Combined_Synopsis_AHEC_Shelving_Maintenance.docx

Combined Synopsis/Solicitation for Shelving/Carriage Preventative and Correction Maintenance U.S. Army Heritage and Educational Center, Carlisle Barracks, PA.

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued.

The solicitation number is W91QF0-16-T-2888. This solicitation is issued in accordance with FAR 13.5 – Simplified Procedures for Certain Commercial Items.

This is a Total Small Business Set Aside. The associated NAICS code for this procurement is 811219 and the small business size standard is $20,500,000 Product Service Code is J049 Quotes are due No Later Than (NLT) 22 March 2016 at 3:00 p.m. EST. Quotes shall be emailed to the COR’s for this requirement, Contract Specialist edward.a.ruud.civ@mail.mil and Contracting Officer kevin.l.kauffman.civ@mail.mil. All questions shall be submitted via e-mail to the COR’s for this requirement by 9 March 2016 and they will be responded to on an amendment to this solicitation.

A Site Visit is scheduled for Wednesday, 23 February 2016 at 10:00 a.m. EST. Please see FAR Part 52.236-27 SITE VISIT for more details.

All contractors must be actively registered in System for Award Management (SAM) in order to receive a Department of Defense contract (See DFARS 252.204-7004 ALT A). Registration information can be obtained at the following website: www.sam.gov/portal /public/SAM/. Contractors are advised to register upon receipt of this solicitation since there is a time lag between registration and registration availability.

The Description of all requirements are in the Performance Work Statement (PWS) to follow.

The following FAR clauses and provisions apply to this acquisition.

The provision at 52.212-1, Instructions to Offerors - Commercial, applies to this acquisition (See RFQ to follow for Addendum)

The provision at 52.212-2, Evaluation -- Commercial Items, applies to this acquisition. Evaluation criteria: Mission Capability, Past Performance, and Price. Award will be made to: The Lowest Price Technically Acceptable Quote. In order to be considered for award, the quoter must be responsible, must conform to the combined synopsis/solicitation, and the quote must be determined both Mission Capability Acceptable and Past Performance Acceptable. The lowest price that meets the aforementioned criteria will be awarded the purchase order. (See RFQ to follow for Addendum) The clause at 52.212-4, Contract Terms and Conditions -- Commercial Items, applies to this acquisition.

The clause at 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders -- Commercial Items, applies to this acquisition.

Any award resulting from this solicitation will be issued on a Standard Form (SF) 1449.

Schedule of Contract Line Item Numbers (CLIN’s) * All Prices are to be in whole dollar increments. Unit of Measure (U/M) are in Each (EA) and Month (MO). This is Firm Fixed Price (FFP) requirement.

Name & Address of Contractor

Contractor Cage Code

BASE YEAR

Preventative Maintenance Service in accordance with the PWS.

Base Year FFP

EA

$ .00

Corrective Maintenance/ Service Calls as needed in accordance with the PWS Base Year FFP

MO

$ 00

Schedule-Preventative Maintenance (1 Time Only) in accordance with the PWS. Base Year FFP

EA

Contract Manpower Reporting in accordance with the PWS Base Year FFP

EA

Total Cost of Base Year CLIN’s

OPTION YEAR 1

Preventative Maintenance Service in accordance with the PWS.

Option Year 1 FFP

EA

Corrective Maintenance/ Service Calls as needed in accordance with the PWS Option Year 1 FFP

MO

$ 00

N/A

Contract Manpower Reporting in accordance with the PWS Option Year 1 FFP

EA

Total of Option Year One CLIN’s

OPTION YEAR 2

Preventative Maintenance Service in accordance with the PWS.

Option Year 2 FFP

EA

Corrective Maintenance/ Service Calls as needed in accordance with the PWS Option Year 2 FFP

MO

$ 00

N/A

Contract Manpower Reporting in accordance with the PWS Option Year 2 FFP

EA

Total of Option Year 2 CLIN’s

OPTION YEAR 3

Preventative Maintenance Service in accordance with the PWS.

