RFP DoDEA TMC.pdf

SEE ADDENDUM

(No Collect Calls)

W912UM19R0021 06-Dec-2019

b. TELEPHONE NUMBER

0503-355-6089

8. OFFER DUE DATE/LOCAL TIME

10:00 AM 20 Jan 2020

5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 2/2012)

Prescribed by GSA – FAR (48 CFR) 53.212

(TYPE OR PRINT)

(SIGNATURE OF CONTRACTING OFFICER)

ADDENDA ARE

26. TOTAL AWARD AMOUNT (For Gov t. Use Only )

23.

CODE 10. THIS ACQUISITION IS

SUCH ADDRESS IN OFFER

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT

BELOW IS CHECKED

TELEPHONE NO.

W912UM9. ISSUED BY

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a. UNLESS BLOCK

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

UNKYONG HAN

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NUMBER

(TYPE OR PRINT)

30b. NAME AND TITLE OF SIGNER 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a.UNITED STATES OF AMERICA

0 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1. 52.212-4. FAR 52.212-3. 52.212-5 ARE ATTACHED.

25. ACCOUNTING AND APPROPRIATION DATA

1. REQUISITION NUMBER

20.

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED.

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, AND 30

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

ARE NOT ATTACHED

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

. YOUR OFFER ON SOLICITATION

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

% FOR:SET ASIDE:UNRESTRICTED ORX

SMALL BUSINESS

17a.CONTRACTOR/ CODE FACILITY

OFFEROR CODE

CONTRACTING DIVISION

U.S. ARMY CORPS OF ENGINEERS

FAR EAST DISTRICT

UNIT #15546

APO AP 96271

18a. PAYMENT WILL BE MADE BY CODE

RATED ORDER UNDER

DPAS (15 CFR 700)

13a. THIS CONTRACT IS A

13b. RATING

CODE15. DELIVER TO CODE WT4KCL 16. ADMINISTERED BY

12. DISCOUNT TERMS11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

X SEE SCHEDULE

14. METHOD OF SOLICITATION

RFQ IFB RFPX

FAR EAST DISTRICT

AXEX PECSON

UNIT #15546

APO AP 96271

TEL: 01052282873 FAX:

FAX:

TEL: 82-503-355-6091 SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

8(A)

HUBZONE SMALL

BUSINESS

SIZE STANDARD:

$15,000,000

NAICS:

238210

X

OFFER DATED

29. AWARD OF CONTRACT: REF.

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

EMAIL:

TEL:

31c. DATE SIGNED

SEE SCHEDULE

SCHEDULE OF SUPPLIES/ SERVICESITEM NO. QUANTITY UNIT UNIT PRICE AMOUNT

24.22.21.19.

WOMEN-OWNED SMALL BUSINESS (WOSB)

ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

(CONTINUED)

PAGE 2 OF88

ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED: ______________________________________________________

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED

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REPRESENTATIVE

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REPRESENTATIVE

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37. CHECK NUMBER

FINALPARTIALCOMPLETE

36. PAYMENT35. AMOUNT VERIFIED

CORRECT FOR

34. VOUCHER NUMBER

FINAL

33. SHIP NUMBER

PARTIAL

38. S/R ACCOUNT NUMBER 39. S/R VOUCHER NUMBER 40. PAID BY

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42b. RECEIVED AT (Location)

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STANDARD FORM 1449 (REV. 2/2012) BACK

Prescribed by GSA – FAR (48 CFR) 53.212

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

SEE SCHEDULE

20.

SCHEDULE OF SUPPLIES/ SERVICES

21.

QUANTITY UNIT

22. 23.

UNIT PRICE

24.

AMOUNT

19.

ITEM NO.

W912UM19R0021

Section SF 1449 - CONTINUATION SHEET

ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0001 12 Months Preventative Maintenance

FFP

DoDEA Preventative Maintenance & Inspection in accordance with the PWS.

Base Period: TBD

NET AMT

0002 7,800 Hours On-Demand Repairs

FFP

DoDEA On-Demand Repairs in accordance with the PWS.

On-Demand Repair Labor Hours:

Normal Business Hour Rate (Estimated 5,000 Hours): $ After Normal Business Hour Rate (Estimated 500 Hours): $ Weekend Labor Hour Rate (Estimated 1,000 Hours): $ Holiday Labor Hour Rate (Estimated 1,300 Hours): $ Base Period: TBD

1001 12 Months OPTION Preventative Maintenance

FFP

Option Year 1: TBD

1002 8,600 Hours OPTION On-Demand Repairs

FFP

DoDEA On-Demand Repairs in accordance with the PWS.

On-Demand Repair Labor Hours:

Normal Business Hour Rate (Estimated 5,500 Hours): $ After Normal Business Hour Rate (Estimated 550 Hours): $ Weekend Labor Hour Rate (Estimated 1,100 Hours): $ Holiday Labor Hour Rate (Estimated 1,450 Hours): $ Option Year 1: TBD

2001 12 Months OPTION Preventative Maintenance

FFP

Option Year 2: TBD

2002 9,450 Hours OPTION On-Demand Repairs

FFP

DoDEA On-Demand Repairs in accordance with the PWS.

