PWS-GILLEM.docx

Annex A—Overarching Performance Work Statement (PWS)

Base Operations and Maintenance Contract

Gillem Enclave

Table of Contents

1.0 Introduction. This is a non-personal services contract to provide services necessary to perform public works sustainment, restoration, modernization, municipal, environmental, and support operations at the Gillem Enclave. The Government will not exercise any supervision or control over the contract service providers. The Contractor shall perform to the standards specified in this Performance Work Statement (PWS). Contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government. The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary as defined in this PWS. The Contractor is responsible for providing all parts required for Preventive Maintenance Orders (PMOs) and all repair parts required for Demand Maintenance Orders (DMOs).

1.1 Background. Gillem Enclave is home to the Defense Forensic Science Center, the 81st Regional Support Command, Military Entrance Processing Station, Georgia National Guard Readiness Center, and many other Army, Department of Defense and Government organizations. Gillem Enclave is located in Georgia, Clayton County, city of Forest Park and consists of approximately 240 acres and 34 buildings. The population base consists of approximately 1100 Military, Government civilian, and Contactor personnel, as well as 1000 recruits and family members. Weekend activity includes 2500 reserve personal. Gillem Enclave is what remains of Fort Gillem, which served as a major supply center serving Army needs worldwide beginning as early as 1917, in support of WWI.

1.2 Objectives. The Contractor shall ensure all work accomplished in the performance of this PWS meets all applicable Federal, State, and Local Laws, Regulations, and Directives to include, but not limited to, the publications in Section 7, Related Documents. The work shall be performed in accordance with all terms, conditions, general and special contract requirements, specifications, drawings, attachments, and exhibits contained herein or incorporated by reference.

1.2.1 The Contractor shall compile historical data, prepare required reports, and submit all information as specified by the Deliverables presented in the contract. The Contractor shall ensure all work in support of mission requirements tendered to the Government for acceptance conform to the measurable performance standards of quality, timeliness, and quantity specified in the PWS of this contract.

The intent is to establish work requirements that are performance-based and results-oriented. The Contractor shall determine the best and most cost-effective ways to fulfill management, supervision, personnel, training, travel, equipment, supplies, facilities, transportation, tools, materials and other items and non-personal services necessary to perform base operations support as defined in this Performance Work Statement (PWS) except for those items specified as Government furnished property (GFP) and services, and their component needs, emphasizing innovation and commercial best practices.

1.3 Climatic Conditions. The average annual rainfall is 51 inches; with the wettest months being January thru March. The average annual snowfall is less than 2 inches, with snowfall expected during the period of December thru March. The average frost-free period (growing season) during the year is about 217 days. The first killing frost may be expected about October, and the last killing frost generally occurs in April. The average annual maximum and minimum temperatures are approximately 90- and 33-degrees Fahrenheit, respectively. Monthly normal temperatures ranged from a low of 33 degrees in the month of January to a high of 89 degrees in the month of July. Summer temperatures often reach 100 degrees Fahrenheit, while sub-freezing weather is common during the winter months.

1.4 Facility Access. The Contractor shall ensure access to all fire detection and suppression systems in case of emergencies or for other Fire Department purposes. The Contractor shall inform the Fire Department point-of-contact (POC), prior to outages that will impact the function of the system, special problems or circumstances, which require Fire Department inspection. The Fire Department will reset alarm systems to operational status.

1.5 Traffic Flow. The Contractor shall maintain the free flow of traffic during surfaced area maintenance. The Contractor shall notify the Contracting Officer (KO), in writing, a minimum of fourteen (14) calendar days in advance of any scheduled closure of streets. Emergency road closures shall be coordinated with the Contracting Officer Representative (COR) or Alternate Contracting Officer Representative (ACOR).

1.6 Drainage. Maintenance work performed under this contract shall not impede drainage. The Contractor shall implement the soil erosion program as prescribed in the INRMP. The Contractor shall take an active role in identifying any developing erosion areas not already identified in the plan. The Contractor shall perform grading and drainage requirements for damaged and disturbed areas as to return to pre-damaged conditions.

1.7 Restoration of Landscape Damage. Trees or other landscape features damaged by the Contractor’s operations shall be restored to the original state at no additional cost to the Government.

1.8 Dust Suppression. The Contractor shall perform dust suppression when necessary, during maintenance and repair activities or as directed by the Contracting Officer or COR.

