Attachment_1_HVAC_Service_PWS_Final.pdf

PERFORMANCE WORK STATEMENT (PWS)

FOR

HVAC PREVENTATIVE MAINTENANCE SERVICE

1.0 General:

1.1 Scope: The contractor shall provide all personnel, labor, equipment, tools, materials, supervision, and quality control necessary, except as specified in Paragraph 3.0 as Government Furnished, to perform HVAC preventive maintenance services, as defined in this PWS and in accordance with the manufacturer’s recommendations.

1.2 Background: Selfridge ANGB has a backlog of 2,007 HVAC preventative maintenance work orders that need to be accomplished. The work orders are for heating, cooling, and mechanical preventative maintenance actions. The work orders are divided into different defined work plans (Attachment # 2). This service is intended to close this backlog of work orders.

1.3 Period of Performance (PoP): The Period of Performance shall be 4 months.

1.4 General Information:

1.4.1 Quality Control (QC):

1.4.2 Quality Assurance (QA): The Government shall inspect and evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and acceptable quality level(s) (defect rate(s)). The Contractor shall be responsible for any countermeasures or corrective action, within the scope of this contract, which may be required by the Contracting Officer as a result of such inspection.

1.4.3 Recognized Holidays: The following are recognized US holidays. The contractor shall not perform services on these days:

New Year’s Day 1 January Martin Luther King, Jr.’s Birthday 3rd Monday in January Presidents Day 3rd Monday in February Memorial Day Last Monday in May Independence Day 4 July Labor Day 1st Monday in September Columbus Day 2nd Monday in October Veterans Day 11 November Thanksgiving Day 4th Thursday in November Christmas 25 December

1.4.4 Place and Performance of Services: The contractor shall provide services between the hours of 0700-1630 on Tuesday through Friday except on recognized US holidays or when the Government facility/installation is closed due to local or national emergencies, administrative closings, or similar Government-directed facility/installation closings. Performance shall be at various building locations at the Selfridge Air National Guard Base, Michigan. The contractor shall at all times maintain an adequate work force for the uninterrupted performance of all tasks defined within this PWS when the Government facility/installation is not closed for the above reasons.

1.4.4.1 Unscheduled gate closures by the Security Police may occur at any time causing all personnel entering or exiting a closed installation to experience a delay. This cannot be predicted or prevented. Contractors are not compensated for unexpected closures or delays. Vehicles operated by contractor personnel are subject to search pursuant to applicable regulations. Any moving violation of any applicable motor vehicle regulation may result in the termination of the contractor employee’s installation driving privileges.

1.4.4.2 The contractor’s employees shall become familiar with and obey the regulations of the installation; including fire, traffic, safety and security regulations while on the installation.

Contractor employees should only enter restricted areas when required to do so and only upon prior approval. All contractor employees shall carry proper identification with them at all times.

The contractor shall ensure compliance with all regulations and orders of the installation which may affect performance.

1.4.5 Security Requirements. The contractor shall comply with all applicable installation/facility access and local security policies and procedures, which may be obtained from the Contracting Officer’s Representative (COR). The contractor shall also provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services or Security Office. The contractor shall ensure compliance with all personal identity verification requirements as directed by DOD, HQDA and/or local policy. Should the Force Protection Condition (FPCON) change, the Government may require changes in contractor security matters or processes.

1.4.5.1 COMSEC/IT Security. All communications with DOD organizations are subject to communications security (COMSEC) review. All telephone communications networks are continually subject to intercept by unfriendly intelligence organizations. DOD has authorized the military departments to conduct COMSEC monitoring and recording of telephone calls originating from, or terminating at, DOD organizations. Therefore, the contractor is advised that any time contractor place or receive a call they are subject to COMSEC procedures. The contractor shall ensure wide and frequent dissemination of the above information to all employees dealing with DOD information. The contractor shall abide by all Government regulations concerning the authorized use of the Government's computer network, including the restriction against using the network to recruit Government personnel or advertise job openings.

