W9124719R0017_Attachments_FS_HAAF_14JUN2019.pdf

Solicitation number: W9124M19R0017

Combined Attachments: 02 through 19 and 22 through 24

****NOTE**** Attachment 20, 21 are separately attached in FBO

INSTALLATION MANAGEMENT COMMAND

(IMCOM)

ATTACHMENT 2

FACILITIES MAINTENANCE

INSTRUCTION

Attachment 2 Facility Maintenance Instruction

Table of Contents

PREFACE

1.0 FACILITIES MAINTENANCE AND REPAIR

2.0 DEFINITIONS

3.0 SCHEDULED TASKS

3.1 Preventive Maintenance (PM)

3.1.1 Preventive Maintenance Orders (PMO)

3.2 Operational Work Orders (OWO)

4.0 UNSCHEDULED TASKS

4.1 Demand Maintenance Orders (DMO)

4.1.1 DMO Performance Requirements

4.1.2 DMO Labor Limit

4.2 Project Work Orders (PWO)

5.0 QUICK REFERENCE CHARTS

Table 1: Crosswalk between AR 420-1 and GFEBS terms

Figure 1. Task Categorization

Figure 2. Task Decision Tree

Figure 3. Task Categorization Example

Task Examples

6.0 FREQUENTLY ASKED QUESTIONS (FAQS)

7.0 ACRONYMS

Preface

This Instruction addresses Directorate of Public Works (DPW) work management and the documents required to perform the work on real property facilities. This Instruction details the Standard Operating Procedures (SOP) for Maintenance and Repair, or Sustainment, Restoration, and Modernization (SRM) requirements and clarifies the definitions between Army Regulation (AR) 420-1, Army Facilities Management (2008), Department of the Army Pamphlet (DA PAM) 420-06, Directorate of Public Works Resource Management System, and the General Fund Enterprise Business System (GFEBS).

The Installation Management Command (IMCOM) operates a program of Common Levels of Support (CLS) under which performance levels are selected based on available resources and mission requirements. The Contractor will not usually be involved in approving the required work, but will be tasked to perform all work requirements as stated in the Performance Work Statement. There will be some requirements that will necessitate coordination with the Contracting Officer (KO) and/or Contracting Officer Representative (COR) or Alternate Contracting Officer Representative (ACOR), and the DPW. The CLS program defines different performance requirements and work schedules for the various facility groups.

Although multiple sources reference Facilities and Infrastructure Maintenance and Repair, including AR 420-1, current organizational processes are not clearly conveyed to address member concerns, roles, and responsibilities.

This Instruction is not intended to cover construction or A&E design.

1.0 Facilities Maintenance and Repair

Maintenance and repair are performed on either a scheduled or unscheduled basis to preserve and maintain a facility in such a condition that it may be used effectively for its designated functional purpose. Scheduled services are documented through Preventive Maintenance Orders (PMO) and Operational Work Orders (OWO). Unscheduled services include work that is either corrective in nature (e.g., repairs, modifications, installations, and replacements) or not generally considered to be a maintenance activity. Demand Maintenance Orders (DMO) are unscheduled and are categorized by priority: Emergency, Urgent, or Routine. Project Work Orders (PWO) are used for unscheduled work exceeding the scope of a DMO. Maintenance and repair includes, but is not limited to, the maintenance and repair of facilities, structures, transportation infrastructure of roads, parking areas, sidewalks, and the storm water management system. The Base Operations Support Contractor performs new work, urgent or routine, as directed by the Directorate of Public Works (DPW) through PWOs.

2.0 Definitions

Demand Maintenance Order (DMO): Known in AR 420-1 as Service Order (SO). A work authorization document used for work that is either corrective in nature (e.g., repairs, modifications, and replacements) or not generally considered to be a recurring maintenance activity. DMOs, therefore, are unscheduled and not known in advance.

Examples include minor electrical, carpentry, and plumbing repairs, or locating utility lines. DMOs may be initiated by the Government, customer, or Contractor upon identification of a need requiring corrective action.

General Fund Enterprise Business System (GFEBS): The Government is required to use GFEBS for budgeting, managing, cost accounting and financial reporting of Garrison Operations, including DPW services. The Contractor is tasked by GFEBS Order Documents and is responsible to input all DMO project status and labor confirmations.

The Government will utilize GFEBS for preparation of most required status reporting and for monitoring Contractor performance in timeliness and accuracy of data input. GFEBS documents DPW Work Management and Reporting of DMOs PMOs, OWOs, and PWOs.

GFEBS is the Government’s system of record.

Individual Job Order (IJO): Known in GFEBS as a PWO. Directive for maintenance and repair which exceed SO or DMO criteria. The term is used in AR 420-1, but in GFEBS the execution work document is referred to as a Project Work Order (PWO).

Maintenance: Work required to preserve and maintain a real property facility in such condition that it may be used effectively for its designated functional purpose.

Maintenance includes work done to prevent damage which would be more costly to restore than to prevent. Maintenance includes work to sustain components. Examples include renewal of disposable filters, painting, caulking, refastening loose siding, and sealing bituminous pavements.

New Work: Work that results in the creation or addition to an existing facility or a building component, irrespective of whether the work is funded from a construction or an operation and maintenance (O&M) account. New work that exceeds $150,000 shall be accomplished through a separate contractual vehicle, e.g., separate task order or contract.

Operational Work Order (OWO): Covers services that are recurring, provide CLS, and do not fall into PM.

