FY23 B1 PWS - 88th RD Chicago Region 20231201.pdf

Base Operations Program U.S. Army Engineering and Support Center Huntsville, Alabama

Performance Work Statement (PWS)

Preventive and Corrective Maintenance Services

Chicago Region 88th Readiness Division

U.S. Army Reserve (USAR)

01 December 2023 Version 2.0

Revision 1: Paragraph 4.8.3: Changed freuency of Building Envelope Inspections to match TE-2.

PWS 88th RD Chicago Region

CONTENTS

SECTION

SECTION 1 SCOPE

SECTION 2 GENERAL REQUIREMENTS

SECTION 3 PERSONNEL REQUIREMENTS

SECTION 4 PERFORMANCE REQUIREMENTS

SECTION 5 SAFETY

SECTION 6 QUALITY

SECTION 7 PRICING REQUIREMENTS

SECTION 8 INSTALLATION ACCESS

APPENDICES

APPENDIX A TECHNICAL EXHIBITS (TE)

TE-1 List of Sites and Facilities TE-2 RPIE Inventory/PM Requirements with Summation TE-3 Acronyms and Definitions TE-4 Maximo Status Codes TE-5 Maximo Log/QA Tab TE-6 BUILDER Worksheets TE-7 Service Order Forms TE-8 Engineer Form 3394 TE-9 Monthly Progress Report Template TE-10 Corrective Maintenance/Service Order Prioritization Examples TE-11 Building Envelope Checklists TE-12 Crane Inspection Checklist TE-13 Water Testing and Treatment Parameters TE-14 Oil Water Separator Maintenance Checklist TE-15 Fire Inspection Checklists (TE-15A through TE-15N) TE-16 Elevator Checklist

APPENDIX B EM 385-1-1 SAFETY VARIANCE

APPENDIX C PERFORMANCE REQUIREMENTS SUMMARY (PRS)

APPENDIX D REQUIRED SUBMITTALS, REPORTS, AND MEETINGS

APPENDIX E RESIDENT MANAGEMENT SYSTEM

APPENDIX F APPLICABLE CODES, STANDARDS AND REGULATIONS

APPENDIX G GOVERNMENT POINTS OF CONTACT

APPENDIX H SERVICE ORDER (SO) PROCESS

Performance Work Statement (PWS)

SECTION 1 SCOPE

1.1. Introduction.

This contract provides for Preventive Maintenance (PM) and Corrective Maintenance (CM) services, including certain related facility management services, at sites located within the Chicago region of the 88th Readiness Division (RD). The Chicago region includes portions of two states (Illinois and Wisconsin).

1.2. Mission.

The Contractor shall provide all personnel, equipment, tools, vehicles, materials, supervision, subcontracts, and other items and services necessary to perform all preventive and corrective maintenance and facility management support tasks and functions for designated sites and facilities within the 88th Readiness Division (RD). Work shall be performed to the standards in this contract and all applicable codes and regulations to ensure full facilities operability. The award for services under this scope of work shall be limited to the services identified in the contract line-item numbers (CLINs) awarded in the contract and its modifications. In the event of a conflict between this paragraph and any other term or provision of the scope of work, this paragraph shall prevail.

1.3. Purpose.

Provide required preventive and corrective maintenance services in compliance with all code;

criteria; regulations; and Federal, State, and local laws. If there is a conflict between these documents, the most stringent requirement will govern.

1.4. Scope.

1.4.1. Facilities to be Maintained.

Facilities to be maintained are identified in TE-1.

1.4.2. Equipment to be Maintained/Real Property Installed Equipment (RPIE).

Equipment to be maintained is identified by site, included as TE-2. RPIE is equipment which is part of the basic functionality of the building, such as HVAC, elevator, pumps, and motors. The RPIE inventory will be updated annually based on Contractor provided BUILDER worksheets, see paragraph 4.6.1. Preventive maintenance requirements for all designated equipment are also indicated in TE-2. The Contractor shall include the cost of preventive maintenance for any equipment as indicated in TE-2 as part of the FFP portion of the contract. The FFP cost for PM of each equipment type should be presented for the following schedule arrangements: monthly, quarterly, semi-annually, and annually as specified in TE-2. The Contractor shall also provide for Corrective Maintenance of these devices and connected apparatus, subject to certain provisions as further delineated in this PWS. During the contract period of performance, the Government may request deletions and additions of equipment to or from the original contract equipment list, and it shall be incumbent on the Contractor to arrange for equitable modifications to the contract equipment list to provide for PM and CM services on such equipment. The Government may replace, renovate, update, or install new equipment at Government expense and by means not associated with this contract, and the Contractor shall arrange for equitable modifications to adjust for any changes in the level of PM and CM effort that the Government requests to be provided by the Contractor. Inherent to the FFP management services of this contract, the Contractor shall cooperate with and assist the Government in relaying CM requests for equipment that is under coverage by other vendors, such as equipment under manufacturer warranty agreements. The term ‘repair’, where used in this PWS, refers to ‘CM’.

