A_07.23_-_Task_Order_Attachment_4_-_DoDEA-E_GE_BE_WEST_PWS.pdf

PERFORMANCE WORK STATEMENT

PERFORMANCE WORK STATEMENT

(PWS)

FOR THE DEPARTMENT OF DEFENSE

EDUCATION ACTIVITY - EUROPE

PROGRAM

(DoDEA-E Pgm)

EUROPE WEST DISTRICT

PREVENTIVE MAINTENANCE

CONTRACT

(PMC)

TABLE OF CONTENTS

1. INTRODUCTION

2. PURPOSE

3. DEFINITIONS/ACRONYMS/ABBREVIATIONS

4. GENERAL REQUIREMENTS AND INFORMAITON

4.1 Hours of Operation:

4.1.1 Severe Weather and Increased Threat Condition Levels:

4.2 Personnel:

4.2.1 Program Manager:

4.2.2 Key Personnel:

4.2.3 Personnel List

4.2.4 Employee Conduct and Appearance:

4.2.5 Certification & Training Requirements:

4.2.5.1 General

4.2.5.2 Specialized

4.3 Key Control:

4.3.1 Access to Locked Areas:

4.4 Government Furnished Space:

4.5 Government Furnished Equipment:

4.6 Contractor Furnished Equipment:

4.7 Damage:

4.8 Security Requirements:

4.8.1 Installation/Base Passes and Access:

4.8.2 Visitor Policies:

4.8.3 Identification Badges:

4.8.4 Security:

4.8.5 Investigative Levels for Contractor Employees:

4.9 Communication and Relationship Management:

4.10 Transition Responsibilities

4.10.1 Transition-In

5. PERFORMANCE REQUIREMENTS

5.1 Category 1 - Routine Building Maintenance / Routine & Non-Routine Project Work

5.1.1 General Performance Requirements

5.1.2 Inspection results, Inventory Management

5.1.3 Work Orders

5.1.3.1 Emergency Work Order

5.1.3.2 Urgent Work Orders

5.1.3.3 General Work Orders

5.1.3.4. Work Order Deferrals

5.1.4 Repair, Maintenance

5.1.4.1 Work Orders (WO)

5.1.4.2 Project Work Request (PWR)

5.1.4.3 Drawings, Plans and/or Specifications

5.1.4.4 Assets

5.1.5 Preventive Maintenance (PM) Initiatives

5.1.6 Materials, Equipment, and Critical Spares

5.1.7 Warranties

5.1.8 Technical Manuals

5.1.9 Contract Management

5.1.10 Reduced Services for Facilities Maintenance

5.1.11 Facilities

5.1.11.1 Structural

5.1.11.2 Exterior Site Work

5.1.11.3 Interior/Exterior Surfaces

5.1.11.4 Mechanical

5.1.11.5 Heating, Ventilation and Air Conditioning (HVAC)

5.1.11.6 Electrical

5.1.11.7 Communication Systems

5.1.11.8 Fire Protection

5.1.11.9 Plumbing and Drainage

5.1.11.10 Gas Supply

5.1.12 Hazardous Materials (HAZMAT)/Asbestos

6. PERFORMANCE STANDARDS

6.1 Quality Assurance

6.2 Performance Assessment Summary (PAS):

6.3 Performance Remedies and Incentives

6.3.1 Remedies:

6.3.2 Incentives:

6.4 Performance Requirement Summary (PRS):

6.5 Documentation Requirements:

7. QUALITY CONTROL

8. REPORTING

9. ANTITERRORISM/OPERATIONS SECURITY

10. DELIVERABLES

11. LIST OF EXHIBITS

12. LIST OF SCHOOL LOCATIONS

US Army Corps of Engineers Europe District Installation Support Branch P.O. Box 12

APO AE 09049

PERFORMANCE WORK STATEMENT (PWS)

DEPARTMENT OF DEFENSE EDUCATION ACTIVITY – EUROPE (DoDEA-E)

GERMANY AND BELGIUM

PREVENTIVE MAINTENANCE CONTRACT

EUROPE WEST DISTRICT

1. INTRODUCTION

The Department of Defense Education Activity- Europe (DoDEA-E) is responsible for the operation of a unique school system that serves students worldwide, crossing far more than school districts and state boundaries, with schools on three continents. DoDEA is comprised of DoDEA-Europe and DoDEA- Pacific overseas school system, and the DoD Americas, which is the DoDEA-E domestic school system.

DoDEA employs more than 12,500 individuals responsible for the education of approximately 86,000 students in schools located in twelve (12) foreign countries, seven states, Guam and Puerto Rico. The DoDEA Pgm mission is to provide a quality education from pre-kindergarten through grade twelve for the eligible minor family members of DoD military and civilian personnel on official assignments.

DoDEA-E serves the educational needs of military and civilian employee dependents by providing PK- 12 instruction to over 35,000 students. DoDEAs curriculum and resources compare favorably to high-performing US public schools. While school population should remain relatively stable, fluctuation may occur due to external DoD and military requirements. Contracted services shall support reduction in schools, additional schools, and/or realignments that occur throughout DoDEA-E during the life span of the contract to meet new mission requirements.

