TECHNICAL EXHIBIT 2 - CLS 411 Facility Maintenance - Specific Tasks.pdf

TECHNICAL EXHIBIT 2

CLS 411 FACILITY MANITENANCE - SPECIFIC TASKS

5.1 Basic Services: The contractor shall provide services on a per-call or scheduled basis. This requirement is designed to ensure that the mechanical and electrical equipment (fixed or freestanding) listed in Technical Exhibit (TE) 1 is maintained or repaired in accordance with established commercial and performance standards as specified herein. The equipment maintenance and repair may include, but not limited to: freestanding and fixed heating, ventilating and air conditioning (HVAC) equipment, associated direct digital controls (DDC Controls), refrigerators and freezers systems and equipment, mechanical exhaust systems, smoke and heat exhaust systems and Sprinkler Systems, and electrical systems.

The contractor shall comply with existing applicable laws and regulations e.g. DIN (Deutsches Institut fuer Normung), VDE (Verband der Elektrotechnik Elektronik Informationstechnik), VDMA (Verband deutscher Maschinen und Anlagenbau), Environmental laws, etc. and accepted commercial standards and practices.

5.2 Preventive Maintenance (PM):

PM is maintenance performed on a scheduled basis to inspect and maintain equipment and facilities to prolong equipment life cycle and prevent malfunctions/breakdowns as well as the required German Law Inspections.

Certain equipment requires coordination to gain access to perform the required inspections/certifications. The contractor is responsible to submit their schedule according to the PWS and coordinate access to these areas.

Equipment locations include but are not limited to dining facilities, fitness center, retail space, Hangars etc.

During preventive maintenance the contractor shall also identify possible repair issues, conduct inspections/checks (e.g. TUEV) by the responsible agency in accordance with German Law (e.g. ASR A1.7, VDI 6022, DGUV V3, Dichtheitskontrolle, DGRL 97/23EG, DGUV V52, DGUV V54, BGG 945, etc.), in an attempt to avoid more serious and costly problems. Cost for these checks shall be included in the maintenance costs, based on line item. All additional material costs must be included in the maintenance pricing.

Equipment requiring preventive maintenance are listed in Technical Exhibit (TE) 1 – Inventory List.

5.2.1 In conjunction with the performance of scheduled inspections and maintenance services the Contractor shall perform work that is directly related to the scheduled maintenance of any piece of equipment: i.e. lubrication, adjustment or realignment of moving parts, checking and tightening screws and bolts, measuring and minor refilling, as necessary, coolant in air conditioners, disposal of materials, cleaning of electrical distribution components, replacing filter, gaskets, O-rings, common hardware and/or any other tasks identified in a manufacturers maintenance instructions and Guidelines.

5.2.2 PM shall be performed IAW equipment manufacturer’s manuals. The Contractor is responsible for obtaining all documents required to be fully informed and carry out required PM services. Ten (10) days prior to the base year start date; the contractor shall submit a Microsoft Excel spreadsheet electronically with a proposed PM schedule for equipment covered under the contract for the entire performance period. Within five

(5) days after submission of the proposed schedule, the COR will approve or disapprove the proposed schedule. If disapproved, the contractor shall submit corrections within two (2) days. As PM progresses, the contractor shall annotate its schedule to reflect additions, deletions, and other changes. The contractor shall not deviate from the approved maintenance schedule without prior written approval of the COR. An updated schedule shall be submitted one month prior to the end of each Task order to the COR and upon request. The updated schedule will be subject to COR approval in the same manner as the original schedule. The contractor shall provide the maintenance schedule in format as shown in TE 12 - Frequency Schedule. The monetary limit of the task order will not be exceeded at any time without prior written authorization from the Contracting Officer. Task orders may be modified by the Contracting Officer as necessary to reflect actual PM requirements.

5.2.3 The performance of maintenance services shall be documented by the Contractor. At a minimum Work

Certificate will contain information as shown in TE 13 – Work Certificate Example.

5.2.4 When the contractor detects a deficiency or malfunction of the equipment during PM and repairs are required, the contractor shall document the finding on the PM work certificate. If a deficiency or malfunction is determined, the contractor shall notify the COR immediately who shall determine whether emergency or routine work order will be initiated.