1.4.5.2 Not Applicable.

1.4.5.3 Protection of Personally Identifiable Information (PII). The contractor shall protect all Personally Identifiable Information (PII) encountered in the performance of services in accordance with DFARS 224.103 and DoDD 5400.11, Department of Defense Privacy Program, and DoD 5400.11-R. If a PII breach results from the contractor’s violation of the aforementioned policies, the contractor shall bear all notification costs, call-center support costs, and credit monitoring service costs for all individuals who’s PII has been compromised.

1.4.5.6 AT Level 1 Awareness Training (AT): All contractor employees, including subcontractor employees, requiring access to the installation and facilities shall complete Level 1 AT training within 30 calendar days after contract start date and within 30 calendar days of new employees commencing performance. The contractor shall submit documentation of completion for each affected contractor and subcontractor employee to the COR within 15 calendar days after completion of training.

1.4.6 Physical Security. The contractor shall safeguard all Government property provided for contractor use. At the close of each work period, Government facilities, equipment and materials shall be secured.

1.4.6.1 Key Control. The contractor will not be issued any keys. All accesses required to perform work will be provided by the COR.

The Civil Engineer office will inform the building managers about the preventative maintenance contract and ensure that access is able to be provided to the contractor as many building manages do not have access to the boiler rooms. In addition the COR will ensure that all building managers are provided 24 hours advance notice of pending HVAC maintenance.

1.4.6.2 Lock Combinations:

1.4.7 Special Qualifications: The Contractor shall provide qualified personnel in their relevant profession, trade or field along with the appropriate tools and testing equipment to perform maintenance.. The contractor shall hold any licenses required by law.

1.4.7.1 All contractor employees shall be are able to read, write, speak, and understand English fluently.

1.4.8 Post Award Conference/Periodic Progress Meetings: The contractor agrees to attend any post award conference convened by the KO in accordance with Federal Acquisition Regulations Subpart 42.5. The KO, Contracting Officer’s Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contactor’s performance. At these meetings, the Contacting Officer will apprise the contractor of how the Government views the contractor’s performance and the contractor shall apprise the Government of problems, if any, being experienced The contractor shall resolve outstanding issues raised by the Government. Contractor attendance at these meetings shall be at no additional cost to the Government.

1.4.9 Contract Manager (CM): The contactor shall provide a CM who shall ensure performance under this contract. The name of this person, and an alternate who shall act for the contractor when the CM is absent, shall be designated in writing to the KO. The CM or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The CM shall work through the COR, (or the KO if a COR is not assigned), to resolve issues, receive directions and ensure adequate performance of services. The CM shall ensure that contractor employees do not perform any services outside the scope of the contract without an official modification issued by the KO. The CM shall ensure contractor employees understand that services performed outside the scope of the contract are performed wholly at the expense of the contractor.

1.4.10 Identification of Contractor Employees: All contractor personnel attending meetings, answering Government telephones and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression that they are Government employees. The contractor shall ensure that all documents or reports produced by contractor personnel are suitably marked as contractor products or that contractor participation is appropriately disclosed. The contractor’s status as a “contractor” shall be predominantly displayed in all correspondence types (to include signature blocks on e-mail) and dealings with Government or non-Government entities.

Contractor personnel shall wear identification badges or uniforms distinguishing themselves as such. The badges shall have the company name, employee name and the word “contractor” displayed. The contractor shall retrieve all identification media (including vehicle passes) from their employees who depart employment for any reason. All identification media (i.e., badges and vehicles passes) shall be returned to the KO within 14 days of an employee’s departure.

1.4.10.1 Contractor employees working on the work plans shall be easily recognized by wearing distinctive uniform clothing bearing the name of the company (no other pictures or words are authorized). Uniforms may be coveralls or shirts i.e.T-shirts, sweatshirts, or button down shirts (shirts must be worn at all times). Uniforms shall be in good repair and present appropriate appearance. The contractor shall provide all uniforms and associated articles.