On-Demand Repair Labor Hours:

Normal Business Hour Rate (Estimated 6,050 Hours): $ After Normal Business Hour Rate (Estimated 600 Hours): $ Weekend Labor Hour Rate (Estimated 1,200 Hours): $ Holiday Labor Hour Rate (Estimated 1,600 Hours): $ Option Year 2: TBD

3001 12 Months OPTION Preventative Maintenance

FFP

Option Year 3: TBD

3002 10,310 Hours OPTION On-Demand Repairs

FFP

DoDEA On-Demand Repairs in accordance with the PWS.

On-Demand Repair Labor Hours:

Normal Business Hour Rate (Estimated 6,600 Hours): $ After Normal Business Hour Rate (Estimated 650 Hours): $ Weekend Labor Hour Rate (Estimated 1,300 Hours): $ Holiday Labor Hour Rate (Estimated 1,760 Hours): $ Option Year 3: TBD

4001 12 Months OPTION Preventative Maintenance

FFP

Option Year 4: TBD

4002 11,400 Hours OPTION On-Demand Repairs

FFP

DoDEA On-Demand Repairs in accordance with the PWS.

On-Demand Repair Labor Hours:

Normal Business Hour Rate (Estimated 7,300 Hours): $ After Normal Business Hour Rate (Estimated 700 Hours): $ Weekend Labor Hour Rate (Estimated 1,400 Hours): $ Holiday Labor Hour Rate (Estimated 2,000 Hours): $ Option Year 4: TBD

PERFORMANCE WORK STATEMENT (PWS)

Total Maintenance Contract (TMC) Service for

Department of Defense Education Activity (DoDEA) - Pacific -West

Location(s): South Korea - USAG Humphreys Schools, USAG Daegu Schools

(Camp George & Camp Walker) and Osan Air Base (AB) Schools

1. GENERAL

The Department of Defense Education Activity (DoDEA) provides a comprehensive education program consisting of 8 schools and the District Superintendent’s Office (DSO), grades Pre‐Kindergarten (Pre‐K) through High School for eligible dependent children of Department of Defense personnel. The purpose of this requirement is to obtain a Firm Fixed Price (FFP) contract for comprehensive maintenance services to include Original Equipment Manufacturer (OEM) preventative maintenance (PM), on-demand (defined as either repairs or emergency repairs) repair services, and inspections. Repair work may include but is not limited to carpentry, masonry, painting, plumbing, electrical, heating, ventilation and air conditioning, fire protection, metal work and roofing as described in this PWS up to the Demand Maintenance Threshold (DMT). This contract shall not be used for constructing new facilities nor additions to existing facilities.

The contractor shall furnish all labor, supervision, management, tools, materials, equipment, transportation, and other items necessary to provide PM, inspections, and on-demand repairs (materials for repairs shall be invoiced separately) services for all locations described below for sustainment, restoration and modernization of the DoDEA school systems. The contractor shall also provide a point of contact (POC) 24/7/365 (24 hrs/day, 7 days/week, 365 days/year) for all locations to respond to emergency calls at any of the DoDEA school locations within 1 hour of receiving the phone call. It is unknown if any single building with the locations listed that are being utilized by DoDEA may close, however this is a possibility.

The period of performance shall be for one 12-month base year with four potential 12 month option years to be exercised at the discretion of the government.

Schools to be serviced in this requirement are:

Daegu American School – Camp Henry Daegu Middle/High School – Camp Henry Humphreys Central Elementary School – USAG Humphreys Pacific West District Superintendent’ Office – USAG Humphreys Humphreys High School – USAG Humphreys Humphreys Middle School – USAG Humphreys Humphreys West Elementary School – USAG Humphreys Osan Elementary School – Osan Airbase Osan Middle/High School – Osan Airbase

1.1 Holidays

U.S. Observed Federal Holidays

New Year’s Day Martin Luther King Day

Presidents’ Day Memorial Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day

ROK Holidays Observed at the DoDEA School Systems

Lunar New Year (On the Lunar Calendar) Chu-Seok (On the Lunar Calendar)

Hours of Operation & Observed Holiday Hours of Operation

The contractor shall be responsible for conducting routine OEM PM, inspections and on-demand repair services during DoDEA’s normal business hours of 0730 - 1630 hours, Monday through Friday except during observed U.S. Federal holidays listed above, the observed two ROK Holidays listed above, or when the Government facility/facilities are closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The contractor shall be required to work normal business hours on all other ROK Holidays that are not listed here. The contractor may request to work on an observed U.S. Holiday, ROK Holiday, or facility shutdown with COR approval 14 days prior to the proposed start date and shall be escorted by a DoDEA Facility Operations Specialist (FOS).

