Attachment 1 400 Engineering Services NS FY21 10Oct19 r3 25Mar20.docx

CLS 400 Engineering Services

Attachment 1

Engineering Services

10 October 2019

REVISION – 5 25 March 2020

Table of Contents

CLS 400 Engineering Services i

General Information.

Overview. CLS 400 Facilities Engineering Management Services. This CLS provides facility engineering services, maintain facility engineering management systems, business management systems, and databases. This program provides facility maintenance engineering services, estimating services, supply functions, scheduling, and work management services.

Other Government Contracts.

The Government has work being performed by other contractors on the installation which will require interface and support from the Contractor. The Job Order Contract (JOC) Contractor my require support during the performance of their construction projects consisting of system outages. The Utility Contractor (Electrical, Water, and Gas) will be performing utility operations and maintenance (DMOs, PMOs, OWOs, and PMOs). There are other contractors performing, custodial services, refuse collection services, pest management, and grounds maintenance.

Work Management and Control.

The contractor shall utilize General Fund Enterprise Business System (GFEBS) as their work management system for the performance of this contract.

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

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

Reporting Requirements.

The Contractor shall prepare and maintain all maintenance records, files, and reports in General Fund Enterprise Business System (GFEBS). The Contractor shall prepare the following reports:

Quarterly Energy Conservation Report. The Contractor shall prepare and submit a Quarterly Energy Conservation Report IAW DI-MISC-80508B, CDRL/Deliverable #29IAW Deliverable #31. The report shall provide progress and status on specific initiatives. Reports list the actions taken in the previous quarter by the Contractor to reduce energy consumption and associated costs. The Contractor shall also maintain a copy of the report on file for review. The reports shall include the objective of the report, actions taken in previous quarter to reduce energy consumption and enclosures supporting the actions, and actions planned for the next quarter.

Accountable Property Data Sheet Report.5.2. The Contractor shall submit an Accountable Property Data Sheet Report IAW DI-MISC-80508B, CDRL/Deliverable #30IAW Deliverable #32. The Contractor shall list all equipment installed and/or removed from service by completed PWO. The Contractor shall submit a copy of the report to the COR each month. The report shall include the following information:

· Name of the project

· Contract (PWO) number

· Facility (building or location)

· Indication of whether equipment is “installed” or “removed”

· For each piece of equipment, the following is noted:

· Item number

· Number of units

· Item name, type, size, capacity, serial number, etc. (all information usually listed on the manufacturer’s name plate, so as to positively identify the piece of property)

· Name of manufacturer

· Cost (Freight on Board (FOB) work site, without installation costs)

· Description of removed property/equipment

· Disposition of removed property

DPW Effort Report. The Contractor shall prepare a DPW Effort Report IAW DI-MISC-80508B, CDRL/Deliverable #31IAW Deliverable #33. Monthly and Year-to-Date (YTD) results of Operations Work Order (OWO), Demand Maintenance Orders (DMO), Preventive Maintenance Order (PMO), Project Work Order PWO, and both Service Contract Act (SCA) and Davis-Bacon Act (DBA) PWO efforts are included in this report. The report shall contain a listing of the hours, quantities, and costs associated with each type of work per CLS. The reported costs shall be broken down into labor and material/equipment categories. All monthly information shall be contained on the first page with year-to-date YTD totals following. Each type of work shall be listed as a column heading with totals for each column.

Utility Meters. The Contractor shall read all meters monthly to support the Government’s billing cycle. Government personnel will assist the Contractor in completing these forms for the first month’s meter readings. The Contractor shall incorporate all future meter changes or additions into the consumption calculations along with updated or new meter single line diagrams. These meters are located RSA wide. The Contractor shall prepare and update/maintain single line diagrams of each utility meter’s actual location, serial number, and service configuration IAW DI-MISC-80508B, CDRL/Deliverable #49IAW Deliverable #51.

The Contractor shall read various industrial and domestic meters (type and amount of each provided in Technical Exhibit #29 and prepare a Monthly Utility Meter Report (broken down by: Electrical, Steam, Gas, and Water) IAW DI-MISC-80508B, CDRL/Deliverable #47IAW Deliverable #49. The Contractor shall ensure that all meter readings and consumption calculations are accurate based on previous meter readings and historical consumption trends. The meter report shall show previous and current read dates on each meter reading. The Contractor shall include in the meter report all meter readings, read dates (previous and current) meter changes and deviations from the normal system configuration along with an explanation of their impact to the meter readings and consumption calculations. The Contractor shall include, in the meter report, the meter make, model and current transformer (CT) ratio, all meter changes and deviations from the normal system configuration along with an explanation of their impact to the meter readings and consumption calculations.