1.9 Utility Location. The Contractor shall perform utility cuts in pavements as required to repair existing utilities after obtaining a digging permit to do so. The Contractor shall locate and stake out underground utility pipes/cables prior to digging operations required by any contract on Gillem Enclave property. The Contractor shall be responsible for having the proper equipment to locate all underground utilities. Mechanical digging shall not be permitted within ten (10) feet of identified underground utilities.

1.10 Excavation Permits. All excavation permits shall be initiated on a DA 4283 identified at Technical Exhibit (TE) A1 (Technical Exhibit A1 Gillem Enclave Forms) and processed through the work control office in this Contract. The Government requires up to five (5) business days to review and approve excavation permits and provide this approval to the Contractor so the permit can be finalized and returned to the requestor. The Contractor shall keep record of every permit, assign a unique number, provide locator and marking service, coordinate marking with the communications Contractor, etc. and provide status to the Government. The Contractor shall notify the requestor within twenty-four (24) hours of receiving a processed excavation permit package.

1.11 Work Clearance. For work involving digging/excavation operations, the Contractor shall obtain a properly approved diffing permit before ground disturbance.

2.1.1 Non-Personal Services. The personnel rendering the services are not subject; either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the Government and its employees. Non-personal service contracts are authorized by the Government in accordance with (IAW) Federal Acquisition Regulation (FAR) Subpart 37.104, under general contracting authority, and do not require specific statutory authorization.

2.1.2 General Information.

2.1.2.1 Transition (Phase In/Phase Out). The Contractor shall prepare and submit a transition plan within ten (10) business days after contract award. The transition plan will have a sixty (60) business day transition period that will be implemented by the Contractor and shall state Contractor key personnel on board, to include IT/Network accounts and access with the appropriate Government organizations. The Contractor shall provide sufficient experienced personnel during the phase-in and phase-out period to ensure that the services are maintained at the required level of proficiency. During the phase-in, the Contractor shall observe all operations pertinent to the requirements of the PWS, to include office functions, procedures, and operations, repair/maintenance operations, and any other operations as deemed necessary by the Contractor that will enable Contractor personnel to become both knowledgeable in, and familiar with, their assigned areas of responsibility. The Contractor shall commence all operations required by this PWS as of the first day of the contract period. Therefore, on the initial day of performance, the Contractor shall provide a work force which is fully qualified and capable of performing all work required under this contract.

2.1.2.1.1 Phase In/Phase Out for Incumbent Contractor. If the Contractor is the incumbent Contractor, the phase out/phase in period shall be no more than thirty (30) calendar days and will primarily consist of administrative transition under the new contract number. All documents shall be updated with the new contract number and new dates and submitted for approval. All previous approvals under the old contract are invalid. The Deliverable A001 shall have a list of all documents to be updated and re-approved.

2.1.2.2 Transition (Phase-Out). Sixty (60) business days prior to contract expiration will constitute the phase-out period. The Contractor shall develop and implement a plan to affect a smooth and orderly transfer of performance responsibility to a potential successor. The initial phase-out plan shall be submitted to the COR for approval no later than six (6) months after the start of the base contract year. The plan shall contain details that include but are not limited to; timelines for events, key personnel involved and interface with the Government and follow-on Contractor. The plan shall fully describe how the Contractor shall approach the following issues: Employee notification; Retention of key personnel; Turn-over of work-in-progress, inventories and transfer of Government furnished property; Removal of Contractor property; Data and information transfer; deletion of password access to Government systems, installation clearance actions including turn-in of windshield decals and controlled access cards (CAC) and any other actions required to ensure continuity of operations. The plan shall also include a joint inventory among the incumbent, the Government, and the successor Contractor; reconciliation of all property accounts and requisitions, turn-in of excess property and cleanup of Contractor work areas.

The Contractor shall correct any damage to Government-Owned Property caused by employee negligence or mistake, intentional or otherwise. During the thirty (30) business day transition period immediately prior to the end of the previous contract, the Contractor shall permit the successor Contractor (and the successor Contractor's employees) to observe and become familiar with any and all operations under the contract. The Contractor shall not defer any needed repairs or maintenance for the purpose of transferring responsibility to the successor Contractor. The Contractor shall fully cooperate with the successor Contractor and the Government so as not to interfere with their work or duties. The Contractor shall provide reasonable assistance to the Government's contract solicitation process such as verifying workload data and other factual information to be included in a new solicitation and providing access to the workplace for site visit(s) of prospective offerors.