Contracted Routine/Non-Routine Facilities Maintenance, and project work services will be required at all DoDEA-E locations throughout Germany and Belgium. These preventive maintenance services are required in order to ensure that all DoDEA-E facilities remain functional, and provide a safe and healthy environment that supports and enhances the educational mission of the agency.

2. PURPOSE

The objective of this Performance Work Statement (PWS) is to obtain a preventive maintenance contract for facility inspection, preventative maintenance, support services, and facility repair that will ensure all Department of Defense (DoD) Germany and Belgium Europe East District schools under DoDEA-E are fully and constantly operational, neat, healthy, and safe. The overriding objective is to provide the services stated herein with the utmost reliability to minimize any negative impacts on schools which could adversely affect the DoDEA-E mission.

Efficiency in Service Understanding Customers Dedicated, Professional Workforce

This contract shall provide an orderly, safe, cost-effective, and instructionally supportive school environment that contributes to the school district’s mission of providing an exemplary education that inspires and prepares all DoDEA-E students for success in a dynamic, global environment.

The contractor shall provide all necessary management, adequately trained and sufficient personnel, supervision, tools, materials, general and specialized equipment, electronic communication devices, required reporting and transportation necessary to successfully perform the Preventive Maintenance Contract (PMC) program for DoDEA-E schools located throughout Germany and Belgium as identified in Attachment 1, “DoDEA-E Locations.”

It is the government’s expectation that requisite skill levels and resources needed to perform required services under the proposed contract be adequate and sufficiently maintained to ensure continuity in light of the demands, growth and complexity of the DoDEA-E infrastructure.

DoDEA-E is undergoing transformational realignment in support of the Department of Defense (DoD).

During this transformation, contract support requirements may increase or decrease depending on location and the government reserves the right to make these adjustments under the proposed contract by adding or deleting a school(s) or facility(s) within the Germany and Belgium Europe East District. In the event either scenario occurs, applicable changes to this contract will be negotiated and incorporated via bilateral modification.

The contractor shall comply with applicable U.S. and Host Nation applicable laws and regulations, environmental laws, and accepted commercial standards and practices.

Installed Equipment located in DoDEA Kitchens Food Service Facilities at DoDEA-E buildings will be maintained under this contract.

3. DEFINITIONS/ACRONYMS/ABBREVIATIONS

DEFINITIONS:

“Addition” - A change to a real property facility that adds to its overall external dimension or footprint.

“Alteration” - A change to interior or exterior facility arrangements or components to improve current use. This includes installed equipment made a part of an existing facility. Additions, expansions or extensions are not alterations.

“Asbestos Hazard Abatement” - activity is defined as any activity involving the removal, renovation, enclosure, repair or encapsulation of any asbestos containing materials in any amount in accordance with AHERA.

“Breakdown” - The stoppage or collapse of equipment, of a facility, or a component thereof, which requires immediate corrective action to restore it to an operating condition.

Contract Discrepancy Report (CDR) DA Form 5479-R - A formal, written documentation of contractor poor performance or lack of performance for contracted work.

“Contract employee” - any prime or subcontractor employee assigned full time or regular part time to this contract.

Contracting Officer (CO) - The individual with the authority to enter into, administer, and/or terminate contracts. The Contracting Officer is the exclusive Government official authorized to execute changes and authorize deviations or variations from this contract.

Contracting Officer’s Representative (COR) - An authorized designee of the Contracting Officer.

COTR - Contracting Officer's Technical Representative

Critical Equipment and Facilities - Equipment or facilities that must operate continuously or throughout the respective season in order to support school operations. Failure of equipment or facilities to meet design output requirements may affect the health and welfare of personnel or damage Government equipment or properties. Emergency or urgent services calls are often required to restore critical equipment to optimum operating condition and provide the output required, e.g., fire prevention and protection systems, electrical systems, and utility systems, etc.

Department of Defense Education Activity-Europe (DoDEA-E) - The Regional Headquarters of the Department of Defense Schools within Europe.

District Superintendent’s Office (DSO) - The District Headquarters responsible for the operations of all schools located within their respective District. District Offices are staffed with professional Facility Managers required to manage the maintenance, repair, and improvements of all District school facilities.

Community Superintendent’s Office (CSO) – falls under the District Headquarters responsible for the operations of all schools located within their respective responsible communities. CSO Offices are staffed with professional Facility Managers required to manage the maintenance, repair, and improvements of all District school facilities. The Facility Managers at the DSO, and CSO report to the Facilities Chief at the DoDEA-Europe Regional Office, currently located on Sembach Kasserne in Germany.

Emergency Work/Emergency Maintenance - Work required during or after normal duty hours to correct an emergency situation that threatens health, safety, property, or mission. An emergency includes, but is not limited to; utility failure, elevator failure, fire hazards, environmental hazards, fire alarm system failure, heating failure, broken locks, broken windows, broken water lines, or sewer backups. It also includes elimination of fire, health, or safety hazards, or any other hazard deemed detrimental to the mission or operational effectiveness.