The Contractor shall annotate inoperable meters or inaccurate readings and submit a DMOs for their repair or calibration. The Contractor shall inspect, maintain, and calibrate all meters based on industry standards. The Contractor shall calibrate/verify approximately 150 meters used for billing purposes at least once every 4 years. Government personnel will provide the Contractor with a list of meters used for billing. The Contractor shall prepare and submit a monthly meter calibration report that contains building number, specific locations in building (mechanical room #, southwest corner outside the building, meter box location from reference building), meter type (i.e programmable, analog, vortex, etc., meter number, manufacturer, serial number, problem description, and calibration/verification date. IAW DI-MISC-80508B, CDRL/Deliverable #48IAW Deliverable #50.

Publications and Forms.

Specific publications and forms required for the accomplishment of work described in this CLS are listed in Overarching PWS.

Description of Services.

Work Management Services.

This program includes work identification, work reception, planning and prioritization, work estimation, work approval and funding services. The Work Management Services Program manages, integrates, and assures consistent and equitable delivery of services.

The Government will provide the Contractor access to GFEBS to be utilized for work management and to capture work cost and performance details. The Contractor shall utilize GFEBS for tracking of work orders, work data collection, and equipment data collection. This information shall be related to building type, building number, equipment category, age, life expectancy, number of work orders by month and quarter, and other relevant information. The data shall be jointly reviewed in order to make sound business decisions concerning the Annual Work Plan and capital improvement projects. GFEBs shall be used in the planning, programming, execution, and monitoring of all maintenance. GFEBS is enterprise and is accessible through the Government network via Government provided computer systems.

The Contractor shall provide all necessary specialty software that they require in performance of the work requirements. The Contractor shall be responsible for population of the database or maintenance management program, with building components and equipment. The Contractor shall be responsible for the operation and maintenance of the software, computers, servers, and networks associated with the software’s use. All data and records collected by the Contractor in these systems are the property of the Government and copies shall be provided upon completion of this contract.

The Contractor shall maintain and update the density list of equipment maintained under this contract and captured in GFEBS. The Contractor shall submit this list of equipment to the KO/COR when changes are made.

GFEBS Support.

All Demand Maintenance Orders (DMO), Preventive Maintenance Orders (PMO), Operational Work Orders (OWO), and Project Work Orders (PWO) shall be entered into the applicable modules in GFEBS within established timelines. The Contractor shall enter all approved Work Requests that have not been entered into GFEBS within thirty (30) days after contract award. The Contractor shall enter all labor and material costs into GFEBS within two (2) working days of the DMO or work phase completion. The Contractor shall input, correct errors, and maintain data in the GFEBS database management system. The Contractor shall use GFEBS to export data for reports. The Utility Contractor (Electrical, Water, and Gas) will be treated as a utility shop in GFEBS Work management system. The contractor shall receive utility work requests and record these requests in GFEBS. The contractor will forward these work requests to the Utility Contractor for accomplishment. The Utility Contractor will provide the contractor with labor hour and labor and material cost data for each work request for close out in GFEBS

Database Tasks/Requirements.

The Contractor shall accomplish tasks to manage internal and external databases associated with activities created and documented in GFEBS, analyzing to continuously improve efficiency, effectiveness, and quality. The Contractor shall create PMOs and make changes to the GFEBS PMO maintenance plans, as directed by the COR/ACOR. The Contractor shall compile data on performance, prepare recurring and special reports, and respond to a variety of internal and external customer requests to include order creation, status, and general information. The Contractor shall review, verify, and provide feedback to stakeholders and leadership. The Contractor shall correct discrepancies on Labor and Equipment forms within the database prior to final GFEBS submission.

Demand Maintenance Orders (DMO).

Unscheduled (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 or maintenance and repair 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. If the number of work-hours required is expected to exceed the 32 work-hours threshold, the task must be reclassified as a PWO. If the PWO is urgent in nature and will adversely impact a facilities personnel or mission the Government may classify the PWO as an Urgent PWO (UPWO) for expedited accomplishment.

