Backflow Testing and Service PWS.pdf

PERFORMANCE WORK STATEMENT (PWS)

Backflow Installation Testing and Service

1. GENERAL: This is a non-personnel services contract to provide Backflow Installation Testing and Service. 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, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform test and repairs to include service calls for backflow preventers, and shall perform a cross-connection survey of a regulatory mandated percentage of the backflow devices at the U.S. Army Combined Arms Support Command and Fort Lee, Fort Lee, VA as defined in this Performance Work Statement except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract.

1.2 Background: Proper operation and maintenance of backflow device is required to ensure the safety of drinking water for residents and employees on Fort Lee. The backflow prevention device is used to protect potable water supplies from contamination or pollution due to backflow. In water supply systems, water is normally maintained at a significant pressure to enable water to flow from the tap, shower, or other fixture.

Water pressure may fail or be reduced when a water main bursts, pipes freeze, or there is unexpectedly high demand on the water system (for example, when several fire hydrants are opened). Reduced pressure in the pipe may allow contaminated water from the soil, from storage, or from other sources to be drawn up into the system.

1.3 Objectives: Contractor will test, service, and maintain backflow devices on Fort Lee VA in accordance with all Federal, state, and local requirements.

1.4 Scope: The Contractor shall perform test and repairs to include service calls for backflow preventers at the U.S. Army Combined Arms Support Command and Fort Lee, Fort Lee, VA. Contractor shall perform a cross-connection survey of a regulatory mandated percentage of the backflow devices. All services shall be performed in accordance with the requirements and standards described herein and in the Performance Requirements Summary (PRS), which summarizes the services, associated standards, and the Acceptable Quality Levels (AQLs). Performance of services shall also be accomplished in accordance with all applicable regulations and mandates as listed in Section 6.

1.5 Period of Performance: The period of performance shall be for one (1) Base Year of 12 months and four (4) 12-month option years. The Period of Performance reads as follows:

Base Year: 1 April 2022 - 31 March 2023 Option Year I: 1 April 2023 – 31 March 2024 Option Year II: 1 April 2024 – 31 March 2025 Option Year III: 1 April 2025 – 31 March 2026 Option Year IV: 1 April 2026 – 31 March 2027

1.6 General Information

1.6.1 Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract. The Contractor shall establish and provide to the Contracting Officer a complete quality control program, within 5 working days of notice of award, to assure the requirements of the contract. The quality control program shall be implemented on contract start date. An updated copy shall be provided the

Contracting Officer as changes occur. After acceptance of the quality control plan the contractor shall receive the contracting officer’s acceptance in writing of any proposed change to his QC system.

1.6.2 Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the

Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.6.3 Recognized Holidays:

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Juneteenth Nat’l Independence Day Christmas Day Independence Day

1.6.4 Hours of Operation: The contractor is responsible for conducting business, between the hours of 8:00 AM - 4:30 PM Monday thru 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.

For other than firm fixed price contracts, the contractor will not be reimbursed when the government facility is closed for the above reasons. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential. Contractor will be required to work hours other than the normal 40 hour work week between 8:00 A.M. and 4:30 P.M., Monday through Friday. In special instances, work may be required after 4:30 P.M. and/or weekends. Buildings will require testing after 4:30 P.M. or on Saturday; approximately 20% of them. Contractor line item price should take this into consideration.

1.6.5 Place of Performance: The work to be performed under this contract will be performed at Fort Lee, Virginia

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 be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, Government facilities, equipment, and materials shall be secured.

1.6.7.2 Key Control. The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key control that shall be included in the Quality Control Plan. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the Contracting Officer.

1.6.7.2.1. In the event keys, other than master keys, are 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. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the Contractor.

1.6.7.2.2. The Contractor shall prohibit the use of Government issued keys/key cards 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.

1.6.8 Special Qualifications: Individual performing the work must be a state-licensed plumber and be certified to service backflow devices.

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 Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer 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.

These meetings shall be at no additional cost to the government.

1.6.10 Contracting Officer Representative (COR): The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance:

maintain written and oral communications with the Contractor concerning technical aspects of the contract:

issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.6.11 Key Personnel: The follow 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 8:00 AM and 4:30 PM, Monday thru 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.

1.6.15 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 ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the Contracting Officer. 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.

1.6.16 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 Contracting Officer 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 Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may effect 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.

1.7 Training

1.7.1 iWATCH Training. The Contractor shall brief the local iWATCH program (training standards provided by the Rock Island’s ATO) to all of Contractor’s employees and associated subcontractors. This training is used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the Fort Lee, Police Department and the COR. The Contractor shall complete the training within 30 calendar days after contract award and within 30 calendar days of new employees commencing performance and send to the KO or designated Government representative/COR electronically within 30 calendar days of completion.