1.2 Quality Assurance Surveillance Plan (QASP)

The contractor shall adhere to the QASP as their performance measure. The QASP shall identify the contractor’s quality control measures to monitor performance, identify discrepancies, and take corrective action to prevent re-occurrences.

1.3 Work Plan

The contractor shall submit a Work Plan that incorporates a schedule for each listed equipment or system in this attachments relating to this PWS. Included in the Work Plan shall be a safety plan that demonstrates the contractor’s approach to conducting comprehensive safety control for all facilities during performance of the OEM PM, inspections and on-demand repairs for each system or equipment, PM Schedules for each system/equipment, provide a Work Progress Report that includes an aged service call report, monthly PM report, and weekly status meetings to discuss work order status with the CORs (Reference Attachment G-8 Deliverables for full details). The safety plan shall incorporate and adhere to all USFK and USAF safety regulations.

2. OEM PREVENTIVE MAINTENANCE, INSPECTION & ON-DEMAND REPAIRS

2.1 Identifying OEM PM, Inspections & On-Demand Repairs via Electronic Work Orders

DoDEA utilizes a Computerized Maintenance Management System (CMMS) program called SchoolDude, where all work orders are input by the contractor, school facility personnel and/or school administration only and shall be monitored by the contractor to complete entered repairs and/or log OEM PM and inspections. Repair requests received outside of SchoolDude, the contractor shall report to the respective COR for concurrence; Upon COR concurrence, the contractor shall enter the work request into SchoolDude. The contractor shall be responsible for the management and maintenance of the SchoolDude program, ensuring work orders are handled IAW Work Order Priorities (described in 2.3). The Government shall provide licensing of this program to the contractor. The contractor shall maintain current and accurate records in SchoolDude as this data is used to manage facility sustainment (every repair and PM the contractor completes is part of sustainment) data by DoDEA HQ (Headquarters). The contractor shall identify and upload current PM and repairs into SchoolDude as they encounter them.

Historical data shows Camp Humphrey’s had approximately 900 work orders submitted last year;

Osan had approximately 300 work orders submitted last year; Daegu had approximately 300 work orders submitted last year. These are approximate numbers and may fluctuate based on the building and equipment age. These numbers are used to give the contractor an estimated idea of the work load and demand need.

The contractor shall utilize SchoolDude for inputting all PM, on-demand repairs and emergency work performed throughout the facilities. Contractor shall prioritize and label work order requests based on classifications specified in 2.3 of this PWS. Contractor shall review all work orders generated from requests for accuracy and applicability and assign within 1 business day of receipt. All OEM PM, inspections and on-demand work orders shall be coordinated with the COR assigned at the location the work is required.

The contractor shall provide each inspection check list entered into the SchoolDude CMMS program by the contractor with an inspection interval identified and agreed to by the COR.

SchoolDude will initiate a work order which identifies inspections to be made. Inspection work which will, in any way, impact educational activities shall be scheduled in advance with a minimum of 24 hour notice to COR. Inspections shall not adversely impact special events or testing at the schools.

The contractor shall correct any problems identified during PM calls within four (4) calendar days of the need being identified. The contractor shall provide detailed notification by email to the COR, and obtain the COR’s approval for any service call that may require more than 4 working days to complete. Those services not completed in a timely fashion shall be included on the Aged Service Call Report (described in 2.2).

Proficiency in SchoolDude is required and training is available on‐line or in person from SchoolDude.

The contractor shall be responsible for ensuring connections to all utilities, such as power, gas, water, and sewage are maintained to provide a functional facility for students and faculty if delays in getting systems operational are due to:

Contractor caused failure

Delay of repair completion because the contractor provided equipment is incorrect for the installation

Delay in material or equipment delivery caused by the contractor

2.2 Work Progress Reports

The contractor shall submit the following reports on a monthly basis to the COR for review and approval. Reports directly generated from the SchoolDude CMMS program are acceptable.

Weekly work progress status meeting: Contractor shall meet with each Facility Operations Specialist (FOS) and COR from each complex and go over work order status for their assigned complex.

Contractor shall document the minutes of these meetings and signed by the Contract Manager, FOS, and the COR. Should the

Contractor, FOS or the COR not concur with the minutes, they shall so state any areas of non-concurrence in writing within seven (7) calendar days of receipt of the signed minutes and email notifying all parties.

Monthly PM Report: Contractor shall submit a monthly report to the COR to indicate completed work orders, work order backlog and incomplete work orders.

Aged Service Call Report: Contractor shall submit a monthly report which indicates those work orders which have not been completed within 4 calendar days of request. This report shall include the work order identification number, requester, description of work to be done, date requested, technician to which it is assigned and reason why it has not been completed.

2.3 Work Order Priorities

Contractor Required Response – Response requirements of the contractor shall vary depending on the impact of school activities or threat to life safety. Work Requests shall receive concurrence by work order priority from the COR. Priority 1 tasks may necessitate “off‐duty” working hours to complete the task. Response time requirements are as follows:

Priority 1 (Emergency) – Any work or task required that is of such pressing nature that generation of and concurrence with a work request would result in continued damage to the facility or increasing occupant life safety or health risks. Emergency work is exempt from the usual concurrence and prioritization process.