2.1.3 Place of Performance and Hours of Operation.

2.1.3.1 Place of Performance. The work to be performed under this contract will be performed at the locations listed in TE A2 (Technical Exhibit A2 Gillem Enclave Equipment Listing). A map of Gillem Enclave is located at TE A3 (Technical Exhibit A3 Gillem Enclave Map).

2.1.3.2 Hours of Operation. The Government's regular (normal) hours are from 0700 – 1600 hours, excluding Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The Contractor shall maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. A DPW Work Reception desk will be operated twenty (24) hours a day, seven (7) days a week and be capable of response to DMOs and/or customer requests outside of standard working hours.

2.1.4 Federal Holidays. The Contractor’s performance shall not be required on the Federal public holidays listed below, unless there is a requirement to respond to a Priority 1, Emergency. Holidays occurring on weekends will be observed as directed by the Federal calendar (5 United States Code (U.S.C) § 6103, Government Organization and Employees, Holidays).

NOTE: When a holiday falls on a Sunday, the following Monday will be observed as a holiday, and, when a holiday falls on a Friday or Saturday, the preceding Thursday is observed as a holiday by U.S. Government Agencies. Federal holidays also include any Presidential or Congressionally designated days off other than the holidays listed above.

2.1.4.1 The Contractor shall provide personnel support within 2 hours of notification outside the normal hours of operation as required, including holidays, to support the Directorate of Public Works (DPW) mission. Prior to performance of services outside the locally established hours of operation, the Contractor shall request and obtain, in writing, approval from the KO. The Project Manager shall be available after normal hours to serve as the central point of contact for Contractor operations. Contractor personnel shall not be scheduled for overtime work.

2.1.4.2 Installation Closures. When an unforeseen Installation closure occurs on a regularly scheduled day of work, the Contractor shall reschedule the work to be performed the next business day following the closure unless the following day is a Saturday, Sunday, a recognized Federal Holiday, and when routine work is not scheduled for that day.

2.1.4.3 Inclement Weather Delay. If the Contractor determines unsafe weather conditions for continued operations, then the Contractor shall notify the KO if inclement weather suspends operations within 2 hours. The Contractor shall resume operations with KO/COR approval.

2.1.4.4 Curtailment of Operations. When operations are curtailed due to manmade or natural conditions on a working day, it may be necessary for the KO/COR to interrupt that day’s work under this contract. The Contractor shall reschedule the work on any day acceptable to the Government. If the KO agrees, the Contractor may continue the work as scheduled. The KO will provide verbal announcements of immediate curtailment of operations to the Contractor.

2.1.4.5 Days of No Scheduled Activities (DONSA). The Installation has historically granted Military personnel (Enlisted and Officers) DONSA, for example, the Friday after Thanksgiving, in addition to the listed Federal Holidays above.

· DONSA are not considered a day of excused absence for the Government civilian work force or Contractor employees.

· If a DONSA affects scheduled contract work or access to facilities, the work in affected facilities may be rescheduled to compensate for the DONSA.

· However, announced DONSA or exodus of Military personnel may provide the Contractor with an opportunity for unrestricted access to facilities and areas or uninterrupted performance of work (i.e., training facility and area maintenance and supply inventories).

The Contractor shall vary work schedules to take full advantage of such opportunities by planning maintenance that is better accomplished when personnel are not using facilities during those times.

2.1.5 Travel/Temporary Duty. N/A

2.1.6 Emergency Services.

2.1.6.1 Emergency Medical Treatment. The Contractor or their employees shall immediately notify their supervisor of any accident requiring emergency medical treatment. The Contractor shall notify the KO or COR/ACOR immediately, not later than (NLT) two (2) hours of the incident.

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

2.1.6.2 Accident Reporting. The Contractor shall comply with Operational Safety and Health Administration (OSHA) for record keeping and reporting of all accidents resulting in death, injury, occupational disease, or adverse environmental impact. A completed typed original plus one (1) copy of ENG FORM 3394 United States Army Corps of Engineers Accident Investigation Report shall be delivered to the KO within five (5) calendar days of occurrence, whenever an accident involving personal injury or government owned property occurs.

2.1.7 Contract Administration and Management.

2.1.7.1 Post Award Conference/Performance Evaluation Meetings. The Contractor shall attend the post award conference convened by the contracting activity or contract administration office IAW FAR Subpart 42.5, Post-award Orientation. The KO and COR/ACOR will meet quarterly with the Contractor to review the Contractor's performance. Written minutes of meetings will be recorded by the Contractor and signed by both the Project Manager and the KO. The written minutes will be distributed within five (5) calendar days after the meeting. If the Contractor does not concur with any portion of the minutes, recorded by the Government, the non-concurrence shall be provided in writing to the KO within two (2) calendar days following receipt of the minutes.