Equipment-in-Place (EIP) - EIP is a special category of personal property. It consists of capital equipment and other nonexpendable supplies of a movable nature that are not affixed as an integral part of the facility and may be removed without destroying or reducing the usefulness of the facility. This contract provides for relocation and / or installation of EIP under CLIN 1001.

Facilities - Any interest in land, structures, linear structures or complex of structures, supporting road and utility improvements necessary to support the functions of an activity or mission.

Inclement Weather – Any outside weather condition that would allow foot traffic to bring moisture or dirt into the school.

Inspection - Procedures for the evaluation and determination of the actual condition of facilities and of the technical components of systems. Installed Equipment - Equipment and furnishings required to make the facility usable and attached as a permanent part of the structure.

Major Components - Roof structures, exterior walls, interior walls, HVAC Systems, plumbing and Mechanical Systems, Water Distribution/Treatment Systems, chimneys, stairwells and handrails, interior and exterior joint seals, interior ceiling tiles, floor coverings, wall covering, duct insulation, electrical distribution system, Fire Control/Emergency Lighting Systems, transformers, exterior landscaping, site grading, sports field sprinkler systems and pavement.

Major Equipment - A piece of equipment that is separate and distinct as well as critical and necessary to a system's function. An example of major equipment related to “Vertical Transportation Systems” is the elevator cars and the hoist mechanism. Floor indicator lights would not be considered major pieces of equipment.

Off Duty Hours – Hours outside the normal duty hours established in PWS Section 4.1.

Personal Property - Any property not considered real property. This includes property book items. (Note: no property book items will be disposed without advance notification to the property book officer, i.e. kitchen dishwashers) Coordination can be accomplished through the DoDEA school administration officer and/or the DoDEA Facility Manager

Performance Assessment - Those actions taken by the Government to assure services meet the requirements of the performance work statement (PWS).

Performance Assessment Plan (PAP) - A written Government plan detailing how Contractor performance and Quality Control will be monitored and assessed by the Government to ensure receipt of quality services and facilitate payment in accordance with the contract’s terms and conditions.

Project Work Request: An item of IDIQ sustainment, or non-routine services exceeding €5,000.00 in value. Project Work Requests will be processed in accordance with the procedures expressed in Section 5 of this PWS.

Quality Control Plan (QCP) - The contractor's system for controlling quality of performance to ensure quality services are provided to the government in accordance with the contract’s terms and conditions.

Real Property - All land and interest in lands. Includes buildings, warehouses, right-of-way, basements, utility systems, and all other improvements permanently attached and ordinarily regarded as real estate. Does not include machinery, equipment, or fixed signal communication systems that may be removed without harming the usefulness of the structure.

Repair - The application of maintenance services or other maintenance action to restore serviceability to an item by correcting specific damage, fault, malfunction, or failure in a part, subassembly, module (component or assembly), end item, or system. This may also include replacement of an item requiring repair.

Repair Parts and Materials - Parts, materials, supplies, and equipment provided by the Contractor to support all routine maintenance, sustainment services.

Repair Project: to restore a real property facility, system, or component to such a condition that it may effectively be used for its designated functional purpose; or to convert a real property facility, system, or component to a new functional purpose without increasing its external dimensions IAW USC Title 10, §11.

Response: To have personnel on site at the school facility pursuing a solution to the written or stated problem.

Restoration and Modernization – Alterations of facilities to implement new or higher standards or to accommodate new functions. This does not include recurring sustainment services.

Routine Facilities/Building Maintenance: Preventive Maintenance of buildings and real property structures and linear structures to include all outlying physical appurtenances as detailed in this PWS. Frequencies stated are minimum frequencies unless manufactures recommendations or industry standards dictate a more frequent interval between inspections, at which case the more frequent interval shall be followed.

Sustainment: Repair services necessary to ensure optimal condition of facility components and operations over its life-cycle duration. Such work includes the full spectrum of immediate or scheduled repair and or replacement services and any services to be provided on an emergency basis.

Urgent Work: Work required during normal duty hours to correct an emergency situation that threatens health, safety, property, or mission. Urgent work includes, but is not limited to; utility failure, elevator failure, fire hazards, environmental hazards, fire alarm system failure, heating failure, broken locks, broken windows, broken water lines, or sewer backups. It also includes elimination of fire, health, security or safety hazards, or any other hazard deemed detrimental to the mission or operational effectiveness.

Vandalism: Damage to the facility or equipment due to mischief or tampering. Vandalism includes all damage not due to normal usage or deterioration not due to normal wear.

Work Order: An item of sustainment (€5,000.00) or less in value. Work Orders valued at €5,000.00 and below shall be performed by the Contractor in accordance with the applicable section of this PWS below as a part of routine maintenance under monthly maintenance CLINS.

Work Orders may also be issued for non-routine services. All Non-routine Work Orders must be approved by the Government DoDEA Facility Manager and/or the Corps of Engineer COR. No other DoDEA employee or school staff can approve work order requests.

Work Order Threshold: (€5,000.00). Any sustainment work that is priced at or below €5,000.00, (including all applicable Direct and Indirect costs) shall be performed within the fixed-price of the Routine Building Maintenance line items. All work performed shall be documented in Schooldude.com® regardless of cost.