The contractor shall provide the COR with the names, and local or long distance telephone numbers with reverse charges, as applicable, that is answered 24 hours per day, 7 days per week, including holidays, at which the contractor can be notified of emergency work. Only the COR, FOS or Contracting Officer shall call for emergency maintenance. The contractor shall respond within thirty (30) minutes by telephone and report to the job site within a maximum of one (1) hour upon notification of an emergency.

Examples of emergency needs may be, but not limited to:

Imminent fire hazard Failure of major utility system Ruptured, leaking, or overflowing interior water lines or sanitary/sewer lines, including overflowing toilet and plumbing fixtures Leaking gas lines Emergency power generation failures Failures of building structural or envelope components Other situations that directly cause damage to the facility or are deemed by the Government to cause life safety/death risk to facility occupants

The contractor shall submit a Work Request Form for Priority 1 orders to the COR by 0900 AM of the next working day.

Contractor shall ensure all repairs are completed and the failed system is operating or the situation is stabilized to prevent further damage to the facility or continue to be a safety threat or hazard to the building occupants or such that normal school operations may be facilitated at the commencement of the following regular school day.

Priority 2 (Safety) – Any work which does not fall within the context of “Priority 1 ‐ Emergency” but may potentially jeopardize the normal safe operation of the school facility.

The contractor shall respond to Priority 2 calls during normal business work hours, and within 24 hours of receiving the call.

The contractor shall complete Priority 2 work orders within 2 calendar days from initial concurrence by the COR. Examples may include but is not limited to broken windows, roof leaks, stopped up toilets, sinks or floor drains, non-functioning gutters/downspouts, broken door hardware, etc.

Priority 3 (High) – Any situation which is not critical to the normal operation of the school mission, but if continued unchecked, could potentially result in permanent damage to the facility or could threaten the safety of the building occupants.

The contractor shall complete Priority 3 requests within 4 calendar days upon being issued in SchoolDude.

Priority 4 (Medium) – Any work requests entered into SchoolDude to be handled on a routine, first come, first serve basis. Work requests shall be completed within 20 calendar days upon being entered into SchoolDude.

2.4 On-Demand Maintenance Threshold (DMT) Operation Procedures

The DMT is any work order quote that is under ₩5,000,000. The contractor shall provide the repair and follow up with a quote to the COR IAW the thresholds below. Work orders above the DMT, the contractor shall notify the COR for evaluation and approval before any work shall be performed.

The DMT is based on findings during PM, work orders or failure of equipment as identified by the Government or contractor. Work orders shall not be delayed or combined to increase the cost of repair above the DMT. Failures due to lack of continued PM or inspection shall not be subject to the DMT and shall be solely the responsibility of the contractor.

The contractor shall submit all completed work order requests to the COR on the fourth Friday of every month. In the event the fourth Friday of the month falls on a holiday, the contractor shall submit all completed work order requests to the COR the following business day.

The contractor shall follow these ordering procedures when issued a work order in SchoolDude:

1. Work order actions below ₩5,000,000

2. Work order actions above ₩5,000,000 and up to ₩25,000,000

3. Work order actions above ₩25,000,000

4. Proprietary Material

1. Work order actions below ₩5,000,000

When a repair under ₩5,000,000 has been identified through the SchoolDude program, the contractor shall perform the repair without approval from the COR, The contractor shall provide the quote to the COR as the COR will have oversight of the repairs and track the funding.

2. Work order actions above ₩5,000,000 and up to ₩25,000,000

When a repair between ₩5,000,000 but no more than ₩25,000,000 has been identified through the SchoolDude program, the contractor shall first submit a quote to the COR for approval or disapproval prior to any work being performed. The COR has the flexibility to decide which materials price they shall choose.

The contractor shall ensure that all quotes includes the following:

1. Narrative detailing the work order

2. Proposed labor mix along with its corresponding pre-established labor rate

3. Proposed hours to perform the work order

4. Provide 3 quotes for materials unless the material is proprietary, then only 1 quote for material is acceptable with a justification for providing 1 quote and how the material is proprietary

3. Work order actions above ₩25,000,000

When a repair over ₩25,000,000 has been identified through the SchoolDude program, the contractor shall first notify the COR and provide a quote prior to any work being performed.

The COR shall determine what work orders may be performed by the contractor. The contractor is not guaranteed any work orders above the DMT. The Government may solicit work orders competitively if deemed to be in the best interest of the Government.

The Government reserves the right to reject a quote, obtain additional quotes from other parties, and obtain the repairs by other methods.