Preventive Maintenance (PM): Routine, recurring sustainment work performed on all real property facilities (RPF). PM is systematic inspection, care, and servicing of equipment, utility plants and systems, buildings, structures, and grounds facilities performed to detect and correct incipient failures and accomplishing minor maintenance.

PM is executed by a Preventive Maintenance Order (PMO) in support of a preventive maintenance plan.

Preventive Maintenance Order (PMO): Known in AR 420-1 as Preventive Maintenance.

A PMO is the work authorization document for recurring maintenance work that is performed on a scheduled basis (also referred to as Preventive Maintenance (PM)). All Preventive Maintenance plans will be entered into GFEBS; this is required in order to generate the PMO at the frequency required. PMO tasks include, but are not limited to, annual inspection of sump pumps, grounding point testing, maintenance of Dining Facility (DFAC) equipment, and annual cleaning of cooling towers. PMOs will be approved and issued on DA Form 4283, Facilities Engineering Work Request, or equivalent computer-produced facsimile or printout. The Government will identify applicable wage determinations (Service Contract Labor Standards, formerly Service Contract Act or Wage Rate Requirements, formerly Davis Bacon Act) for each PMO prior to issuing to the Contractor. Contractor execution of PMOs will be pre-approved by the Government following the review of Contractor work plans and schedules. Any changes in scheduled workload will be negotiated and incorporated into the contract by modification. Frequency requirements for scheduled tasks are presented at the FA level, as applicable.

Project Work Order (PWO): Known in AR 420-1 as IJO. A work authorization document used for unscheduled work, including project-oriented work such as repairs, modifications, replacements, or installations that exceed the thresholds for a DMO, customer reimbursable work, and new work. PWOs can vary significantly in nature, scope, expertise, and location. Each PWO will be fixed priced based on the negotiated proposals required to accomplish the scope of work.

Repair: Repair is one of the following:

a. Restoration of a real property facility (RPF) to such condition that it may be used effectively for its designated functional purpose.

b. Correction of deficiencies in failed or failing components of existing facilities or systems to meet current Army standards and codes where such work, for reasons of economy, should be done concurrently with restoration of failed or failing components.*

*In addition to condition-based failure, a utility system or component of the system may be considered “failing” if it is energy inefficient or technologically obsolete.

Scheduled Maintenance: Also referred to as preventive maintenance (PM). Routine, recurring sustainment work performed on all real property facilities to detect and correct incipient failures and accomplishing needed minor maintenance. Systematic and cyclic check, inspection, servicing, and repair of deficiencies of utility plants and systems, buildings, structures, and grounds facilities. These repairs may also include replacement of parts or components necessary to keep equipment and/or systems operating effectively. Scheduled work requires the preplanning of resources resulting from a known requirement and encompasses the scheduling and execution of specific tasks.

Scheduled work is planned such that Government operations are not disrupted and the work is executed efficiently without delays due to availability of labor, parts, material, and equipment. Scheduled work is performed through the issuance of PMOs and OWOs.

Service Order (SO): Also referred to as DMO. A service order is used for minor maintenance and repair or for emergency work, such as broken plumbing or electrical failures. Service orders represent the least controllable and most reactive work performed by the DPW. Service orders have the highest level of customer visibility of any work performed by the DPW.

Standing Operating Order (SOO): Also referred to as Base Operation Support (BOS).

A service-driven requirement captured on a DA Form 4283. The work execution document for execution of the service to be performed is an OWO. This work is operational in nature that is performed on a recurring basis, such as scheduled grounds maintenance, plant operation, operator maintenance, refuse collection, custodial services, and pest management. Scheduled work requires the preplanning of resources on the basis of a known requirement and encompasses the scheduling and execution of specific tasks. Prior to the creation of an OWO; an approved DA Form 4283 will be required. From the approved DA Form 4283, an OWO or equivalent computer-produced facsimile or printout will be issued when the work is ready for execution. Contractor execution of OWOs will be pre-approved by the Government following the review of Contractor work plans and schedules. Any changes in scheduled workload will be negotiated and incorporated into the contract by modification.

Unscheduled Maintenance: Non-recurring maintenance or unscheduled repair. Work required to preserve and sustain a real property facility or its components due to unforeseen occurrences. The work is corrective in nature and not generally used for recurring tasks. Unscheduled maintenance is performed through the issuance of DMOs (less than the 32 work-hours threshold) and PWOs (above the 32 work-hours threshold).

Sometimes a DMO is referred to as a SO, a work authorization document used for small-scale maintenance and repair on Government-owned or –leased facilities and equipment.

The purpose of a DMO is to provide the Government with a means of remedying unplanned work up to a defined hourly threshold of 32 work-hours, per DFARS 222.402- 70, for work requirements occurring outside of the normal recurring work. A DMO exceeding 32 onsite work-hours becomes a PWO and is subject to construction wage rates.

The Contractor shall utilize DMOs to accomplish any work up to the 32 work-hours threshold at the discretion of the COR/ACOR. The Government will combine multiple repair requirements received for the same trade in the same building or structure at the same time into one DMO, as long as the hourly threshold is not exceeded.

Work Order: Also referred to as a work request. The DA Form 4283 is used to capture the requirements for Individual Job Orders (IJOs), Standing Operating Orders (SOOs), Preventive Maintenance (PM), etc. Local procedures are used to capture the requirements for a DMO. There are 4 work authorization document types. The work authorization document types are as follows: DMO for Service Order, PMO for PM, OWO for Standing Operating Order, and PWO for Individual Job Orders.