2.1.7.2 Notwithstanding the Contractor’s responsibility for total management during the performance of this contract, the administration of the contract requires maximum coordination and cooperation between the Government and the Contractor.

2.1.7.3 The following provides the roles and their respective authority during the performance of the contract:

2.1.7.3.1 Contracting Officer (KO). The KO is the only person authorized to direct changes in any of the requirements under this contract, and, notwithstanding any provisions contained elsewhere in this contract, said authority remains solely with the KO. In the event the Contractor makes any change at the direction of any person other than the KO, the change shall be considered to have been made without authority and solely at the risk of the Contractor. All contract administration will be affected by the KO. Communications pertaining to contractual administrative matters shall be addressed to the KO. No changes in or deviation from the terms and conditions shall be affected, without a written modification to the contract, executed by the KO authorizing such changes. The KO will approve all submittals and plans required in this PWS.

2.1.7.3.2 Contracting Officer’s Representative (COR). The KO will appoint a COR during the performance of this contract. Additional Government personnel may be assigned to assist in contract oversight IAW AR 70-13, Management and Oversight of Service Acquisitions. Other surveillance personnel may be designated as COR or Alternate Contracting Officer’s Representative (ACOR), and shall be trained and appointed IAW DoDI 5000.72, DoD Standard for Contracting Officer’s Representative (COR) Certification and DFARS 201.602-2. The Alternate Contracting Officer Representative (ACOR) will serve as on-site representatives of the COR in performance of actual contract surveillance, if they meet all COR training, experience requirements, and are appointed by the KO as an ACOR. The COR/ACOR will provide assistance in identification and resolution of problems, conflicts in priority, subtask requirement definitions, and other operations type problems. The COR/ACOR will perform IAW the responsibilities and duties identified in the appointment letter.

2.1.10 Subcontract Management. N/A

2.1.11 Contractor Employees.

2.1.11.1 Key Personnel.

2.1.11.1.1 Project Manager (PM). The Contractor shall provide a PM who is responsible for the performance of the work. The PM shall have full authority to act for the Contractor on all contract matters relating to daily operation of the contract. The PM shall have a baccalaureate degree from an accredited College or University and five (5) years of experience in base support management or a contract similar in scope and breadth to this solicitation. The name of the PM shall be provided by the Contractor to the KO. In the circumstances when the PM is not available, the Contractor shall designate an alternate who can perform the same duties during the absence of the Project Manager. The name of this person and an alternate who shall act for the Contractor when the manager is absent shall be designated in writing to the contracting officer at the start of the contract. The PM or alternate shall be available 24/7/365 including Federal holidays. The PM shall be available between 0700 - 1600 hours, Monday through Friday except Federal holidays or when the Government facility is closed for administrative reasons. The PM and any individuals designated as key personnel shall be able to understand, speak, read, and write the English language.

2.1.11.1.2 GFEBS PM Coordinator Lead. The GFEBS PM Coordinator Lead shall have demonstrated experience in successfully utilizing GFEBS on a Military Installation. The name of the GFEBS PM Coordinator Lead shall be provided by the Contractor to the COR/ACOR. The GFEBS PM Coordinator Lead shall be available between 0800 - 1600 hours, Monday through Friday, except Federal holidays or when the Government facility is closed for administrative reasons. The GFEBS PM Coordinator Lead shall have the following roles in GFEBS:

· A76 DPW Contractor PM Master Data Maintainer

· A76 DPW Contractor Preventative Maintenance Controller

· A76 DPW Contractor GR Processor

· A76 DPW Contractor Physical Inventory Maintainer

· A76 DPW Contractor PM Material Requirement Planning Maintainer

· A76 DPW Contractor PM Order Approver

· A76 DPW Contractor PM Order Maintainer

· A76 DPW Contractor PM Reporter

2.1.11.1.3 GFEBS Certification. The Contractor’s shall possess a working knowledge of GFEBS and shall complete GFEBS training modules provided by the Government within thirty (30) business days of being employed. The Contractor shall provide certificates of completion for all roles required to perform the requirements of the position. The Contractor shall be responsible for GFEBS data entry and reporting. The GFEBS PM Coordinator Lead shall have, at a minimum three (3) years of GFEBS experience, specifically dealing with Property, Plant, and Equipment (PPE), business intelligence, and projects.