ACRONYMS/ABBREVIATIONS:

AAFES U.S. Army and Air Force Exchange Service ACM Asbestos Containing Material ACOR Alternate Contracting Officer's Representative AFARS Army Federal Acquisition Regulation Supplement AHERA The Federal Asbestos Hazard Emergency Response Act AR Army Regulation BCE Base Civil Engineer (US Air Force) CCE Contracting Center of Excellence CFR Code of Federal Regulations CENAU Corps of Engineers North Atlantic Europe District cm Centimeter CO U.S. Government Contracting Officer CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative CPSC U.S. Consumer Product Safety Commission COTR Contracting Officer's Technical Representative COTS Commercial-Off-the-Shelf CSO Community Superintendent’s Office DA Department of the Army DD250 Department of Defense Form 250 (Receiving Report) DD254 Department of Defense Contract Security Requirement List DFARS Defense Federal Acquisition Regulation Supplement DMDC Defense Manpower Data Center DOD Department of Defense DPW Department of Public Works DSO DoDEA District Superintendent’s Office FAR Federal Acquisition Regulation HEPA High Efficiency Particulate Arresting HIPAA Health Insurance Portability and Accountability Act of 1996 HVAC Heating, Ventilating and Air Conditioning IAW In Accordance With IDIQ Indefinite Delivery / Indefinite Quantity KO Contracting Officer NAU North Atlantic Europe (Abbreviated for CENAU) NEC U.S. National Electric Code NFPA U.S. National Fire Protection Association NTP Notice to Proceed

OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs PAP Performance Assessment Plan PIPO Phase In/Phase Out PM Preventive Maintenance POC Point of Contact PRS Performance Requirements Summary PW Public Works (Navy) PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program RCMP Reliability Centered Maintenance Program RFP Request for Proposal RFQ Request for Quotation RM Routine Maintenance SIS SHAPE International Schools SM Square Meter TE Technical Exhibit TO Task Order TÜV Technische Überwachungs-Verein USACE U.S. Army Corps of Engineers USAREUR U.S. Army - Europe VDE Verband Deutscher Elektringenieure Schooldude.com Work Management System

4. GENERAL REQUIREMENTS AND INFORMAITON

4.1 Hours of Operation: The Contractor shall provide services during normal hours of operation, 0700 to 1630, Monday through Friday, except U.S. Federal holidays and at such other times as required by the nature of the work and/or Task Orders issued.

The following is a list of US Federal Holidays applicable to this contract:

January 1 New Year's Day Third Monday in January Martin Luther King Jr. Birthday Third Monday in February President's Day Last Monday in May Memorial Day July 4 Independence Day First Monday in September Labor Day Second Monday in October Columbus Day November 11 Veterans Day Fourth Thursday in November Thanksgiving Day December 25 Christmas Day

4.1.1 Severe Weather and Increased Threat Condition Levels: In the event that any

DoDEA-E facilities are officially closed, a delayed opening / early departure is announced, or when the threat conditions are increased to the point where contractors are unable to access the base, contractors shall not work at the affected locations during these times unless notified by the COR.

Decisions regarding closings or adjusted schedules will be publicly announced. It is the contractor's responsibility to monitor information regarding inclement weather and increased threat conditions, ensure that their employees are appropriately notified, and coordinate with the COR. The COR will provide the current website and guidance utilized for communicating this information upon request.

4.2 Personnel: The Contractor shall provide adequate numbers of qualified personnel to assure quality performance of the services required by this contract. Furthermore, the Contractor shall provide management, oversight, direction and supervision for all work under the contract, to include all matters pertaining to work identification, performance of services and delivery of data; employee hiring, orientation and training, utilization, payment and administration;

purchasing and subcontracts; and establishment and maintenance of records. All on-site supervisors shall have the ability to read, write and speak the English language at a level of fluency that allows for clear communication.

4.2.1 Program Manager: The Contractor shall provide at minimum, a program manager (PM) dedicated to this contract who acts as the overall manager and central point of contact (POC) with the Government for work performed under this contract. The PM shall be fluent in writing, reading, speaking, and understanding the English language and shall be fully capable of conducting in-depth technical and non-technical conversations concerning their work and be able to convey those technical and non-technical discussions into easily understandable and grammatically correct written documentation.

Another individual or individuals shall be designated to act for the Program Manager in his/her absence. Notification of such designation shall be furnished to the Government.

The PM or designated alternate shall have full authority to commit the Contractor to immediate action on matters pertaining to the administration of this contract. At a minimum, the program manager shall possess a cell phone and email address for communication with Government personnel during normal business hours. Furthermore, the program manager shall be available to communicate with the Government outside of normal business hours for emergency purposes. Both the PM and their designated alternate shall possess installation passes for their entire area of responsibility.