5.3 Repairs: Repairs are not scheduled and are performed on a per call basis. Upon arrival to the job site the contractor shall evaluate the malfunctioning equipment. Once the problem is determined the contractor representative shall provide a cost estimate to a COR, who will evaluate the estimate and either accept or reject the estimate. If accepted, the contractor will be provided an approved work authorization allowing it to proceed with the repair. Compensation begins with the technician's arrival at the job site and terminates with his departure. The contractor shall not exceed repair cost limitations, set by the COR. Repairs shall be documented on the Work Certificate in English. The customer and the COR will both sign the form after completion of repair. If it is discovered that the repair cannot be completed on government premises and removal of the equipment to the contractor’s repair facility is necessary, the contractor shall sign a hand receipt which will be provided by the COR.

The US GOV will reimburse the contractor for Indirect Costs such as Material Handling, Subcontract Administration, etc. Contractor shall use the standard Form 1034, Public Voucher for Purchases and Services Other Than Personal for all reimbursable hours and/or materials billed against this contract.

5.4 Routine Repair Calls: Routine repair calls will be placed for a malfunction that, if not corrected immediately, will not result in permanent damage to the equipment, related equipment and/or perishable goods or seriously impact the ability of a user to perform his/her mission. Calls for routine repair will be placed during normal working hours (0730-1600 hrs), Monday thru Friday, excluding official holidays. The authorized personnel of DPW will fax, email, or phone in repair calls. The contractor's response time to a routine repair call is within 24 hours from its receipt. If a call is placed on a Friday or on a day preceding an official holiday, the contractor shall respond to the site the next working day. All equipment repairs will require a cost estimate itemizing all cost elements by ELIN and the contractor must obtain approval in writing from the COR prior to the repair(s) for preparation and submission of a cost estimate. If the cost of the repair is exceeds 25% of the replacement value and/or are greater than 10,000 Euros, the COR may choose to not repair the equipment. All orders must be confirmed in writing as described in the delivery task/order procedures in the SF1449.

5.5 Emergency Repair Calls: An emergency repair call will be placed for a malfunction in which equipment failure is considered to be a danger to life and/or property, will result in permanent damage to related equipment, or will cause the loss of perishable goods, or will prevent the user from performing critical mission tasks. Calls for emergency repairs will be placed at any time (24 hours a day, 7 days a week), including official holidays. The contractor shall provide a local telephone number which shall be used for receipt of the emergency service calls. All telephone calls shall be answered by a responsible person representing the contractor. Contractor personnel manning this phone must read, write, and speak the English language adequately. The contractor shall respond to the job site within two (2) hours from receipt of a call. Upon arrival to the job site the contractor shall evaluate the malfunctioning equipment. Once the problem is determined the contractor representative shall provide a cost estimate to a COR, who will evaluate the estimate and either accept or reject the estimate. If accepted, the contractor will be provided an approved oral work authorization by the contracting officer allowing it to proceed with the repair. This will be followed by task order indicating the work performed and the cost of the service. If rejected, the COR will discuss with the contractor to negotiate an agreed to level of effort, both in labor and parts.

Once an agreement is reached, the estimate will be accepted and the contractor will be provided an approval repair work authorization.

5.6 Time of Performance for Individual Orders: All repair calls, which cannot be completed within ten (10) working days after end date of current task order, have to be closed out. Subsequently, the contractor informs the COR in order to initiate a follow on repair order. Cost incurred during the initial repair call shall be charged to the U.S. Government against the old task order.

5.7 Technical Manuals:

US manufactured equipment: The contractor shall obtain published technical manuals pertinent to the equipment to be maintained and repaired at the contractor’s own expense.

NON-US manufactured equipment: Technical manuals applicable to German manufactured equipment shall be obtained by the contractor at the contractor’s own expense.

Equipment for which no technical manuals can be obtained shall be maintained and repaired by the contractor in accordance with current best commercial industrial practice.

5.8 Inventory and Labeling:

The COR will provide the contractor with an inventory list prior to start of services under this contract in

Microsoft Excel format electronically TE 1 – Inventory List. During contract performance and upon request of DPW representative the contractor shall identify new equipment with pre-numbered aluminum tags which shall be affixed permanently to the equipment. New equipment shall be documented on the “Maintenance Record and Inventory Verification sheet”. The contractor shall furnish aluminum tags. The information contained on the tags (as shown in the example below) is a series of numbers. Numbering sequence shall be performed as requested by the COR and will be consistent with the current system. Based on the density list, the contractor will establish an inventory list. It is the contractor’s responsibility to keep the inventory list up-to-date as changes occur and to label new equipment.

U.S. P R O P E R T Y 717-000001

The inventory list will identify all equipment that the contractor is responsible for, to perform PM and repair services. The updated list shall be forwarded to the COR and DPW representatives not later than five (5) working days after the end of each month and upon request of the COR.