1.4.11. Combating Trafficking in Persons: The United States Government has adopted a zero tolerance policy regarding trafficking in persons. Contractors and contractor employees shall not engage in severe forms of trafficking in persons during the period of performance of the contract;

procure commercial sex acts during the period of performance of the contract; or use forced labor in the performance of the contract. The Contractor shall notify its employees of the United States Government’s zero tolerance policy, the actions that will be taken against employees for violations of this policy. Such actions may include, but are not limited to, removal from the contract, reduction in benefits, or termination of employment. The Contractor shall take appropriate action, up to and including termination, against employees or subcontractors that violate the US Government policy as described at FAR 22.17.

1.4.12 Contractor Travel: NA

1.4.13 Data Rights: NA

1.4.14 Organizational Conflicts of Interest (OCI): The contractor and subcontractor personnel performing services under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent OCIs, as defined in FAR Subpart 9.5. The contractor shall notify the KO immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the KO to avoid or mitigate any such OCI. The contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the KO and in the event the KO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the KO may affect other remedies as he or she deems necessary, including prohibiting the contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.4.15 Phase In / Phase Out Periods: NA

1.4.16 Telework: NA

2.0 Definitions and Acronyms:

2.1.1 CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.2 CONTRACTING OFFICER (KO). A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government.

Note: The only individual who can legally bind the government.

2.1.3 CONTRACTING OFFICER’S REPRESENTATIVE (COR). An employee of the U.S.

Government designated by the KO to monitor contractor performance. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4 DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.5 DELIVERABLE. Anything that can be physically delivered and includes non-manufactured things such as meeting minutes or reports.

2.1.6 KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.7 PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.8 QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.9 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.10 QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.11 SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.2 ACRONYMS:

AFARS Army Federal Acquisition Regulation Supplement AR Army Regulation AT/OPSEC Antiterrorism/Operational Security CFR Code of Federal Regulations CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative COTS Commercial-Off-the-Shelf CTIP Combating Trafficking in Persons 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 DOD Department of Defense FAR Federal Acquisition Regulation GFP/M/E/S Government Furnished Property/Material/Equipment/Services IA Information Assurance IS Information System(s) KO Contracting Officer OCI Organizational Conflict of Interest ODC Other Direct Costs PII Personally Identifiable Information PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program

TE Technical Exhibit

Contract Specific Acronyms:

MAS Maintenance Action Sheets

3.0 Government Furnished Property, Material, Equipment and Services (GFP/M/E/S): The Government will provide the property, material, equipment, and/or services listed below solely for the purpose of performance under this contract:

3.1 Property: NA

3.2 Materials: NA

3.3 Equipment: NA

3.4 Services: NA

3.5 Utilities: All utilities in the facility will be available for the contactor’s use in the performance of this contract. The contractor shall instruct employees in utilities conservation practices. The contractor shall operate under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount.

3.6 Location for washing of filters – water available at Building 126 HVAC shop

3.7 Dumpsters for disposing of used filters.

4.0 Contractor Furnished Property, Materials, and Equipment (CFP/M/E):

4.1 General: Except for those items specifically stated to be Government-Furnished in Paragraph 3.0, the contractor shall furnish everything required to perform these services.

4.1.1 The Contractor shall provide trained personnel with the appropriate tools and equipment to accomplish the preventative maintenance services. The Contractor shall provide all of the necessary parts, (materials and supplies to carry out the service as per Attachment # 3. Parts include air filters, oil, grease

4.1.2 Personal Protection Equipment. The contractor shall provide all required personal protection equipment in accordance with Occupational Safety and Health Act (OSHA) standards, other than Government-Furnished items listed in the contract. The contractor shall perform the requirements of this PWS using the Code of Federal Regulations (CFR), and are responsible for compliance with OSHA standards, and the protection of their employees.

