A.07.23_Solicitation_W912DS19R0022.pdf

Indefinite Delivery Indefinite Quantity (IDIQ) Single Aw ard Task Order Contract (SATOC) for preventative and demand maintenance and repair services for Forts Campbell and Knox, KY in accordance w ith the performance w ork statement.

Aw ard w ill consist of a 5 year base w ith a maximum ordering capactiy of $11,000,000.

Solicitation is a 100% small business set aside under NAICS 236220 w ith a size standard of $36,500,000.

Proposals should be submitted electronically to Travis Specht at travis.j.specht@usace.army.mil no later than 25 July 2019 at 2:00pm EST.

Proposals w ill be evaluated utilizing best value tradeoff method as described in source selection procedures described below .

All question should be sent no later than one w eek prior to proposal due date to Travis Specht at travis.j.specht@usace.army.mil..

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

10. THE GOVERNMENT REQUIRES PERFORMANCE OF THE WORK DESCRIBED IN THESE DOCUMENTS

NEGOTIATED

25-Jun-2019

(RFP)

(IFB)

X

CALL:

B. TELEPHONE NO. (Include area code) (NO COLLECT CALLS)

See Item 7

2. TYPE OF SOLICITATION

SEALED BID

3. DATE ISSUED

9. FOR INFORMATION A. NAME

SOLICITATION

NSN 7540-01-155-3212 1442-101 STANDARD FORM 1442 (REV. 4-85)

Prescribed by GSA

FAR (48 CFR) 53.236-1(e)

11. The Contractor shall begin performance w ithin _______5 calendar days and complete it w ithin ________ calendar days after receiving aw ard, X notice to proceed. This performance period is mandatory, X negotiable. (See _________________________Indiv TO

12 A. THE CONTRACTOR MUST FURNISH ANY REQUIRED PERFORMANCE AND PAYMENT BONDS?

(If "YES," indicate within how many calendar days after award in Item 12B.)

X YES NO

13. ADDITIONAL SOLICITATION REQUIREMENTS:

A. Sealed offers in original and __________1 copies to perform the w ork required are due at the place specified in Item 8 by ___________ local time ______________25 Jul 2019 (date). If this is a sealed bid solicitation, offers must be publicly opened at that time.

shall be marked to show the offeror's name and address, the solicitation number, and the date and time offers are due.

B. An offer guarantee is, X is not required.

C. All offers are subject to the (1) w ork requirements, and (2) other provisions and clauses incorporated in the solicitation in full text or by reference.

D. Offers providing less than _______60 calendar days for Government acceptance after the date offers are due w ill not be considered and w ill be rejected.

SOLICITATION, OFFER,

AND AWARD

(Construction, Alteration, or Repair)

1. SOLICITATION NO.

IMPORTANT - The "offer" section on the reverse must be fully completed by offeror.

4. CONTRACT NO.

7. ISSUED BY CODE

USA ENGINEER DISTRICT, NORFOLK

803 FRONT STREET

NORFOLK VA 23510-1096

W91236

PAGE OF PAGES

1 OF

CODE

(Title, identifying no., date):

12B. CALENDAR DAYS

02:00 PM (hour)

Sealed envelopes containing offers

5. REQUISITION/PURCHASE REQUEST NO. 6. PROJECT NO.

8. ADDRESS OFFER TO (If Other Than Item 7)

757-201-7183FAX:TEL: TEL: FAX:

W9123619R0022 158

20B. SIGNATURE

(REV. 4-85)STANDARD FORM 1442 BACK

TO SIGN

NSN 7540-01-155-3212

SOLICITATION, OFFER, AND AWARD (Continued) (Construction, Alteration, or Repair)

CODE FACILITY CODE

17. The offeror agrees to perform the w ork required at the prices specif ied below in strict accordance w ith the terms of this solicitation, if this offer is accepted by the Government in w riting w ithin ________ calendar days after the date offers are due.

the minimum requirements stated in Item 13D. Failure to insert any number means the offeror accepts the minimum in Item 13D.)

AMOUNTS SEE SCHEDULE OF PRICES

18. The offeror agrees to furnish any required performance and payment bonds.

19. ACKNOWLEDGMENT OF AMENDMENTS

(The offeror acknowledges receipt of amendments to the solicitation -- give number and date of each)

AMENDMENT NO.

DATE

20A. NAME AND TITLE OF PERSON AUTHORIZED TO SIGN

OFFER (Type or print)

AWARD (To be completed by Government)

21. ITEMS ACCEPTED:

22. AMOUNT 23. ACCOUNTING AND APPROPRIATION DATA

24. SUBMIT INVOICES TO ADDRESS SHOWN IN ITEM

(4 copies unless otherwise specified)

CODE

(Insert any number equal to or greater than

20C. OFFER DATE

25. OTHER THAN FULL AND OPEN COMPETITION PURSUANT TO

10 U.S.C. 2304(c) 41 U.S.C. 253(c)

CODE27. PAYMENT WILL BE MADE BY:26. ADMINISTERED BY

(Include ZIP Code)14. NAME AND ADDRESS OF OFFEROR 15. TELEPHONE NO. (Include area code)