Order Types:

o DMO – SRM; small maintenance and repair on real property assets; sometimes referred to an SO.

o PMO – Recurring maintenance on real property assets o PWO – IJO, maintenance and repair that exceeds work-hours of a DMO o OWO – Base Operating Support (BOS), service driven work (custodial, grounds maintenance, pest control, refuse removal)

3.0 Scheduled Tasks

3.1 Preventive Maintenance (PM)

The systematic inspection, servicing and care of equipment, utility systems, buildings, structures and grounds facilities for the purpose of detecting and correcting incipient failures and accomplishing routine maintenance tasks. Scheduled and correctly performed PM is recognized as an effective means of managing costs of facilities operations by reducing unexpected system failures and emergency repair costs. It contributes to sustainment of mission capabilities and reliability by enabling the scheduling of maintenance downtime in coordination with operational mission requirements.

Scheduled PM maintains Energy efficiency of installed systems. The Contractor, in coordination with the Government, shall develop, implement, and input into GFEBS a comprehensive PM program for facilities, property, installed equipment, infrastructure and utilities IAW AR 420-1 and U.S. Army Corps of Engineers, Technical Manual (TM) 5-610, Preventive Maintenance, Facilities Engineering Buildings and Structures (1979).

Guidance on operating procedures, organization and frequency of preventive maintenance services is contained in TM 5–600 series.

3.1.1 Preventive Maintenance Orders (PMO)

The Contractor shall include fixed prices for each of the Government identified PMOs with a summary of the work scope for each and description of the schedule for their performance. The Contractor may propose additional PMOs, including the work descriptions, schedule, itemized prices and justification for the added PMOs. Prices shall be itemized by labor, equipment, and subcontractor costs. Material costs cannot be set or determined at the time of award. Materials shall be charged to the Government at the time of invoice after the execution of the work. Costs for management of the PM program shall be spread across all PMOs. The Contractor shall submit documentation for each PMO for Government approval, not later than (NLT) thirty (30) calendar days prior to start of the performance period. The PM program documentation shall expand on the details for each PMO and include frequencies and task lists in accordance with maintenance requirements specified in applicable regulations, TMs and manufacturer’s recommended maintenance instructions. For PMOs with work in multiple facilities, the documentation shall state the portion of the total PMO price applied to each facility, so that individual facility maintenance costs are identified. The Contractor shall revise schedules and PMOs as directed by DPW. The Contractor shall review and update all PMO schedules quarterly and submit proposed changes for Government approval. The Contractor shall submit a complete current set of PMOs and proposed PMO schedule annually.

3.2 Operational Work Orders (OWO)

OWOs cover services that are recurring, provide CLS, and do not fall into PM. This includes scheduled work orders for facilities services such as seasonal HVAC system changes, real property surveys and records maintenance, real property condition inspections, mission capability status reporting support, scheduled grounds maintenance, scheduled transportation infrastructure maintenance, storm water system maintenance, scheduled special events support, and maintenance of portable toilet facilities. The work is generally predictable, recurring work completed at the same place(s) and same frequency. Some OWOs are used for services that cannot be scheduled far in advance, but can be planned and priced in advance, to be issued when needed. These include services such as snow and ice removal, support of unscheduled special events, contingency and emergency management, and additional grounds maintenance services.

OWOs can vary significantly in nature, scope, location and may involve multiple crafts and subcontractors.

4.0 Unscheduled Tasks

4.1 Demand Maintenance Orders (DMO)

Demand maintenance work is tasked by a DMO and is categorized as Emergency, Urgent, or Routine. Demand work is typically performed in response to a customer request for service. This type of work is usually for lower cost events that consist of a single task performed at a single facility or on an individual infrastructure component. Timeframes for commencing and completing demand work are key elements of Contractor performance measurement. DMOs will be issued only for maintenance and repair. Tasking for work that is solely new work exceeding the prescribed labor limit of thirty-two (32) onsite work-hours will be issued only by PWOs as scheduled work. DMOs are subject to provisions of the Department of Labor Service Contract Labor Standard or Wage Rate Requirements’ wage determinations depending on the nature of the work. All DMOs received by the Contractor are initially classified as Service Contract Labor Standard work, with the exception of the following Government predetermined tasks:

a. Repair of roads, streets, highways, runways, taxiways, alleys, and parking lots – Wage Rate Requirements Highway wage determination is applicable.

b. Painting work of 200 square feet or more – Wage Rate Requirements Building wage determination is applicable.

c. Projects that are not properly classified as either “building or highway” – Wage Rate Requirements Heavy wage determination is applicable.

In the event the Contractor determines a task is not subject to Service Contract labor Standard based on the work requirement and is not included in the above predetermined tasks, the Contractor shall request a determination from the KO as soon as practicable.

Verbal notification and request may be made initially based on DMO priority followed by formal written notification and request. If determination is made the task is subject to Wage Rate Requirements provisions, the Contractor shall annotate such determination on the DMO document in the General Fund Enterprise Business System (GFEBS).

If the number of work-hours required is expected to exceed the 32 work-hours threshold, the task must be reclassified as a PWO.

4.1.1 DMO Performance Requirements

A DMO can involve multiple crafts such as both electrical and carpentry work and more than one related task at a common work site. Upon receipt of a DMO, the Contractor shall informally estimate the work-hours of labor and materials cost of the repair. If the estimated labor is expected to exceed 32 onsite work-hours, completion of the repair must be approved, in writing, by DPW. As determined by DPW, requests for repair work estimated to exceed this limit work must be converted to a PWO and the DMO will be cancelled, referencing the PWO number in the notes.