4.2.2 Key Personnel: The Program Manager and other proposed key personnel are considered essential to the work being performed under this contract. Before removing, replacing, or diverting any of the listed or specified personnel, the Contractor must: (1) Notify the Contracting Officer reasonably in advance; (2) submit justification (including proposed substitutions) in sufficient detail to permit evaluation of the impact on this contract; and

(3) obtain the Contracting Officer's written approval. Notwithstanding the foregoing, if the Contractor deems immediate removal or suspension of any member of its management team is necessary to fulfill its obligation to maintain satisfactory standards of employee competency, conduct, and integrity the Contractor may remove or suspend such person at once, although the Contractor must notify Contracting Officer prior to or concurrently with such action. The Contractor must request installation pass access for any replacement personnel and immediately pull the installation pass of personnel being dismissed or suspended from the contract. All passes that are pulled from contracted employees or subcontractors, by the contractor shall be immediately turned over to the COR or secured until turn-over can be accomplished. The COR, ACOR, COTR will then return the passes to the installation authority.

4.2.3 Personnel List: Forty-five (45) days after contract award and within five (5) business days of updates to the Personnel List, the Contractor shall provide a list of all personnel to perform services under this contract. The Contractor shall identify points of contacts for each school/region for duty and non-duty hours. The list shall include personnel name, telephone number, email address and assigned work area. Furthermore, the Personnel List shall include an Emergency Contact Roster including home telephone number of key emergency and on-call personnel to each DPW emergency work order desk, BCE, , Military Police (MP) station, and Security Forces (SF) station, Fire Department, DoDEA- E Facilities Branch, and local DSO, CSO, COR, ACOR, COTR, and CO.

4.2.4 Employee Conduct and Appearance: The contractor shall provide professional and responsive service that:

• Delivers high quality and responsive service to every customer!

• Projects positive attitude and proactive assistance.

• Treats everyone with courtesy and respect.

• Honors commitments and agreed upon deadlines.

• Perform work in a manner that does not disturb students, faculty or other facility occupants.

During performance of this contract while in government (School and Office) facilities, contractor employees shall NOT, under any circumstances:

• Use verbal assault, foul language, personal or racial insults, or threats of personal violence, or comment on the personal appearance of students and government employees.

• Engage in any conduct of a sexual nature, verbal or physical, to include reading or display of nudity or pornographic material.

• Engage in physical contact with students and government employees, except as required for reasons of safety, first aid, or CPR.

• Show verbal or physical affection toward students or government employees, or take photographs of them.

• Report for work under the influence of or impaired by alcohol, drugs, or medications which may affect the ability to perform safely under this contract.

• Sell, give to, or accept from students any beverage, food or tobacco product, or any gift or item, irrespective of monetary value.

• Wear clothing with insignia reflecting religious, political or social messages or slogans, but shall dress in a neat, professional manner.

Contractor personnel shall dress appropriate for the duties being performed in a pre- Kindergarten through 12th grade school environment as well as office environment (shorts, T-shirts, sandals, etc. are examples of dress that is not appropriate). Smoking is allowed only in designated smoking areas and out of sight or smell of any DoDEA-E students (Typically only outside the school fence line).

The Contractor shall safeguard and maintain all Government property as well as provide for the safety and well-being of personnel employed in the performance of this contract.

The Contracting Officer may require the Contractor to remove from any facility or grounds any employee working under this contract for reasons of misconduct, safety or security at any time during the life of the contract.

Any Contractor employees found working under the influence of alcohol, drugs or other incapacitating agents shall be removed and replaced by Contractor. The contractor shall immediately inform the CO when it is learned that an employee performing under this contract has been arrested for a criminal offense.

Contractor employees (other than Program/Project Manager and District/ Regional Project Managers) shall be furnished with uniforms bearing a company patch or logo, and a badge. All Contractor Personnel shall present a professional appearance, be well-groomed, and without offensive body odor. Contractor Management employees shall have either a shirt with company patch or logo and/or company identification that can be presented to school staff or security upon request.

4.2.5 Certification & Training Requirements: All contractor personnel are required to maintain up-to-date certifications and adhere to all recertification requirements. The contractor shall maintain records of all orientation and training provided and all documentation herein (i.e., training requirements pertaining to the performance of this PWS, the contractor is responsible for providing training to contracted personnel on the new requirements as appropriate.

4.2.5.1 General: The Contractor shall provide initial orientation and quality system training to all new employees prior to assignment of employees to work under the contract. Provide follow-on quality system and other training as required during contract performance. All trades and/or crafts personnel shall be certified as journeymen or masters, as required by local laws, regulations and codes, maintaining records of personnel certifications as required.

4.2.5.2 Specialized: Asbestos Training: The Contractor shall ensure that, at a minimum, two (2) supervisory employees (one primary and one alternate) successfully completed and maintain the AHERA 40-hour supervisor’s training and annual 8-hour refresher course. (Names and training certificates shall be provided to COR at commencement of contract performance) Hazardous Material and Waste Management Training: The contractor shall ensure that all contract employees are properly trained on how to recognize potentially hazardous materials and/or waste, including ACM, as well as who to notify in the event suspected hazardous material and/or waste is discovered and first-response measures that may be taken. The training shall be completed within 60 days after contract award and the certification shall be reported to the Government within 5 days after completion of the training. Training and certifications for Asbestos shall be provided to the DoDEA Facility Managers or Facility Operations Specialists no less than annually and upon request. If requested by host installation environmental or engineering staff the contractor shall provide and inform the

COR.