2.5 DoDEA Systems and Equipment Requiring OEM PM, Inspection, & Repairs

DoDEA follows FSM (Facilities Sustainment Model) guidelines and utilizes the Q-Rating system as a standard of measure to assess the condition of all DoDEA schools. The Q-Rating given to each facility at the DoDEA school systems determines the overall rating of each facility. The contractor shall maintain the current Q-Rating assigned to each Korean DoDEA school facility in this PWS. Should the Q-Rating change during the life of this contract, the contractor shall then maintain that current Q-Rating. Contractor shall be responsible for bringing any deteriorating or poorly performing equipment up to operable, efficient condition and then to maintain IAW OEM PM.

The contractor shall make maximum use of the OEM warranties of Government property that is covered in numbers 1-10, below. Contractor shall track all new replacement parts and new repairs by keeping a warranty log book and shall be readily accessible upon COR request.

The contractor shall develop all PM schedules of the equipment and systems listed below (#’s 1-10) and provide to the COR within 30 days of contract award; the COR shall provide their concurrence of the PM schedules within 7 business days of receiving the schedules. It is intended that the PM schedules be dynamic working documents that may be modified by mutual agreement, between the COR and contractor, to maximize longevity of equipment; COR approval and concurrence to any PM schedule change shall be agreed to prior to implementing the change. The contractor may recommend changing intervals between tasks if these changes enhances or improve facilities operations or equipment and shall be approved by the COR prior to the change taking effect.

Spare and repair parts shall be readily available so PM and on-demand repairs shall not be delayed due to a lack of spare parts. All spare and repair parts shall be IAW OEM or better and approved by the COR.

Repairs or reworks shall be completed within 4 calendar days after notification. If more than 4 calendar days is required, the contractor shall provide the COR with a schedule of work within 2 days notifying that the repair or rework will take more than 4 calendar days and provide a schedule for completion that shall be approved by the COR.

Any damage to DoDEA’s equipment and systems listed below or property that was caused by the contractor shall be the responsibility of the contractor to replace or repair at no additional cost to the Government.

Contractor shall provide all labor, equipment, parts, tools, materials, supplies, personnel, management, transportation and all other items or services necessary to perform PM, inspections and repairs to properly maintain existing systems IAW OEM PM located at all facilities listed in this PWS.

The contractor shall do their best to schedule PM and repairs so not to interfere with classes and school operation.

Contractor shall reference Attachment labeled ‘System Inventory Report’ for all equipment requiring PM.

The only equipment not identified on the ‘System Inventory Report’ but is included as part of OEM PM is the equipment identified in #7 below - “Additional Equipment Other Than Building Systems.”

1. HVAC System: Contractor shall perform HVAC PM, repairs and inspections IAW OEM specifications to existing HVAC systems to optimize the overall life of the equipment, maintain operability, and efficiency. Contractor shall provide a certified HVAC technician.

2. Direct Digital Control System (DDC): Contractor shall maintain DDC systems (HVAC and Boilers) IAW OEM PM specifications through a DDC certified technician so that all equipment are properly operating and systems can be monitored from a central computer station by the COR. Contractor shall provide support for report generation and setup, support for schedule or set point changes (as approved by the COR), and changes to password and access rights if required for proper use of systems.

3. Plumbing: Contractor shall provide PM IAW OEM specifications for plumbing systems and associated equipment to optimize the overall life of the equipment, maintains operability and efficiency. Contractor shall provide a licensed/certified plumber.

4. Electrical Systems (Excluding Fire Protection System): Contractor shall provide PM

IAW OEM specifications for certified electrical systems and associated equipment to optimize the overall life of the system, maintains operability and efficiency of the system and its associated equipment. Electrical systems may include but are not limited to PA system (complete system), computer system wiring repair (not equipment), video retrieval system wiring (not equipment), telephone system wiring, CATV (complete system), automated lighting systems, access and entry control systems (complete systems), and intrusion detection system (complete system).

5. Kitchen Equipment: Contractor shall provide PM IAW OEM specifications for kitchen equipment to optimize the overall life, maintain operability and efficiency of the equipment and its associated equipment.

6. Roof Systems: Contractor shall provide PM IAW OEM specifications of all roof systems and insulation inspection to optimize the life of the roof, maintain operability and function.

7. Additional Equipment Other Than Building Systems: Contractor shall provide OEM PM Specifications for all equipment identified in this category below:

Playgrounds and Playground Equipment: Contractor shall provide OEM PM and Certified Playground Safety Inspector CPSI for inspections for playground systems/apparatus to optimize the life, maintain operability and safety of the system/apparatus for the students.

If there is no recommended OEM PM specifications for some or all of the equipment, the contractor shall still provide a PM schedule that will be mutually agreed upon by the contractor and approved by the COR.

Activity Equipment: Contractor shall provide OEM PM on basketball systems/courts (indoor/outdoor), benches (built-in), bleachers (manual and automatic), fencing, field lighting, football field goal post, marquee, scoreboards (indoor/outdoor) tennis courts/systems, and stadiums.

