Performance_Work_Statement.pdf

PERFORMANCE WORK STATEMENT (PWS)

Headquarters United States Military Entrance Processing Command

(HQ USMEPCOM)

Preventive ON-SITE HVAC MAINTENANCE SUPPORT SERVICE

Part 1

General Information

1. GENERAL: This is a non-personal services contract to provide all labor, material, travel, parts, tools, and test equipment necessary to perform preventive and remedial maintenance on government owned HVAC equipment at USMEPCOM HQ in North Chicago, IL . Current HVAC systems needs to maintain OEM standards for the Period of Performance (PoP). Ensure maintenance services for off-warranty equipment and tracking of new equipment warranty dates for future, add- on maintenance.

The Government will not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the contractor who, in turn is responsible to the Government.

1.1 Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, diagnostic software and test equipment necessary for a full service maintenance. All current contract options will have been exercised and oncoming vendor will need to provide support and maintenance from that date forward. Maintenance includes both remedial and preventive; to include but not limited to condensing units, coils, controls, compressors, wiring harnesses, and all wiring. Maintenance include all travel, labor, material, parts, tools, test equipment, and diagnostic software in performance of same. The contractor shall provide preventive maintenance (PM) on a monthly basis. The Contractor shall bear all expenses necessary to repair equipment, except for repairs caused by acts of God or negligence of the Government.

1.2 Background: USMEPCOM currently utilizes the following HVAC equipment: one (1) Carrier 40 Ton System, Five

(5) 30 Ton Liebert Systems, and one (1) Trane, 20 Ton Chiller. USMEPCOM has a requirement to maintain OEM standards at all times to this location. As part of this requirement, the contractor shall provide HVAC Maintenance and Warranty Support as defined in this Performance Work Statement except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract.

1.3 Objective: The contractor shall provide HVAC Maintenance and Warranty Support for all HVAC equipment and additional components as required by the USMEPCOM J-6, Information Technology Directorate – Core Services

Division/Enterprise Data Center (EDC) for the Government-owned HVAC equipment. Please refer to the Hardware

Maintenance Listing, seen in Technical Exhibit C. The equipment is to receive maintenance at the USMEPCOM

HQ in North Chicago, IL.

1.4 Scope: the Contractor shall provide all labor, material, travel, parts, tools, diagnostic hardware, controls, error codes, and test equipment necessary for a full service maintenance contract for USMEPCOM Government-owned equipment listed at Technical Exhibit C.

1.5 General Information

1.5.1 Quality Control: The contractor shall develop and maintain an effective quality control program (QCP) to ensure services performed are in accordance with (IAW) this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s QCP is the means by which he assures himself that his work complies with the requirement of the contract. Within 30 days after contract award, the contractor shall provide their QCP to the KO/COR for review and acceptance. Thereafter, if the contractor has any proposed changes to the QCP, the contractor shall submit copies of the proposed changes to the

Contracting Officer (KO) and Contracting Officer’s Representative (COR) electronically within five days for acceptance. After acceptance of the QCP, the contractor shall receive the KO’s acceptance in writing of any proposed change to his quality control system.

1.5.1.1 Inspections: The contractor shall have an inspection system covering the services stated in the contract, PWS and/or Quality Assurance Surveillance Plan (QASP) specifying areas to be inspected on a scheduled or unscheduled basis and the individual (s) designated to perform the inspections. The inspection system shall address the performance standards identified in the aforementioned documents and include representative quality control metrics related to the performance standards. The QCP shall be delivered within 30 days after contract award or with the contractors proposal if it is an evaluation factor, three copies of a comprehensive written QCP shall be submitted to the

KO and COR within 5 working days when changes are made thereafter. After acceptance of the quality control plan the contractor shall receive the contracting officer’s acceptance in writing of any proposed change to his QC system.

1.5.1.2 Quality Control (QC): The contractor shall develop and maintain an effective quality control program to ensure services performed are in accordance with this INSTALLATION SPECIFICATIONS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. Server

Hardware Maintenance and Support Services will be conducted within 30 days after contract award or with the contractor’s proposal. Contractor to provide three copies of a comprehensive written Quality Control Program (QCP) shall be submitted to the KO and COR within 5 working days when changes are made thereafter. After acceptance of the quality control plan the contractor shall receive the contracting officer’s acceptance in writing of any proposed change to his QC system.