4.3 Key Control: The Contractor shall restrict use of U.S. Government keys in the custody of the

Contractor to contract employees and other specifically authorized personnel. The Contractor shall ensure employees maintain proper control of keys to DoDEA-E facilities. No keys issued to the contractor shall be duplicated. If keys are lost, stolen or misplaced by Contractor personnel, the Contractor shall notify the COR. The Contractor may be held responsible for replacing affected locks. School related keys issued to contract personnel will not be transferred on to anyone else without prior written approval by school key custodian.

4.3.1 Access to Locked Areas: Restrict use of U.S. Government keys in the custody of

Contractor to contract employees and other specifically authorized personnel. Do not open locked areas permitting entrance by other personnel unless authorized by Contractor management, the COR, COTR, ACOR or other authorized representative of DoDEA-E.

4.4 Government Furnished Space: The Government will provide the space shown in Exhibit N.

The space shall be for the exclusive use of the Contractor to perform work associated with this contract. The Contractor shall maintain all Government-Furnished office, shop and storage space in a neat and orderly condition. Follow the requirements of EM 385-1-1 to store any combustible materials. Use assigned spaces only for contract purposes. Upon conclusion of the resulting contract, return all assigned areas in a clean, neat and well-maintained condition, and remove all Contractor property. If the host installation inspects the contractor furnished spaces and finds any deficiencies (i.e. fire code) the contractor shall make the corrections. If the violations are due to the actions of DoDEA, or the U.S. Government then the contractor shall inform the COR and CO. For any materials that require safety data sheets (SDS), the contractor shall perform quarterly inventories and provide to the COR, ACOR, COTR, and the school administration. If the host installation requests the information the contractor shall comply.

4.5 Government Furnished Equipment: A limited amount of Government Furnished Equipment will be provided as expressed in Exhibit K. The Government furnishes utilities in Government-owned facilities at no cost; however, the contractor shall furnish any required utility connections. Facility network connection is not authorized and shall not be provided to the Contractor. The Contractor shall, in coordination with the District COR, inventory GFE upon receipt, maintain it and account for it, and submit annual reports as required during contract performance.

4.6 Contractor Furnished Equipment: The contractor shall provide all necessary tools, materials, general and specialized equipment, electronic communication devices, required reporting and transportation necessary to successfully perform the PMC program. All contractor-furnished equipment shall be tagged to maintain discrete identification. Vehicles: The contractor shall provide vehicles required for performance of this requirement as stated in this PWS that meet installation standards. Any contracts or agreements for telephone or internet are the sole responsibility of the contractor for initiation, recurring, and termination.

4.7 Damage: The Contractor shall be held liable to the Government for any damages to the

Government facility, grounds, fixtures, furnishings, or equipment caused by the Contractor. The Contractor shall restore, repair or replace any damage caused by Contractor operations, including the replacement of any plant materials damaged as a result of negligence at no cost to the Government. The contractor shall also be held liable for any damage to private property or equipment caused by the contractor. For damage to private property all actions shall be documented by a police, MP, or SF report.

4.8 Security Requirements

4.8.1 Installation/Base Passes and Access: The contractor is required to obtain all installation/base passes to perform work under this contract. To be eligible to perform work under this contract, the contractor must meet all applicable European installation/base access requirements covered including Army in Europe Regulation 190- 16 and/or USAFE Instruction 31-208. Passes must be in the employee’s possession at all times while on a military installation. The contractor shall return base passes to the appropriate office within one (1) business day upon termination of employment or completion of this contract.

4.8.2 Visitor Policies: The contractor shall ensure all contracted employees strictly comply with established DoDEA visitor policies pursuant to DoDEA Regulation 4700.2, Internal Physical Security, March 2001 and DoDEA Regulation 4700.1, DoDEA Antiterrorism Program and Standards Para 4.7.11, which can be provided by the COR upon request.

This shall include the mandatory use of visitor badges necessitating the positive identification of all visitors and contractors. Visitor or contractor non-compliance with the visitor policy will be documented within 24 hours of occurrence for follow-up with the Contracting Officer or Installation Commander, as appropriate.

4.8.3 Identification Badges: All contractor and subcontractor personnel who require routine physical access to a Federally-controlled facility and/or routine access to a Federally-controlled information system shall follow the Federal Information Processing Standards Publication (FIPS PUB) Number 201 "Personal Identity Verification of Federal Employees and Contractors"; and the associated Office of Management and Budget (OMB) implementation guidance for personal identity verification OMB Guidance M-05- 24, dated August 5, 2005, "Implementation of Homeland Security Presidential Directive (HSPD) 12-Policy for a Common Identification Standard for Federal Employees and Contractors," as required by FAR 4.13 – Personal Identity Verification.

The Contractor shall provide picture identification badges to all contractor personnel.

Identification badges shall be worn and visible at all times while contractor personnel are on government premises. Badges shall display a recent picture of the contractor employee, the contractor employee’s name, company name, and expiration date. Subcontractor personnel working for the contractor shall sign-in /log in through the school front office or administration office.