Option Year 3 FFP

EA

Corrective Maintenance/ Service Calls as needed in accordance with the PWS Option Year 3 FFP

MO

$ 00

N/A

Contract Manpower Reporting in accordance with the PWS Option Year 3 FFP

EA

Total of Option Year 3 CLIN’s

OPTION YEAR 4

Preventative Maintenance Service in accordance with the PWS.

Option Year 4 FFP

EA

Corrective Maintenance/ Service Calls as needed in accordance with the PWS Option Year 4 FFP

MO

$ 00

N/A

Contract Manpower Reporting in accordance with the PWS Option Year 4 FFP

EA

Total of Option Year 4 CLIN’s

TOTAL COST OF CONTRACT

Authorized Contractors Signature

Printed Name of Authorized Contractor Signature

Date of Signature

PERFORMANCE WORK STATEMENT (PWS)

MOVEABLE SHELVING MAINTENANCE SERVICES

General Information

1. General: This is a non-personal services contract to provide Moveable Shelving Maintenance Services (includes annual service and corrective maintenance/service [repair] calls). The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 Description of Services/Introduction: The Contractor shall provide all personnel (factory trained by the manufacturer), equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to provide preventive maintenance and corrective maintenance/ service call repair support for “Spacesaver” moveable shelving systems at U.S. Army Heritage and Education Center (USAHEC), Carlisle Barracks, Carlisle PA as defined in this Performance Work Statement (PWS), Part 5 except for those items specified as government furnished property and services. The Contractor shall perform to the standards of this PWS.

1.2 Background: In accordance with standard moveable shelving industry practice, this is a full maintenance contract (semi-annual preventive maintenance and service/repair calls) which includes all labor, material, equipment and travel time. The Contractor shall inspect, maintain, repair, test, and clean all of the moveable shelving equipment listed.

1.3 Objectives: The objective of this contract is to provide complete and full preventive maintenance and corrective maintenance/ service call repair work on Moveable Shelving equipment at USAHEC. Preventive maintenance includes regular cleaning, all inspections, testing, routine service, cleaning, and maintenance in accordance with manufacture preventative maintenance and service standards. 100% coverage on all parts (freight/tax), labor, and travel time unless noted. All repairs during normal business hours with 24-hour response time. Corrective Maintenance is to be performed on all existing Moveable Shelving equipment at USAHEC as well as on call service available 12 hours/5 days a week (0600-1800 Monday-Friday). All work not specifically mentioned, which is required to ensure that maintenance is complete and is within the intent of this contract, shall be performed without additional cost. Contractor should consider this a “Bumper to Bumper” coverage for all the systems listed below. Contractor shall perform, coordinate and complete the requirements of the contract in cooperation with any other contractors or trades performing work at Carlisle Barracks promptly and diligently as required by the standards of this contract.

1.4 Scope: Contractor shall provide corrective and a semi-annual preventive maintenance servicing of all equipment, see Technical Exhibit 2. The contractor shall install, service, repair, and do preventive maintenance of the “Spacesaver” and related product lines at USAHEC, Carlisle Barracks. The contractor shall use factory trained and approved service technicians to troubleshoot, repair, order parts and perform preventive maintenance services on the “Spacesaver” products. Under this agreement the following are included as part of the contract. 100% coverage on all parts (freight/tax), labor, and travel time unless noted. All repairs during normal business hours with 24-hour response time. On call service available 12 hours/5 days a week (0600-1800 Monday-Friday). Preventive maintenance 2 inspections per year scheduled. Contractor will be responsive to service calls is established as follows: Government expects that for the majority of service calls received by 10:00am that a service tech will show up that day, at a minimum no later than 10:00am the next day. If the service call is received after 10:00am then next day response is expected; however, some exceptions can be made for non-critical service issues. Perform all work in strict accordance with the highest safety standards and applicable codes.

1.5 Period of Performance: The period of performance shall be one (1) Base Year of 12 months and four (4), 12 month Option Years. The period of performance reads as follows

1.6 General Information

1.6.1 Federal Observed Holidays: Contractor is not required to perform services on holidays.

1.6.2 Hours of Operation: The Contractor is responsible for conducting business, between the hours of 0800 – 1630 Monday through Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The Contractor must at all times maintain an adequate workforce for the performance of all tasks defined within this PWS.