1.5.1.3 Record Keeping: The contractor shall maintain a file of all inspections conducted by the contractor and any corrective action taken. The contractor shall make documentation available to the government upon request throughout the term of the contract.

1.5.2 Quality Assurance: The government will evaluate the contractor’s performance under this contract IAW with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government must do to ensure that the contractor has performed IAW the performance standards. It defines how the performance standards shall be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.5.3 Recognized Holidays: For service contracts, the contractor shall provide services during normal hours of operation and not during the legal holidays below. However, at the government’s discretion for special projects, the government can require services or activities outside of normal hours of operation or on the legal holidays below.

Proper coordination shall be made with the COR to ensure that USMEPCOM personnel are available to support and allow access. Legal Federal holidays are as follows:

New Year’s Day Labor Day

Martin Luther King Jr.’s Birthday Columbus Day

President’s Day Veteran’s Day

Memorial Day Thanksgiving Day

Independence Day Christmas Day

1.5.4 Hours of Operation: The contractor is responsible for conducting business between the hours of 7:00 am and

4:00 pm local facility time, Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. All of the work performed shall be conducted during normal business hours. The contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.5.5 Place of Performance: The work shall be performed at government facilities: HQ USMEPCOM, 2834 Green

Bay Road, North Chicago, IL 60064-3094. The local Data Center Government Program Manager (GPM) shall be the

POC.

1.5.6 Reserved.

1.5.7 Reserved

1.6 Security Investigation Requirements.

1.6.1 Physical Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

1.6.2 Anti-Terrorism and Information Assurance.

1.6.2.1 Access and General Protection/Security Policy and Procedures: Contractor and all associated sub-contractors employees shall comply with applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by government representative). The contractor shall also provide all information required for background checks to meet installation access requirements to be accomplished by installation

Provost Marshal Office, Director of Emergency Services or Security Office. Contractor workforce must comply with all personal identity verification requirements as directed by DOD, HQDA and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in contractor security matters or processes.

1.6.2.3 Acceptable Use Policy: sign a Non-Disclosure Agreement (NDA).

1.7 Special Qualifications: The Contract Manager and Alternate must have at least five years of experience in managing government contracts, NDAs and possess strong communication, problem solving and organizational skills. The HVAC

Certified Engineer must have a valid HVAC certification at the professional level and Licensed by the State of Illinois or the City of Chicago and must hold a Universal Refrigeration 608 EPA Certification. The contractor shall submit certification certificates for each contractor or subcontractor personnel prior to the kick-off meeting.

1.7.1 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation

Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor shall apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.7.2 Post Award Conference: Within five days after contract award, the contractor shall attend a post award conference with the government at HQ USMEPCOM, 2834 Green Bay Road, North Chicago, IL 60064-3094 or at the discretion of the government; the post award conference may be conducted by phone. The meeting attendees shall include, but not be limited to, the COR, the Government Program Manager (GPM) and contractor management. The KO may be available by phone for contract questions.

1.7.3 Contracting Officer Representative (COR): The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the

Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the

Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.7.4 Key Personnel: The follow personnel are considered key personnel by the government: Contractor Project

Manager. The contractor shall provide a contract manager who shall be responsible for the performance of the work.

The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between the hours, i.e., between the hours of 7:00 am and 4:00 pm. CT, Monday thru Friday except Federal holidays or when the government facility is closed for administrative reasons.

1.7.5 Identification of Contractor Employees: All contract personnel attending meetings, answering

Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

All Contractors shall be required to display Company Identification Badges and a MEPCOM visitor badge while in the performance of this service. (Per FAR 37.114(c))

1.8 Contractor Travel N/A

1.9 Reserved.

1.10 Reserved.

1.11 Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of

Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s

Mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such.

1.12 All employees of this contract shall be U.S. citizens, speak, read, write, understand the English language fluently and shall at all times and in all conditions be cordial, respectful and business like during all telephone and personal conversations.

1.13 The contractor is prohibited from hiring "Off Duty" government personnel and/or active duty military personnel or other personnel whose employment conflicts with Joint Ethics Regulation (JER) 5500.7-R.

1.14 The contractor shall provide a sufficient number of trained personnel to perform the duties and services specified in this PWS. The contractor shall be responsible for maintaining the standards of employee competence, conduct, and integrity. The contractor shall ensure that all subcontractors maintain the same requirements and standards applicable to the contract.

1.15 Identification of Contractor Employees: All contract personnel attending meetings, answering

Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. Contractor employees must also ensure that all documents, and reports produced are suitably marked as contractor products, or appropriately disclosed of contractor participation. Contractor personnel shall be required to obtain and wear badges in the performance of this service.