See Item 14

(Include only if different than Item 14)16. REMITTANCE ADDRESS

30B. SIGNATURE

29. AWARD (Contractor is not required to sign this document.)

document and return _______ copies to issuing office.) Contractor agrees Your of f er on this solicitation, is hereby accepted as to the items listed. This award con-to f urnish and deliv er all items or perf orm all work, requisitions identif ied summates the contract, which consists of (a) the Gov ernment solicitation and on this f orm and any continuation sheets f or the consideration stated in this y our of f er, and (b) this contract award. No f urther contractual document is contract. The rights and obligations of the parties to this contract shall be necessary .

gov erned by (a) this contract award, (b) the solicitation, and (c) the clauses, representations, certif ications, and specif ications or incorporated by ref er-ence in or attached to this contract.

30A. NAME AND TITLE OF CONTRACTOR OR PERSON AUTHORIZED 31A. NAME OF CONTRACTING OFFICER (Type or print)

30C. DATE

(Type or print)

TEL: EMAIL:

31B. UNITED STATES OF AMERICA 31C. AWARD DATE

BY

CONTRACTING OFFICER WILL COMPLETE ITEM 28 OR 29 AS APPLICABLE

(Contractor is required to sign this28. NEGOTIATED AGREEMENT

(M ust be fully completed by offeror)OFFER

Section SF 30 - Block 14 Continuation Page (SF 30)

SOW

PERFORMANCE WORK STATEMENT

for

PREVENTATIVE MAINTENANCE AND REPAIR

SERVICES

for

DOMESTIC DEPENDENT ELEMENTARY AND

SECONDARY SCHOOLS

at

FORT CAMPBELL, KENTUCKY

FORT KNOX, KENTUCKY

TABLE OF CONTENTS

SECTION C Technical Information SECTION C-1 General SECTION C-2 Definitions and Acronyms SECTION C-3 Mechanical Systems Inspection, Preventive Maintenance, and Repair Requirements SECTION C-4 Direct Digital Control (DDC) Systems Inspection, Preventive Maintenance, and Repair

Requirements SECTION C-5 Plumbing Systems Inspection, Preventive Maintenance, and Repair Requirements SECTION C-6 Electrical Systems Inspection, Preventive Maintenance, and Repair Requirements SECTION C-7 Kitchen Equipment Inspection, Preventive Maintenance, and Repair Requirements SECTION C-8 Roof Systems and Site Inspection, Preventive Maintenance, and Repair Requirements SECTION C-9 Building Systems Inspection, Preventive Maintenance, and Repair Requirements SECTION C-10 Fire Alarm and Suppression Systems Inspection, Preventive Maintenance, and Repair

Requirements SECTION C-11 Playgrounds Inspection, Preventive Maintenance, 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. The scope of the contract shall include all requisite preventative maintenance and demand maintenance and repair services, as defined more fully in this Performance Work Statement (PWS). Also, the contract shall include the ability to order on demand maintenance or repair services for requirements for any amount for those “Maintenance Sections” indicated by a “no” in J-1 or to add Sections in their entirety, or portions thereof, for requisite preventive maintenance. Those on demand requirements or “Maintenance Sections” not included in the initial solicitation shall be added by way of bilateral task order or modification.

An initial contract comprised of an indefinite delivery-indefinite quantity (IDIQ) ordering period for preventative maintenance and demand requirements will be awarded to the successful offeror. The minimum guarantee will be satisfied through the concurrent award of the seed project, which includes preventative maintenance and repair under the $20,000 limit of liability for the duration of the ordering period, after which additional Task Orders or modifications 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.

The Contractor shall provide (through a combination of in-house and subcontractors) 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 preventative maintenance 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 or 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.

THE MINIMUM GARAUNTEE WHICH SHALL INCLUDE THE BASE PERIOD INCLUDES SERVICES

AS IDENTIFIED IN THE FOLLOWING SECTIONS FOR A PERIOD OF TWELVE (12) MONTHS:

FOR FACILITIES LOCATED AT FORTS CAMPBELL AND KNOX, KENTUCKY; AND MAXWELL AFB,

ALABAMA (INCLUDING FACILITIES LISTED IN SECTION J-1)

SECTION C-3, MECHANICAL SYSTEMS INSPECTION, PREVENTATIVE MAINTENANCE, AND

REPAIR REQUIREMENTS

SECTION C-4, DIRECT DIGITAL CONTROL (DDC) SYSTEMS INSPECTION, PREVENTATIVE

MAINTENANCE, AND REPAIR REQUIREMENTS

SECTION C-7, KITCHEN EQUIPMENT INSPECTION, PREVENTATIVE MAINTENANCE, AND

SECTION C-10, FIRE ALARM AND SUPPRESSION SYSTEMS INSPECTION, PREVENTATIVE

MAINTENANCE, AND REPAIR REQUIREMENTS

SECTION C-11, PLAYGROUNDS INSPECTION, PREVENTATIVE MAINTENANCE, AND

The sections above are the Preventative & Demand Maintenance below the Limit of Liability (LoL) services included in the contract as outlined by the Bid Schedule base and option years (CLINS 0001 thru 0005). The Government reserves the right to issue Demand Maintenance Task Orders for any section in accordance with the process outlined in Section C-1.9. Additionally, the Government may also elect to add sections not included above by way of a bilateral modification to the contract.