1.6.3 Place of Performance: The work to be performed under this contract will be performed at USAHEC specific building and room locations are listed in Technical Exhibit (TE) #2.

1.6.4 Quality Control Program (QCP): The Contractor shall develop and maintain an effective QCP to ensure services are performed in accordance with (IAW) this PWS. The QCP must be forwarded to and accepted by the Contracting Officer (KO). The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of deficiencies. The Contractor’s QCP is the means by which the Contractor assures that the work complies with the requirement of the contract. The QCP is to be delivered within 30 days after contract award. After acceptance of the QCP the Contractor shall receive the Contracting Officer’s acceptance in writing of any proposed change to the QCP.

1.6.5 Quality Assurance: COR To be determined.

1.6.6 Type of Contract: The Government will award a Firm Fixed Price contract.

1.6.7 Security Requirements: Contractor personnel performing work under this contract are not required to have a security clearance.

1.6.7.1 Physical Security: The Contractor shall safeguard all government equipment, information and property provided for Contractor use. Contractor will be required to depart the facilities at closing times unless coordinated with the Point of Contact.

1.6.7.2 Key Control: The Contractor shall establish and implement methods of making sure all key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. Contractor will be required to sign for a key card each visit and turn that key card back in prior to departure. NOTE: All references to key cards include keys. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall immediately report any occurrences of lost or duplicate key cards to the Contracting Officer.

1.6.7.2.1. Lost key cards shall be reported to the COR and the KO. In the event the contractor is issued a key, other than master keys, is lost or duplicated, the Contractor shall, upon direction of the Contracting Officer, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the Contractor.

1.6.7.2.2. The Contractor shall prohibit the use of Government issued keys by any persons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer (KO).

1.6.7.3 Lock Combinations: The Contractor shall establish and implement methods of ensuring that all lock combinations are not revealed to unauthorized persons. The Contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations. These procedures shall be included in the Contractor’s QCP.

1.6.8 Special Qualifications: Contractor personnel shall be certified by the appropriate manufacturer as factory trained in the areas of installation, service, and preventive maintenance of the moveable shelving units (manufacturer for USAHEC moveable shelving is ‘Spacesaver’).

1.6.9 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation (FAR) Subpart 42.5. The KO and COR shall meet periodically with the contractor to review the contractor's performance. At these meetings the KO will apprise the Contractor of how the Government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues.

1.6.10 Contracting Officer’s Representative (COR): TBD

1.6.11 Key Personnel: The following personnel are considered key personnel by the Government: The Contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between 0800 t0 1630, Monday through Friday except Federal holidays or when the Government facility is closed for administrative reasons.

1.6.12 Identification of Contractor Employees: All contract 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 in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by Contractors are suitably marked as Contractor products or that Contractor participation is appropriately disclosed

1.6.13 Contractor Travel: Not applicable.

1.6.14 Contractor Personnel Conduct: Contractor personnel’s conduct shall not reflect discredit upon the Government. The Contractor shall ensure that personnel present a professional appearance. The Contractor’s employees shall observe and comply with all local policies and procedures concerning fire, safety, environmental protection, sanitation, security, and possession of firearms or other lethal or illegal weapons or substance. The Contractor is responsible for ensuring that any contractor employees providing services under this contract conduct themselves and perform services in a professional, safe, and responsible manner. The Contractor shall remove from the job site any employee for reasons of misconduct or security. In accordance with DOD Directive 5500.7-R, “Joint Ethics Regulation”, Contractor employees must avoid improperly influenced in the execution of their duties under the contract. Particular attention should be paid to acceptance of gifts/gratuities, and on non-disclosure of sensitive or classified information. The Contractor shall ensure employee conduct complies with 41 U.S. C 423 relative to release of acquisition related information or actions or discussions which may prejudice future competitions. The Contractor shall ensure no contractor employees conduct political related activities or events on the installation.

1.6.15 Other Direct Costs: Not applicable.

1.6.16 Data Rights: The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of Governmentship/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the KO. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

1.6.17 Organizational Conflict of Interest: Contractor and subcontractor personnel performing work 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 Organizational Conflict of Interests (OCI) 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.