1.16 Smoking Policy: Contractor personnel shall comply with smoking policies in federal buildings and prohibited within 50 feet of any exit or entrance to the building. Contractor personnel shall place cigarette butts in proper containers and shall not dispose of butts at or near entrances and/or exits to the facility. A dedicated smoking facility is located outside Bldg. 3400’s west entrance.

1.17 Parking: Contractor personnel working under this contract shall park in the USMEPCOM parking lot. In accordance with Naval Training Center (NTC) Great Lakes Instruction 11200.4B, contractor personnel are required to have a valid driver’s license, valid vehicle registration and proof of insurance.

1.18 Privacy Act: This contract shall be subject to the Privacy Act and all the rules and regulations of

USMEPCOM. Contractor personnel shall have access to information subject to the Privacy Act. Although information that the contractor may be privileged to during the course of completing this task is unclassified, shall not be released by any contract person to any outside sources for any reason.

1.19 The contractor shall not disclose, or release to other than government authorized persons or activities, the content of any government software, procedures, or information provided to the contractor. The contractor personnel shall have experience working with and safeguarding Privacy Act data. The contractor agrees to comply and assumes responsibility for compliance by their employees.

1.20 Any USMEPCOM information made available to the contractor shall be used only for the purposes of carrying out the provisions of this contract and shall be treated as confidential; shall not be divulged or made known in any manner to any person, except as necessary in the performance of the contract. Disclosure to anyone other than an officer or management of the contractor shall require prior written approval.

1.21 Other Requirements

1.21.1 Once all system security requirements have been satisfied, a Common Access Card (CAC) may be issued to contractor personnel for access to the system and shall be valid for the current contract only.

1.21.2Correspondence: To promote timely and effective administration, correspondence shall be subject to the following procedures:

1.21.3 Technical correspondence, where technical issues relating to compliance with the requirements herein, shall be addressed to the COR with an information copy to the KO.

1.21.4 All other correspondence, including invoices, which proposes or otherwise involves waivers, deviations or modifications to the requirements, terms or conditions of this INSTALLATION SPECIFICATIONS, shall be addressed to the KO with an information copy to the COR.

1.21.5 Communication Plan: For the escalation of issues, the contract employee must contact their contractor manager. The contractor manager shall notify the COR, and if the COR cannot resolve the issue in a timely or satisfactory manner as determined by the government, the COR shall inform the KO. The COR shall contact senior government management and other personnel as necessary. In no case shall contractor management directly contact government management without knowledge or express consent of the COR or the KO.

1.21.6 Contractor management who have contractors working on the premises, must inform the COR with dates, timelines and a brief agenda before arriving on-site. The COR must be contacted with timelines and agenda to arrange any meetings with government management. In no case shall contractor management have ad hoc or spontaneous meetings with government management that were not pre-arranged with knowledge of the agenda by the COR. If the government determines capabilities briefings are required, the COR shall request such briefings from contractor management. Contractor management shall not use their building access privileges to

“sell” additional services or products to the government without express invitation. Contract management must follow the procedures referenced in 1.9.18.

PART 2

DEFINITIONS AND ACRONYMS

2. DEFINITIONS AND ACRONYMS

2.1 Definitions:

2.1.1 CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.2 CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.3 CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4 DAYS. Unless otherwise specified means working days.

2.1.5 DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the

Performance Work Statement.

2.1.6 DELIVERABLE. Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

2.1.7 KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the INSTALLATION

SPECIFICATIONS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.8 PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.9 QUALITY ASSURANCE. The government procedures to verify that services being performed by the contractor are performed according to acceptable standards.

2.1.10 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.11 QUALITY CONTROL. All necessary measures taken by the contractor to assure that the quality of a product or service shall meet contract requirements.

2.1.12 SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.1.13 WORKDAY. The number of hours per day the contractor provides services in accordance with the contract.