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 Contractor will determine DMO types and priorities according to set criteria and the Government reserves the right to reclassify DMO priorities as it deems necessary.

Emergency, Urgent and Routine DMO Completion Time. The Contractor shall prioritize all DMOs as emergency, urgent, or routine and complete the DMOs IAW specified completion times. When repairs cannot be made within the time specified, the Contractor shall notify the COR.

Demand Maintenance Order (DMO) Definitions

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 during normal duty hours and two (2) hours for other than normal duty hours. 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.

Emergency repair services/actions include corrective actions for reported conditions such as:

· All unscheduled service requests for water service failures

· All unscheduled service requests for Fire Protection System failures

· Elevator entrapment; requests involving safety and health of personnel

· Equipment deficiencies reported that affect computer and other electronic type facilities

· Operation of research and development facilities

· The spoilage of food or supplies in cold storage facilities and refrigeration equipment

· The presence of gas/oil leaks or fumes/smoke from such leaks

· Energized electric wire exposed or arcing

· Water entering the building

· Water backing up in plumbing fixture(s)

· Utility outage

· Malfunctioning door or lock where security risk exists

· Broken glass in door or window where security risk exists

· Plugged drain or plugged plumbing fixture

· Water faucet running steadily (continuous stream)

· Inoperative water faucet (if no others are available for use within building/area)

· No hot water

· No heat when outside temperature is below 45 degrees F

· When 2 or more radiators are not operating, and require the bleeding of radiators

· MWR Child Development Centers of all types i.e. Child, Youth and School Age Services, etc.

· Entire Facilities, Wings of Large Facilities, Command & Staff Offices, and Directors Office of Organizations.

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 responded to and completed within seven (7) calendar days from receipt, unless reduced to a Priority 3.

Urgent DMO repair services/actions include corrective actions for reported conditions such as:

· No functioning lights in room

· Toilet continuously flushing

· Unable to secure door/non-functioning closure

· Continuous drip from ceiling

· Air conditioning not functioning in warehouse

· Toilet continuously running

· Down range power outage at test area

· Elevator malfunction (no personnel stuck in elevator)

· Air conditioning malfunction in headquarters area

· Malfunctioning toilet in handicapped stall

· Exterior door will not close

· Roof leaking through light fixture over cubicle area

· Light malfunction in elevator

· Debris blowing out of HVAC vent

· Air conditioning malfunction in large office areas & conference rooms.

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.

The Demand Maintenance Order response times for Facility Maintenance are stated in Table 2.4.3.4-1.

Table 2.4.3.4-1 Demand Maintenance Orders Response Times for Facility Maintenance

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.

The Contractor shall maintain a Demand Maintenance Order Reception Desk (DMORD),24 hours per day, 7 days per week, including Federal Holidays, to Receive DMOs. DMORD duties may be performed by the Control Room Operators for hours outside the PPP. The DMORD shall receive all DMO requests for this contract and the stand-alone contracts (Utility Contractor, Custodial Services, Collection and Disposal of Refuse, Pest Control Services and Fire Protection Systems). The person(s) performing work reception shall be fully familiar with the Contractor's organization and procedures as well as the terms and response factors specified herein. During non-duty hours, The Contractor is authorized to execute DMOs that do not exceed 32 work hours in labor. DMOs exceeding the Contractor’s authorized limit shall be executed IAW paragraph 2.6. The work control team shall have at least one year of experience entering maintenance orders into GFEBS, charging time and materials on the orders, and running/analyzing maintenance order reports.

The DMORD shall receive all DMO requests for this contract and the stand-alone contracts Utilities (Electrical, Water, and Gas), Custodial Services, Collection and Disposal of Refuse, and Pest Control Services). As part of the receipt process the Contractor shall take down all required customer information: work/problem nature; location of service work requirement, including the facility number; name and telephone number of requestor, and priority level and enter it into GFEBS.

The Contractor shall complete all Information in GFEBs and process the requests as follows:

The Contractor shall prioritize as routine or urgent, DMO requests received during the 24 hour period (0730-0730). These requests shall be forwarded daily to the appropriate contractor upon receipt.