5.0 Requirements: The contractor shall:

5.1 HVAC Preventative Maintenance Services: Contractor shall accomplish various HVAC preventative maintenance services as detailed on the different work plans (ref. Attachment # 2).

The work plans are provided to define work orders (Attachment # 3) identifying the equipment and the maintenance needed. Major and specialized repairs shall be carried out by the Government, independent of this contract. The work plans include the following types of services:

NOTE: Each work plan is separate and will include types of items like those below that apply.

5.1.1 Operating the Heating/Ventilation/Air Conditioning(HVAC) systems according to the pertinent seasonal cooling/heating requirements as prescribed by the work plan.

5.1.2. Providing seasonal (i.e. off-, pre-, and post-season) servicing on the heating and air-conditioning equipment.

5.1.3 Adjusting relays, resetting circuit breakers, cleaning contact surfaces.

5.1.4 Inspecting pumps for abnormal temperature, vibration, noise, and other trouble symptoms, and adjusting as necessary.

5.1.5 Inspecting valves for restriction, leaks and other trouble symptoms, and adjusting as necessary.

5.1.6 Performing cleaning, washing and/or replacing of all air filters, air handling and fan coil units. The terms “cleaning” means “dusting” where unwashable filters are used, “washing”, where washable filters are used and “replacing” where unwashable/throwaway filters are used.

Replacement filters shall be supplied by the Contractor.

5.1.6.1 The washing of filters: The contractor shall wash the filters at each building with their own equipment or at the CE Building taking care at all times to ensure that the dirt removed is not splashed on buildings and surrounding structures, sidewalks, barricades or vehicles. A hose will only be available for use at the CE Building.

5.1.7 Filters shall be properly disposed of in dumpsters located near each building or collected by contractor and taken to Building 126 to dispose of in that dumpster.

5.1.8 Inspect all HVAC including pipes, ducts, valves, dampers restrictions, leaks, and other faulty conditions; providing routine servicing such as retightening, caulking, lubricating, and performing first echelon maintenance.

5.2 Documentation of Service Performed: At the completion of each week the Contractor shall sign off on every item of the work plans completed and provide a copy to the COR or the CE HVAC supervisor.

5.2.1 Each week the project manager shall meet with the COR and provide a status report of progress from the previous week, reference any delays that occurred along with the reasons.

5.2.2 Each month by the 3rd workday the contractor shall provide an update to the entire project schedule

5.3 Repairs Found During Routine Preventive Maintenance

5.3.1 There may be times when the Contractor finds items requiring repair while performing routine preventive maintenance. REPAIRS ARE NOT INCLUDED IN THIS CONTRACT.

Repairs shall be procured separately. When the Contractor finds a repair requirement while completing preventive maintenance, the Contractor shall submit a report identifying all required repairs to the COR within (7) calendar days following completion of the scheduled PM.

5.3.2 If scheduled PM cannot be performed due to required repairs, the contractor shall contact the COR the same or next business day for further direction. The Contractor’s report shall include a description of the problem or issue, and recommendations/considerations for the repairs.

5.4 Emergencies Found During Preventive Maintenance

5.4.1 Contractor shall promptly (within 15 minutes) report emergencies either verbally or in writing to the COR or the building manager if COR unavailable. Emergencies are defined as health, safety, environmental, or property risk and include but are not limited to any fires, flooding, noxious fumes, injuries, or hazardous conditions observed. Contractor shall follow-up with a written report to the COR.

The contractor shall be responsible for mitigating any health or safety issues that pose a risk of injury or death to personnel, electrically and/or mechanically isolate the system to make the system safe, and diagnosing the system fault with enough detail to determine the repairs required.

5.5 Contractor Manpower Reporting Application (CMRA):

5.5.1 The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the National Guard Bureau 127 Civil Engineer Squadron via a secure data collection site.

5.5.2 The contractor shall completely fill in all required data fields using the following web address: http://www.ecmra.mil/. Reporting inputs shall be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year, beginning with 2013. Contractors may direct questions to the help desk at http://www.ecmra.mil.

