Performance_Work_Statement_draft.pdf

Performance Work Statement (PWS) Ductless and Split Air-Conditioning

Preventive Maintenance and Services 7/23/2019

Vision Statement

1 Introduction

1.1 Scope

2 General Requirements

2.1 Non-Personal Services

2.2 Business Relations

2.3 Contract Administration and Management

2.3.1 Contract Management

2.3.2 Contract Administration

2.3.3 Personnel Administration

2.4 Subcontract Management

2.5 Contractor Personnel, Disciplines, and Specialties

2.6 Location and Hours of Work

3 Performance Requirements

4 Special Requirements

4.1 Security and Safety

5 Deliverables

6 Enterprise-Wide Contractor Manpower Reporting Application

7 Technical Exhibits……………………………………………………………………………….. 9

8 Points of Contact

Performance Work Statement (PWS) Provide Preventive Maintenance and Repair Services for Ductless, Split Air Conditioning Systems at Various Army Installations on the Island of Oahu, Hawaii

Vision Statement Establish and maintain ductless and split air-conditioning repair services for various US Army Installations on the island of Oahu.

1 Introduction This PWS covers the requirements relating to repair services for various US Army Installations on the island of Oahu.

1.1 Scope

The Contractor shall provide all management, tools, supplies, equipment, and labor necessary to perform preventive maintenance and repair on ductless, split air conditioning systems (does not include window units). The air conditioning systems are located at various US Army Installations on the island of Oahu. The contractor shall perform work in accordance with manufacturer's standards, commercial practices, and applicable federal and state codes.

2 General Requirements Upon award, the contractor shall provide preventive maintenance and repair services of ductless and split air-conditioning systems. The following sub-sections provide details of various considerations on this effort.

2.1 Non-Personal Services

The Government shall neither supervise contractor employees nor control the method by which the contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual contractor employees. The contractor is responsible to manage its staff and prevent actions that are personal service in nature or give such perception. If the contractor believes that any actions constitute, or exhibit the impression of personal services, it shall be the contractor's responsibility to notify the Contracting Officer Representative (COR) immediately.

2.2 Business Relations

The contractor shall successfully integrate and coordinate all activity needed to execute the requirement. The contractor shall manage the timeliness, completeness, and quality of problem identification. The contractor shall provide corrective action plans, proposal submittals, timely identification of issues, and effective management of subcontractors. The contractor shall seek to ensure customer satisfaction and professional and ethical behavior of all contractor personnel.

2.3 Contract Administration and Management

The following subsections specify requirements for contract management and administration.

2.3.1 Contract Management

The contractor shall establish clear organizational lines of authority and responsibility to ensure effective management of the resources assigned to the requirement. The contractor shall maintain continuity between each customer and the COR.

2.3.2 Contract Administration

The contractor shall establish processes and assign appropriate resources to administer the requirements of the contract. The contractor shall respond to Government requests for action in a timely fashion and then based on priority of each service call. The contractor shall establish a point of contact system between themselves and the government to support the contract.

2.3.3 Personnel Administration

Not Applicable.

2.4 Subcontract Management

Not Applicable

2.5 Contractor Personnel, Disciplines, and Specialties

Not Applicable

2.6 Location and Hours of Work

Accomplishment of the results contained in this PWS requires service support at various US Army Installations on the island of Oahu. Direct support will occur from contractor’s duty location.

3 Performance Requirements The following section specifies the performance objectives and performance elements for the contract.

3.1. Routine Repair Work

The COR shall submit work orders from the system generated Demand Maintenance Orders (DMOs) to the contractor via email. In unique circumstances, the COR shall request services via phone communication. The contractor shall acknowledge receipt by email or phone within one (1) business day for routine service calls with a priority of two (2) and above. The contractor shall provide to the COR a cost estimate for repairs that go beyond the normal scope (servicing that result in significant cost or replacement) prior to execution. All other work executed for all items listed on the technical exhibit (TE) upon receipt of DMO from

COR.

3.2 Emergency Repair Work

The COR will notify the contractor via email or phone when emergency repair services are required. The COR will provide the DMO number, nature of the problem, and other relevant information. The contractor shall respond to emergency repair work within 2 hours. The contractor shall email a cost estimate for each emergency DMO to COR to identify cost of labor hours and replacement parts. Contractor shall perform emergency repair only upon approval from the COR.

3.3 Parts Reimbursement

The contractor shall use new parts specified by the manufacturer of items equal or better quality. The government will reimburse the contractor for all parts used for repairs.

Reimbursement for parts is based on the actual cost to the contractor. The contractor shall provide a copy of purchase receipts for all parts used with the repair report to the COR. In no event shall the government be billed any additional charge for delivery of parts to the job site.