1.6.18 Phase In/Phase Out: Not applicable.

1.6.19 Antiterrorism and Operations Security

1.6.19.1 AT Level I Training: This standard language is for contractor employees with an area of performance within an Army controlled installation, facility or area. All contractor employees, to include subcontractor employees, requiring access Army installations, facilities and controlled access areas shall complete AT Level I awareness training within 30 calendar days after contract start date or effective date of incorporation of this requirement into the contract, whichever is applicable. The contractor shall submit certificates of completion for each affected contractor employee and subcontractor employee, to the COR within 30 calendar days after completion of training by all employees and subcontractor personnel. AT level I awareness training is available at the following website: http://jko.jten.mil

1.6.19.2 Access and General Protection/Security Policy and Procedures: This standard language is for contractor employees with an area of performance within Army controlled installation, facility, or area. Contractor and all associated sub-contractors employees shall 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. Contractor workforce must comply with all personal identity verification requirements (FAR clause 52.204-9, Personal Identity Verification of Contractor Personnel) as directed by DOD, HQDA and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in contractor security matters or processes.

1.6.19.2b. For contractors that do not require CAC, but require access to a DoD facility or installation. Contractor and all associated sub-contractors employees shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification Index (NCIC-III) and Terrorist Screening Database (TSDB) (Army Directive 2014-05/AR 190-13), applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by government representative), or, at OCONUS locations, in accordance with status of forces agreements and other theater regulations.

1.6.19.3 iWATCH Training: This standard language is for contractor employees with an area of performance within an Army controlled installation, facility or area. The contractor and all associated sub-contractors shall brief all employees on the local iWATCH program (training standards provided by the requiring activity ATO). This local developed training will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR. This training shall be completed within 15 calendar days of contract award and within 15 calendar days of new employees commencing performance with the results reported to the COR NLT 15 calendar days after contract award.

1.6.20 Emergency Services

1.6.20.1 The Contractor shall have competent personnel trained and capable of dealing with minor personnel injuries. The Contractor of their employees shall immediately notify their supervisor of any accident requiring emergency medical treatment. The Contractor will, in turn, notify the KO or COR within 30 minutes of the incident.

1.6.20.2 Emergency medical treatment and services for Contractor personnel is the responsibility of the Contractor.

1.7 CONTRACTOR MANPOWER REPORTING (CMR)

Mandatory Contractor Manpower Reporting (CMR). The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the US Army War College via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address: http://www.ecmra.mil/, and then click on "Department of the Army CMRA" or the icon of the DoD organization that is receiving or benefitting from the contracted services.

Reporting inputs will 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 2015. Contractors may direct questions to the help desk by clicking on "Send an email" which is located under the Help Resources ribbon on the right side of the login page of the applicable Service/Component's CMR website.

PART 2

DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

2. Definitions and Acronyms:

2.1 Definitions:

2.1.1 Cannibalize. Remove parts from Government property for use or for installation on other Government property.

2.1.2 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.

2.1.3 Contractor Acquired Property. Property acquired, fabricated, or otherwise provided by the contractor for performing a contract and to which the Government has title.

2.1.4 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.

2.1.5 Contracting Officer’s Representative (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. 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.

2.1.6 Debris: Includes, but is not limited to paper, cans, bottles, limbs and branches, pine straw and pine cones, leaves, rocks, and other similar items.

2.1.7 Defective Service. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.8 Deliverable. Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

2.1.9 Equipment. A tangible item that is functionally complete for its intended purpose, durable, nonexpendable, and needed for the performance of a contract. Equipment is not intended for sale, and does not ordinarily lose its identity or become a component part of another article when put into use. Equipment does not include material, real property, special test equipment or special tooling.

2.1.10 Government Furnished Property. Property in the possession of, or directly acquired by, the Government and subsequently furnished to the contractor for performance of a contract. Government-furnished property includes, but is not limited to, spares and property furnished for repair, maintenance, overhaul, or modification. Government-furnished property also includes contractor-acquired property if the contractor-acquired property is a deliverable under a cost contract when accepted by the Government for continued use under the contract.

2.1.11 Government Property. All property owned or leased by the Government. Government property includes both Government-furnished property and contractor-acquired property. Government property includes material, equipment, special tooling, special test equipment, and real property. Government property does not include intellectual property and software.