1.5. Authority.

Work shall be performed to the standards of this contract. The award for services under this scope of work shall be limited to the services identified in the Contract Line-Item Numbers (CLINs) awarded in the contract and its modifications. In the event of a conflict between this PWS and any other term or provision of the scope of work, this PWS shall prevail.

SECTION 2 GENERAL REQUIREMENTS

2.

2.1. Non-Personal Services.

This is a non-personal services contract to provide facility maintenance services and certain related facility management services throughout the Chicago Region. The government will not exercise any supervision or control over the contract service providers. The Contractor shall perform to the standards specified in this PWS. Contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the government. No changes to this contract shall occur without the expressed written direction of the Contracting Officer (KO). The Contractor shall not use Government sources of supply to procure personal services in support of this contract. If the Contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the Contractor's responsibility to notify the KO immediately.

2.2. Business Relations.

The Contractor shall successfully integrate and coordinate all business activities to execute the PWS requirements. The Contractor shall provide effective business management of all 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 personnel administration. The Contractor shall not disclose any information relative to this contract, except as authorized by the Contracting Officer.

2.3.1. Contract Administration.

The Contractor shall establish processes and assign appropriate resources to effectively administer the requirement. The Contractor shall assign work effort and maintain proper and accurate time keeping records of personnel assigned to work on the requirement to assure all documentation is adhered to for this contract. The Contractor shall establish clear organizational lines of authority and responsibility to ensure effective management of the resources assigned to the requirement.

2.3.2. Contract Management.

The Contractor shall maintain continuity between the on-site support operations and the Contractor's corporate offices. The Contractor shall establish a Project Management Office (PMO) to ensure timely support to the 88th RD facilities and adherence of Contractor services as defined in the PWS.

2.3.3. Contractor Communication.

The Contractor shall have a single point of contact between the Government and Contractor personnel assigned to support this contract. The assigned Contractor Maintenance Manager (CMM) shall have a cellular phone for communication with the COR or other designated Government representative. The Contractor shall provide a 24-hour/7 day-per-week telephone number and email address. All Contractor personnel assigned to this contract shall understand, read, write, and speak English.

2.3.4. Contractor Documentation.

The Contractor shall document all activities and outcomes as defined in Section 4, Appendix C, and Appendix D. All documentation completed on-site will require the printed name and signature of Government representative and the Contractor personnel.

2.3.5. Contract Administration Change.

Contractor shall notify the KO or the Contracting Officer’s Representative (COR) if adjustments in the Contractor’s schedule are required to accommodate 88th RD needs. Any change to the schedule will be submitted to and approved by the KO or COR. The Government is not responsible for any costs incurred by the Contractor resulting from failing to coordinate work with the KO, COR, or designated 88th RD representative(s).

2.4. Self-Performing and Subcontracting.

The Contractor may subcontract work, self-perform work, or a combination of both. Prime Contractor and subcontractor personnel must be capable of site access (to include acquisition of necessary credentials if required) independently to facilitate response without incurring supervisory and oversight costs for minimal on-site efforts.

2.4.1. Contractor Personnel, Disciplines, and Specialties.

The Contractor shall accomplish the assigned work by employing qualified personnel with appropriate combinations of education, training, qualifications, 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 provide the necessary resources and infrastructure to manage, perform, and administer the contract.

2.4.2. Subcontractor Management.

The Contractor shall be responsible for any subcontract management to execute PWS requirements and shall be responsible and accountable for subcontractor performance. The Contractor may add subcontractors to their team after approval from the KO or COR.

2.4.3. Subcontractor Qualifications.

Subcontractors used to perform maintenance, repair, and inspection tasks on facilities, systems, or equipment, including, but not limited to, elevators, boilers, chillers, fire alarm/suppression systems, electrical substations, and rooftop air handling units, shall be qualified, certified, and licensed to perform that work. The KO reserves the right to refuse the use of any proposed subcontractor due to unsatisfactory ratings on past performance or due to insufficient qualifications. The Contractor shall submit all required certifications to the Government and updated certification upon renewal or expiration dates.

2.5. Work Hours.

The Contractor shall perform the services required under this contract primarily during the normal duty hours, 0700-1600, Monday through Friday, excluding federal holidays.

2.5.1. Federal Holidays and Days of Non-Scheduled Activity (DONSA).

There may be mission situations that require the Contractor to work other than normal duty hours and during holidays. Examples of these situations are military exercises, contingency operations, or weather emergencies. Federal holidays are listed below. Holidays occurring on weekends will be observed as directed by the Federal calendar (5 U.S.C. 6103). In addition to the holidays listed below, the 88th RD full-time military members receive additional DONSA, typically in conjunction with a federal holiday. The Fiscal Year (FY) 23 DONSA dates are listed after the federal holidays.

DONSA dates change from FY to FY. The Contractor shall be aware of DONSA dates and not schedule work requiring a full-time military member presence to open the facility or portion of the facility without coordinating directly with the affected military member and the FOS/AFOS. While time off is not guaranteed for USAR civilians, liberal leave policies are in effect and the Contractor shall coordinate with any affected USAR civilians to ensure access as required.