DMO requests prioritized as emergency shall be entered within 30 minutes of receipt of service call into GFEBS by the Contractor and data faxed and telephone notification made to the appropriate standalone contractor. The Contractor shall record the time of the notification and person notified on the DMO request. DPW shall provide a list of contractor phone numbers and points of contact.

The Contractor shall develop a methodology within GFEBS to segregate each stand-alone contractor’s DMOs.

GFEBS DMO Number. The Contractor shall notify the customer of the GFEBS-assigned unique number for each DMO. This GFEBS DMO number shall function as a reference number for customer inquiries and Government surveillance purposes.

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

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. The contractor shall manage the Utility Contractors PM program through GFEBS.

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 and engineering services 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.

The Contractor shall perform all PMOs for the facilities and equipment listed in Technical Exhibit #03, Technical Exhibit #15, in accordance with the PM tasks specified in Technical Exhibit #13. The Contractor technicians shall complete scheduled PM work within five days for monthly PM’s, fourteen days for quarterly PM’s, and 30 days for semi-annual and annual PM’s. Until the PMO program as described in paragraph 2.5.4 below is complete, the Contractor shall execute PMOs in accordance with historical PM data provided in Technical Exhibit #02. Within seven days of PMO completion, the contractor shall TECO the PMO in GFEBS.

During the performance of the PMO if the technician identifies other maintenance and repair items requiring attention they shall submit a DMO for correction. This DMO shall be classified with the appropriate priority. If the technician on site makes the repairs his work hours and costs shall be segregated in the type work that was accomplished DMO and PMO.

PMO Program. The Contractor shall develop and execute a PMO program. The Contractor shall first verify and update the component equipment and other systems included at facilities which are listed in Technical Exhibits #03 and #15. During the equipment inventory assessment, the Contractor shall at a minimum, collect the equipment MCD (serial) number, equipment description, work center (shop), building number, frequency basis for that equipment (e.g.- monthly, quarterly, annually, etc.), maintenance plan and task list. Upon completion of the equipment verification, the PMO program shall be developed and entered into GFEBS. The PMO program shall be completed and fully operational in GFEBS no later than 90 days after contract start date. The Contractor shall be responsible for maintaining the accuracy and currency of the equipment list and associated PM Schedules in GFEBS throughout the life of the contract.

PMO Schedules. Once the PMO Program is established in GFEBS, the contractor shall create a spreadsheet titled PM schedule. The Contractor shall continually update the list as required with the COR. The PM schedule shall be MS Excel based and include work center, maintenance plan, equipment number, equipment description, building number, frequency, task list, date called/scheduled, and any additional notes pertinent to the PM (e.g.- date added, new building, etc.). Additionally, by close of business each week, the Contractor shall provide the COR in MS Excel, a project PM planning schedule of work to be accomplished in the following week.

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

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

Warranty Program. The Contractor shall establish and maintain a Warranty Program to warrant all equipment, parts, components, where the manufacturer's provide a warranty and shall be exercised for the duration of this contract. This is for equipment installed by the Contractor and for equipment installed by other Government contractor’s. The Contractor shall input the warranty information into GFEBS and provide the COR/ACOR with a copy of the warranty and manual for all equipment in an excel sheet format. The warranty excel sheet should be updated as warranty information changes for the equipment. The warranty information in the excel sheet should match exactly what is in GFEBS. The Contractor shall provide a plan for managing warranties with the technical proposal. All warranty data shall be returned to the Government at contract completion. When Contractor personnel determine that a warranted item not installed by the Contractor requires service, the Contractor shall notify the COR in writing no later than 9:00 AM the next working day, or give telephone notification within fifteen (15) minutes of detection if the deficiency threatens damage to personnel or property. The COR/ACOR will direct the Contractor to: (1) repair the deficiency, if potential damage may result from deferring repairs; or (2) clean the work area and stop work. The Contractor shall not receive payment for work not authorized by the COR/ACOR which is performed on warranted equipment, unless the COR/ACOR concurs that such work was a legitimate response to a true emergency condition.

Operation Work Orders (OWOs).

The Contractor shall perform Operation Work Orders (OWOs). 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, landfill operations, and heating and cooling services. 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.

Operations Work Orders (OWO). The Contractor shall respond to and complete individual tasks related to OWOs. An OWO is recurring maintenance, cyclical in nature, outside of GFEBS scheduled PM, requested demand maintenance, or projects. PM performed under an OWO will migrate to a PMO in GFEBS.