2.1.11.1.4 Common Access Card (CAC). Certain administrative personnel will require a CAC to access Government systems. CAC permits Installation access to all contract employees. These persons shall have, at a minimum, a (Favorable Tier 1 (Investigation), Tier 3 (Secret) or Tier 4 (Top Secret) Clearance).

2.1.11.1.5 U.S. Residency. All Contractor employees shall be legal U.S. residents. The Contractor shall immediately remove any employee that is not a legal U.S. resident. The Contractor personnel shall be able to communicate clearly in the English language.

2.1.11.1.6 Qualification Standards. The Contractor shall inspect, repair, and maintain systems and components associated with facilities listed in real property records as required throughout this contract utilizing properly trained, skilled, and qualified employees or Sub-contractor personnel.

2.1.11.1.7 Contractor Identification. The Contractor shall ensure all personnel be identified as a Contractor to distinguish themselves (e.g., badge, company logo, or uniform) from Government employees. The Contractor shall ensure all correspondence and reports produced are marked as Contractor products or that Contractor participation is disclosed.

2.1.11.1.8 Standards of Conduct. Contractor personnel’s conduct shall not reflect discredit upon the Government. The Contractor shall ensure all personnel present a professional appearance while working on the Government Installation. The Contractor’s employees shall observe and comply with all local policies and procedures concerning fire, safety, environmental protection, sanitation, security, and possession of firearms or other lethal or illegal weapons or substance. The Contractor shall ensure all Contractor employees, providing services under this contract, conduct themselves and perform services in a professional, safe, and responsible manner. The Contractor shall remove, from the job site, any employee for reasons of misconduct or security. The Contractor shall ensure employee conduct complies with 41 USC 423, Procurement Integrity. The Contractor shall also ensure that no Contractor employees conduct political related activities or events on the Installation. The removal of such a person shall not relieve the Contractor of the requirement to provide personnel to perform adequate and timely service.

2.1.11.1.9 Contractor Hiring Restrictions. The Contractor shall not hire or sub-contract with off duty or former Government employees whose employment would result in a conflict with Joint Ethics Regulation (JER) DoD 5500.07-R.

2.1.12 Business Relations. The Contractor shall successfully integrate and coordinate all activity needed to execute the requirement of this PWS. The Contractor shall manage the timeliness, completeness, and quality of problem identification to a degree acceptable to the Government. The Contractor shall provide to the COR/ACOR corrective action plans, timely identification of issues, and effective management of Subcontractors within 3 days or at a mutually agreed upon date. The Contractor shall ensure customer satisfaction and professional and ethical behavior of all Contractor personnel.

2.1.13 Manual Operations. The Contractor shall establish a Contingency Plan for manual operation in the event that power or other utilities prevent the computer processing of the DMOs, OWOs, PWOs and PMOs related work documentation. The plan shall be delivered to the KO within fifteen (15) calendar days of the start of the contract (Deliverable A018, Manual Operations Contingency Plan). Provision should also be made for inputting and updating data into the Government System on a delayed basis in case the network or system is down. The contingency plan shall include coordination with DPW Service Order Desk (SOD) and its operations.

2.2 Work Management. Applicable only for SERVICE 411, 414, and 420.

2.2.1 Coordination. The Contractor shall schedule and coordinate with the COR/ACOR to minimize disruptions to the facility mission. All correspondence shall be submitted within the established suspense dates. All extensions, releases, or other relief of suspense requirements shall be obtained from the originating office by the Contractor.

2.2.2 General Fund Enterprise Business System (GFEBS): GFEBS is the web-based asset and accounting system that is used as the key component for work that is performed on the Garrison. The Government will use GFEBS as a production scheduling and contract monitoring system for determining the status of work, maintenance, and repair expenditures against individual facilities, as well as minor construction and alteration (new work) project expenditures. The Government will establish and provide the Contractor with work center(s), activity types, and activity rates upon contract award. GFEBS is the official system of record for all Real Property Maintenance Activity (RPMA).

2.2.2.1 Army Maintenance Application (ArMA): A web service available for customers to request maintenance services by use of computer or mobile devices (smart phone) and receive status updates on requests or orders. Current IMCOM ArMA Business Rules can be found at Main_ArMA_Overview (deps.mil). Requests received through ArMA will follow the same classification and priority of services needed as in Annex B.