FEDERAL HOLIDAYS

New Year’s Day 1 January Martin Luther King's Birthday 3rd Monday in January Washington's Birthday 3rd Monday in February Memorial Day Last Monday in May Juneteenth National Independence Day 19 June Independence Day 4 July Labor Day 1st Monday in September Columbus Day 2nd Monday in October Veteran's Day 11 November Thanksgiving Day 4th Thursday in November Christmas Day 25 December

FY23 DONSA DATES

Before Columbus Day 7 October 2023 After Veterans Day 14 November 2023 After Thanksgiving Day 25 November 2023 Before Christmas Day 23 December 2023 Before New Year’s Day 30 December 2023 Before Martin Luther King’s Birthday 13 January 2023 Before President’s Day 17 February 2023 Spring Holiday 14 April 2023 Spring Holiday 17 April 2023 Before Memorial Day 26 May 2023 Before Juneteenth National Independence Day 16 June 2023 Before Independence Day 03 July 2023 Before Labor Day 01 September 2023

2.5.2. Work Restrictions.

When access to work areas conflicts with a reserve center mission requirement, work shall be rescheduled to another time during normal duty hours to minimize the disruption. If rescheduled work must be completed outside of normal duty hours, then it shall be initiated via Service Order.

2.6. Support from Other Service Providers.

Other service providers, if requested by the reserve center, may respond to emergencies to preserve life or minimize damage to government property. The Contractor shall coordinate their contractual activities with such authorized parties.

2.7. Coordination With Others.

The Government may award other contracts for additional work, and the Contractor shall fully cooperate with such other Contractors and government employees and carefully schedule work under this contract to not conflict with such additional work as may be directed by the KO or COR.

The Contractor shall not commit or permit any acts that will interfere with the performance of work by any other Contractor or by any government employee without direct authorization from the COR. The COR will resolve all work schedule conflicts between this contract and the additional work contracts awarded to other Contractors. The COR or KO will provide written direction to the Contractor to reschedule work when required. Any additional work requirements (not within the scope of this contract) that are created as a result of work performance of other Contractors shall be brought to the attention of the COR.

2.8. Worksite Appearance.

The Contractor shall keep work areas including mechanical/equipment rooms clean and free from accumulations of waste material, rubbish, tools, scaffolding, equipment, and materials. Upon completion of the job or when away from the work site, the Contractor shall leave the work area and premises in a clean, neat, safe, and workmanlike condition, e.g., properly dispose of trash and secure chemicals and other hazardous materials in a locked container or remove from premises. An initial inspection of mechanical and electrical rooms shall be jointly performed by the Contractor and the COR to assess the condition of these areas. All approved items stored in mechanical/equipment rooms shall be IAW building code standards.

2.9. Accommodation of Guests.

The Contractor shall assist and cooperate as needed in routine facility inspections and studies and shall provide for the general accommodation of all requests of the Installation Commander, Directorate of Public Works (DPW) Director, Reserve Center Commanding Officer, RD, or others as determined by the COR or as mission required. Such guests may include representatives of other RDs, local and state environmental agencies, OSHA, or the Environmental Protection Agency. A reserve center staff representative will normally be appointed by the Reserve Center Commanding Officer to act as a liaison for such visits. Government personnel other than KO, COR and QAE may periodically observe operations.

2.10. Resident Management System.

The Contractor shall use the Resident Management System (RMS) for all submittals and supporting documentation, to include contract deliverables, Requests for Information (RFI), and pay requests for invoicing. See Appendix E.

2.11. Conservation of Utilities.

The Contractor shall ensure employees practice utilities conservation. The Contractor shall operate under conditions that prevent the waste of utilities to include, but are not limited to, the following:

Turn off water faucets or valves when not in use (for prolonged periods) Turn off lights when not in use (unoccupied areas) Report and repair all types of water/liquid leaks and drips Report and repair ripped, torn or missing insulation Support reserve center energy conservation initiatives and programs

2.12. Contractor Furnished Items and Services.

Except those items or services specifically stated in paragraphs 2.13.1 through 2.13.4.9 as Government provided, the Contractor shall furnish everything needed to perform this contract according to all its terms.

2.12.1. Contractor Furnished Materials, Equipment, Parts, and Supplies.

Contractor shall provide all personnel/labor, parts, tools/test equipment, equipment, materials, supplies, lubricants, cleaning compounds, filters, and cleaning equipment required to accomplish the services identified in this PWS. All materials, parts, and supplies provided by the Contractor shall be of equal or greater quality than the items to be replaced. Replacement items shall be standard products from manufacturers regularly engaged in the production of such materials, parts, and supplies. Materials, parts, and supplies supplied by the Contractor shall meet mandatory local and installation energy efficiency standards.

2.12.1.1. Replacement Parts and Components.

New or factory reconditioned parts (comparable to new) and components shall be provided when accomplishing preventive and corrective maintenance and repair services as described herein.