2.1.12. 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. The prime contractor is responsible for performance of all subcontractors.

2.1.13 Loss of Government Property. Unintended, unforeseen or accidental loss, damage, or destruction of Government property that reduces the Government’s expected economic benefits of the property. Loss of Government property does not include occurrences such as purposeful destructive testing, obsolescence, normal wear and tear, or manufacturing defects. Loss of Government property includes, but is not limited to:—

(1) Items that cannot be found after a reasonable search;

(2) Theft:

(3) Damage resulting in unexpected harm to property requiring repair to restore the item to usable condition; or

(4) Destruction resulting from incidents that render the item useless for its intended purpose or beyond economical repair.

2.1.14 Material. Property that may be consumed or expended during the performance of a contract, component parts of a higher assembly, or items that lose their individual identity through incorporation into an end-item. Material does not include equipment, special tooling, and special test equipment or real property.

2.1.15 Non-Personal Services. The personnel rendering the services are not subject; either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the government and its employees. Non personal service contracts are authorized by the government in accordance with FAR 37.012, under general contracting authority, and do not require specific statutory authorization.

2.1.16. Physical Security. Actions that prevent the loss or damage of Government property.

2.1.17 Property. All tangible property, both real and personal.

2.1.18 Property Administrator. An authorized representative of the KO appointed in accordance with agency procedures, responsible for administering the contract requirements and obligations relating to Government property in the possession of a contractor.

2.1.19 Property Records. Records created and maintained by the contractor in support of its stewardship responsibilities for the management of Government property.

2.1.20 Provide. To furnish, as in Government-furnished property, or to acquire, as in contractor-acquired property.

2.1.21 Quality Assurance. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.22 Quality Assurance Surveillance Plan. An organized document written by the government specifying the surveillance methodology used for surveillance of contractor performance.

2.1.23 Quality Control. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.24 Real Property. See Federal Management Regulation 102-71.20 (41 CFR 102-71.20).

2.1.25 Sensitive Property means property potentially dangerous to the public safety or security if stolen, lost, or misplaced, or that shall be subject to exceptional physical security, protection, control, and accountability. Examples include weapons, ammunition, explosives, controlled substances, radioactive materials, hazardous materials or wastes, or precious metals.

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

2.1.27 Unit Acquisition Cost means—

(1) For Government-furnished property, the dollar value assigned by the Government and identified in the contract; and

(2) For contractor-acquired property, the cost derived from the contractor’s records that reflect consistently applied generally accepted accounting principles.

2.1.28 Wide Area Work Flow (WAWF): A secure web based system for electronic invoicing, receipt, and acceptance. WAWF allows government vendors to submit and track invoices and receipt/acceptance documents over the web and allows government personnel to process those invoices in a real-time, paperless environment.

2.1.29 Work Day. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.30 Work Week. Monday through Friday, unless specified otherwise.

2.2 Acronyms:

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1 Services: The Government will provide escorts within building 950, Ridgway Hall, specifically bays 4, 5, and the vault (bay 6) along with building 951 rooms 111 and 112 when the contractor is servicing moveable shelving equipment. When onsite the COR will issue key cards to the contractor’s personnel to access moveable shelving equipment to permit servicing and repairs.

3.2 Facilities: The Government will provide a storage area within the building for the contractor’s expendable supplies, replacement parts, tools and equipment when requested. The Contractor is responsible for maintaining and keeping track of government furnished facilities.

3.3 Utilities: The Government will provide electricity and HVAC systems to maintain operation of moveable shelving systems and equipment. Water is also available in each building for cleaning purposes, if required.

3.4 Equipment: Not applicable.

3.5 Materials: Not applicable.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 General: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Section 5 of this PWS. The Contractor shall guarantee that a supervisory employee shall visit each Model ActivRac at least semi-annually to observe the quality of maintenance and to make certain that the quality of maintenance meets the specified and intended standards.

4.2 Secret Facility Clearance: Security clearance not required but the contractor shall be escorted within building 950 Ridgway Hall (bays 4, 5 and vault) and building 951 Conservation Facility (rooms 111 and 112) when servicing and maintaining the moveable shelving systems at that facility.

