performed solely for the Department of Defense Schools at Fort Knox, Kentucky. (Cost to be negotiated per task order) FOB: Destination

MILSTRIP: W26GLG21729850

PURCHASE REQUEST NUMBER: W26GLG21729850

NET AMT $

ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0002 1,250,000 Lump Sum

DEMAND MAINTENANCE & REPAIR WEST POINT

FFP

WORK UNDER THIS CONTRACT LINE ITEM SHALL NOT EXCEED

$400,000. Provide Demand Maintenance and Repair services, as identified by task order, to make systems operable, more efficient, increase operating capability and efficiency of equipment or systems. 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. This work will be performed solely for the Department of Defense Schools at Fort Knox, Kentucky. (Cost to be Negotiated per task order) FOB: Destination

NET AMT

Section C - Descriptions and Specifications

SECTION C

SECTION C-1 General

SECTION C-2 Definitions and Acronyms

SECTION C-3 Mechanical Systems Preventive and Demand Maintenance and Repair

Requirements

SECTION C-4 Direct Digital Control (DDC) Systems Maintenance and Repair

SECTION C-5 Plumbing Systems Preventive and Demand Maintenance and Repair

Requirements

SECTION C-6 Electrical Systems Preventive and Demand Maintenance and Repair

Requirements

SECTION C-7 Kitchen Equipment Maintenance and Repair Requirements

SECTION C-8 Roof Systems and Site Inspection Preventive and Demand Maintenance and Repair Requirements

SECTION C-9 Building Systems and Playgrounds Inspection Preventive and Demand

Maintenance and Repair Requirements (Including Elevators and AHERA Surveillance Inspections)

SECTION C-10 Fire Suppression and Fire Alarm Systems Preventive and Demand

Maintenance, Inspection and Repair Requirements

SECTION C-1

GENERAL

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 construction requiring carpentry, masonry, painting, plumbing, electrical, heating, ventilation and air conditioning, fire protection, 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 may be requested of the Contractor at anytime during the life of this Contract. An initial Task Order will be awarded to the successful Contractor after which additional Task Orders may be negotiated to add additional services. This Contract cannot be used for constructing new facilities, additions to existing facilities, or performance of 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 firm-fixed price (FFP) 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.

1.2 Additional Services Required

There may be a requirement to do work in addition to that described herein. If work not included in this document is required, the Government will prepare a Statement of Work which will describe the scope and any special requirements that must be considered. The Contractor will be requested to provide a proposal for additional services based on this scope provided. If accepted by the COR, a task order will be issued for the services. These services may be a single task or an ongoing effort required by the Contractor.

1.3 Services Not Included In This Contract

The following services are excluded from the Maintenance Contract:

a. Repairs to personal property

b. Custodial services

c. Grounds Maintenance

d. Pest Control

e. New Construction

1.4 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.

2. 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).

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 or 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 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 or is not performed in accordance with the approved work plan or is not performed in accordance with the standard/specification or was 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 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 or 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

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 or is not performed in accordance with the standard/specification or was not performed within the

3.2 Reference Information

Work orders for Demand Maintenance 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. For Demand Maintenance work orders greater than the limit of liability, the Contractor shall submit a scope of work and price range in which they feel the effort will fall within. The scope of work and price range will be submitted to the COR for consideration. If awarded , a schedule is to be established in SchoolDude based on a time line agreed to by the Contracting Officer. 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.

The Contractor shall be responsible for providing temporary heating, cooling, water heating or power as required to provide a facility acceptable for students and faculty if delays in getting systems operational are due to:

• Contractor caused failure

• Delay of repair completion because the Contractor provided equipment is incorrect for the installation

• Delay in material or equipment delivery caused by the Contractor

3.3 Rehabilitation Of Equipment and Facilities

It will be the Contractor’s responsibility to evaluate requirements to bring all equipment, systems and facilities included in this Contract to the APAA “Level of Performance Two – Comprehensive Stewardship”. Within 90 days of establishment of Contract facilities on-site, the Contractor shall provide a list of required repairs, replacements and modifications required to bring equipment, systems and facilities to this level of performance. Descriptions of required work shall be in enough detail to allow those evaluating and prioritizing these efforts to fully understand what is required. List shall include an estimated budget cost for each item which will not be used as a quotation. This list shall be reviewed with the COR to determine priorities for the work on the list which is likely be included in the budget for completion within a reasonable time frame. The Contractor shall commence to work on all work that falls under the Limit of Liability as noted in paragraph C-1, 9. For work above the Limit of Liability, the Contractor shall provide proposals for that which may be funded in accordance with paragraph C-1, 9.1. The priority list shall be maintained so that as funds become available, additional work can be completed.

APPA Level Two Definition: Comprehensive Stewardship – “Maintenance activities appear organized with direction. Equipment and building components are usually functional and in operating condition. Service and maintenance calls are responded to in a timely manner.”