2.2.2.1.1 Contingency Plan: The Contractor shall include in the Contingency plan the continuing Service Order Desk operations to cover the ArMA system. The Plan shall include coordination with the DPW Contractors during the events, the entry of ArMA requests backlog and work-related documentation once the system is available.

2.2.2.1.2 Transition (Phase-in) Plan: The Contractor shall include in the Transition (Phase-in) Plan in the transition of the operations to include the ArMA website.

2.2.2.1.3 ArMA and GFEBS: The Government is forecasting that all CATCODEs will be added to ArMA. The Contractor shall monitor ArMA in real-time, process requests, respond and communicate with customers, and close orders. In the event when ArMA and GFEBS do not interface; the Contractor shall manually update both systems when required. The Contractor shall ensure ArMA and GFEBS information are identical for all applicable fields. The Contractor shall process unassigned requests immediately upon receipt.

Notifications created by the ArMA website in GFEBS, the Contractor shall be updated and processed in GFEBS IAW Annex B Facilities Maintenance Instructions.

2.2.2.1.4 Duplicate Orders. The Contractor shall monitor for duplicate orders. If more than one (1) service order is submitted for work, similar in nature, associated to the same building and room number (if applicable), the orders shall be treated as a single order and documented as one (1) in ArMA. The Contractor shall reconcile duplicate orders with the customers in the ArMA website and cancel duplicate orders in ArMA.

NOTE: Government systems and database of records are subject to updates, modifications, end of service life preparation and migration to new systems will occur at the discretion of the Army.

2.2.3 Demand Maintenance Orders (DMOs).

2.2.3.1 DMO Desk. The Contractor shall establish a DMO desk for the initiation and execution of all DMOs. The Contractor shall provide a GFEBS DMO Dispatcher(s) to input all DMO data into GFEBS on a daily basis. The Contractor shall also produce upon request by the COR/ACOR the following reports: Installation Status Reports (ISR), Strategic Management System (SMS), Project Status, and Unfunded Requirements lists. The Contractor shall receive notification of work from authorized customers by means of telephone call, in person customer request, via ArMA, email, or directly from the KO/COR. The Contractor shall establish a dedicated telephone number to be used exclusively for receipt of DMOs. The line shall be available to receive calls twenty-four (24) hours a day, seven (7) days a week, throughout the entire calendar year. The service call desk shall be manned 24/7. The person(s) performing work reception shall be fully familiar with the Contractor's organization and procedures as well as the terms and response factors specified herein. The Contractor is authorized to execute DMOs that do not exceed thirty-two (32) work hours in labor. DMOs exceeding the Contractor’s authorized limit shall be executed IAW Annex B Facility Maintenance Instructions. The work control team shall have at least one (1) year of experience entering maintenance orders into GFEBS, ArMA, charging time and materials on the orders, and running/analyzing maintenance order reports.

2.2.3.2 DMO Call Receipt and Entry. The Contractor shall enter all DMOs into ArMA IAW the priority timelines listed below. As part of the receipt process the Contractor shall take down all required customer information: work/problem nature; location of service work requirement, including the facility number; name and telephone number of requestor, and priority level and enter it into ArMA (Annex B Facility Maintenance Instructions). Based on the customer provided information and the criteria established in Annex B Facility Maintenance Instructions, the Contractor shall establish the priority and assign it to the appropriate shop. For life threatening emergencies (DMO priority 1), the service call desk shall notify the appropriate shop within five (5) minutes and complete the work in one (1) calendar day. Once the DMO has been completed by the appropriate technician, the Contractor will charge hours and time against the order in GFEBS. The customer will request maintenance orders through ArMA or the contractor monitored telephone number. All DMOs shall be entered into GFEBS within the following timelines:

· Priority 1 (Emergency) DMOs received via ArMA or directly to the DMO Desk shall be entered within thirty (30) minutes of receipt of service call into GFEBS by the Contractor. Additionally, the Contractor shall notify the COR of the DMO within thirty (30) minutes of receipt of the service call. DMOs are classified as Emergency (Priority 1) when immediate action is required to eliminate life threatening or serious injury hazards to personnel. These DMOs are responded to as soon as possible and no later than one (1) hour after the request. Emergency/Critical DMOs are completed within twenty-four (24) hours of request unless the urgency of the work has been reduced to a Priority 2 or 3.