Warranty of services for repair and replacement parts is for 90 days. In the event any parts fail within the manufacturer’s warranty period, the Contractor shall arrange for replacement of the defective parts at no additional cost to the Government.

3.4 Monthly Service Report

The contractor shall provide a monthly service report to the COR. The report shall contain the following information:

• Demand Maintenance Orders (DMOs) completed, pending, or on-hold and details affecting the completion of each (when applicable)

• Cost projections and estimated completion times for pending and on-hold DMOs

• Additional relevant information if applicable

Contractor shall provide invoice in Microsoft Word, Excel or Adobe PDF format to the COR by the fifth business day after completion of work.

3.5 Invoicing

In accordance with Federal Acquisition Regulation (FAR) 32.905 (a), the contractor shall provide a copy of each invoice for payment. The invoice shall contain the information listed below as a minimum:

• Applicable Task Order number for the billing period

• Charges per CLIN

• Demand Maintenance Orders (DMOs) relating to each invoice

Details of the invoice shall match quantities and cost reflected on Wide Area Workflow (WAWF).

The contractor shall provide the invoice in Microsoft Word or Adobe PDF format to the COR by the fifth business day after completion of work. The contractor with no additional expense to the government shall perform invoices requiring correction and resubmittal.

4 Special Requirements

This section describes the special requirements for this effort. The following sub-sections provide details of various considerations on this effort.

4.1 Security and Safety

This section describes the security and safety for this effort.

4.1.1 IWatch Training, Anti-Terrorism (AT) and Installation Access

4.1.1.1 Level I AT Standards

IWATCH within the Army is a nation-wide modern version of a neighborhood watch program focused on the threat of terrorist activity. It is an antiterrorism awareness program that the contractor’s workforce, while on Army installations, must all be familiar with to promote and enhance reporting suspicious activity or behavior. The program has two elements: “passive” and “active.” The passive element is an individual’s situational awareness of his or her surroundings.

The active element of iWATCH involves individuals taking action to report suspicious behavior or activities to law enforcement for more investigation.

Contractor personnel, to include subcontractors, performing on or within an Army controlled facility, area or on an Army installation are required to brief and train their personnel on the IWatch program for that area, facility or installation. Training standards will be provided by the COR with five calendar days of contract award. Contractor personnel are train all personnel within 30 days of award or within 30 days of a hiring action. Contractors are to report training to the COR within 45 days of contract award or a hiring action.

LEVEL I ANTITERRORISM (AT) STANDARDS

(a) Pursuant to Department of Defense Instruction Number 2000, “DoD Antiterrorism (AT) Standards,” dated October 2, 2006, each contractor employee requiring access to a Federally-controlled installation, facility and/or Federally-controlled information system(s) shall complete Level I AT Awareness Training on an annual basis and receive a certificate of completion. The training is accessible from any computer and is available at https://jkodirect.jten.mil (enroll in course #JS-US007-14). The contractor is responsible for ensuring that all applicable employees have completed antiterrorism awareness training. The contractor shall certify that their workforce has completed the training through the submission of completion certificate (s) to the https://jkodirect.jten.mil/

Contracting Officer and the Contracting Officer’s Representative (if appointed) within five working days after contract award or prior to access to a Federally-controlled installation or information system.

(b) In the event that the automated system at is not available https://jkodirect.jten.mil (enroll in course #JS-US007-14). (e.g., server problems), a qualified instructor can provide Level I AT Awareness Training. However, if the training is not completed online, the Level I AT Awareness Instructor qualification must be coordinated with the Installation Antiterrorism Officer (or Installation Security equivalent) and the resultant name(s) of approved instructors shall be provided the contracting officer or designee along with all associated cost or schedule impacts to the contract. Antiterrorism performance (Level 1 AT Awareness Training attendance and compliance) may be documented as a performance metric under the resultant contract, and be part of past performance information in support of future source selections.

4.1.1.2 Access to Army Installations-Personnel and Vehicles

(a) Commercial businesses must possess and present a contractor IAP to gain entry at any access control point (ACP). Installation Access Passes (IAP) are processed by the Installation Access Pass Office, Building 6508, Leilehua Golf Course.

(b) In order to obtain a contractor IAP, the A-E shall submit a hard copy spreadsheet, applied to a CD, with names and pertinent data of personnel requiring access to the base (sample attached). Letters signed by the prime A-E and his sub consultants, certifying that the information is current and accurate, shall accompany this request. USACE will submit an approved IAP application with the personnel information sheet to the Installation Access Office.

After the office has processed the paperwork (typically two days), the contractor may pick up his or her pass at the office. The contractor must bring some form of identification with proof of his or her social security number.