4.8.4 Security: The Contractor shall not disclose or cause to be disseminated any information concerning the operation of the US bases or schools which could result in or which could increase the likelihood of the possibility of a breach of base security or interrupt the continuity of their operations.

The COR shall be notified within 24 hours of occurrence of all inquiries in connection to the performance of this contract which may cause or require the dissemination of official information. All contractor employees performing under this contract shall be required to adhere to the provisions outlined under DoD Regulation 5400.11, DoD Privacy Program.

All contractor personnel shall be required to sign in daily at the visitor’s log in each school where work is performed during school hours. The signing in of contractor personnel is for the safety and security of the school.

The Contractor shall be responsible for properly safeguarding all government property, and shall not leave exterior doors propped open during the course of their duties, especially after school hours. Contractor personnel will not open exterior doors for visitors during the course of their duties. Exterior doors will remain closed and secured at all times.

4.8.5 Investigative Levels for Contractor Employees: All personnel providing services under this PWS (to include all sub-contractors) are required to meet the investigative detailed in Exhibit P, " DoDEA-E Investigation Process.”

4.9 Communication and Relationship Management: Provide for clear, consistent and open communication mechanisms to identify needs and requirements from DoDEA-E and, in every case possible, facilitate mechanisms to allow for the flow of information into and from DoDEA- E Schools / Offices and with other contractors working in support of the PMC requirements, if applicable.

The contractor shall utilize a variety of communication and relationship management tools to ensure a continuous flow of information to and from applicable stakeholders in accordance with the PWS in order to ensure timely, efficient, and proactive services. Periodically, upon the Government’s request, the Contractor shall make available any necessary key personnel for the purposes of Performance review meetings to examine actual performance against the contract requirements to identify required or potential performance improvements. Performance reports may be requested in lieu of meetings as appropriate. Furthermore, the Contractor shall:

Provide cellular telephone service for notification during normal and non-duty hours of

Contractor management personnel assigned to the contract. Provide roster with home telephone number of key emergency and on-call personnel to each MP Station, SF Station, Fire Department, DoDEA-E Facilities Branch, local DSO, COR, ACOR, COTR and CO within 45 days of award of contract.

Provide labor, cables, wireless connections, hardware, software and services necessary to ensure reliable Internet connectivity between contractor employees and Government representatives to ensure maximum use of Schooldude.com®. Access to Schooldude.com® and Schooldude on-line training (approximately 2 hours) shall be provided at no cost to the Contractor.

Cooperate with U.S. Government, Host Military Installation, German Government, and other Contractors performing work on DoDEA-E facilities. Notify the COR of any disputes between Contractor (and subcontractor) personnel and other personnel within 24 hours.

Obtain prior written approval of the COR before shutting down any facility system or component that affects classroom / office operations or safety, unless there is an immediate threat to the safety of the building occupants, or threat of damage to equipment or the building. System failure of any key systems that may disrupt school operations shall immediately (within 1 hour of awareness) be provided to COR, ACOR, COTR.

4.10 Transition Responsibilities: The Contractor shall develop, submit and implement comprehensive procedures to ensure the seamless transition to the level of service prescribed and within the time allowed under the terms of the contract during the transition-in/transition-out periods. To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the Contractor shall have personnel on board during the required transition-in/transition-out period(s). The transition period will be forty five (45) days for the initial task orders.

4.10.1 Transition-In: During the transition-in, the Contractor shall become familiar with performance requirements in order to commence full performance of services after forty five (45) days. The Contractor’s management personnel will be permitted to observe any on-going operations as approved by the COR.

During the transition-in, the Contractor as a minimum shall:

Establish a contractor’s project management point of contact to coordinate transition-in tasks with the Government Provide updates to the Transition-In Plan proposed in response to the solicitation within ten (10) business days after contract award Recruit and hire necessary personnel Obtain all required certification and clearances, including personnel security clearances and badging Attend post-award meetings as required Work with the current contractor for facility turnover

Complete SchoolDude Training on-line in accordance with Section 5.1.2 Within forty-five (45) calendar days after award, the Contractor shall develop and submit to the COR a draft Preventative Maintenance Plan in accordance with 5.1.5 of the PWS which shall include a listing of systems that need to be brought up to “maintenance standards.”

Establish services and provide addresses and phone numbers to CO and COR forty-five (45) calendar days after award. This includes providing a roster with emergency contact numbers of key personnel. Updates of this information shall be provided to the COR and CO through the life of the contract.

5. PERFORMANCE REQUIREMENTS

The following service category represent the desired services to be performed under this contract:

Category 1 - Facilities Maintenance / Repair and Project work for all locations

5.1 Category 1 - Building Maintenance / Project Work

5.1.1 General Performance Requirements: The Contractor shall perform Routine and Non- Routine work for requirements of the PWS.

Routine services are defined as services on a recurring basis as specified in this PWS and applicable attachments. Routine services do not require Government approval to proceed.

Non-Routine services are those services that stem from special events, operational requirements, acts of God, vandalism or other mischief. All Non-Routine services shall be provided using the work order process detailed in this PWS and are included in the cost of Routine Services at or under 5,000.00 Euro.