There are 3 priorities for DMOs. They are classified in AR 420-1 as Emergency, Urgent, or Routine. The Government will determine DMO types and priorities according to set criteria, and reserves the right to reclassify DMO priorities as it deems necessary.

4.1.1.1 Emergency/Critical (Priority 1) DMO

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 NLT one (1) hour after the request.

Emergency/Critical DMOs are completed within twenty-four (24) hours of the request, unless the urgency of the work has been reduced to a Priority 2 or 3. Emergency/Critical (Priority 1) DMOs are used to prevent loss or damage to Government property, ensure security to sensitive Government property, restore essential services, correct a condition to prevent it from becoming an emergency, respond to command emphasis, provide basic human services in facilities where individuals sleep, or aid an activity in accomplishing its mission.

4.1.1.2 Urgent (Priority 2) DMO

DMOs are classified as Urgent (Priority 2) when the failure in service does not immediately endanger personnel or property, but would soon inconvenience or affect the security, health, or well-being of personnel. Urgent DMOs are to correct conditions which could become an emergency, could seriously affect morale or have command emphasis. These DMOs are to be completed within seven (7) calendar days from receipt, unless reduced to a Priority 3. Examples include, but are not limited to: unstopping a sink drain where there are backup sinks, replacing overhead office lighting that significantly inhibits productivity, and unscheduled fuel deliveries, etc.

4.1.1.3 Routine (Priority 3) DMO

Routine DMOs are for work that does not meet the criteria of emergency/critical or urgent priority. They are utilized to correct situations that are productivity inhibitors that, if left uncorrected, will cause measurable discomfort or inconvenience to the customer or waste resources or create the need for additional minor repairs. Routine DMOs are to be responded to and completed within thirty (30) calendar days of receipt. Examples include, but are not limited to: dripping faucets, cracked window glass, repairs to door and window hardware and screening, replacement of broken or missing tiles, minor roof leaks, minor repairs to mechanical equipment, air conditioning, etc.

4.1.2 DMO Labor Limit

A few DMOs will approach the prescribed labor limit of thirty-two (32) onsite work-hours and may require some hours in excess of the limit to complete the work. The 32 work-hours limit will only apply to the hours worked on location and excludes commute time. DMOs exceeding 32 work-hours shall be requested to COR/ACOR and DPW for KO approval, before exceeding the 32-hour threshold. The DPW may request, through the KO, that the work on the DMO be stopped at some point of partial completion. However, the Government desires to avoid unnecessary disruption to repair work and will authorize the Contractor to proceed with the work to completion when this can be accomplished within a total of work-hours requested by the Contractor and accepted by the KO and DPW.

4.2 Project Work Orders (PWO)

Project Work Orders are normally for individual, non-recurring major repair, maintenance, renovation, alteration, new work, or services “projects.” Individual project price approval limits are found in AR 420-1, where they are referred to as IJOs. Project planning, approvals, design, and permitting requirements are performed by the Government in most cases, unless specified in the individual project proposal request. PWOs are initiated by the Government, customers or the Contractor and are requested on a DA Form 4283. The Contractor shall perform some PWOs with employee wage minimums specified by the Service Contract labor Standards and others with wage minimums specified by Wage Rate Requirements, as directed by the Government and determined by law and the nature of the work. PWOs cannot exceed $150,000 per project.

5.0 Quick Reference Charts

Table 1: Crosswalk between AR 420-1 and GFEBS terms.

Definition AR 420-1 Term GFEBS Term

Unscheduled work used for services, maintenance, and repairs in response to customer requests

Service Order

(SO)

Demand Maintenance Order

(DMO)

Recurring maintenance;

scheduled work

Preventive Maintenance

(PM)

Preventive Maintenance Order

(PMO)

Recurring services other than preventive maintenance; mostly scheduled work

Standing Operating Order

(SOO)

Operational Work Order

(OWO)

Unscheduled repair work that exceeds scope of SO/DMO

Individual Job Order

(IJO)

Project Work Order

(PWO)

Figure 1. Task Categorization.

Figure 2. Task Decision Tree.

Figure 3. Task Categorization Example.

Priority 1 Priority 2 Priority 3

Emergency/Critical Urgent Routine

Gas, oil, and steam leaks

Building floods

No water, hot water, or steam in medical or dining facilities

Safe and Secure

Alarms/Doors, etc.

Sewage backing up into building

Total power outage in a building

Downed high voltage powerline

No heat or air conditioning in soldier living quarters

Loss of heat during periods of cold weather

Locksmithing

Pest Extermination

Natural Disasters

Inoperative emergency or exit lighting

No air conditioning if temperature is over 80°F in buildings other than soldier living quarters

Broken floor decking, stairs, docks, etc.