4.3. Materials: The Contractor shall all materials necessary to meet the requirements under this PWS.

4.4. Equipment: The Contractor shall repair, service and maintain all moveable shelving systems listed in PWS, 7.3.

4.5. SCHEDULES: Contractor shall provide a semi-annual corrective and preventative maintenance work schedule that addresses the day/s that each moveable shelving unit will receive corrective and semi-annual service.

PART 5

SPECIFIC TASKS

5. SPECIFIC TASKS:

5.1. Basic Services: The contractor shall provide full service moveable shelving maintenance for USAHEC. The Contractor shall provide all labor, material, repair parts, emergency repair, corrective and preventive maintenance required to repair any existing damage due to normal wear and tear and maintain the moveable shelving systems described in the PWS and their respective equipment components in accordance with the original manufacturer’s design specifications, operational efficiencies, and capacities. The Contractor shall maintain all equipment in good operating condition in accordance with manufacturer’s specifications, including without limitation, the following:

5.2 MOVEABLE SHELVING SYSTEMS – MODEL EC400:

The Contractor shall provide corrective and an annual preventive maintenance program to deliver service tailored to the buildings specific needs. Equipment type, component life, equipment usage, and building environment will be taken into account when planning routine short and long term maintenance schedules and records for each moveable shelving system.

All equipment, materials and installation shall conform to the system manufacturer’s established standards.

5.2.1 The Contractor shall use only factory trained personnel trained in the areas of installation, service, repair, and preventive maintenance. They shall be qualified to keep the equipment properly adjusted, and they will use all reasonable care to maintain the Moveable Shelving Systems – Model EC400 equipment in proper and safe operating condition. The Contractor shall regularly and systematically examine, all components of the system adjusting, lubricating as required, and if conditions warrant, repair or replace.

5.2.2.. Contractor shall make all repairs necessary due to normal wear and tear. Contactor is not responsible to pay for repairs due to abuse and misuse by the government or its personnel. The contractor shall notify the government in advance of such needed repairs and shall provide a written estimate. The government reserves the right to obtain competitive prices for repairs of this nature.

5.2.3. The Contractor shall notify Government in advance of any suggested and/or required upgrades, and shall provide a written estimate of cost. Government shall retain the right to obtain competitive prices for items of this nature.

5.2.4. The contractor shall use factory trained and approved service technicians to troubleshoot, repair, order parts, perform corrective and preventive maintenance services on the “Spacesaver” products. Under this agreement the following are included as part of the contract. 100% coverage on all parts (freight/tax), labor, and travel time unless noted. On call service available 12 hours/5 days a week (0600-1800 Monday-Friday). Preventive maintenance 2 inspections per year scheduled. Contractor will be responsive to service calls established as follows: Government expects that for the majority of service calls received by 10:00am that a service tech will show up that day, at a minimum no later than 10:00am the next day. If the service call is received after 10:00am then next day response is expected; however, some exceptions can be made for non-critical service issues. Perform all work in strict accordance with the highest safety standards and applicable codes.

5.3 MOVEABLE SHELVING SYSTEMS – MODEL ACTIVRAC

5.3.1 The Contractor shall use only factory trained personnel trained in the areas of installation, service, repair, and preventive maintenance. They shall be qualified to keep the equipment properly adjusted, and they will use all reasonable care to maintain the Moveable Shelving Systems – Model ActivRac equipment in proper and safe operating condition. The Contractor shall regularly and systematically examine, all components of the system adjusting, lubricating as required, and if conditions warrant, repair or replace.

5.3.2. The Contractor shall make all repairs necessary due to normal wear and tear. The Government shall pay for repairs due to abuse or misuse and shall retain the right to obtain competitive prices for repairs of this nature. The Contractor shall notify the Government in advance of such needed repairs and shall provide a written estimate of cost.

5.3.3. The Contractor shall notify Government in advance of any suggested and/or required upgrades, and shall provide a written estimate of cost. Government shall retain the right to obtain competitive prices for items of this nature.