2.1.14 WORK WEEK. Monday through Friday unless specified otherwise.

2.2 Acronyms:

AR Army Regulation

AT Anti-terrorism

ATCTS Army Training Certification Tracking System

ATO Anti-terrorism Officer

AUA Acceptable Use Agreement

BBP Best Business Practice

CAC Common Access Card

CFR Code of Federal Regulations

CMMI Capability Maturity Model Integration

CMR Contractor Manpower Reporting

COR Contracting Officer’s Representative

CoN Certificate of Networthiness

DA Department of the Army

DD Department of Defense

DIS Defense Investigative Service

DISA Defense Information Systems Agency

DISCO Defense Industrial Security Clearance Office

DMDC Defense Manpower Data Center

DoD Department of Defense

DTM Directive-Type Memorandum

E&IT Electronic and Information Technology

EDC Enterprise Data Center

FAR Federal Acquisition Regulation

FFP Firm-fixed price

FOUO For Official Use Only

FPCON Force Protection Condition

FSC Federal Service Code

GFE/GFI Government Furnished Equipment/Government Furnished Items HQ Headquarters

HQDA Headquarters, Department of the Army

IA Information Assurance

IT Information Technology

ITIL Information Technology Infrastructure Library

JER Joint Ethics Regulation

JPAS Joint Personnel Adjudication System

KO Contracting Officer

MAC Mission Assurance Category

NAC National Agency Check

NACLC National Agency Check with Local Credit Check

NISP National Industrial Security Program

NDA Non-Disclosure Agreement

NTC Naval Training Center

OCI Organizational Conflict of Interest

OPM Office of Personnel Management

OPSEC Operations Security

OS Operating System

PM Project Manager

PWS Performance Work Statement

QA Quality Assurance

QASP Quality Assurance Surveillance Plan

QC Quality Control

QCP Quality Control Program

RMF Risk Management Framework

SAAR System Authorization Access Request

SME Subject Matter Expert

SOP Standard Operating Procedures

STIG Security Technical Implementation Guide

UIC Unit Identification Code

U.S.C. United States Code

USMEPCOM United States Military Entrance Processing Command VAR Verification Access Roster

VDI Virtual Desktop Infrastructure

XML Extensible Markup Language

PART 3

Government Furnished Property, Equipment, and Services

3. GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3.1 Facilities: The Government will provide the necessary workspace for contractor employees to provide the support to include washrooms, telephones, and other items necessary to maintain HVAC capability.

3.2 Utilities: The Government will provide and all utilities in the facility such as electric and will be available for the contractor’s use in performance of these tasks. The contractor shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions that preclude the waste of utilities, which include turning off the water faucets or shutting off lights after using them.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES

4.1 General: The contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Section 5 of this PWS.

4.2 Equipment: The contractor shall provide all hardware and software as specified in this contract to meet all maintenance support requirements in this PWS.

PART 5

SPECIFIC TASKS

5. SPECIFIC TASKS: Unless stated otherwise in the Performance Requirements Summary (PRS), generally, performance of all tasks in section 5.0 and sub-task shall occur with no required re-performance or re-work at least

95% of the time. If problems do occur, the contractor shall ensure that they are resolved in a satisfactory manner.

The contractor shall ensure that all performance, software and solutions architected, installed/upgraded, converted, migrated, configured, integrated, tested, and implemented into the USMEPCOM enterprise shall comply with 36

CFR Part 1236, Electronic Records Management. The deliverables schedule for 5.0 TASK can be found in

Technical Exhibit A.

5.1 Basic Services. The contractor shall provide Maintenance and Warranty Services for hardware, labor, material, travel, parts, tools, diagnostic software, firmware/microcode and test equipment necessary for a full service maintenance contract for USMEPCOM Information Technology EDC Core Services

Division/Enterprise Data Center Government-owned HVAC equipment listed at Technical Exhibit C.

5.1.1 Task 1 Project Initiation and Planning. The contractor shall conduct a pre-engagement planning call with USMEPCOM to initiate the project and to assess the level of discovery/analysis to conduct before the project starts The contractor shall provide a Project Checklist document to the COR prior to the planning call.

5.1.2 Post Award Meeting. The contractor shall host a post award teleconference/meeting between contractor and government teams no later than five days after contract award. The contractor shall participate with the government to arrange a schedule and agenda for the post award teleconference prior to the meeting. The contractor shall provide the government with minutes/summary of the post award meeting with in two days after the meeting.

5.1.3 Point of Contact. Identify point of contact and email and provide to the KO, COR and GPM.

5.1.4 Kick-off Meeting. The contractor shall conduct an on-site kick-off meeting no later than 10 days after the contract award teleconference/meeting to ensure a consistent understanding of timelines/ deliverables.

Moreover, this meeting introduces the members of the project team, government and provides the opportunity to discuss the role of team members. Other elements of the project may be discussed during this meeting include schedule, and status reporting, etc.