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.

The Contractor shall provide all management, supervision, personnel, labor, materials, tools, equipment, and protective clothing and equipment to establish a Wage Rate Requirements (formerly Davis Bacon Act) Shop on site to facilitate the prompt completion of maintenance and repair PWOs. The shop shall have a minimum staffing level defined in Technical Exhibit #4. The contractor will propose loaded labor rates for the craft type and a markup percentage as define in CLIN 0015.

DA Form 4283, Facilities Engineering Work Requests, shall serve as the authorization document for the initiation and execution of PWOs or OWOs. The form will be submitted electronically by email or hard copy for a PWO or OWO generated from a DMO, PMO, or identified by the contractor. The DA Form 4283 shall be submitted to the BOID for processing and approval.

The Contractor shall immediately notify the COR when a DMO that impacts a facility or system and requires immediate maintenance and repair to prevent adverse impact to a tenant’s mission or personnel and exceeds the 32 hours. Upon the COR confirmation of the urgency the COR will notify the KO and request that it be Classified as an Urgent Project Work Order (UPWO). The contractor shall prepare a DA Form 4283 detailing the scope, a Rough Order Magnitude (ROM) estimate, and an estimated completion date within 2 hours and submit to the KO/COR for approval. Upon approval by the KO tThe KO/COR will provide technical direction for notify the contractor to proceed with the work as a UPWO with completion as soon as possible not to exceed 7 days. The Contractor will proceed immediately utilizing either the Service Contract labor Standards or Wage Rate Requirements employees as determined by the Government with the labor and material costs charged to CLINs 0013 and 0014 respectively. As the contractor proceeds with accomplishing the work the UPWO will be finalized and processed in accordance with the guidelines for a PWO as defined in the following paragraphs.

The Government will provide the Contractor with the DA Form 4283 that delineates the scope of the project. The Contractor will provide detailed scoping, design, and cost estimates within ten (10) working days of receipt of the request, and a request for an estimate. The OWO/PWO will be negotiated as follows:

a. The process for UPWO will be in accordance with (IAW) paragraph xx2.7.2.1.

b. The Contractor shall provide the preliminary desktop (scoping), design as required and cost estimate based on the DA Form 4283 to the COR within five (5) working days of receipt,

c. When requested in writing by the COR, the Contractor will provide detailed scoping, design, and cost estimates within ten (10) working days of receipt of the request,

d. Negotiate the terms and conditions of the OWO/PWO, to include a scheduled completion date.

e. d. KO will issue a contract modification incorporating the OWO/PWO into the contract.

f. It is estimated that the number of detailed estimates required under this contract will be approximately 2,000 per year.

Preparation of Detailed Estimates. The Contractor shall prepare detailed estimate of the labor, equipment and materials required to complete PWO work using industry accepted estimating procedures and data from R.S. Means, Building Construction Cost Data, or other appropriate estimating sources approved by the COR. Estimates shall be prepared electronically, using WinEst Estimating System. The contractor shall propose a coefficient (cost markup percentage) in the contract PWO CLIN that will be applied to the PWO cost. This coefficient will take into account required adjustments for the Department of Labor Wage Rate Requirements Wage Determinations, General and Administrative (G&A) costs, Fee/Profit, and any other required costs. All estimates, supporting information, documentation, and calculations shall be submitted to the COR.

Subcontract Work. PWOs subcontracted IAW with the Contractor’s purchasing system where three (3) independent offers are obtained and the low offer is accepted will not require a detailed cost estimate. Work, which the Contractor proposes to subcontract, shall be identified in the estimate. Information, documentation and calculation required for subcontract work is the same as that required for work to be performed by the Contractor's work force.

Specialty Subcontracting Work. For specialized services where R.S. Means or other estimating standards are not applicable, the Contractor shall prepare a proposal that shall include a minimum of three (3) subcontractor quotes. Quotes shall include all labor, material and equipment necessary for subcontractor to complete the work to be performed on the work request. If the work is of such a type that only one (1) subcontractor can be found to perform the work, then a proposal, including breakout of costs, shall be provided sufficient for the KO to determine that the price is reasonable. If only one (1) subcontractor is solicited the contractor shall provide information to the KO sufficient to justify the sole source procurement.