8. Elevators: Contractor shall provide QEI (Standards for Qualification of Elevator

Inspectors) and ASME QEI’s (most current standard) certified personnel to perform inspection, repairs, and CAT 5 (5 Year Testing) certification IAW OEM PM specifications of the DoDEA elevators. The required end state is to be in 100% compliance with the ASME codes stated below and all inspection and repairs services for all elevators to be completed IAW OEM specifications and for all elevators to be fully operable throughout the life of the contract. Contractor shall ensure all elevators comply with ADA statute.

ASME A17.1 – 2016 Safety Code for Elevators and Escalators ASME A17.3 – 2017 Safety Code for Existing Elevators and Escalators ASME A17.2 – 2017 Guide for Inspection of Elevators, Escalators and Moving Walks ASME QEI-1– 2018 Standard for the Qualification of Elevator Inspectors Americans with Disabilities Act of 1990 (ADA), including the ADA Amendments Act of 2008 (P.L. 110-325) National Electrical Code (NEC) 2019 National Fire Protection Association – 2017 Life Safety Code

9. Fire Protection System (FPS): Contractor shall provide OEM PM on the existing FPS IAW NFPA (National Fire Protection Association) specifications to optimize the overall life, maintain operability and efficiency of the FPS. The following documents, which the contractor shall ensure are maintained on-site, shall apply when performing FPS PM:

UFC-3-601-02 - Operation and Maintenance: Inspection, Testing and Maintenance of Fire Protection Systems

NFPA 10 – Standard for Portable Fire Extinguishers NFPA 13 – Standard for the Installation of Sprinkler Systems NFPA 14 – Standard for the Installation of Standpipe and Hose Systems NFPA 17A – Standard for Wet Chemical Extinguishing Systems NFPA 25 – Standard for the Inspection, Testing and Maintenance of

Water Based Fire Protection Systems NFPA 72 – National Fire Alarm Code

10. Ground Maintenance: Contractor shall provide maintenance, inspection, repair, disposal of all debris and PM of DoDEA’s school grounds to enhance and beautify their appearance. All work shall be performed IAW applicable host nation standards, Army or Air Force standards, based on the school’s location.

Maintenance and PM shall include but is not limited to:

a. Landscaping – e.g. fertilization, irrigation, transplanting, mulching (layer of mulch shall be 10 cm thick)

b. Lawn mowing - Grass height shall be between a minimum of 4 cm and no longer than 12 cm. In unimproved areas the contractor shall not exceed 18 cm.

c. Leaf removal, cleanup and disposal

d. Snow and ice removal of all walkways, parking lots, driveways, and playgrounds to include sanding/salt these areas to prevent slipping when walking or driving.

Contractor shall be knowledgeable of weather conditions to prepare for sanding/salting prior to school opening during inclement weather.

e. Cleaning/clearing up unimproved areas, associated structures, and appurtenances

f. Trimming, tree and shrub pruning; planting

g. Erosion control

h. Cleanup of debris – to include but not limited to the removal of trash, paper, other debris, and stones 3 cm greater in diameter that would present a safety hazard or detract from the finished appearance

i. Semi-improved and unimproved areas – e.g. areas adjacent to roadways, ditches, storm drains, fences, and gates, and other semi-improved and unimproved areas.

j. Improved areas – e.g., sports fields, parade fields, school yards; and other improved grounds

Grass clippings from the first and the last grass cut of the season shall be removed from both improved and unimproved areas. Contractor shall dispose of all clippings and waste off base. Contractor shall water grassed areas, trees, shrubs, and flowerbeds to ensure a professional and neat appearance while extending the life of the plant. Watering shall be scheduled based on the season, type of plant, and other environmental factors to ensure plants and trees are healthy.

Special Mowing Frequencies or Standards Athletic Fields: Contractor shall maintain grassed areas of athletic fields and ball fields.

Areas shall be mowed and maintained from 1 April through 30 November on an as needed basis and prior to weekly sports activities. Contractor shall maintain the grass height between 4 and 8 cm. Fields shall be maintained in a healthy, green, and uniform appearance. Grass clippings from the athletic fields shall not accumulate in the surface of the grass at the cut level.

Artificial Turfs: Contractor shall maintain, clean, and groom all artificial turf fields IAW OEM PM to ensure safety, longevity, and aesthetics. In-fill (artificial turf pebbles) shall be filled as necessary.

Parade Field Mowing: Fields may be used for special ceremonies and contractor shall ensure field is prepared for such an event. The Contractor shall maintain the grass height between 4 and 8 cm. Clippings from the Parade Field shall be removed and shall not accumulate in the surface of the grass at the cut level.

Reseeding of Ball Fields and Sport Fields: Contractor shall annually verticut, reseed, and aerate ball fields and sport fields. The minimum is one time in the spring. Watering shall be performed as necessary to maintain the viability of the grass.

Trimming and Maintenance: The contractor shall trim branches to within 2 meters of any roof gutter; and shaping of young trees. Contractor shall water, fertilize, and anchor trees as necessary to promote optimum appearance and growth.

Detailed Inspection: Contractor shall perform a detailed inspection on trees for reasons of safety in order to determine the stability of the tree.