· Priority 2 (Urgent) DMOs received via ArMA or directly to the DMO Desk shall be entered within thirty (30) minutes into GFEBS by the Contractor and completed within seven (7) calendar days from receipt, unless reduced to a Priority 3 by the COR.

· Priority 3 (Routine) DMOs received via ArMA or directly to the DMO Desk shall be entered within thirty (30) minutes into GFEBS by the Contractor and completed within thirty (30) calendar days of receipt.

2.2.3.3 GFEBS and/or ArMA Case Number. The Contractor shall notify the customer of the ArMA case number for each DMO. This ArMA Case number shall function as a reference number for customer inquiries and Government surveillance purposes.

2.2.3.4 Completed Work. The Contractor, certifying the work was satisfactorily performed, shall sign completed work authorizations. After the completion of each work order, the Contractor shall identify (using GFEBS T-CODE IW38) the total labor hours the technician worked and the fully burdened rate based on shop (e.g., carpentry, electrical, plumbing, etc.). Within seven (7) days of DMO issuance, the Contractor shall TECO the DMO to close out the order.

2.2.4 Preventive Maintenance Orders (PMOs). The Contractor shall perform all PMOs for the facilities and equipment listed in TE A-2. The Contractor technicians shall complete scheduled PM work within five (5) days for monthly PM’s, fourteen days for quarterly PMs, and thirty (30) days for semi-annual and annual PM’s. Until the PMO program as described in paragraph 2.2.5 below is complete, the Contractor shall execute PMOs IAW historical PM data provided in TE 2B. Within seven (7) days of PMO completion, the Contractor shall TECO the PMO in GFEBS.

2.2.4.1 PMO Program. The Contractor shall develop and execute a PMO program. The Contractor shall first verify and update the equipment listed in in TE A-2. During the equipment inventory assessment, the Contractor shall at a minimum, collect the equipment Maintenance Control Designation (MCD), serial number, equipment description, work center (shop), building number, frequency basis for that equipment (e.g., monthly, quarterly, annually, etc.), maintenance plan and task list. Upon completion of the equipment verification, the PM program shall be developed and entered in GFEBS. The PM program shall be completed and fully operational in GFEBS no later than ninety (90) days after contract start date. Refer to (TE) A6 (Technical Exhibit A-6 GFEBS TRANSACTION CODES) for a sample of commonly used GFEBS transaction codes that the Contractor shall have experience in utilizing to create and maintain the PMO Program. The Contractor shall be responsible for maintaining the accuracy and currency of the equipment list and associated PM Schedules in GFEBS throughout the life of the contract.

2.2.4.2 PMO Schedules. Once the PM Program is established in GFEBS, the Contractor shall create a PM schedule. The Contractor shall continually update the list as required with the COR. The Contractor shall provide the look ahead of work to be accomplished in the following week (Deliverable A020).

2.2.4.3 Approved PM Schedule. The Contractor shall strictly adhere to the scheduled PM dates to facilitate verification of work by the COR/ACOR in GFEBS. If the Contractor finds it necessary to reschedule a PM, a written request shall be made to the COR/ACOR detailing the reasons for the proposed change at least five (5) working days prior to the originally scheduled PM date. No scheduled PM dates shall be changed without the prior written approval of the COR/ACOR.

2.2.4.4 PMO Stickers/Log. Upon completion of the PM inspection, the Contractor shall attach a sticker to the equipment item (or in the immediate vicinity thereof) indicating the equipment MCD number, the date of maintenance, and the initials and identification number of the Contractor employee who performed the work. PM will not be considered performed unless the sticker is current and affixed, and entry is made in GFEBS to document the PM action. The PM sticker information which includes the MCD number, date of maintenance and warranty information will be added into GFEBS-by-GFEBS T- code “IE01.” In instances where a PMO sticker is not practicable, then the Contractor may elect to maintain a current PMO log in lieu of a sticker.

2.2.4.5 Warranty Program. The Contractor shall establish and maintain a Warranty Program to warrant all equipment, parts, components, where the manufacturers provide a warranty and shall be exercised for the duration of this contract. The Contractor shall input the warranty information into GFEBS and provide the COR/ACOR & PM Coordinator with a copy of the warranty and manual for all equipment in an excel sheet format. The warranty excel sheet should be updated as warranty information changes for the equipment. The warranty information in the excel sheet should match exactly what is in GFEBS. The Contractor shall provide a plan for managing warranties with the technical proposal. All warranty data shall be returned to the Government at contract completion. When Contractor personnel determine that a warranted item not installed by the Contractor requires service, the Contractor shall notify the COR in writing no later than 0900 the next working day or give telephone notification within fifteen (15) minutes of detection if the deficiency threatens damage to personnel or property. The COR/ACOR will direct the Contractor to: (1) repair the deficiency if potential damage may result from deferring repairs; or (2) clean the work area and stop work. The Contractor shall not receive payment for work not authorized by the COR/ACOR which is performed on warranted equipment, unless the COR/ACOR concurs that such work was a legitimate response to a true emergency condition.