3.4 Performance Standard

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

3.5 Inspection Method

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

3.6 Acceptance

Demand Maintenance will be considered acceptable when the number of defectives found

4. FACILITY INSPECTIONS AND EVALUATIONS

4.1 Performance Objective

Provide Facility Inspections and Evaluations for systems, structures and components identified in Sections 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 initiated 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

4.1.3.1 Acceptance

Facility Inspections and Evaluations are 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 or is not performed in accordance with the standard/specification or was not performed within the

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

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

4.5 Acceptance

Inspection Requirements will be considered acceptable when the number of defectives found

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 of equipment shall be considered a spare part except in instances where the repair is over the LOL at which time it will be in the overall cost proposal and will not be subject to the LOL requirement. The Contractor shall extend to the Government the manufacturer's commercial warranty on all repair of equipment including parts and labor. Parts which fail during the warranty period 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 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 is 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.

5.2.3 Payment for Warranty Repairs Required of Contractor

The Contractor shall pursue receiving payment from the responsible party for critical warranty repairs. If, after due diligence and approval of the COR, the Contractor is unable to obtain remuneration from the responsible party for work completed, the warranty repairs required of the Contractor will be paid by the Government as a demand work order with no LOL.

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. Those documents which do not apply to work being done need not be obtained. 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”

Underwriters 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.

6.4 Section F Delivery Requirements

In Section F of this document a list of required plans, documents, etc… required for full project implementation, training requirements and reports are listed with a completion date requirement. Dates of completion are critical for these items and will be included in the AQL evaluation process. Only if approved by the COR or Contracting Officer shall dates be extended without being considered a deficiency when calculating the AQL for a specific period.

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 management and maintenance of the SchoolDude program.

Licensing of this program will be provided by the Government. The Contractor shall manage facility sustainment data within SchoolDude in accordance with SchoolDude instructions and capabilities.

The Contractor is required to provide and staff a Service Order Desk at the Contractor’s facility on the Installation where service is being provided. If the COR determines that the distance to the Contractor’s facilities is too far, and can provide space for the Service Order Desk, this activity may be required to be housed at a school facility. The desk shall be staffed by a minimum of one person trained in the utilization of SchoolDude and responsible for inputting data and providing information as needed during all normal working hours. This person(s) shall maintain SchoolDude records, input all workorders which are requested, track workorder progress and provide reports indicated in this Contract, and as requested from the Contractor Administration, the COR or the Contracting Officer.

All workorders, whether to be completed by the Contractor or not, shall be initiated by the person at the Contractor’s Service Order Desk. Workorders which are not the Contractor’s responsibility shall be routed to the COR or COR’s designated alternate for assignment.

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. For workorders which are in SchoolDude, the Contractor shall evaluate existing data and determine if modification is proposed or necessary to provide proper PM for equipment included. Workorders for preventive maintenance will automatically be generated by the SchoolDude program for implementation by Contractor’s work force.

Work requests for Demand Maintenance or service call requests may be received by phone, email, FAX or in person. The Contactor shall enter the request in SchoolDude within two hours 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. All work orders generated from requests shall be reviewed for accuracy and applicability, and be assigned to an appropriate technician or laborer within one business day of receipt. It is recommended that the Project Manager work closely with the COR to prioritize all DM work orders initially so that those types of work order which are a priority can be recognized.

7.1.3 SchoolDude Work Order Documentation

It is the responsibility of the Contractor to maintain accurate records in SchoolDude when completing PM and DM work orders. Time required by classification with labor cost shall be indicated on each completed work order. Also, required parts and material with costs shall be included. This will allow the Government to more accurately project costs for types of work in the future. It will also aid in determining the types of repairs required for specific equipment so that an effective time for equipment replacement can be projected.

7.1.4 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.

7.1.5 SchoolDude Training

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.

7.1.6 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 individual 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.

• Other reports as requested by the COR or Contracting Officer to determine effectiveness, Contract status or reports to aid the Government in making evaluations. Wherever possible, it is intended to utilize reporting capabilities of SchoolDude and not generate reports manually.

7.1.7 School Dude Inventory Module

The SchoolDude program includes an inventory module which is called “Inventory Direct”. This module is available to the Contractor and it utilization is encouraged.

Stocking levels can be maintained and usage levels monitored using this module. At some locations another Government department at the schools may be utilizing this program. If this is the case, the Contractor shall coordinate their efforts which the Government. SchoolDude will assist the Contractor in determining the most effective way to coordinate these efforts.

7.2 School Dude Utilization

The Contractor shall insure that all work requests, where preventive maintenance (PM), demand maintenance (DM) or restorative repair (also DM) shall be entered into the SchoolDude System and processed in accordance with SchoolDude requirements.

Furthermore, all equipment shall be entered into SchoolDude by the Contractor. All workorders shall include required tasks, material utilized, the mechanic or technician doing the work and the time required to complete the tasks. Emergency work or other work done prior to workorder preparation shall be entered into SchoolDude even if the work has 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 (Scheduled)

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 Contracting Officer and will be assigned a priority as described herein.

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.

For Demand Maintenance work orders greater than the limit of liability, the Contractor shall submit a scope of work and price range in which they feel the effort will fall within.

The scope of work and price range will be submitted to the COR for consideration. If awarded, a schedule is to be established in SchoolDude based on a time line agreed to by the COR. 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 (Safety) – 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 (High) – 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 (Medium) – Defined as work which should be handled on a first come, first serve basis. Priority 4 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 (Low) – Items not deemed important enough to the school mission may be deferred until their importance forces reevaluation of priority.

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 or failure of equipment as 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.