5.1.5 Identify key USMEPCOM project team members to work with the contractor’s team.

5.1.6 Maintain a timely, consistent flow of information relating to project progress and performance. (Timely notification equates to elevation of issues within 24-hours).

5.2 TASK 2 – Critical Equipment.

5.2.1 Critical Equipment. The Contractor shall provide remedial maintenance (RM) 24 hours per day, 7 days per week, 2-hour response and full repair/replacement within 24 hours, for the HVAC equipment, and integrated peripherals that are a single point of failure impacting the mission of MEPCOM. Critical equipment malfunctions are defined as system or component malfunctions that could cause the system to be totally inoperable as determined by EDC POC.

5.2.4 During the term of support and maintenance that on-coming vendor takes on (during contract); the repair clock starts from the time a trouble call is placed with the Contractor’s Help Desk.

5.2.2. The contractor shall provide preventive maintenance (PM) on a monthly basis during normal business hours.

Performing PM to keep equipment operating in compliance with manufacturer’s specification. Includes, but is not limited to, monthly inspections; power washing condenser coils; calibration of operating controls; greasing and lubricating all necessary parts; and acid cleaning of pans. The contractor shall be responsible for offsite disposal of chemicals and all associated cost. The contractor shall be responsible for power-washing outside units once in the spring and once in the fall. The spring/fall time shall be determined by the amount of dirt collected by the units.

5.2.3 Trouble calls that require multiple visits to correct shall remain open until the malfunction is completely resolved as determined by the user.

5.2.4 The Contractor shall provide RM at no additional cost to the Government when maintenance is required due to fault or negligence of the Contractor.

TASK 3 - Principal Period of Maintenance (PPM) and Outside PPM (OPPM) Service:

5.3.1 The Contractor shall make OPPM arrangements for access to equipment with the HQ USMEPCOM point of contact (POC) during official operating hours.

5.3.2 Provide a toll-free telephone number(s) to receive Government requests for warranty and maintenance service 24 hours per day, 7 days a week.

5.3.3 The Contractor shall provide a business letter to the J-6/MEIT EDC GPM, and COR, indicating the primary maintenance point of contact (POC) for HQ USMEPCOM, with associated telephone number(s) and address within 10 days of contract award. The Contractor shall make arrangements to receive requests for maintenance service for the Principal Period of Maintenance that is 24 hours per day, 7 days per week, and

365/366 days per year. The Contractor shall also provide an alternate POC in the event the primary POC is not available. The Contractor shall update the names and telephone numbers as changes occur. Answering machines and unreturned voicemails are not acceptable.

5.3.4 The Contractor’s maintenance personnel shall call the J-6/MEIT EDC within 30 minutes from the time that the J-6/MEIT EDC or Service Desk notified the Contractor’s POC that remedial maintenance is required, and provide an estimated time of arrival at the J-6/MEIT EDC. The Contractor’s maintenance personnel shall arrive at the J-6/MEIT EDC within two hours which commences with the time of notification to the

Contractor’s POC that remedial maintenance is required.

5.3.5 After eight (8) hours of repair time without correcting the problem, the Contractor shall provide an original equipment manufacturer (OEM) specialist to the J-6/MEIT EDC at no cost to the Government.

5.3.6 The Contractor shall maintain an inventory of critical spare parts and tools necessary to maintain normal operation of the equipment for the life of the contract to include controls upgrades service. A limited amount of these parts may be stored within the J-6/MEIT EDC Data Center. The Contractor must have additional emergency parts available twenty-four (24) hours per day, seven days per week. When requested, critical replacement parts must arrive on-site within four (4) hours.

5.3.7 The Contractor shall use only new standard parts or reconditioned parts certified by the manufacturer equal in quality and in performance to new parts. Where applicable (such as is the case with the Carrier of

Trane HVAC units controls and associated equipment upgrades), the Contractor shall use parts specified by

Field Replaceable Unit (FRU) numbers or part numbers.

5.38. There shall be no additional charges to the Government for parts replaced by the Contractor while performing preventive or remedial maintenance to include compressors, controls, motors, circuit boards, LED displays, and refrigerate replacement that is not spelled out in this PWS.

Task 4 - Equipment and Maintenance Changes

5.4.1 The Government reserves the right to discontinue maintenance services at any time during the life of the contract. The Government will provide the Contractor 30 day’s written notice prior to discontinuation.