5.3.4. The contractor shall use factory trained and approved service technicians to troubleshoot, repair, order parts, perform corrective and preventive maintenance services on the “Spacesaver” products. Under this agreement the following are included as part of the contract. 100% coverage on all parts (freight/tax), labor, and travel time unless noted. On call service available 12 hours/5 days a week (0600-1800 Monday-Friday). Contractor will be responsiveness to service calls is established as follows: Government expects that for the majority of service calls received by 10:00am that a service tech will show up that day, at a minimum no later than 10:00am the next day. If the service call is received after 10:00am then next day response is expected; however, some exceptions can be made for non-critical service issues. Perform all work in strict accordance with the highest safety standards and applicable codes.

5.4 MOVEABLE SHELVING SYSTEMS – MODEL ECLIPSE

5.4.1 The Contractor shall use only factory trained personnel trained in the areas of installation, service, repair, and preventive maintenance. They shall be qualified to keep the equipment properly adjusted, and they will use all reasonable care to maintain the Moveable Shelving Systems – Model Eclipse equipment in proper and safe operating condition. The Contractor shall regularly and systematically examine, all components of the system adjusting, lubricating as required, and if conditions warrant, repair or replace.

5.4.2. The Contractor shall make all repairs necessary due to normal wear and tear. The Government shall pay for repairs due to abuse or misuse and shall retain the right to obtain competitive prices for repairs of this nature. The Contractor shall notify the Government in advance of such needed repairs and shall provide a written estimate of cost.

5.4.3. The Contractor shall notify Government in advance of any suggested and/or required upgrades, and shall provide a written estimate of cost. Government shall retain the right to obtain competitive prices for items of this nature.

5.4.4. The contractor shall use factory trained and approved service technicians to troubleshoot, repair, order parts, perform corrective and preventive maintenance services on the “Spacesaver” products. Under this agreement the following are included as part of the contract. 100% coverage on all parts (freight/tax), labor, and travel time unless noted. On call service available 12 hours/5 days a week (0600-1800 Monday-Friday). Contractor will be responsive to service calls established as follows: Government expects that for the majority of service calls received by 10:00am that a service tech will show up that day, at a minimum no later than 10:00am the next day. If the service call is received after 10:00am then next day response is expected; however, some exceptions can be made for non-critical service issues. Preventive maintenance 2 inspections per year scheduled. Perform all work in strict accordance with the highest safety standards and applicable codes.

5.5 MOVEABLE SHELVING SYSTEMS – MODEL ART RACK

5.5.1 The Contractor shall use only factory trained personnel trained in the areas of installation, service, repair, and preventive maintenance. They shall be qualified to keep the equipment properly adjusted, and they will use all reasonable care to maintain the Moveable Shelving Systems – Model Art Rack equipment in proper and safe operating condition. The Contractor shall regularly and systematically examine, all components of the system adjusting, lubricating as required, and if conditions warrant, repair or replace.

5.5.2. The Contractor shall make all repairs necessary due to normal wear and tear. The Government shall pay for repairs due to abuse or misuse and shall retain the right to obtain competitive prices for repairs of this nature. The Contractor shall notify the Government in advance of such needed repairs and shall provide a written estimate of cost.

5.5.3. The Contractor shall notify Government in advance of any suggested and/or required upgrades, and shall provide a written estimate of cost. Government shall retain the right to obtain competitive prices for items of this nature.

5.5.4. The contractor shall use factory trained and approved service technicians to troubleshoot, repair, order parts, perform corrective and preventive maintenance services on the “Spacesaver” products. Under this agreement the following are included as part of the contract. 100% coverage on all parts (freight/tax), labor, and travel time unless noted. On call service available 12 hours/5 days a week (0600-1800 Monday-Friday) with Preventive maintenance 2 inspections per year scheduled. Perform all work in strict accordance with the highest safety standards and applicable codes.

5.6. Routine Service Calls: Service Calls shall be classified as routine when the work does not qualify as an emergency call. The contractor shall respond to and begin work on routine service calls within 24 hours after receipt of the call. Routine service call work shall normally be performed during the government’s regular working hours 0800 to 1630. Contractor will be responsive to service calls established as follows: Government expects that for the majority of service calls received by 10:00am that a service tech will show up that day, at a minimum no later than 10:00am the next day. If the service call is received after 10:00am then next day response is expected; however, some exceptions can be made for non-critical service issues. Contractor is responsible for all repair parts, labor costs, and transportation costs. Should the contractor determine that the damage is due to government negligence the contractor will contact the contracting officer or his designated representative and report the damage and associated costs. Contracting officer will notify the contractor of repairs to be made from the service call.