Continuously running water

(toilets, faucets)

Inoperability of plumbing fixtures and drain lines when other facilities are available in the same building

Replace broken windows

Repair plumbing fixtures when other fixtures are available and not causing damage to the facility

Repair sticking door or window

Repair a pothole

Roof leaks

Pest Control

Chemical toilet requests and maintenance

Washer/dryer repair

DMO

Demand Maintenance Orders

PWO

Project Work Orders

Task Examples

‐ Repair/Replace air handlers ‐ Install handicap ramp ‐ Painting exterior of large building ‐ Repair/Replace fire escape

‐ Yearly Christmas tree lighting ‐ Seasonal HVAC system changes ‐ Scheduled grounds maintenance – grass cutting, street sweeping, snow plowing ‐ Pest Management services ‐ Refuse removal ‐ Snow removal

PMO

Preventive Maintenance Orders

‐ Daily boiler plant operations, sewage plant operations ‐ Daily testing of water ‐ Monthly inspections of lift stations ‐ Annual cleaning of cooling towers ‐ Annual inspection of sump pumps ‐ Grounding point testing ‐ Preventive maintenance of HVAC units (e.g., filter replacements) ‐ Fire/Security alarm troubleshooting ‐ Fertilization and Herbicide ‐ Asbestos inspection/reports ‐ Lead containing paint surveys and reports

OWO

Operational Work Orders

6.0 Frequently Asked Questions (FAQs)

What happened to IJOs? SOs? SOOs?

According to AR 420-1, three (3) classifications for facilities operation, maintenance, and repair tasks exist: Service Orders (SO), Individual Job Orders (IJO), and Standing Operating Orders (SOO). These terms have since been replaced in GFEBS with Demand Maintenance Orders (DMO), Project Work Orders (PWO), and/or Preventive Maintenance Orders (PMOs) and Operational Work Orders (OWO), respectively. DMOs are used for any unscheduled task that is either corrective in nature (e.g., repairs, modifications, and replacements) or not generally considered to be a routine maintenance activity. PWOs are used for non-recurring major repair or work exceeding the DMO work-hours limit. PMOs are used for recurring maintenance work that is performed on a scheduled basis, i.e., preventive maintenance. OWOs are used for work of an operational nature that is performed on a recurring basis. Both PMOs and OWOs are used for scheduled tasks, requiring the preplanning of resources on the basis of a known requirement, and the scheduling and execution of specific tasks.

How is a DMO changed to a PWO?

If the Contractor anticipates that the 32 work-hours threshold will be reached during initial response and review or during work performance on a DMO, the Contractor shall notify the Government to determine if a PWO is required. Notification shall be made through the PWO Estimating and Approval process, providing an estimated start and completion date. In the event of emergency conditions (Priority 1) which prohibit normal notification process, the Contractor shall verbally notify the Government if the anticipated work to mitigate the emergency will exceed the hourly threshold. Upon Government review and approval, the DMO must be converted to a PWO. The original DMO will be canceled with annotation of the conversion. All hours and costs originally charged to the DMO as well as any additional hours and costs shall be charged to the established PWO.

When do I use a (DMO/PWO/OWO/PMO)?

DMOs and PWOs are used for Unscheduled Tasks that may or may not exceed 32 work-hours and are corrective in nature. For tasks requiring 32 work-hours or more, a PWO shall be used. Scheduled Tasks are ordered through PMOs and OWOs. For tasks involving the systematic inspection, care, and/or servicing of equipment, utility plants and systems, buildings, structures, and grounds facilities, a PMO is used. All other Scheduled Tasks that are not preventive maintenance are completed through an OWO.

Why 32 work-hours for the DMO-PWO cutoff?

DFARS 222.402-70 states that 32 work-hours is the cut-off for Service Contract Labor Standards wage rates. Projects must comply with Wage Rate Requirements once the 32 work-hours are exceeded. DMOs are subject to provisions of the Department of Labor wage determinations.

What if there are changes to PWOs?

When unforeseen conditions will increase the cost of the PWO, the Contractor shall stop work on the PWO and inform the Government immediately. One example of unforeseen conditions is the discovery of deficiencies within walls and ceilings that could not be known to the Contractor initially. The Contractor shall, at the direction of the Government, estimate the amount of additional labor, material, and equipment required to complete the work. The Contractor shall provide the estimate to the Government and shall do no further work on the PWO until directed to do so by the Government. In the case of an emergency situation (life threatening, damage to Government property), approval to continue work may be given verbally by the KO. The Government may, at its discretion, concur or non-concur with the estimate of additional work.

When additional work is approved, the original amount of the PWO shall be revised accordingly. Once the change is approved, the Contractor shall resume work on the PWO immediately or as directed by the Government.

What are the priorities of DMOs?

DMOs are classified in AR 420-1 as either Emergency/Critical (Priority 1), Urgent (Priority 2), or Routine (Priority 3).

o Priority 1: Emergency/Critical — to be responded to no later than one (1) hour after receipt of request and completed within twenty-four (24) hours o Priority 2: Urgent –– to be responded to within twenty-four (24) hours and completed within seven (7) duty days o Priority 3: Routine –– to be responded to and completed within thirty (30) calendar days

7.0 Acronyms

ACOR Alternate Contracting Representative AR Army Regulation CLS Common Levels of Support COR Contracting Officer’s Representative DFAR Defense Federal Acquisition Regulation DFAC Dining Facility DMO Demand Maintenance Order (GFEBS term) DPW Directorate of Public Works GFEBS General Fund Enterprise Business System IJO Individual Job Order IMCOM Installation Management Command KO Contracting Officer OWO Operational Work Order (GFEBS term) PM Preventive Maintenance PMO Preventive Maintenance Order (GFEBS term) PWO Project Work Order (GFEBS term) SO Service Order SOO Standing Operating Order SOP Standard Operating Procedures