5.4.2 Substitutions. The Government may replace any equipment, to include equipment dealing with controls

LED displays, compressors, and motor upgrades, with substitute equipment which is similar or identical to the equipment being replaced, whether or not the equipment is obtained from the Contractor. The Contractor shall maintain the substitute equipment for the life of the contract. All equipment and maintenance must not interfere or be non-compatible with the Command’s current configuration.

5.4.3 Additions or Deletions. The Government may add similar, upgraded, or new equipment (to include firmware), or delete items of equipment, to be maintained under this contract by written notification at any time during the life of the contract. Equipment of the same make and model will be charged the same monthly equipment unit price as those listed in; Technical Exhibit C. Conversely, similar, upgraded or new equipment maintenance will be priced appropriately for current market conditions, and negotiated with the

COR through to the KO as needed or required for additional funding.

Task 5 - Assumption of Maintenance under This Contract

5.5.1 Equipment specified in the Hardware Maintenance Listing, Technical Exhibit C, has been under maintenance; 24 hours per day, seven days per week, through May 4, 2018.

5.5.2 The Contractor shall submit within ten (10) days of the award of this contract, a certificate or other type of proof that the Contractor’s Customer Engineer and one alternate assigned to the account have been trained in maintenance and repair of all equipment listed in the Hardware Maintenance Listing, Technical Exhibit C.

5.5.3 On the first day of this contract, (apron contract award), the Contractor shall be responsible for maintaining all equipment according to the terms of the contract. The Contractor is responsible to bring any piece of equipment found to be substandard or malfunctioning up to normal operating condition at no cost to the Government.

5.5.4 Attire. Contractor personnel shall wear clothing commensurate with that worn by their counterparts in the civilian business community. Contractor personnel shall not wear undergarments as outer garments, transparent or loose weave clothing without underclothing; any ornament or symbol on the clothing expressing derogatory, lewd, profane or obscene words, gestures, connotations or drawings; swimsuits; any ornament, insignia, or symbol on the clothing implying disrespect for the United States, the United States flag, or military service; any item advocating or glorifying the use of illegal drugs or other unlawful conduct;

cut-offs or short shorts.

5.5.5 Identification. Per published DoD rule (FR Volume 76, Number 87) all contractor employees shall identify themselves as contractor personnel by introducing themselves or being introduced as contractor personnel and displaying distinguishing badges or other visible identification for meetings with Government personnel. In addition, contractor personnel shall appropriately identify themselves as contractor employees in telephone conversations and in formal and informal written correspondence.

5.5.6 Employment and staffing difficulties will not be justification for failure to meet established schedules, and if such difficulties impair performance the contractor may be subject to default on the contract.

Task 6 - CONTRACT DELIVERABLES

5.6.1. The contractor shall provide a business letter to the government POC indicating the primary maintenance

POC with associated telephone number and address within 10 working days of contract award. The contractor shall make arrangements to receive requests for maintenance service for the principle period of maintenance that is 24 hours per day, 7 days per week, and 365/366 days per year. The contractor shall also provide an alternate POC in the event the primary POC is not available. The contractor shall update the names and telephone numbers as changes occur. Answering machines are not acceptable.

5.6.2. Technical Reports. The Contractor shall provide technical reports for each remedial and/or preventive maintenance visit to the government point of contact and the contract administrator within ten working days after completion of each on-site visit.

5.6.3. Monthly Progress Report (MPR). The contactor shall provide electronic report of the MPR summarizing monthly servicing employee ID’s, problem description and final resolution. Additionally, include recommendations for potential problem resolution based on trend analysis. The MPR shall be sent to the

Contracting Officer Representative. The MPR shall include information on all activities performed in support of

USMEPCOM. The content of the MPRs shall include, but not be limited to:

5.6.3.1. Section 1: Problem identified - work completed or in progress by employee who performed the work.

5.6.3.2 Section 2: Summary of maintenance trends to project future break/fix, and/or hardware replacement.

5.6.4. The GPM/COR has the right to reject or require correction of any break/fix deficiency(s) found in the maintenance repair, or part(s) used therein. The Contractor shall be notified in writing by the GPM/COR through the Contracting Officer (KO) of the specific reasons why the work or part is being rejected. If the work cannot be resolved, deficiencies of a minor technical nature shall be evaluated by the GPM/COR and the KO to determine its significance that could lead to rejection of deliverables. The repair shall be performed with proper and industry standard service, with a high level of attention to detail.