All replacement parts and components to be used in the maintenance and repair of facilities, systems, equipment, and components shall be compatible with the existing item, shall be of equal or better quality as original item specifications, shall conform to the applicable specifications and used according to original design and manufacturer intent. Items without technical specifications shall be of acceptable industrial grade and quality. If the original manufacturer has updated the quality of parts for current production, parts supplied under this contract shall equal or exceed the updated quality. Contractor shall submit completed accurate BUILDER worksheet(s) to the 88th RD as applicable.

2.12.1.2. Replacement of Equipment Consumable Elements During PM.

The Contractor is responsible to provide for replacement elements as needed for all equipment items identified, including consumable elements considered ‘user replaceable,’ that are included in PM procedures to be replaced as part of equipment maintenance activities. In addition, certain consumable items that may not be explicitly mentioned in PM procedures, or for certain equipment without specific PM services, shall also be subject to routine replacement by the Contractor where stipulated by the Manufacturer or industry standards to be replaced (as stipulated on a set frequency schedule and as-needed) with exact OEM or COR-approved equivalent replacement elements, as follows:

2.12.1.2.1. Light Bulbs.

The Contractor shall provide within the FFP for labor and special equipment, such as a man lift, to replace light bulbs/elements in facility built-in lighting fixtures that are mounted above the height of 7.5 feet and those installed to provide lighting inside RPIE equipment (such as ovens, AHUs, and elevators). The light bulbs shall be furnished by the local facility or supplied by Contractor when requested via Service Order. Light bulbs/elements serving only as equipment operational indicators/components and are not for lighting shall be provided and installed at Contractor expense. The Contractor shall replace all burnt-out light bulbs during each monthly visit. If the required light bulbs are on site and not covered by a scheduled PM, the Contractor shall replace the light bulbs on that visit. The only reason a light bulb should be out for more than one month is if the light bulb is not available or a lift is required. The Contractor shall change burnt-out light bulbs requiring use of a lift quarterly. Contractor shall be responsible for disposal of all burnt out light bulbs to an off-site location.

2.12.1.2.2. Air Filters.

The Contractor shall provide within the FFP for all filter elements and related labor to replace air filter elements for HVAC equipment and other RPIE equipment that employ air filtration, on the frequency recommended by the manufacture, and all such equipment shall be evaluated at least annually for possible filter replacement; however, the replacement frequency shall not exceed an assigned PM frequency specifically stipulated for the equipment by this contract. Filters shall have a minimum MERV rating of 7, unless otherwise directed by the 88th RD, or manufacturer’s instructions prohibit. All filters shall be directly annotated with the date installed using an indelible marker. Where marking directly on the filter is not possible, the Contractor shall mark the date of filter change on the service sticker or tag, see paragraph 4.3. For equipment with washable filters, the Contractor shall update the service sticker or tag with the date of service. The Contractor shall provide and add a service sticker or tag if the existing sticker or tag is full or if none exists. For equipment with a prefilter, change the prefilter every quarter or as Maximo directs. The filters behind the prefilters are changed based on magnehelic differential pressure readings across the filters, or as DDC or BAS directs based on manufactures recommendations, or visual observation of damaged or discolored (dirty) filters.

2.12.1.2.3. Batteries.

The Contractor shall provide within the FFP for labor and materials to replace all batteries in any RPIE equipment and appurtenances in which the battery/battery pack is not considered a user-serviceable item, including all devices with batteries mounted above an elevation of 7.5 feet or inside ceilings and building equipment spaces. Contractor shall provide the FC for each facility with a recommended list of batteries/battery pack types and quantities to keep on hand to cover routine, ongoing needs and any special types which may be desirable to have spares available.

Standard batteries shall be replaced as a minimum once annually unless a specific exception is granted.

2.12.1.2.4. Sock Filters on Building HVAC Loops.

The Contractor shall provide within the FFP for labor and materials to replace sock filters on building HVAC systems.

2.12.1.3. Replacement Parts Documentation.

The Contractor shall annotate replacement parts, components, and materials on all PM and CM work orders. For each replacement part item, it shall be required to annotate the following data points: The U/P Unit of Purchase (e.g., each, box, case, dozen), Quantity (e.g., 1 each, 12 boxes, 42 cases), short item description, long item description, manufacturer, manufacturer’s part number, and source of supply.

2.12.1.4. Retain Replaced Parts and Components.

Replaced parts with acquisition value of $100.00 or greater shall be retained for at least ten (10) days after completion of the job and these parts shall be readily available for inspection by the COR upon request. When disputes arise concerning material, parts and components selected for work items already accomplished, the Contractor shall, at no cost to the Government, remove, replace, and/or rework material, systems, equipment, or components so compliance with the Government's requirements is satisfied. The KO retains the right to specify the kind and quality of all materials, parts, and supplies.

2.12.1.5. Office Supplies.

The Contractor shall provide, at Contractor expense, all office supplies and services such as copying machines, fax machines and paper, toner and associated expendable office supplies required to perform this contract.