(c) Vendors and contractors with commercial vehicles who do business on Army installations on a regular basis can receive extended passes for individual and fleet vehicles, for periods stipulated by the COR/sponsor, by registering their vehicles at the IAP Office. Company “Multiple Operator” memorandums will be presented to IAP personnel upon requesting a vehicle

IAP.

(d) The Contractor shall provide to the Contracting Officer Representative the names and Social security Numbers of individuals requiring access in performance of the contract no later than 14 days prior to start of performance. The Army Organization or Directorate for whom the contractor is working is responsible for processing the paperwork to obtain passes.

(e) The Contractor is responsible for assuring personnel required to access any installation in performance of the contract obtain the required identification. Costs for employees to travel to the Government location will be borne by the contractor. Failure to obtain required identification will not relieve the contractor from contract performance. Contractor shall be responsible for https://jkodirect.jten.mil/ return of identification cards upon contract expiration or when an employee is no longer works under the contract.

(f) The Contractor will provide a list of the names of all employees and subcontractor employees who will access any Army facility in the performance of this contract. Contractor will provide written document used to verify employees and subcontractor's employees compliance with FAR 52.222-54, Employment Eligibility Verification (clause that requires contractor to do background check.) The contractor will provide written proof from the Immigration and Naturalization Service that all employees listed are approved for employment within the US.

(g) At any time contractor employees are operating contractor-owned vehicles on an Army Installation, they shall have in their possession a letter signed by a corporate officer authorizing the individual to drive the vehicle.

(h) The Contracting Officer and the Provost Marshal office shall be notified of any changes in vehicles within three business days of the change.

(i) Lost vehicle passes shall be reported immediately in order to obtain new passes. All vehicle passes issued shall be returned to the Installation Access Office upon completion of the contract, termination of an employee or discontinued use of the registered vehicles.

(j) Failure to follow the procedures outlined above may result in delays in entering Army Installations. The Government is not responsible for any adverse impact on the contractor or its operation because of delays due to the failure to register vehicles.

(k) Contractors operating vehicles on an Army post will not use cell phones unless used with a hands-free device. This applies to ALL personnel driving privately owned and government vehicles on Army installations and housing areas. Failure to comply will result in the loss of on-post driving privileges:

• First offense – 14 days

• Second offense – 30 days

• Third offense – 180 days

If caught driving while privileges are suspended, your privileges may be further suspended for a 5-year period.

(l) The Provost Marshall has the authority to change the above procedures without notice.

Contractors shall adhere to any changes in security procedures.

4.1.1.3 Applicable Directives

• 52.242-5001-DOD LEVEL 1 ANTITERRORISM (AT) STANDARDS

• 52.242-5000-ACCESS TO ARMY INSTALLATIONS-PERSONNEL AND VEHICLES

5 Deliverables The contractor shall provide deliverable(s) as described and specified by the government.

Format and delivery schedule for deliverable(s) shall be as identified in 3.1

6 Enterprise-Wide Contractor Manpower Reporting Application Enterprise Contractor Manpower Reporting Application (ECMRA) The ECMRA is a business process that is by the Army as a means for collecting information on contracts that provide services to the Department of the Army. Contractors are required to register and report information via the CMRA website located at https://www.ecmra.mil/Default.aspx. Additional information such as links to user guides, frequently asked question and help desk information is available via the CMRA website.

For this requirements type contract, reporting is required for each task order issued, and entry via the ECMRA website. Completed report(s) may be submitted at any time after a completion of each task order but no later than Oct 30 of each year. Data must be accurate, complete, and reported separately for each fiscal year that falls within the period of performance. The Federal Government's Fiscal Year is Oct 1 through September 30.

7 Technical Exhibits

The information listed below is the most current listing of ductless and split air-conditioning systems throughout various Army location on the Island of Oahu:

• Tech Exhibit #1 (TE1) - A/C systems at Various Army Locations

8 Points of Contact

The individuals listed below are the government points of contact for communication with the contractor:

• Contracting Officer (KO) Irvin Bonus, (808) 656-0938, e-mail:

• Irvin.g.bonus.civ@mail.mil

• Contract Specialist (KS)- Liane Leong, (808) 656-0985, e-mail:

Liane.Leong.civ@mail.mil

• Contracting Officer’s Representative (COR)- Morris Simms, (808) 656-3018, e-mail:

morris.a.simms.civ@mail.mil https://www.ecmra.mil/Default.aspx mailto:Irvin.g.bonus.civ@mail.mil mailto:Liane.Leong.civ@mail.mil mailto:morris.a.simms.civ@mail.mil