Execution of PWO Work. The contractor shall provide proposals for all PWO Work addressing the scope, performance schedule and proposed price. The proposal shall provide supporting data presented including labor, and other direct costs such as equipment, material, and subcontract estimates. The labor costs shall be subject to the fully loaded labor rates identified in the Department of Labor Wage Rate Requirements Wage Determination.by shop found at CLIN 0015 other direct costs shall subject to mark-up factor also found at CLIN 0015. The COR will evaluate the Contractor's estimate to determine if: (1) the scope has been clearly and accurately identified, (2) the task hours have been properly estimated with supporting data presented, and (3) equipment, material, and subcontract estimates are reasonable and properly documented and provide recommendations to the KO. After the estimate has been reviewed, the KO will determine whether to approve or negotiate elements of the PWO. Upon KO acceptance or negotiation of the proposed PWO, the KO will execute a contract modification to add a Sub Contract Line Item Number (SLIN) with Technical Direction for the effort with a Period Of Performance (POP) for the work irrespective of the overall contract POP.

Wage Rates for PWOs. Specific work shall be subject to wage rates under the Construction Wage Rates as identified in the Section J.

DPW Support Services.

DPW Support Services program provides overall management of DPW services. This program includes business management activities, e.g., development of metrics, collecting and collating data from multiple sources, performing analysis, and generating reports for ALL DPW functions (CLS 400 – CLS 509) This program also provides upward reporting and information for data calls.

Summary of Expectations. Facilities Engineering Management Service provides facility engineering services, design services, construction management, inspection, contract inspection, and management services. This service also maintains facility engineering management systems, business management systems, and databases.

The Contractor shall leverage GFEBS to efficiently and effectively perform all maintenance tasks. The Contractor shall respond promptly to work requests and is required to focus on quality documentation, prioritized listings, comprehensive inspections, and overall support for management decisions. The Contractor shall provide courteous, prompt, responsive, cost effective and professional support in all areas.

The Government desires a strong partnership with the Contractor and a relationship that proves mutually beneficial to each party. The Government will review the performance metrics provided by the Contractor to understand overall performance and performance trends.

The Contractor shall provide technical reviews and make recommendations and comments on Corps of Engineers and DPW design and construction drawings for functional operations, maintenance, repair, and construction projects. The Contractor shall provide technical services to DPW engineering personnel. The services shall include developing criteria for equipment installation, maintenance, repair, contractor facilities construction job order requests, and structures responsibilities.

The Government will conduct pre-construction conferences for one-time construction contracts which are awarded to other contractor firms. The Contractor shall have a representative attend these conferences, when requested by DPW. The Government will give the Contractor notice of the date and time of these conferences.

The Contractor shall have conceptual engineering, technical, and management support to provide adequate descriptions of work, shop drawings, PWOs, justification of work, reports, and advisory and industrial engineering services for DPW activities relative to all elements of contracted work functions and facilities at RSA. The Contractor’s management and engineering support shall provide shop drawing and cost estimating for Contractor operations, maintenance, repair, and construction activities. The Contractor shall provide appropriate engineering support for operations IAW DI-MISC-80508B, CDRL/Deliverable #32IAW Deliverable #34.

The Contractor must provide at least one professional civil engineer licensed in the state of Alabama, and a minimum of two civil engineers on staff, with one having structural expertise and must provide electrical, energy, mechanical, environmental, and civil professional engineers licensed in the state of Alabama in the areas of electrical, energy, mechanical, environmental, or civil/structural engineering. The contractor shall provide a professional engineer certified in energy management and a civil engineer with structural and building maintenance experience. These engineers shall provide engineering expertise for the support, inspection, investigations, evaluations, analysis, and designs for the operation and maintenance requirements of buildings and structures, mechanical and electrical systems, roads and grounds, bridges, utility distribution and collection systems, and components to make complete operable systems. All engineering services personnel must be provided onsite, Redstone Arsenal.

The Contractor shall provide annual professional engineering services and inspections for the Installation Status Report (ISR) for all real property facilities and structures on RSA. This includes scheduled Installation Status Report (ISR) inspections for surfaced and un-surfaced areas and bridges, and pavement evaluation inspections as part of the PAVER program. The Contractor shall enter inspection results report and provide a PAVER inspection report to the COR at the conclusion of the inspection, IAW DI-MISC-80508B, CDRL/Deliverable #57IAW Deliverable #66. The Contractor shall provide inspection reports to the COR. IAW DI-MISC-80508B, CDRL/Deliverable #58IAW Deliverable #67, the Contractor shall provide quarterly ISR for Paved Roads and Parking Lots.