2.12.2. Storage of Contractor-Furnished Materials, Equipment, Parts, and Supplies.

All Contractor-furnished materials stored by the Contractor at a Contractor-furnished storage site, shall be stored in a safe and secure manner that precludes any soiling or damage prior to installation and in accordance with the USACE EM 385-1-1, Section 14, Material Handling, Storage and Disposal. The Contractor’s storage procedures and practices shall reflect the following:

2.12.2.1. Storage of Flammables and other Hazardous Materials.

The Contractor is responsible to provide safe and adequate storage for flammables, acid/corrosive materials, pesticides, etc. The Contractor shall not store paints, acids, pesticides, or other hazardous materials in or around work areas. Flammables must be stored in an appropriate UL approved storage container. The Contractor shall transport flammables and other hazardous materials when needed and remove all waste and remaining materials from the site at the end of the maintenance visit. The Contractor shall provide UL approved storage containers to secure flammables and other hazardous materials on site when not in use. The Contractor shall not leave storage containers on site. The Contractor shall provide a list of flammables and/or other hazardous materials to the Government Engineer Technician (ET) for approval prior to bringing any hazardous material on Government property.

2.12.2.2. Prohibited Storage in Interstitial, Mezzanine, or Crawl Spaces.

No supplies, tools or equipment repair items shall be stored in the interstitial, mezzanine, or crawl spaces located within the reserve center. No "shops" shall be established in any interstitial or crawl space at any time.

2.12.2.3. Cleanliness of Stored Parts and Materials.

All parts and materials stored at a Contractor-furnished storage site, shall be stored in accordance with manufacturer’s instructions. Stored water and air filters shall be sealed from interior environmental moisture, dirt, dust and contaminates prior to use. The Contractor shall store parts and materials sealed by the manufacturer (e.g., filters) so that seals are not compromised.

2.12.2.4. Use of Contaminated or Damaged Equipment, Parts, and Materials.

The Contractor shall not use or install dirty, contaminated, or damaged equipment, parts, and materials without prior cleaning in accordance with manufacturer’s instructions. Dirty, damaged, or contaminated air or water filters shall not be used as replacement filters. Any equipment, parts, or materials that are contaminated or damaged due to improper Contractor storage practices and procedures or using a dirty or damaged parts shall be repaired or replaced by the Contractor at no additional cost to the Government.

2.12.3. Personal/Contractor Owned Property.

The Contractor shall ensure that personal property or Contractor-owned property brought in U.S.

Government facilities is clearly marked to preclude misidentification as Government property.

Additionally, the Contractor shall ensure that personal property or Contractor-owned property meets safety specifications as set forth by OSHA, EM 385-1-1, and State and local laws and regulations. The Contractor shall ensure that all personal property or Contractor-owned property is removed from U.S. installations when contract services are completed.

2.12.4. Contractor Vehicles.

The Contractor shall provide and maintain all vehicles necessary to perform the requirements of this contract. Vehicles shall have the company name prominently displayed on both sides of the vehicle and be maintained to present a neat, professional appearance. Electrical, low emissions vehicles are encouraged. Electrical, propane, and gas carts, gators, etc. shall be road safety compliant per safety standards and state laws. All vehicles used in the performance of this contract shall be in operable condition and meet the local, state, and federal safety requirements.

Vehicles found unsafe and unable to function as designed, shall be removed from the installation at Contractor expense. Vehicular repairs shall not be done on base except emergency breakdown repairs to allow the vehicle to be safely removed from the base for repair. The Government may inspect vehicles at any time and direct the removal of any unsafe or objectionable vehicle from Government property. Contractor-owned vehicles shall be parked in authorized parking spaces.

All vehicles shall have a state registration.

2.12.5. Work Permits.

The Contractor shall acquire and renew any permits or work clearances required in performance of this contract before performing the work.

2.12.5.1. Work Clearance.

The Contractor shall prepare and process a work request clearance through the COR and DPW in-turn for all excavation type work, such as digging, trenching, etc. that may interfere with the normal flow of traffic or disrupt utilities. Obtaining proper coordination/clearance from DPW and other authorities shall be the responsibility of the Contractor. The Contractor shall have a completed/approved request prior to starting such work.

2.12.5.2. Hot Work/Burn Permit.

Burning of any material is prohibited without a burn permit. The Contractor shall obtain approved hot work/burn permit from the installation Fire Department (where applicable) or coordinate through the FC with monitoring services any disabling and re-enabling of fire alarm devices, prior to beginning any hot work (e.g., brazing/welding) operations or any other work requiring open flames. Contractor shall always establish a specific limited time frame for a fire alarm device to be unsupervised, to be actively reassessed daily. Contractor shall ensure the FC is made aware what/when safety risks are increased due to hot work and device outages. All hot work shall comply with EM 385-1-1 Section 09.A.04.

2.12.5.3. Permits for Off-Installation Dumping.

The Contractor shall obtain permits for off-installation work such as dumping of Contractor refuse from maintenance or repair projects.

2.12.6. Laboratory Tests and Analysis.

The Contractor shall pay all costs associated with permits, tests, and analysis. The Contractor shall plan, coordinate, and acquire all necessary permitting, tests, and analyses that include, but are not limited to, equipment oil analyses; RO and DI water testing and analyses; boiler water analyses; boiler stack emissions; incinerator stack emissions; back-flow prevention testing and certifications; environmental sampling, testing, and monitoring; elevator load testing and certifications; and others required by codes, industry standards, and regulations.