5.9 Repair Parts: The contractor will furnish all parts and materials used in connection with placed repair calls and preventive maintenance or equipment covered under the contract within five (5) working days. If the repair cannot be completed due to missing/non-available part, following steps must be taken:

5.9.1 If the part cannot be obtained within five (5) working days, the repair will be suspended. The equipment shall not be reassembled but left in such a manner that loose articles will be protected until repair can be re-initiated for completion. The original work certificate documenting the initial repair attempt shall also be used for the completion.

5.9.2 If the part cannot be obtained within five (5) working days, or if there is no assurance that the parts will be available in the time specified, the contractor shall inform the COR, close the documentation on the initial repair, keep a copy in suspense, and initiate the acquisition of the repair part. Under the condition of this paragraph the COR shall advise the contractor as to whether equipment should be reassembled while awaiting receipt of part(s) needed. At the time of receipt of the repair part, the contractor shall inform the COR, so that another request for repair can be initiated. A new work certificate shall be issued to document the completion of repair and the initial work certificate will be referenced on this document.

5.10 Travel: Travel for repair and preventive maintenance shall be included in the firm fixed price; therefore no additional travel charges are authorized.

5.11 Cost Estimate Procedures:

5.11.1 All equipment repairs exceeding 25% of the replacement value and/or are greater than 10,000 Euros will require a written cost estimate itemizing all cost elements by ELIN and the contractor must obtain written approval from the COR before continuing work. The result of this estimate shall assist the Government with determining the need to repair or replace the item.

5.11.2 The Government may require the contractor to provide facility repairs in conjunction with equipment repairs only up to, but not exceeding 2,500 Euros*. The contractor has to provide to the Government for approval a written cost estimate for the required facility work, to include labor, materials, and all other costs. The Government is not obligated to approve the contractor to perform these repairs and may utilize internal capabilities for these types of facility repairs IAW 52.216-21 ALT 1.

*Note- Facility repairs would be in support of property systems listed in TE 1 – Inventory List and may include but are not limited to the foundation property systems listed in TE 1 – Inventory list are in contact with (wall or base foundation, barrier equipment, etc.). Repair estimates would be priced against the labor hours and material CLINs.

5.12 Refrigerants and other chemicals: The contractor shall handle all refrigerants and other chemicals in accordance with all environmental laws and regulations regarding their handling and disposal. The contractor is responsible for the proper disposal of refrigerants and chemicals. The disposal costs shall be included in the PM prices and repair labor rates and will not be separately reimbursed.

5.13 Documentation Requirements: At the Government’s request, the contractor will allow access to hard copy files and all documentation associated with this contract. The contractor will retain all documentation and make them available to the Government upon request, for five (5) years after contract expiration.

5.14 Data Requirements:

1. Financial Status Report and Cost Ceiling: The contractor shall provide a Financial status summary every other week on Friday by close of business and/or upon request from the COR. The report shall be provided as an e-mail attachment in Microsoft Excel format. The contractor shall notify the COR when 75% of the available funding on a task order has been exhausted (the 75% will include the estimated cost (pipeline) of all open work orders not yet billed). The contractor will not exceed task order amounts at any time.

2. Work Document Procedures General: The contractor shall document the services provided under the provisions of this contract by completing a work certificate in English TE 13 – Work Certificate Example. The form used shall be a set of four (4) forms, shall be pre-numbered and completed as appropriate. A work certificate shall be issued for each piece of equipment maintained or repaired. The original will be used as a supporting document to the contractor’s invoice. In addition, each technician has to maintain a daily attendance sheet, itemized by Work Certificate # and actual performed labor hours used for it.

3. For payment: The contractor shall provide said forms at contractor’s own expense. The contractor shall complete all work certificates at the location, sign them, and obtain customer printed name and signature before submitting them for certification and payment. Upon completion of work and after the customer has signed the work certificate, one copy of the work certificate shall remain with the customer. Electronic/computerized versions of the work certificate and the daily attendance sheet shall be required and must contain all the required information, can be easily signed and can be provided to the Government without requiring the Government to purchase any specialized equipment or software.

5.15 Distribution of Work Certificates

One copy remains at the customer of equipment.

The original work certificates shall be scanned and delivered via email to the COR by the contractor within three (3) working days after work completion.

After inspection of services, the COR shall certify all work certificates, corresponding daily attendance sheets, keep one copy of each for his/her file and return the original and one copy to the contractor within three (3) working days.

One copy remains at the contractor’s file.

5.16 Preventative Maintenance Procedures

Provide Preventative Maintenance schedule to COR IAW Specific Tasks, See TE 14 - PM Schedule Example of the PWS.