The Contractor shall provide professional engineering services and inspections supporting the transport and evaluation of heavy and overweight loads transported on Redstone’s roads and transportation structures to include bridges and culverts. The individual performing these bridge inspections must be a certified bridge inspector. The Contractor must maintain all current bridge inspection files and made available to the Government upon request. The Contractor shall coordinate all inspections with the Engineering Research Development Center (ERDC).

The Contractor shall provide new or updated drawings for all work performed. Drawings shall be prepared in Computer Aided Design (CAD) format IAW DI-MISC-80508B, CDRL/Deliverable #32IAW Deliverable #34. The Contractor shall provide the drawings to the Government, on CD-R in the latest Bentley MicroStation CAD format. Currently that format is MicroStation Version 8, Select Series 4 (rel 08.11.09.829). The Contractor shall use the DPW standard sheet border and title block. The standard sheet size is 40 inches by 28 inches when plotted to scale. All elements including the title block and drawing border shall be included in the completed design file. No elements may be attached to the completed design file through reference. The Contractor shall assign drawing numbers to all new drawings. The drawing number shall be the building number preceded by the letters PW. The sheet number for a new drawing shall be the next available sheet number for the engineering discipline of the drawing. The CAD file name shall exactly match the drawing and sheet number without spaces or hyphenation (i.e., PW-4488-AR-XX.dgn for architectural work on building 4488 with XX being replaced by the next available sheet number). The Government will assign drawing numbers for new site or utility distribution drawings and SKR (a standard paper size) size drawings, and the Contractor shall enter the drawing numbers on the drawing. The Contractor shall revise original drawings by noting the revision number in the revision block and at the location of all changes and revision notes on the drawing. The Contractor shall select and make copies of the existing drawings needed for the required changes from the DPW drawing storage vault, currently located in Building 4488. The original drawing shall not be removed from Building 4488.

Many floor plans, roof plans, site plans, and utility distribution system plans are in existence on the DPW CAD system. When Contractor’s work requires these existing CAD drawings they shall be provided on CD-R in the latest Bentley MicroStation CAD format. Currently that format is MicroStation Version 8, Select Series 4 (rel 08.11.09.829).

The Contractor shall modify these drawings to provide complete and accurate detail of all work to reflect “as-built” conditions and shall return the drawings to DPW. The drawings shall be returned to DPW on CD-R in the latest Bentley MicroStation CAD format IAW DI-MISC-81489A, CDRL/Deliverable #33IAW Deliverable #35. Currently that format is MicroStation Version 8, Select Series 4 (rel 08.11.09.829). The drawings must contain all elements in the active design file. Final revision of the CAD System record drawings shall be made by DPW personnel.

Energy Conservation

The Contractor shall be responsible for developing an Energy Resources Management Plan (ERMP) to include Arsenal wide energy savings from five to twenty percent reduction in energy consumption on energy bills without significant capital investment IAW Executive Order #13123. The Contractor shall provide a certified energy engineer dedicated solely for energy conservation. The energy engineer shall coordinate energy conservation activities with the DPW Energy Coordinator.

IAW DI-ADMN-80925A, CDRL/Deliverable #27IAW Deliverable #27, the Contractor shall prepare a detailed ERMP for achieving site-specific energy efficiency goals and objectives to comply with the requirements of the Army Energy and Water Campaign Plan for Installations within 90 days of contract award. The Contractor shall be responsible for assuring his plan aligns with Arsenal wide energy consumption reduction goals IAW Executive Order # 13423, Strengthening Federal Environmental, Energy, and Transportation Management or Latest Energy Mandates.

The Contractor shall practice utilities conservation. The Contractor shall operate under conditions that minimize the waste of utilities to include:

a. Turn off lights when not in use.

b. Set and maintain mechanical equipment controls for heating, ventilation, and air conditioning systems IAW applicable directives, instructions, manuals, and technical orders.

c. Turn off water faucets or valves when not in use.

Energy. The Contractor shall comply with the “Energy Policy Act (EPACT) 2005, American Society of Heating, Refrigeration, & Air-Conditioning Engineers (ASHRAE) 90.1) and the “Energy…