2.12.7. Contractor-Provided Facilities.

The Contractor shall not bring any mobile storage facilities, except as allowed in paragraph

2.12.2.1 for hazardous materials, on Government property.

2.12.8. Fines and Penalties.

The Contractor shall work closely with the Government to avoid fines or penalties imposed by regulators for noncompliance associated with testing and monitoring requirements as well as other compliance issues.

2.12.9. Telephone and Internet.

The Contractor shall be responsible for obtaining commercial telephone service (local and long distance) and internet for Contractor’s use.

2.12.10. Two-way Radios.

The COR must approve use of Contractor-provided two-way radios for communication between personnel. The Contractor shall submit a written request to use the radios to the COR. The request shall detail proposed equipment, operating frequencies, and other particulars. Further, the use of two-way radios in the installation and/or reserve center shall comply with the local instruction prohibiting their use in designated areas.

2.13. Government Provided Facilities, Property, Information, and Services.

The Government will provide the facilities, equipment, materials, and services listed in the following paragraphs.

2.13.1. Government Provided Facilities.

The Government will provide the Contractor with a basic administrative workspace, to be accessibly staffed and used by the CMM, at the Philip H. Sheridan AFRC, Fort Sheridan, IL131.

Office space shall be consistent with Department of Army quality of life standards for administrative areas. This office space will have access to restrooms and drinking water, and access to a shared conference room which can be reserved, as available, on an as needed basis.

Mechanical rooms or communication rooms shall not be used as Contractor office space. Storage space for maintenance supplies and equipment used for maintenance activities typically is not allocated; however, consideration may be given to allocating limited space for storage of certain proposed items should the Government deem that having such items readily ‘at-hand’ on-site is overall beneficial to the Government. Any such material and equipment storage areas will be heated in the winter to preclude freezing temperatures from damaging stored items, unless specifically determined to be unnecessary for approved items. Government provided facilities shall be used only in the performance of this contract. Government provided facilities and equipment shall not be used to work on any project, proposal, or bid which does not relate to this contract.

2.13.1.1. Maintenance of Government Facilities.

All custodial, upkeep and maintenance to government-provided office areas will be provided at government expense (which may include the provisions of this contract if applicable). The Contractor shall maintain housekeeping standards in mechanical rooms, workshops, and break areas allocated for Contractor use.

2.13.1.2. Modifications.

Before making any modifications to Government-furnished facilities, the Contractor shall obtain prior approval from the COR. The Contractor shall submit the proposed change in writing, to the COR who will pass the request to the Facility Coordinator for review/approval by 88th RD officials.

No alterations to the facilities will be made without approval and specific written permission from the COR. In the case of alterations necessary for compliance with OSHA, State, or local laws or regulations, such permission will not be unreasonably withheld. Facilities shall be returned to the Government in the same condition as received, fair wear and tear and approved modifications excepted.

2.13.1.3. Reporting abuse.

The Contractor shall notify the COR of all suspected facility abuse or vandalism. The Government will determine validity of all suspected facility abuse or vandalism. Any repairs will not begin unless directed by the COR or KO. The Contractor shall provide the COR with written cost estimates of repair of all suspected facility abuse when requested by the COR.

2.13.1.4. Parking.

The Government will provide parking space near the Contractor’s work location for parking of Contractor vehicles.

2.13.2. Government Property.

There will be Government computers provided to the Contractor to access the 88th RD networks and internet for the performance of this contract. These computers will be incidental to the place of performance as the contract requires Contractor personnel to be located on the Government site or installation, and the property will be used by the Contractor within the location and will remain accountable to the Government IAW Federal Acquisition Regulation (FAR) Subpart 45(b)(5). If the 88th RD property department requires the contractor to sign for the equipment, they will do so via the 88th RD hand receipt method. If hand receipted the Contractor will be stewards of the property and use the property until no longer needed or they are relieved of responsibility by authorized means. Contractor personnel shall:

Use the Government property provided to them only for performing this contract, unless otherwise provided for in this contract or approved by the KO.

Use, consume, move, and store Government Property only as authorized under this contract. The Contractor shall promptly disclose and report Government property in its possession that is excess to or no longer needed for contract performance.

Unless otherwise directed by the Contracting Officer or the Government’s Primary Hand Receipt Holder (PHRH), the Contractor shall investigate and report to the Government all incidents of property loss as soon as the facts become known. Loss of Government property includes, but is not limited to, items that cannot be found after a reasonable search; theft; damage resulting in unexpected harm to property requiring repair to restore the item to usable condition; or destruction resulting from incidents that render the item useless for its intended purpose or beyond economical repair.

Unless otherwise authorized by the Contracting Officer and the Government’s PHRH of the property provided to the Contractor, Government property shall NOT be removed from the Government’s facility where the property is located and used by the Contractor. If any equipment is needed by Contractor personnel for offsite use, justification and approval shall be required through the Contracting Officer and the PHRH.