3. REGULATIONS

Applicable documents

The contractor shall adhere to the Government publications below, which can be obtained free of charge when downloaded from the internet. Not all the following documents shall apply to each location. The latest edition (version) of all documents shall be utilized.

Government Publications

AR 385‐40 Accident Reporting and Records EM 385‐1‐1 Safety and Health Requirements Manual EM 1110‐1‐4006 Removal of Underground Storage Tanks (USTs) TM 5‐610 Preventive Maintenance for Facilities Engineering, Buildings And Structures TM 5‐617 Maintenance and Repair of Roofs TM 5‐618 Paints and Protective Coatings TM 5‐620 Maintenance and Repair of Architectural and Structural Elements of Buildings and Structures TM 5‐623 Pavement Maintenance Management TM 5‐624 Maintenance and Repair of Surface Areas TM 5‐682 Electrical Facilities Safety TM 5‐822‐9 Repair of Rigid Pavements Using Epoxy Resin Grouts, Mortars and Concretes TM 5‐822‐11 Standard Practice for Sealing Joints and Cracks in Rigid and

Flexible Pavements DoDEA Facilities Sustainment, Restoration and Modernization (SRM) Guide

4. WORKMANSHIP

All work shall be performed by competent, qualified and/or licensed (as required) personnel as necessary and in accordance with recognized industry standards of the trade.

4.1 Cleanup and Disposal

The contractor shall leave the work area to its original state, prior to the damage ensuring all equipment, desks, chairs, etc. are relocated to their original positions. The contractor shall keep work areas clean and orderly at all times for safety and proper operation. Contractor shall clean the jobsite at the end of each work day, disposing of all waste generated during the performance of this contract in accordance with all applicable current local, Federal and Army or Air Force installation regulations. The contractor shall not allow debris to spread unnecessarily into adjacent areas nor accumulate in the work area itself.

4.2 Lost and Found Property

The contractor shall immediately turn in all articles of possible personal or monetary value, found by its employees, to the school principal’s office, the US Military Police, or to the COR.

4.3 After Hours Work in a Classroom

The contractor shall clean Classroom, return furniture back in place and the room shall be ready for instruction by the start of the next school day.

5. PERSONNEL REQUIREMENTS

The Government reserves the right to require removal of unacceptable personnel (defined as creating a risk of health, danger, security threat, etc.) from the premises of any building serviced under this contract and require their replacement upon written determination that such action is necessary in the interest of the Government.

5.1 Personnel Hygiene, Uniform and Identification

Contractor employees shall present a professional appearance to include discernable clothing or uniform with company logo and name badge to easily identify the contractor to school personnel when on school grounds. Smoking is prohibited on school grounds at all locations.

DoDEA school and installation requirements must be observed by all employees, whether contracted or in‐company. Contractor employees shall not leave trash, tools, spent supplies or other waste in a school facility or on the grounds thereof.

5.2 Training

Contractor shall ensure all employees under this contract receives the training identified in table 1. The following technical trainings are required in addition to SchoolDude for contractor’s employees and must be accomplished within the first month after contract award or when trainings are conducted by DoDEA. Classes must be approved by the COR to be recognized. Costs associated with this training shall be the responsibility of the contractor.

The contractor shall submit certificates of the below trainings and maintain current certifications throughout the life of the contract. Provide a safety plan which includes continuing instruction of personnel on a scheduled basis.

Contractor shall provide proof that applicable employees have taken SchoolDude and Asbestos training upon initial mobilization. No contractor employee shall commence work until the COR has received all of his/her certifications.

Table 1

5.3 Control of Contractor's Employees.

The contractor shall provide each permanent employee with a photo identification badge which shall be visible and readable to the public. The company's name and employee's name shall be of a contrasting color and shall be distinguishable from a

Training Attendees Frequency Provided By

Environmental Awareness All Annual Contractor

Asbestos and Lead Based Paint Awareness Maintenance

Personnel Annual Contractor

Hazardous Communications All Annual Contractor

Confined Space Training Maintenance Mechanics

Annual Contractor

AT‐Level‐1 Training All Annual DoDEA

Adult‐To‐Student Sexual Abuse Training All Annual DoDEA distance of ten (10) feet.

5.4 Accidents

The contractor shall contact the COR within 24 hours in the event of an accident/incident that involves contractor personnel or its subcontractors which cause personal injury or damage to Government property and report the details.

a. The contractor shall prepare an ENG FORM 3394, US Army Corps of

Engineers Accident Investigation Report. Contractor shall contact the COR, via telephone, to report all accidents involving work stoppage.

b. The contractor shall cooperate fully and assist the Government personnel if the Government elects to conduct an investigation of the accident.

5.5 Notification Procedures

The contractor’s personnel and subcontractors shall immediately notify the proper authorities at the installation of occurrences of any fires, accidents, criminal acts, or threatening acts or conditions.

a. The contractor shall record the time of the notification, the person notified, and the scope of the emergency. Contractor shall maintain records of emergency notification for a period of one (1) year.

b. The Contractor shall provide the COR copies of the emergency notification record within 24 hours of being requested by the Government.