6.0 Applicable Publications: Publications applicable to this PWS are listed below:

http://www.ecmra.mil/ http://www.ecmra.mil/

Publication (Chapter/Page)

Date of Publication

Mandatory or

Advisory

Website

DFAR

224.103

M http://farsite.hill.af.mil/

DODD

5400.11

10/29/2014 M http://www.dtic.mil/whs/directives/corres/dir.html#

DODR

5400.11

05/14/2007 M http://www.dtic.mil/whs/directives/corres/pub1.html

FAR 42.5 M http://farsite.hill.af.mil/ FAR 22.17 M http://farsite.hill.af.mil/

AFI 32-1068 Feb 2017 M e-publishing.af.mil/home

TECHNICAL EXHIBIT 1

Performance Requirements Summary (PRS)

This PRS includes performance objectives the Government will use to determine contractor performance and will compare contractor performance to the Acceptable Quality Level (AQL).

Performance Objective /Task PWS Paragraph

Performance Standard Acceptable Quality Levels (AQL)

Surveillance Method / By Whom

1.4.10 Display of Contractor Identification

Contract employee(s) has required uniforms or badges displayed and identify themselves as contractors (email, phone, in person) 98% of the time each month.

AQL of 2% of any contractor staff not in compliance each month

Periodic inspection / Customer Complaint

5.1.3 The contractor shall perform restorative maintenance within the established timeframes

The contractor shall perform restorative maintenance within the established timeframes each month.

AQL - failure to perform restorative maintenance within the established timeframes each month.

Periodic Inspection - COR will review work plans

5.2.

Document services performed

Contractor provides documentation of completed work plans by Friday of each week

AQL – completed work plan documentation is provided by the next week.

Periodic Inspection -

COR

5.2.1 Document services performed

Contractor meets with COR weekly to provide status from previous week.

AQL – meeting is delayed until the next week once per month.

Periodic Inspection -

COR

http://farsite.hill.af.mil/ http://www.dtic.mil/whs/directives/corres/dir.html http://www.dtic.mil/whs/directives/corres/pub1.html http://farsite.hill.af.mil/ http://farsite.hill.af.mil/

5.4 Emergencies

Contractor notifies the COR of emergencies within 15 minutes of discovery

100% compliance if structural or human safety if of concern, 2 hours is acceptable if not.

Periodic Inspection

– COR

5.3.1 Repairs

Contractor identifies repairs to COR within 7 calendar days

AQL of 10 days if PM is completed.

Periodic Inspection

– COR

5.3.2 Repairs that prevent PM completion

Contractor identifies repairs to COR within 1 business days

AQL of 3 business days once per the contract (4 months)

Periodic Inspection

– COR

TECHNICAL EXHIBIT 2

Deliverables Schedule PWS Reference / Deliverable Title

Frequency Number of Copies

Medium/Format Submit To

Solicitation Project Schedule

Original with proposal

As required by solicitation

As required by solicitation

COR/CA

5.2.2 Project Schedule

Updates / Modification

Monthly beginning with 1st month within 5 days after award.

2 Electronic COR/CA

Subsequent updates within 3 days of each month

1.4.10 Identification

Media

Return within 14 days of employee’s departure from contract performance.

Original(s) Hard Copy KO

5.5

CMRA

Annually NLT 31 October

1 Electronic Submission http:// www.ecrma.mil

TECHNICAL EXHIBIT 3

Government Furnished Property, Material, Equipment and Services

The following will be provided to the Contractor solely for the purpose of performance under this contract.

Location Description Quantity Bldg 126 Outside water faucet access n/a

TECHNICAL EXHIBIT 4

Contractor Furnished Property, Materials, and Equipment

Contractor shall provide sufficient quantity of tools and materials to have more than one maintenance action/location occurring at a time.

Expendable items to be provided are:

Filters, oil, grease

Equipment: Lift capable of expansion to 50 ft required on many jobs