Attachment 3 (CLS 403 Refuse Removal) Solid Waste Management

24 April 2019

Attachment 3 CLS 403 Solid Waste Management

1.0 GENERAL INFORMATION

1.1 Overview

1.2 Deliverables

1.3 Co-mingling Waste

1.4 Outside Normal Duty Hours

2.0 DESCRIPTION OF SERVICES

2.1 Scope

2.1.1 Ordnance

2.1.2 Hazardous Materials

2.1.3 Scavenging

2.2 Schedules

2.2.1 Refuse Collection Schedule

2.2.2 Specific Tasks Routes/Schedules Submittals

2.3 Recycle Support

2.3.1 Recyclables Segregation

2.4 Collection Containers

2.4.1 Container Management

2.4.2 Containers and Installation Access

2.4.3 Containers in Field Training Areas

2.4.4 HAZMAT in Containers

2.4.5 Container Approval

2.4.6 Serviceable Containers

2.4.7 Container Lids

2.4.8 Evaluating Containers

2.4.9 Container Replacements

2.4.10 Container Spillage

2.4.11 Complaints

2.4.12 Container Cleaning Schedule

2.5 Collection Vehicles

2.5.1 Vehicle Maintenance

2.5.2 Unserviceable Vehicles

2.5.3 Scales

2.6 Special Events/Tasks

2.6.1 Special Events Planning

2.6.2 Additional Services

2.6.3 Airfields

2.7 Other Events

2.7.1 Storms and Natural Disasters

2.7.2 Inclement Weather Planning

2.7.3 Inclement Weather Delay

2.7.4 Unscheduled Clean-Ups

2.7.5 Examples of Scheduled and Unscheduled Requirements

2.7.6 Emergency Work

2.7.7 Installation Closures

2.8 Reports

2.8.1 Monthly Summary Report

2.8.2 Work Control, Records, and Reports Plan (WCRRP)

2.8.3 Container Condition Report

2.8.4 Weekly Skip Reports

2.8.5 Regulatory Agency Inspections

2.8.6 Other Reports

3.0 GOVERNMENT-FURNISHED MATERIAL (GFM)/PROPERTY (GFP)/EQUIPMENT (GFE)

3.1 Collection Stations

3.2 Container Inventory

3.3 Container Upkeep

3.4 Serialized Containers

3.5 Cubic Yard Capacity

4.0 WORK CAPABILITY LEVELS

1.0 General Information.

1.1 Overview. Solid Waste Management is a comprehensive approach to managing non-hazardous solid waste that encompasses green procurement, waste prevention, and disposal programs. The Contractor, partnering with the installation, shall determine and utilize the most cost effective Solid Waste Management services, emphasizing innovation and commercial best practices, to maximize diversion. The Contractor shall dispose of all commercial, industrial, and community activity waste in accordance with (IAW) all applicable Federal, State, and local laws and regulations. The waste shall be disposed of at the Fort Stewart Landfill located on Fort Stewart.

1.2 Deliverables. The Contractor shall compile historical data, prepare reports, and submit information as specified by the Deliverables as directed by the Contracting Officer’s Representative (COR) or Alternate Contracting Officer’s Representative

(ACOR).

1.3 Co-mingling Waste. The Contractor shall not co-mingle or transport MSW refuse with off-post generated MSW refuse. Solid waste generated (excluding regulated medical or hazardous waste) shall be collected, transported, and disposed of at the direction of the COR/ACOR.

1.4 Outside Normal Duty Hours. Except for specials events, the Contractor shall not be required to provide services after normal duty hours, weekends and Federal holidays.

Services outside of normal duty hours must be authorized by the Contracting Officer (KO).

2.0 Description of Services.

2.1 Scope. The Contractor shall determine the best disposal method for solid waste management to avoid picking up an empty dumpster or container. The disposal method shall be approved by the KO. The Contractor shall empty refuse containers, compacters, and roll-offs once a week. In the event of demand fluctuations, frequency adjustments must be approved by KO. The Contractor shall remove all litter and waste on the ground within a ten (10) foot radius of the container. The Contractor shall track and report to the COR/ACOR all container weights and number of services per week. The Contractor shall perform services IAW approved scheduled routes for pick-up and respond to calls for service when dumpsters reach full before scheduled pick-up. The Contractor shall not be responsible for any recycling containers. Recycling is handled by a separate contract through DPW Environmental Division.

2.1.1 Ordnance. Under no circumstances shall the Contractor knowingly accept ammunition, explosives, or firearms. The Contractor shall immediately report all potentially explosive items or materials to the Provost Marshal’s Office and Explosive Ordnance Disposal.

2.1.2 Hazardous Materials. The Contractor shall not handle asbestos, human remains, or compact military food heaters. The Contractor shall not handle bio-medical (also known as “red bag”) or other hazardous materials. The Contractor shall report to the COR/ACOR any hazardous materials identified or discovered at the Collection Point.

2.1.3 Scavenging. The Contractor shall prohibit scavenging of materials from the Collection Point. The Contractor shall not salvage materials. The Contractor shall maintain the Collection Point to discourage the harboring, feeding, and breeding of disease vectors.

2.2 Schedules.

2.2.1 Refuse Collection Schedule. The Contractor shall coordinate with the COR/ACOR to develop a schedule that minimizes interference with Government business and submit the schedule to the KO for approval. The Contractor's schedule shall cover a 12-month ordering period (11-months for base ordering period). The Contractor shall submit the schedules not later than (NLT) ten (10) calendar days prior to contract performance start date and every subsequent option period. The Contractor shall submit changes to the schedule to the KO NLT ten (10) working days prior to the proposed implementation date of any change. The Contractor shall not implement schedules or changes to the work schedule without prior written approval from the KO. The Contractor shall perform all work under the contract IAW the Contractor's schedules. All schedules shall be submitted to the KO for approval.