5.7. Personnel Qualifications

5.7.1. Only factory trained and certified technicians shall be used to perform repairs and maintenance services stipulated in this contract. Service Technicians assigned by the contractor shall be fully qualified in all aspects of maintenance to be performed, including repairs that may become necessary during the term(s) of this contract (manufacturer for USAHEC moveable shelving is ‘Spacesaver’).

5.7.2. The Contractor shall have and maintain backup technicians who are qualified in all respects of equipment repair and services requirements to assume the responsibilities for the maintenance of the included moveable shelving systems.

5.8. Supervision and Administration

5..8.1.The Contractor agrees to maintain complete accurate records of ALL maintenance services performed, repairs made, and replacement parts used during the period of this contract. Maximum use shall be made of the preventive maintenance program to identify and forecast equipment maintenance requirements. All equipment defects and deviations from normal operating characteristic and specifications shall be recorded on the preventive maintenance services.

5.9. Acceptance of Existing Equipment

5.9.1. In accordance with standard moveable shelving systems industry practice, this is a full service maintenance contract which includes all labor, material, equipment and travel time. The Contractor shall inspect, maintain, repair, test, and respond to service calls, for the equipment listed in PWS, 7.2

5.9.2. The Contractor will accept these moveable shelving units "as is".

5.10. Quality Control Program

5.10.1. The Contractor shall establish and utilize a comprehensive quality control program to assure that the contract requirements are provided as specified. The Contractor will provide the quality control program to the Contracting Officer and the COR

5.10.3. Annually, the Contractor shall survey the moveable shelving units to verify that they conform to the specifications in the PWS. At the conclusion of the survey, the Contractor shall provide the COR and KO with an equipment report and performance evaluation for each individual unit covered by this contract.

5.10.4. During each preventive maintenance visit the Contractor shall conduct field audits to maintain quality standards, and the government may request copies of these reports.

5.11. Equipment Changes

5.11.1. The Contractor shall not change or alter the existing moveable shelving equipment without written authorization from the Contracting Officer. If the Contracting Officer authorizes changes, the Contractor shall make appropriate revisions to the moveable shelving drawings and/or specifications. All improvements made by the Contractor during the term of this contract shall become and remain the property of the Government.

5.12. Contract Close Out Inspection

5.12.1. Prior to the expiration of each year of the contract, the Contractor and the COR together will inspect all moveable shelving. The COR will prepare an Existing Deficiency Report that lists the deficiencies found. The Contractor shall correct all the enumerated deficiencies that fall within the scope of this contract. The Contractor is also responsible for deficiencies that are discovered after the close-out inspection but before the expiration of the contract.

5.12.2. The Contractor may dispute the Contracting Officer's decision concerning responsibility for deficiencies and file a claim under the "Disputes Clause" of this contract. However, pending a resolution, the Contractor shall perform the work.

5.12.3. The Contracting Officer may take deductions from moneys due the Contractor for any deficiency that remains uncorrected when this contract expires. Such deductions will be based upon the cost to the Government of having the deficiencies corrected by other means.

5.13. Repairs

5.13.1 "Repairs" are defined as unscheduled work required to prevent the breakdown or failure of a moveable shelving system, or to put a moveable shelving system back in service after a breakdown or failure.

5.13.2. The Contractor shall complete all repairs within 48 hours after discovering the problem or of receiving notification that corrective action is required. If the Contractor cannot complete the repairs within 48 hours, he/she shall present a plan for completing the work to the COR.

5.13.3 The Contracting Officer will, whenever necessary, decide whether a repair is within the scope of this contract. The Contractor may dispute the Contracting Officer's decision and file a claim, under the "Disputes Clause" of this contract. However, pending a resolution, the Contractor shall perform the work.

5.13.4. Upon request, the Contractor shall furnish a record of all repairs made to the moveable shelving, their accessories, or appurtenances.

5.14. Preventive Maintenance

5.14.1. Definition "Preventive Maintenance" (PM) is regularly scheduled work on the moveable shelving systems that the…