6. INTERRUPTIONS OF SERVICE

The contractor shall not shut down any system or component thereof, without prior approval of the COR, unless there is an immediate threat to the safety of the building occupants, or threat of damage to equipment or the building. The contractor shall immediately notify the COR in the event a service is interrupted and take the necessary precautionary steps to secure the system and prevent further interruptions of service and make necessary repairs. The contractor shall provide a 72 hour notice to the COR for non-emergency interruption of service.

7. DEFINITIONS

The following definitions apply to this document:

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

Contracting Officer (KO) - 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.

Contractor: The term Contractor as used herein refers to the prime Contractor, contractor employees and subcontractors.

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 – Pacific (DoDEA-P) - The Area Headquarters of the Department of Defense Schools within Pacific

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.

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.

Maintenance: Recurring work necessary to preserve or maintain a facility so it can be used for its designated purpose.

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.

Personal Property - Any property not considered real property. This includes property book items.

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

Preventative Maintenance (PM) – The care and servicing by personnel for the purpose of maintaining equipment in satisfactory operating condition by providing systematic inspection, detection, and correction of incipient failures either before they occur or before they develop into major defects.

Quality Assurance Surveillance Plan (QASP): The QASP is a Government developed document used to ensure that the Government receives quality services, and pays only for services actually provided. The QASP provides a systematic method to evaluate the services the Contractor is required to furnish.

Quality Control: Actions taken by the Contractor to control the performance of services to ensure those services conform to the requirements of the contract. Contractor methods and actions include performing inspections of work performed.

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.

Quality Rating (Q-Rating) – Standard of measure to assess the condition of all DoDEA facilities which correspondingly drives investment plans.

Q-Rating Description Rating Band

Calculated Rating (Condition Index)

General Description

Q-1 100% to 90% Facility new or well-maintained (Good Condition)

Q-2 89% to 80% Facility is satisfactorily maintained (Fair Condition)

Q-3 79% to 60% Facility is under-maintained (Poor Condition)

Q-4 59% to 0% Facility should be considered for replacement (Failing Condition)

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.

Real Property Installed Equipment (RPIE) - An item of equipment that is affixed and built into a facility as an integral part of that facility. To qualify as RPIE, the equipment must be necessary to make the facility complete, and if removed, would destroy or severely reduce the designed usefulness and operation of the facility. RPIE includes such items as control systems, heating, cooling, electrical, emergency lighting, etc., and is synonymous with installed building equipment (IBE).

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.

Routine Maintenance - Regular upkeep of physical properties (i.e. Land, Buildings, and Equipment) including recurring, preventive and on-going maintenance necessary to delay or prevent the failure of any building systems or equipment as well as those intended to correct (either through repair or replacement) failures or inefficiencies once they occur.

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, or safety hazards, or any other hazard deemed detrimental to the mission or operational effectiveness.

8. COMMUNICATIONS

The contractor shall provide the Government with a roster which lists the telephone numbers of key personnel and on-call maintenance personnel for notifications of non-emergency and emergency repairs during duty and non-duty hours. The list will be maintained and kept current by the contractor at all times.

9. PHYSICAL SECURITY & KEY CONTROL

The Contractor shall be responsible for safeguarding all government property provided for contractor use. Contractor shall sign in at the front office before performing work on site and shall be provided a key for access to the facilities. Keys will be issued to the Contractor by the COR and signed for by the Contract Manager.

The contractor shall ensure that their personnel maintain proper control over keys to DoDEA Facilities. The contractor shall not duplicate any Government keys. Contractor shall develop key control procedures included in the quality control plan. Should any keys be lost, stolen, misplaced or duplicated by the contractor’s personnel or its subcontractors, the COR shall be notified immediately

The contractor shall prohibit use of U.S. Government issued keys by any persons other than the Contractor's employees or its subcontractors. The contractor shall prohibit the opening of locked areas by the contractor's personnel to permit entrance of persons other than the contractor's employees engaged in the performance of assigned work in those areas, or persons authorized entrance by the COR.

10. HAZARDOUS MATERIALS NOTIFICATION

10.1 Asbestos Management

Asbestos containing materials are likely to exist at the DoDEA schools described in this requirement. As educational facilities, DoDEA schools fall under guidance of AHERA (Asbestos Hazard Emergency Response Act). Maintenance personnel must be trained in accordance to AHERA guidance when dealing with Asbestos.. The schools are surveyed on a three year cycle as required by AHERA and copies of manuals for each school are available at the school district office. Inspection results, locations and recommended management action data can be found in these reports. Surveillance inspections which are done on a 6 month cycle by DoDEA are included in contract requirements unless otherwise specifically omitted.

No work is to be started in any area where asbestos containing materials (ACM) have been identified, without written permission of the COR. If ACM, not previously identified is encountered during the performance of work, the contractor shall comply with provisions of AHERA.