2.2.2 Specific Tasks Routes/Schedules Submittals. The Contractor shall submit a schedule organized in two (2) hour increments and by days of the week for vehicle routes and collection. The report shall be submitted for KO approval NLT ten (10) business days from the award date of the contract. The Contractor shall jointly monitor with the COR/ACOR the fill capacities during the first thirty (30) days of performance and one (1) other time during each performance period. Proposed changes to the schedule or haul route shall be approved by the KO in writing prior to route changes. Estimated container sizes, and current frequencies are found in TE’s C-1 and C-2.

2.3 Recycle Support. Not Applicable.

2.3.1 Recyclables Segregation. Not Applicable.

2.3.1.1 Cardboard. Not Applicable.

2.3.1.2 Bulk Items. Not Applicable.

2.3.1.3 Hazardous Items. Not Applicable.

2.3.1.4 Scrap Metal Items. Not Applicable.

2.3.1.5 Toner Cartridge Items. Not Applicable.

2.3.1.6 Yard Waste Items. Not Applicable.

2.3.1.7 Yard Waste Areas. Not Applicable.

2.3.1.8 Brass Deformer. Not Applicable.

2.4 Collection Containers.

2.4.1 Container Management. The Contractor shall place, combine, relocate, and remove all refuse containers and equipment in types and quantities, adequate to collect and deliver after receiving approval from the COR/ACOR. Damages to property or grounds after placing containers shall be repaired by the Contractor at no cost to the Government.

2.4.2 Containers and Installation Access. The Contractor shall place refuse containers according to standoff distances IAW Installation Force Protection Guidance. In addition, the refuse collection containers shall be positioned more than fifteen (15) yards from a food establishment’s entrance doors and adjacent entry way.

2.4.3 Containers in Field Training Areas. The Contractor shall provide refuse containers to support training on ranges and field training exercises.

2.4.4 HAZMAT in Containers. The Contractor shall notify the Directorate of Public Works (DPW) Environmental Division immediately after asbestos or other HAZMAT has been identified.

2.4.5 Container Approval. All refuse collection containers (e.g., bins, totes, or cages) shall be KO approved.

2.4.6 Serviceable Containers. The Contractor shall maintain refuse containers in a serviceable condition. The containers are unserviceable if any one of the following conditions exist:

a. Container does not meet specifications

b. Container is not leak proof (storm water pollution prevention compliant)

c. Container is not enclosed (except for roll-off containers designed to be open)

d. Doors, lids or hardware are missing, damaged, not operational, or do not close in the manner in which they were designed to close

e. Over twenty-five percent (25%) of exposed surface is not a uniform color (painted if container is not molded or composite plastic)

f. Over ten percent (10%) of exposed surface is covered with rust

g. Container exterior is damaged (substantial dents, holes, excessive scratches, burrs, ragged edges that present the container in an undesirable appearance).

2.4.7 Container Lids. All containers shall be equipped with plastic/metal lids. All solid waste container tops, lids, and doors shall be closed after emptying.

2.4.8 Evaluating Containers. The Contractor shall evaluate the condition of collection refuse containers on a quarterly basis and provide this information in a report to the COR/ACOR. The report shall include container size, location, condition rating, number of times cleaned that quarter, number of times painted that quarter, the number of times repaired that quarter, number of dumpsters moved that quarter, total number of serviceable collection containers, and number of collection containers in need of repair.

2.4.9 Container Replacements. Deteriorated solid waste containers shall be replaced or repaired by the Contractor at no cost to the Government. The Contractor shall replace containers within two (2) working days of receiving notification. The Contractor shall furnish replacement containers when containers are removed for cleaning, painting, maintenance, or repair.

2.4.10 Container Spillage. The Contractor shall pick up all spillage resulting from emptying of container and compacting of solid waste, recycle material, or grease in vehicles.

2.4.11 Complaints. Complaints regarding unsanitary conditions due to Contractor negligence shall be corrected by the Contractor within two (2) hours of notification.

2.4.12 Container Cleaning Schedule. The Contractor shall provide the COR/ACOR with a recommended refuse collection container cleaning schedule NLT ten (10) calendar days after contract award. The Contractor shall only clean refuse dumpsters containing food waste, (e.g., containers at dining facilities, cafeterias, etc.) as needed. The Contractor shall provide to the COR/ACOR with a list of refuse collection containers that have received cleaning service each month throughout the Period of Performance (POP).

The Contractor shall provide a Monthly Refuse Container Cleaning Schedule that shall include days of service and driver, each container location, container type, cleaning time, and cleaning method. The Contractor shall clean and sanitize refuse containers as needed to ensure they are clean and odorless.

2.5 Collection Vehicles.

2.5.1 Vehicle Maintenance. Collection vehicles shall be maintained and serviced IAW the manufacturers’ recommendations. The Contractor shall ensure collection vehicles receive periodic safety checks and all irregularities shall be repaired before the vehicle is operated. The Contractor shall remove, all inoperable or unserviceable Contractor-furnished vehicles and equipment, off the installation. The Contractor shall not leave MSW in collection vehicles over twenty-four (24) hours. The collection vehicle operator shall immediately clean up all spills caused during the operation. All operators of Contractor-furnished vehicles shall be licensed by the State and operate IAW installation traffic regulations. The Contractor shall not leave vehicles unattended unless properly locked and secured.