5.6.5. CORRESPONDENCE: To promote timely and effective administration, correspondence shall be subject to the following procedures:

5.6.5.1. Technical correspondence (where technical issues relating to compliance with the requirements herein) shall be addressed to the COR with an information copy to the Contracting Officer (KO).

Task 7.0 – Site Access Procedures.

5.7.1 Verification Access Roster/Visit Access Request (VAR).

Any Contractor management or contractor who requires access to USMEPCOM on either a regular or an occasional basis shall provide an initial or updated VAR to the USMEPCOM J-6, COR (by email or FAX) specifying those employees who require access.

The initial VAR shall be provided not later than one week in advance of arrival. A VAR shall be completed once per contract option period or when any significant information changes. The information on this document shall include: name of individual who requires access, reason for access, social security number, place and date of birth, clearance level and investigation date, and country of citizenship.

5.7.2 No contractor employee shall be permitted on the installation if his/her presence is deemed by the security guard, J-1/Human Resources Directorate, MEI-EDC Program Manager (PM), or Contracting

Officer's Representative (COR) to be detrimental to the security of the USMEPCOM facility.

5.7.3 Contractor personnel shall not be permitted to enter USMEPCOM without proper identification.

5.7.4 Upon entry into the EDC, and in the presence of a government employee escort, the individual will be issued a temporary Identification Badge.

5.7.5 In cases where a contractor employee requires frequent, daily access to the EDC, a USMEPCOM Picture

ID card key badge may be issued to the individual.

5.7.6 While within the EDC, all personnel are required to wear and display the USMEPCOM identification badge on the outside and above the waist of all outer clothing.

5.7.7 The contractor shall establish and implement methods of ensuring that badges issued by the

USMEPCOM are not lost.

5.7.8 The contractor shall report the loss of any government issued identification at the first opportunity to the

MEIT Security Manager, J-1/MHR, and the MEIT-EDC PM.

5.7.9 It is the responsibility of the contractor to prohibit and prevent:

5.7.9.1 Use of card key badges issued by the government by any persons other than the individual to whom the card key badge was issued.

5.7.9.2 Opening of locked areas by the contractor's employees to permit entrance of persons other than the contractor's employees engaged in the performance of assigned work in those areas.

5.7.10 When an employee leaves the contractor's service, all government issued identification cards, passes, and badges shall be turned over to the MEIT-EDC PM or J-1/MHR Security Manager immediately upon termination of employment.

5.7.11 The contractor is prohibited from hiring "Off Duty" government personnel and/or active duty military personnel or other personnel whose employment conflicts with Joint Ethics Regulation 5500.7-R

5.7.12 The contractor shall comply with all applicable regulations and laws.

5.7.13 The contractor shall be responsible for safeguarding all government property in his/her work area.

Task 8 – Project Closing.

5.8.1 The contractor shall provide a comprehensive project closure project, which summaries the project from start to finish including any issues that were resolved or remain unresolved within five days after completion of the project to the COR and GPM.

5.8.2 Contractor Management Reporting (CMR): Contractor Manpower Reporting. The contractor shall report

ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Department of the Army via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address:

http://www.ecmra.mil, and then click on “Department of the Army CMRA” or the icon of the DoD organization that is receiving or benefitting from the contracted services. Reporting inputs will be for the labor executed during the period of performance during each Government FY, which runs from October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than December 31 of each calendar year, beginning with 2018. Contractors may direct questions to the help desk by clicking on “Send an email” which is located under the Help Resources ribbon on the right side of the login page of the applicable Service/Component’s CMR website at http://www.ecmra.mil. As part of its submission, the contractor shall also provide the estimated total cost (if any) incurred to comply with this reporting requirement.”

5.8.3 The required information includes: (1) Contracting Office, KO, Government POC; (2) contract number, including task and delivery order number; (3) beginning and ending dates covered by the reporting period; (4) contractor name, address, phone number, e-mail address, identity of contractor employee entering data; (5) estimated direct labor hours (including subcontractors); (6) estimated direct labor dollars paid this reporting period (including subcontractor’s); (7) total payments (including subcontractors); (8) predominant Federal

Service Code (FSC) reflecting services provided by contractor (and separate predominant FSC for each subcontractor, if different); (9) estimated data collection cost; (10) organizational title associated with the Unit

Identification Code (UIC) for the Army Requiring Activity (the Army Requiring Activity is responsible for providing the contractor with its UIC for the purposes of reporting this information); locations where contractor and subcontractors perform the work (specified by zip code in the United States and nearest city, country, when in overseas location, using standardized nomenclature provided on website); presence of deployment or contingency contract language; and number of contractor and subcontractor employees http://www.ecmra.mil,/ http://www.ecmra.mil/ deployed in theater this reporting period.