While the contractor is performing services under this contract, the Contractor is responsible for complying with all US, host nation, DoD, agency, area, district, and school health and safety laws, rules, regulations, special certifications, licenses or training requirements. The Contractor’s personnel shall be required to comply with the on-site Installation Commander’s guidelines and policies. Installation policies may be furnished upon request.

5.1.2 Inspection results & Inventory Management: Maintenance Data and Repair

Information shall be documented in the work management system (Schooldude.com®) as prescribed below. All information entered into Schooldude will be consistent across the Districts. All costs associated with access and use of Schooldude.com are the responsibility of the Contractor. The only exception is that the Schooldude.com® on-line training is required and will be provided at no cost to the Contractor within thirty (30) days after contract award.

The Contractor shall update Inventories of Installed Equipment in each District’s module of Schooldude.com® on a continuous basis as equipment is retired, replaced or added.

Equipment changes shall be consolidated into a quarterly report that is broken out by District, School/Location, Building, and room and provided to the government.

5.1.3 Work Orders: Work Orders are defined in Section 3 of this PWS as “An item of sustainment €5,000.00 or less in value.” Work Orders may be performed under any of the sections described in this PWS. The Contractor bears the prime responsibility to identify all Work Orders; however, Work Orders may also be identified by authorized Government personnel. All Work Orders regardless of source will be input into Schooldude.com® upon initiation, including work performed under the Work Order Threshold as defined in Section 3 above. Work Orders under the Work Order Threshold will be identified, input into Schooldude.com and performed by the Contractor according to the schedule below.

District facilities personnel and Contractor management are expected to partner to ensure that the most effective, efficient and fair solutions are found to repair requirements. Any dispute arising out of defining repair requirements will be resolved by the Contracting Officer after consultation with all parties.

Contractor shall complete Work Orders within 10 working days, to include entry of data into Schooldude. Work Orders for Emergency Work/Emergency Maintenance as defined in Section 3 shall be initiated immediately upon identification of the emergency.

Mitigation to eliminate further damage shall be performed immediately upon discovery or notification of condition. Upon successful mitigation of immediate emergency, Emergency Work Order shall proceed as defined above. Contractor shall inform the COR and the school’s facility manager immediately upon notification of an emergency work order request.

5.1.3.1 Emergency Work Order (identified as Emergency Priority in SchoolDude):

Emergency Work/Emergency Maintenance as defined in Section 3 shall be initiated immediately upon identification of the emergency. “Immediately” is defined as 1 hour after notification of emergency during normal duty hours, and 2 hours after notification of emergency outside normal duty hours (for the SHAPE Schools “Immediately” is defined as 4 hours after notification of emergency during normal duty hours, and 4 hours after notification of emergency outside normal duty hours). Mitigation required to prevent further deterioration or damage to the facility shall be performed immediately upon discovery or notification of condition. Upon successful mitigation of immediate emergency, a Project Work Request will be negotiated pursuant to Para. 5.1.3, if necessary. Such Project Work Requests will include costs associated with the initial response to the emergency and costs for repairs and cleanup required after initial mitigation. Once begun, all work shall be performed to completion and must be completed within two (2) calendar days.

5.1.3.2 Urgent Work Orders (identified as High Priority in SchoolDude): Urgent work orders are non-routine and consist of correcting failures which do not immediately threaten personnel, property or missions, but which could soon inconvenience and/or affect the health of personnel, lead to property damage, increase the risk of equipment failure or lead to disruptions in operations.

Performance of urgent work orders shall be initiated within two (2) hours after receipt of an urgent work order during duty hours. A Project Work Request will be negotiated pursuant to Para. 5.1.3, if necessary. Once begun, all work shall be performed to completion and must be completed within three (3) calendar days.

5.1.3.3 General Work Orders(identified as Medium or Low Priority in SchoolDude) will be considered those work orders that are non-routine which do not qualify as Emergency or Urgent work orders as stated above or directed by the COR.

General Work Orders shall be completed within ten (10) working days of receipt of the work order. A Project Work Request under €5,000 will fall under the FFP CLIN, pursuant to Para. 5.1.3, and any General Work Order over €5,000 may be performed under the CPFF CLIN per the Government’s discretion.

5.1.3.4. Work Order Deferrals: The Contractor shall perform work orders in accordance with the above mentioned requirements to ensure quality customer service and continuity of operations and/or to return equipment to operational service. If repairs cannot be accomplished within these time frames due to circumstances beyond the Contractor’s control (COR determined) a deferral may be granted by the COR (on a case-by-case basis) once the Contractor provides the following:

A written explanation for the delay.

The estimated time for completion.

Evidence showing the Contractor has made every effort to comply with the work order time frames.

In the event an acceptable timeframe for completion cannot be agreed upon by the COR and the Contractor, the Contracting Officer will be the final decision authority. Regardless, the Contractor shall continue to address the applicable work order with due diligence until the matter is resolved to the satisfaction of the COR.

Notice of work order status shall also be provided to ACOR/COTR/FM

The Contractor shall provide in the Contractor Monthly Status Report and update in schooldude the status of all work order deferments approved by the Government.

All approved deferred work…