2.5.2 Unserviceable Vehicles. The Contractor shall have serviceable vehicles to ensure completion of contract requirements in the event of breakdowns, repair, or other mechanical problems. Vehicles that are identified as unserviceable shall be repaired or replaced NLT seven (7) calendar days at no additional cost to the Government. The Contractor shall provide maintenance and repair service.

2.5.3 Scales. Collection equipment of the types used for the collection, storage, and transportation of MSW shall meet the standards established by the American National Standards Institute (as of the effective date(s) established in ANSI Z245.1, Safety Standards for Refuse Collection Equipment).

2.5.3.1 Contractor shall comply with Section 391-3-4.06 of the Georgia Rules of Solid Waste management Collection Operations and Fort Stewart’s PBR-089-37COL.

2.6 Special Events/Tasks.

2.6.1 Special Events Planning. The Contractor shall participate in the planning and coordinating of special events. Scheduled special events typically take place installation-wide.

2.6.2 Additional Services. The Contractor shall be required to provide an additional 600 collections (annually) and relocate 200 containers (annually) for special ceremonies, small construction projects, security, organizational events, unit moves, and to satisfy the Command. Relocations shall be accomplished, with the approval from the KO, not more than eight (8) working hours after the verbal request by phone. Major events requiring refuse support will be planned two (2) weeks in advance and the Contractor shall provide services necessary to support the event. The Contractor shall place refuse containers at the event or locations for the period of time specified by the COR/ACOR.

2.6.2.1 Reimbursable Services. The Contractor shall provide dumpster support to our reimbursable customers (i.e. AAFEES, DECA, MWR), which are found in TE’s C-1 and C-2.

2.6.3 Airfields. Airfields have special considerations to prevent hazards. Hunter Army Airfield and Wright Army Airfield require a Foreign Object Damage FOD) Prevention Program. The Contractor shall adjust operations, pick up frequencies, or collection plans to meet the FOD Prevention Program requirements. The Contractor shall monitor and if necessary, adjust the capacity and frequency to prevent overflow of containers. The Contractor shall immediately pick up all debris that flies off the refuse collection container or the collection vehicles during operation.

2.7 Other Events.

2.7.1 Storms and Natural Disasters. The Contractor shall provide additional collection containers or increase frequency of services to manage the temporary demand. The Contractor shall provide additional resources as needed to facilitate returning to full operational capacity.

2.7.2 Inclement Weather Planning. Upon notification of destructive weather by the COR/ACOR to prevent damage to containers, the Contractor shall collect all containers and temporarily relocate them to positions adjacent to buildings or other immovable structures. The Contractor shall provide appropriate tie-downs. The Contractor shall return all refuse collection containers to normal positions when destructive weather conditions have diminished.

2.7.3 Inclement Weather Delay. If the Contractor determines unsafe weather conditions for continued operations, then the Contractor shall request approval from the KO to suspend services. The Contractor shall suspend collection and disposal operations because of inclement weather only after receiving approval from the KO. The Contractor shall resume operations with KO approval.

2.7.4 Unscheduled Clean-Ups. The Contractor shall remove materials on the ground at collection sites and clean-up unauthorized (illegal) dump sites. Examples may include abandoned property generated from unit moves or barracks clean-ups. The Contractor shall provide the appropriate containers and labor.

2.7.5 Examples of Scheduled and Unscheduled Requirements. Scheduled requirements include the following: military unit moves, barracks/dormitory clean-ups, MARNE Week, Armed Forces Day, military unit field exercises, Freedom Fest, Family Day, and Single Soldier Day, recovery operations due to natural causes or man-made causes, managed hunts and military unit deployments. The Contractor shall provide collection containers to adequately manage the waste volume. Unscheduled events will be coordinated through the COR/ACOR. Upon notification, the Contractor shall provide the required services within five (5) working days.

2.7.6 Emergency Work. The KO may designate a work requirement as an emergency.

The Contractor shall respond immediately to emergency work requests. The Contractor shall divert employees, if necessary, to respond to and accomplish emergency work.

Emergency work would be necessary for the protection of life, health, or safety.

Response time shall not exceed one (1) hour and work shall commence within two (2) hours upon notification. The Contractor shall continue working until the work is complete.

2.7.7 Installation Closures. The Contractor shall have a Project Manager, designated as emergency essential, to handle refuse collections during installation closures IAW

DFARS 237.76.

2.8 Reports.

2.8.1 Monthly Summary Report. The Contractor shall provide a monthly summary report of tonnage landfilled.

2.8.2 Work Control, Records, and Reports Plan (WCRRP). The Contractor shall develop and implement a WCRRP to include all information control procedures necessary to ensure timely and acceptable accomplishment of all contract data requirements; and permit tracking of work in progress. The Contractor shall submit a WCRRP to the KO for approval NLT ten (10) days after contract performance start date, and modifications to the plan NLT seven (7) working days prior to implementation of any changes. The Contractor shall revise, modify, and resubmit the plan for approval annually. The Contractor shall accurately, completely, and legibly prepare and submit the documentation and automated reports to the KO. Reports shall include any supplemental charts, photographs, manufacturer's pamphlets, etc., necessary to complete the report.

2.8.3 Container Condition Report. The Contractor shall evaluate the condition of the collection containers on a monthly basis and provide this information in a quarterly report to the COR/ACOR.

2.8.4 Weekly Skip Reports. The Contractor shall provide a Weekly Skip Report (WSR) to the COR/ACOR listing containers that cannot be serviced because of blocked access, contamination, illegal material, etc. The Contractor shall contact the COR/ACOR within (one) 1 hour after identifying the non-collected container.