2.2.4.6 Operation and Maintenance (O&M) Manual Digital Library. The Contractor shall create and maintain a current electronic repository of all O&M Manuals from the manufacturer or supplier for all facilities and equipment delineated in the Contractor’s PMO program. The repository shall be organized by shop/work center.

2.2.5 Operations Work Orders (OWOs). The Contractor shall respond to, and complete individual tasks related to OWOs. An OWO is recurring maintenance, cyclical in nature, outside of GFEBS scheduled PM, requested demand maintenance, or projects. Support for recurring OWOs not been established for this contract. If a new OWO is required in addition, then a DA Form 4283, Facilities Engineering Work Requests, will be issued and shall serve as the authorization document for the initiation and execution of the OWO. The Contractor shall perform duties including but not limited to maintaining and updating the TE's referenced in the TE Index as needed. The Contractor shall provide TE updates and TE Index updates electronically to the COR/ACOR as needed throughout the life of the Contract.

2.2.6 Project Work Orders (PWOs).

2.2.6.1 DA Form 4283, Facilities Engineering Work Requests, shall serve as the authorization document for the initiation and execution of PWOs. The DA Form 4283 shall be submitted to the BOID for processing and approval. For DMO generated PWOs, a DA Form 4283 is not required. These PWOs are included in the fixed price CLIN for maintenance services. TE A4 (Technical Exhibit A4 PMO, DMO, and PWO) provides historical data on the number of PWOs generated from DMOs. The PWO (DA-4283 form) should cover the following parameters:

2.2.6.1.1 Conversion of DMO to PWO. The Contractor shall not at any time exceed thirty-two (32) hours and /or $40,000.00 material cost during the performance of a DMO without approval by the KO/COR. The Contractor may determine that a DMO, as requested, will exceed the hour threshold during execution or prior to execution. The procedures for each circumstance are detailed below.

2.2.6.1.2 Conversion during Execution. The Contractor shall stop work immediately upon determining that a DMO will exceed the thirty-two (32) hours $40,000.00 material cost threshold. The Contractor shall immediately notify the KO/COR of the status of the DMO and complete the following tasks:

· The Contractor shall notify the KO/COR in writing of the reason for expecting the DMO to exceed the cost threshold.

· The Government may initiate a PWO or cancel the DMO.

· If the Government initiates a PWO, the Contractor shall proceed as described in Section 2.2.6.

· If the Government cancels the DMO, the Contractor shall cease work and leave the work site in a safe and stable condition.

2.2.6.1.3 Conversion Prior to Execution. The Contractor shall immediately notify the KO/COR of the expectation that a DMO will exceed the cost threshold and conduct no work. The Contractor shall then complete the following tasks:

· The Contractor shall notify the KO/COR in writing of the reason for expecting the DMO to exceed the cost threshold and a preliminary cost estimate.

· The Government may initiate a PWO, cancel the DMO or adjust the DMO scope.

· If the Government initiates a PWO and determines the requirement urgent then the Contractor shall proceed as described in Section 2.2.6.

· If the Government initiates a PWO and does not determine the requirement urgent then the Contractor shall proceed as if receiving a normal PWO request.

2.2.6.2 Cost Estimates for PWOs. The Contractor will provide the Government with a DA Form 4283 that delineates the scope of the project. PWOs that exceeds $150,000 shall be accomplished through a separate contractual vehicle.

The OWO/PWO will be negotiated as follows:

f. The Contractor shall bill for all approved OWOs/PWOs consistent with the direction provided at FAR 52.232-5, Payments under Fixed-Price Construction Contracts.

It is estimated that the number of detailed estimates required under this contract will be approximately 20 per year.

2.2.6.3 Preparation of Detailed Estimates. The Contractor shall prepare detailed estimate of the labor, equipment and materials required to complete PWO work using industry accepted estimating procedures and data from RSMeans, Building Construction Cost Data, or other appropriate estimating sources…