SVC USAG HI Ductless Split AC- PWS.DOCX

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

5.1 Deliverables Listing…………………………………………………………………………………………12

6 Tech Exhibits 12 7 Points of Contact………………………………………………………………………………………………12

Vision Statement

Provide sustainable facilities and services to support and improve the quality of Hawaii's Military community and enhance War Fighter readiness and well-being for various US Army Installations on the island of Oahu.

1 General Information

1.1 Scope This PWS covers the requirements relating to preventive and repair services for various US Army Installations on the island of Oahu. 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. The following sub-sections provide details of various considerations on this effort.

1.2 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.

1.3 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.

1.4 Contract Administration and Management The following subsections specify requirements for contract management and administration.

1.4.1 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.

1.4.2 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.

1.5 Contractor Personnel, Disciplines, and Specialties The Contractor shall accomplish the assigned work by employing and utilizing qualified personnel with appropriate combinations of education, training, and experience. The Contractor shall match personnel skills to the work or task with a minimum of under/over employment of resources. The Contractor shall ensure the labor categories as defined in the Labor Categories document (see attachment), labor rates, and man-hours utilized in the performance of each Task Order issued hereunder will be the minimum necessary to accomplish the task. The Contractor shall provide the necessary resources and infrastructure to perform, manage and administer the contract.

1.6 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. Normal workdays are Monday through Friday 7:30 am - 4:00 pm except U.S. Federal Holidays. Direct support will occur from contractor’s duty location.

2.0 Description of Services The following section specifies the performance objectives and performance elements for the contract.

2.1 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 #2) upon receipt of DMO from COR.

2.2 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 two (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. The Contractor shall respond to the DMO with the following diagnosis/action:

1) Name(s) of technician

2) CLIN Number – Action taken per CLIN (include quantity and cost)

3) Date repairs started and completed

Performance Standards

a) STD: Estimate for DMO request completed as specified in 2.1 & 2.2

AQL: 95%

Deliverables A001 DMO estimate

2.3 Assessment and Repair The contractor shall troubleshoot the defective or inoperative components and determine the corrective action needed to place the system back into full operation. Certified personnel shall respond via email or telephone to service calls within two (2) hours of notification during and/or after normal duty hours after receiving a call. Certified service personnel shall be on-site within twenty-four (24) hours of acknowledgment of a service call for the island of Hawaii, Hawaii.

The contractor service call personnel shall coordinate with Government personnel at the Government site requiring service as part of each call. If access to the building is denied or if no contact is available, the contractor shall notify the local Military Police Desk of the failed service call attempt.

The Contractor shall provide an assessment of all repair(s). If Repair Parts are required to make the system fully operational an approval of the assessment by the COR, is required. The contractor may not commence work until a FFP task order has been negotiated and written task order issued. At that time, the Contractor shall make repairs to the equipment. The contractor’s price for parts shall be evaluated and incorporated into the award.

2.3.1 Repair Work 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 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.

2.3.2 Repair Cost Estimate For parts exceeding $500.00 in cost, the Contractor shall provide the following information:

a. CLIN(s) for part/s

b. Name of the part per CLIN

c. Cost of the part per CLIN Note: The Contractor shall obtain approval from COR or Contracting Officer prior to any purchase of part(s) exceeding $500.00 in cost.

2.4 Monthly Service Report The contractor shall provide a monthly service report to the COR by the fifth business day of each month. 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 as 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.

Performance Standards

a) STD: Report completed timely and within contract specifications.

AQL: 95%

Deliverables A002 Monthly Service Report

2.5 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.

Deliverable:

A001 Completed Service Request Form

a) Estimate for Service Request completed as specified and/or required in 2.1 & 2.2

AQL: 95%

Standard: Compliant with applicable standards and timely submission.

Re-performance.

Deliverable:

A002 Monthly Service Report

a) Diagnosis/Repair work are completed and reported as required.

AQL: 95%

Standard: Compliant with applicable standards and timely submission.

Re-performance.

Deliverable:

AQL: 95%

Deliverable A004 Quality Control Plan

a) Identifies trends and corrects deficiencies AQL: 95% accurate 100% of the time.

Responsive to re-tasking

4.0 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 The Contractor shall follow installation access pass procedures as required by the Provost Marshall Office for securing Contractor personnel identification cards and vehicle passes for performing work on the installations. The Contractor shall ensure personnel and contractor vehicles are identifiable with nametags and signs. Contract employees are subject to investigative background check by the Government.

Identification of Contractor Employees. Provide each employee with identification (ID) badge made of nonmetallic material, easily readable and including employees name, contractors name, functional area of assignment, and recent color photograph of the employee.

Display of ID Badges. All Contractor personnel shall wear the ID badge at all times when performing work under this contract at a Government site, including while attending Government meetings and conferences that may take place outside the Government facility.

Appearance of Personnel. The Contractor shall ensure that contract personnel present a neat and professional appearance at all times. Contractor personnel performing work under this contract shall wear as outer wear a shirt or vest with the company name.

4.2 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 October 1 through September 30.

Performance Standards

a) STD: Reports completed within contract specifications.

AQL: 95%

Deliverables A003 Contractor's Manpower Report.

4.3 Quality Control Plan (QCP) The Contractor shall develop a QCP and maintain an effective quality control program to ensure services performed are in accordance with this PWS. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor's QCP is the means by which he assures himself that his work complies with the requirement of the contract.

The finalized QCP will be accepted by the Government at the time of the award of this requirement. The Contracting Officer may notify the Contractor of required modifications to the plan during the period of performance. The Contractor then shall coordinate suggested modifications and obtain acceptance of the plan by the Contracting Officer. Any modifications to the program during the period of performance shall be provided to the Contracting Officer for review no later than 10 working days prior to effective date of the change. The QCP shall be subject to the Government's review and approval. The Government may find the QCP "unacceptable" whenever the Contractor's procedures do not accomplish quality control objective(s). The Contractor shall revise the QCP within 10 working days from receipt of notice that QCP is found "unacceptable."

Performance Standards

a) STD: Identified trends and corrects deficiencies AQL: 95% accurate 100% of the time and improved to 100% within 30 days of government notice.

AQL: 90% of the time and improved to 100% within five days of government notice

Deliverable A004 Quality Control Plan

5.0 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 Sections 2, 3, and 4 above.

5.1 Deliverables Listing

A004 Quality Control Plan

6.0 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:

· Technical Exhibit #1 (TE #1) - A/C systems at Various Army Locations

· Technical Exhibit #2 (TE #2) Demand Maintenance Order (DMO) form

7.0 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