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 contract that includes a firm- fixed price (FFP) for preventive maintenance and demand maintenance and/or repair up to the limit of liability and an indefinite delivery-indefinite quantity (IDIQ) ordering period for demand requirements in excess of the limit of liability. 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-11.

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 additional services that will be within the overall scope of this contract. 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:

Repairs to personal property

Custodial services

Grounds Maintenance

Pest Control

New Construction

2. PREVENTIVE MAINTENANCE

2.1 Performance Objective

Provide preventive maintenance for systems identified in Section C-3 through C-11 (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.

Preventative maintenance of systems shall not interfere with school operations. Any maintenance on systems within classrooms, cafeterias, kitchens, or other areas that will interfere with school operations shall be performed after hours, during weekends or holidays, other times when locations are not being used, or in such a manner that does not interfere with school operations.

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%.

2.1.2 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. DEMAND MAINTENANCE AND REPAIR

3.1 Performance Objective

Provide Demand Maintenance and Repair for systems identified in Section C-3 through C-11 (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. Any maintenance on systems within classrooms, cafeterias, kitchens, or other that may affect school operations shall be performed after hours, during weekends or holidays, other times when locations are not being used, or in such a manner that does not interfere with school operations.

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

in accordance with the approved work plan or is not performed in accordance with the

3.1 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. 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 Contracting Officer, or their local representative. 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.

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

3.2 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” which includes pre-existing conditions. 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 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 Sections C-3 through C-11 (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

in accordance with the approved work plan or is not performed in accordance with 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 the Contractor fails 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 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 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 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 modules 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 work order 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. If 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. Work orders other than those specified as Emergency, PM or DM below the LoL shall be approved by the COR prior to the work being performed. 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 SchoolDude 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.

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 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 (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, nonfunctioning 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 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 (Low) – 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 (LoL) for material and labor costs associated with any single event in the maintenance, repair or replacement of any single piece of equipment is $20,000. This requirement can be based on findings during preventive maintenance, 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. When a work order exceeds the LoL, the total cost of the work will be due the Contract once all approvals are obtained and work is completed to the satisfaction of the COR.

9.1 Performance of Repairs or Replacement above Limit of Liability If a work requirement is identified or a work order is initiated for which the Contractor believes the cost of work required is greater than the limit of liability, the Contractor shall,

9.1.1 Notification

Contractor shall notify the COR no later than 11 AM 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 Statement of Work

Contractor shall develop a statement of work for the anticipated work required and send it to the COR for verification of need.

In the event that the matter giving rise to the Notification could be resolved with more than one potential repair and/or maintenance option, and the projected costs of the various options are both above and below the LoL, the Contractor shall describe each approach and provide a rough order of magnitude cost to the COR. The Government shall have the right to elect the option, or combination of options, that it determines to be in the best interest of the Government, including selecting options within the LoL.

9.1.3 Request for Proposal

Should the COR determine the requirement is needed and funding is available they will request the Contracting Officer (KO) issue a Request for Proposal (RFP). The Contracting Officer will issue an RFP to the Contractor with a PWS and associated documentation dictating the requirements of the work. While most of the work above the LoL may be identified by the Contractor and verified by the Government, the Government may also elect to initiate work as well.

9.1.4 Cost Proposal

The Contractor is normally offered 14 working days to submit their proposal however due to the urgent need of some work shorter durations may be required. The Contractor shall submit a cost proposal within time required of the RFP but is welcome to submit prior to the deadline. The Contractor’s proposal shall include a complete breakdown of associated costs for material, labor and equipment. The cost proposal shall include an itemized list of equipment or parts required for the work with associated costs, the cost of associated labor by trade. If any parts are not immediately available and work cannot be immediately completed, a schedule for completion of work once notice to proceed is received shall be included. The Government will be responsible for all costs associated with repair or replacement workorders greater than the Limit of Liability.

9.1.5 Commencement of Work

No demand maintenance 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 a task order is issued by the Contracting Officer and authorization is given to proceed accordingly.

If the Contracting Officer identifies that the work does not exceed the applicable limit of liability, the Contractor will be provided direction 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 Contracting Officer, or his/her representative, for determination unless a different schedule is approved in writing by the Contracting Officer, or his/her representative. The Government reserves the right to reject a cost proposal, obtain additional cost proposals from other parties, and obtain the repairs by other methods.

The following flow chart demonstrates the approval requirements for work orders above the Limit of Liability:

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.

COR validates requirement, reviews

SOW, and secures funding

COR submits valid repair

W/O >LoL ← KO processes repair W/O

>LoL w/funding and issues t k d t C t t

← Contractor Begins Work

→ Contractor identifies repair W/O >LoL and submits request to COR IAW Contract → Need Arises

Flow…