The Contractor shall have procedures to record and report promptly (to the COR) all available facts relating to each instance of damage to Government property or injury to either Government or Contractor personnel. The Contractor shall immediately secure and protect any accident scenes or wreckage until released by the accident investigative authority through the COR. The Contractor shall cooperate with and assist Government personnel in conducting an accident investigation.

2.13.2.1. Replaceable Consumables.

The Government will supply certain replaceable consumable items for government equipment that the Contractor is stipulated to install. Below are the replaceable consumable items that the Government intends to furnish (but also may procure via Service Order from the Contractor as required):

Light bulbs – the Government shall supply illumination light bulbs for installation by the Contractor into Government equipment as described in 2.12.1.2.1. This excludes equipment indicator-type bulbs or functions other than lighting.

Air Filters – none to be supplied by Government, as described in 2.12.1.2.2.

2.13.2.2. Computerized Maintenance Management System (CMMS).

The Government will provide the Contractor with a license to the computerized maintenance management system (CMMS) Maximo. Maximo is the required CMMS for this contract. The Government provided Maximo resides on the USAR network and requires a USAR computer for access.

2.13.2.3. Government Owned Web-Based Management System.

The USACE Huntsville Center (HNC) intends to institute a HNC owned web-based CMMS. Once this system is instituted, the Government will issue additional instructions.

2.13.3. Government Provided Information.

The Government will provide to the Contractor available building plans, maintenance and operating manuals, spare parts manuals, and spare parts lists as applicable to the projects executed under this contract. However, the non-availability of manuals will not relieve the Contractor from the performance required by this contract. All materials listed shall be returned to the COR at the expiration/termination of this contract.

2.13.3.1. Operations and Maintenance Records.

The Government will provide operations and maintenance records, to the extent available.

Records may include pending requisitions for equipment to be furnished by the Government, pending project case files required for contract performance or control logs or registers on which the serially sequenced entries must be continued by the Contractor. The Government will provide the Contractor access to copies of the backup data on the work order management system, in electronic media or other media available at the reserve center. The Contractor shall maintain these records in a storage container meeting industry standards for storage of electronic media or other media. SF 135 Records Transmittal and Receipt shall be prepared for all records transferred unless a duplicate record copy is kept by the Government.

2.13.3.2. Plans, Manuals, and Spare Parts Lists.

The Government will provide to the Contractor available building plans (as-built drawings), maintenance and operating manuals, spare parts manuals, and spare parts lists as applicable to the projects executed under this contract. However, the non-availability of manuals will not relieve the Contractor from the performance required by this contract. All materials listed above shall be returned to the COR at the expiration/termination of this contract.

2.13.4. Government Provided Services.

2.13.4.1. Utilities.

The Government will provide common utilities used in the performance of this contract.

2.13.4.2. Telephone and Internet Service.

The Government will provide telephone (landline) and Internet services for work related activities only. Contractor personnel using Government Information Services (IS) equipment (i.e., computers) shall comply with paragraph 3.8.4 of this PWS. Government telephones and IS equipment will not be used for personal reasons or for any toll or long-distance calls. The Contractor shall provide for cellular telephone services for Contractor use.

2.13.4.3. Custodial Service.

The Government will provide custodial services to Contractor office areas in 88th RD facilities.

2.13.4.4. Refuse Collection.

The Government will provide refuse collection from dumpsters in the Contractor's assigned areas for office type waste products. Waste resulting from scheduled maintenance and minor corrective maintenance actions (removed filters, belts, packing material, etc.) shall be disposed of in onsite dumpsters designated by the FC and COR. All other waste generated by the Contractor shall be disposed of by the Contractor as designated by the FC and COR. No Hazardous waste, hazardous materials, or containers containing consumable hazmat, shall be disposed of in onsite dumpsters, trash cans, etc. The Contractor shall dispose of all such materials and or containers offsite IAW local, state, and Federal regulations.

2.13.4.5. Pest Management Services.

The Government will provide insect and rodent control for all government-furnished facilities. The Contractor shall notify the COR or FC when an insect or rodent problem is detected. The Contractor may, at the Contractor’s risk and cost, perform pest control if necessary to perform maintenance (e.g., wasps). In the event the Contractor performs pest control, the Contractor shall remove any dead pests, hives, nests, etc. and dispose of properly.

2.13.4.6. Fire and Police Protection.

The Government will provide fire and police protection services. The emergency telephone number is "911". The Contractor shall follow local fire prevention and security procedures and regulations. The Contractor shall post and maintain the telephone numbers of the Police and Fire Department for easy access by employees.

2.13.4.7. Emergency Medical Care.

Medical services in case of a medical emergency, accident, or injury involving Contractor personnel during performance of duties under this contract are the responsibility of the Contractor (911, first aid, etc.). However, emergency medical treatment for Contractor employees will be provided for such emergency incidents at installations having hospital facilities in accordance with Local Instructions. An installation’s hospital facility may provide services to save life or limb, or to stabilize for transportation to local civilian medical treatment facility. The Contractor shall reimburse the Government for emergency medical services. The Contractor shall file incident reports, within one business day of the incident, for employees who are injured on the job to the Installation Safety Office, if applicable, and to the COR. The Government will not provide occupational health or industrial hygiene service to Contractor employees.