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

5.8.5 Accident Prevention: In order to provide safety controls for employees and other people, to prevent damage to property and equipment and to avoid work interruptions in the performance of this contract, the contractor shall comply with Safety Manual EM-385-1-1 and OSHA Standards (29 CFR 1910). The contractor shall maintain records of, and shall report to the Contracting Officer, any accident resulting in death, traumatic injury, occupational disease or property damage while performing services under this contract. The contractor shall correct any deficiency within two calendar days after notification by the

Contracting Officer of any noncompliance.

5.8.6 Government Liability: The contractor shall hold the government harmless for loss or damage to contractor supplies, materials, equipment, and personal belongings of personnel brought onto government property during the performance of this contract.

5.8.7 Fines and Penalties: The contractor shall pay any fines and penalties levied by federal, state and local law enforcement for violations caused by the contractor or failure to comply with contract requirements.

PART 6

APPLICABLE PUBLICATIONS

6 Applicable Publications (Current Editions)

6.1. The contractor must abide by all applicable regulations, publications, manuals, local policies, and procedures listed below:

5 Code of Federal Regulations (CFR) 2635.703, “Use of nonpublic information” Army Regulation 25-2, “Information Assurance”

Army Regulation 380-67, “Personnel Security Program” Army Regulation 530-1, “Operations Security”

Directive Type Memorandum 08-027, “Security of Unclassified DoD Information on Non-DoD Information

Systems”

DoD Directive 2000.16, “DoD Anti-terrorism (AT) Standards”

DoD Directive 5200.8, “Security of DoD Installations and Resources and the DoD Physical Security Review Board

(PSRB)”

DoD Directive 5220.22-M, “National Industrial Security Program (NISP)” DoD Directive 5500.07-R, “The Joint

Ethics Regulation (JER)”

DoD Directive 8500.1, “Information Assurance”

DoD Directive 8500.2, “Information Assurance Implementation”

PART 7

TECHNICAL EXHIBIT LISTING

7 /Technical Exhibit List

7.1 1/Technical Exhibit A – Performance Requirements Summary

7.2. 2/Technical Exhibit B – Deliverables Schedule

7.3. 3/Technical Exhibit C – Equipment List

TECHNICAL EXHIBIT A

PERFORMANCE REQUIREMENTS SUMMARY

Deliverable Frequency # of

Copies Medium/Format Submit To

PWS Para 1.6.2.1 Access and General Protection

/Security Policy

Prior to on-boarding of new personnel

One copy Electronic, Microsoft

Products or Adobe Portable

Document Format (PDF).

COR

PWS 1.6.2.3 Non-

Disclosure Agreement

(NDA)

Prior to on-boarding of new personnel

One copy Electronic, Microsoft

Products or Adobe Portable

Document Format (PDF).

COR

PWS 1.7 Special

Qualifications. Valid HVAC certification and hold a

Universal Refrigeration 608

EPA Certification.

Once, prior to kick-off meeting. One copy Electronic, Microsoft

Products or Adobe Portable

Document Format (PDF).

COR

PWS 1.7.1 Post Award

Meeting Agenda.

Or prior to on-boarding of new personnel

One copy Electronic, Microsoft

Products or Adobe Portable

Document Format (PDF).

COR

PWS 1.7.2 Post Award

Meeting / Summary.

Once, 2 days after post award meeting.

One copy Electronic, Microsoft

Products or Adobe Portable

Document Format (PDF).

COR

PWS 5.1.3 Project Plan. Once, update if project dictates, 3 days after post award meeting.

One copy Electronic, Microsoft

Products or Adobe Portable

Document Format (PDF).

COR and GPM

PWS 5.1.6 Identify key

USMEPCOM project team members to work with the contractor’s team.

Once, prior to or at time of arrival at

USMEPCOM.

One copy Electronic, Microsoft

Products or Adobe Portable

Document Format (PDF).

COR and GPM

PWS 5.6.1. shall provide a business letter indicating the primary maintenance POC

. Once, update if project dictates, 10 days after post award meeting.

One copy each

Electronic, Microsoft