2.13.4.8. Grounds Maintenance.

The Government will provide grounds maintenance for all Contractor occupied government provided facilities.

2.13.4.9. Fuel.

The Government will provide all fuel for the operation of emergency generator sets and other items of RPIE equipment and systems requiring fuel.

SECTION 3 PERSONNEL REQUIREMENTS

3.

3.1. Contractor Personnel.

The Contractor shall have knowledge of codes, standards, directives, and criteria governing the operation, maintenance, and repair of designated facilities, including, military requirements, National Fire Protection Association (NFPA), Occupational Safety and Health Administration (OSHA) and the Unified Facility Criteria (UFC), and other applicable federal, state, and local codes. The Contractor shall remain abreast of any changes which impact any of the facilities covered under this contract, and shall notify, in writing, the KO, Facility Operations Specialist (FOS) and the COR when modifications are required to maintain code compliance. The term “Contractor employee(s)” shall include subcontractors who perform work on a regular basis.

The Contractor must exercise due diligence in its hiring practices to validate required skills and ensure probity and trustworthiness. Where required for task area work, Contractor personnel must be able to operate a personal computer with functional knowledge of all installed product software applications. The Contractor shall ensure that employees remain fully qualified to perform the work assigned. The Contractor shall maintain records of training qualifications, certifications, and licenses to demonstrate compliance with the above. All training, including the minimum required qualifications specified in this PWS, is the responsibility of the Contractor.

3.2. Removal of Personnel.

The Contractor shall remove any employee from the job site for reasons of misconduct, for purposes of security, or any employee found to be, or suspected of being, under the influence of alcohol, drugs, or any incapacitating agent(s). The removal of a Contractor employee from the job site does not alleviate the Contractor of the requirement to provide sufficient personnel to perform the services as required by this contract. The Contractor shall provide an alternate within one business day for any personnel removed from the contract until a permanent replacement is hired.

Alternate and permanent replacements shall meet all requirements of the position replaced including licensing/certification.

3.3. Employment Restrictions/Conflict of Interest.

The Contractor shall not employ any person who is an employee of the United States Government if employing that person would create a conflict of interest or the appearance of a conflict of interest. Additionally, the Contractor shall not employ any person who is an employee of the DOD, either military or civilian, unless such persons seek and receive approval according to DOD Directive 5500.7, Joint Ethics Regulations (JER). It is the Contractor’s responsibility to avoid inadvertent Organizational Conflicts of Interest (OCI) caused by its employees being mistakenly given Government-only information.

3.4. Contractor Key Personnel.

Key Personnel for this effort are identified as the Project Manager, and Contract Maintenance Manager (CMM), and Level 1 Safety and Health Officer (L1 SHO). Changes to these personnel require approval from the KO. The Contractor shall submit resumes of all proposed key personnel with their proposal. If a key person is replaced, the Contractor shall submit a resume for the replacement to the COR. The Contractor shall provide a Key Personnel Contact Roster to the COR within 10 calendar days of Notice to Proceed (NTP). Requirements for these key positions are as follows:

3.4.1. Project Manager (PM).

The Contractor shall provide one (1) Project Manager, with overall responsibility for the execution and management of the maintenance services contract. Individual shall perform the duties of single point of contact and liaison between the Contracting Officer, Service Order Administrator (SOA), COR, and the Contractor. The Project Manager shall be capable of obtaining, and shall be responsible to use, a government-issued common access card (CAC) IAW Paragraph 8.3.2.1.

PM Qualifications and Experience. The PM shall possess a recognized four-year college degree in engineering, business management, or related field and five (5) years relative experience, or 10 years relative experience without a degree. Project Manager shall have a minimum of 5 years of experience managing and supervising facility maintenance contracts. Project Manager shall possess a knowledge of codes and standards applicable to maintenance services associated with the contract.

Additional Duties. For this contract, the PM may perform additional duties including Level 2 Safety and Health Officer or Contractor Quality Control Manager. The PM shall not be assigned more than one (1) additional duty.

Support to other 88th RD Contracts. The PM may split time between up to three 88th RD Contracts awarded by HNC. If supporting more than one contract, the Contractor shall submit a request for equitable adjustment (REA) to reduce hours for the PM accordingly on all awarded contracts (e.g., 50% split between two contracts or 30%, 30%, and 40% split between three contracts). The Contractor shall reduce monthly invoices as required until the REA is approved by the KO.

3.4.2. Contract Maintenance Manager (CMM).

The Contractor shall provide a minimum of one (1) CMM for the Chicago region. The CMM, and an alternate or alternates having authority to act for the CMM when absent, shall be designated in writing to the KO prior to the contract start date. The CMM or alternate shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. The CMM shall be capable of obtaining, and shall be responsible to use, a government-issued CAC, in accordance with Par. 8.3.2.1.

CMM Qualifications and…