1.7.2 Operational Security (OPSEC) Awareness Training. IAW AR 530-1, Operations Security, Contractor employees shall complete Level I OPSEC Awareness training within 30 calendar days after contract award and within five (5) calendar days of new employees commencing performance. Completion certificates will be made available to Government within ten (10) business of completion electronically or upon request from the Government. All Contractor personnel shall complete Level I OPSEC Awareness training annually. Level I OPSEC training is available at the following website:

https://securityawareness.usalearning.gov/opsec/index.htm.

1.7.3 Anti-Terrorism (AT) Level I Training. IAW AR 525-13, Antiterrorism, all Contractor employees, including sub-contractor employees, requiring access to Army installations, facilities, or controlled access areas shall complete Antiterrorism (AT) Level I awareness training within 30 calendar days after contract start date or effective date of incorporation of the requirement into the contract, whichever applies. The Contractor shall submit certificates of completion electronically for each affected contract employee and subcontractor employee to the KO or designated Government Representative/COR within 30 calendar days after completion of training by all employees and subcontractor personnel on a recurring annual basis. AT Level I awareness training is available at the following site: http://jko.jten.mil.

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1. DEFINITIONS:

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

2.1.2. CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

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

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

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

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

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

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

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

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

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

2.1.12. WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.12. WORK WEEK. Monday through Friday, unless specified otherwise.

2.2. ACRONYMS.

ACOR Alternate Contracting Officer's Representative AFARS Army Federal Acquisition Regulation Supplement AR Army Regulation CCE Contracting Center of Excellence CFR Code of Federal Regulations CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative COTR Contracting Officer's Technical Representative COTS Commercial-Off-the-Shelf DA Department of the Army DD250 Department of Defense Form 250 (Receiving Report) DD254 Department of Defense Contract Security Requirement List DFARS Defense Federal Acquisition Regulation Supplement DMDC Defense Manpower Data Center DOD Department of Defense FAR Federal Acquisition Regulation HIPAA Health Insurance Portability and Accountability Act of 1996 KO Contracting Officer OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program TE Technical Exhibit

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1 Property. The Government will not provide any equipment or materials to the Contractor for performance of requirements under this contract.

3.2 Emergency Medical Treatment. (Reference: AR 40-3, Medical Dental and Veterinary Care, 12 February 1985).

Medical services for Contractor personnel are the responsibility of the Contractor. For emergencies call 911 and ambulance will transport to nearest hospital. The Contractor shall reimburse the Government for emergency medical services provided, upon receipt of invoice from the medical facility. Medical facilities are located in Building P-8130.

3.3 Facilities. The Government will not provide any facilities to the Contractor during performance of this contract for use as office space or for storage of materials or equipment.

3.4 Testing list. The Government will provide one copy of Building list for testing to the Contractor for use during performance of contract requirements.

3.5 The Government will coordinate water outages with occupants, fire department, and others.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 Replacement Parts and Materials. Contractor shall use parts and materials which are new and are the assembly manufacturer standard replacement parts.

4.1.1 Contractor shall maintain sufficient stock of materials and parts to perform contract requirements throughout the term of this contract using funds identified in Contract.

4.1.2 Contractor shall replace any parts provided by the Government.

4.2 Submittals. The following shall be submitted to the Contracting Officer within 15 calendar days of notice of award:

4.2.1 Testing Schedule

4.2.2 Project Manager

4.2.3 Qualification of Personnel

4.2.4 Emergency Phone Number

4.3 Spreadsheet Inspection information Exhibit 1. The Contractor shall provide the Government an up to date in numerical order, building number, device type, manufacturer, size, device number, model number, serial number, and date tested, in accordance with Technical Exhibit 1.

PART 5

SPECIFIC TASKS

5. Specific Tasks:

5.1 Specific Task. The Contractor shall provide all labor, materials, supplies, and equipment necessary to perform testing and repair, or replacement of backflow devices listed in Technical Exhibit 4. Work shall be performed during the period of April through July.

5.2 Hazardous Conditions. During the course of performing work under this contract, should the Contractor find conditions existing that prevent the performance of tasks specified, the Government Representative shall be immediately notified.

5.3 Working Schedule. The Contractor shall schedule the work to assure material and labor are available to complete contract requirements within the specified time frames and in conformance with the quality standards established herein. The Contractor and Government Representative shall jointly prepare a work schedule for testing within 15 calendar days of notice of award. Contractor is responsible to arrange a meeting with the Government Representative at DPWL office, Bldg. 6220.

5.4 Testing of Backflow Devices. Annually test all backflow devices shown in Technical Exhibit 4 (TE 4). All testing shall be according to ASSE Standard 5000. If found to be defective, the device shall be repaired and retested until found to be in satisfactory condition.

5.5 Reporting Requirements. The Contractor shall prepare Backflow Test Report (TE 3) and submit it to the Government Representative weekly.

5.6 Service Calls and Responses. Contractor shall provide the Contracting Officer with the names and telephone numbers of company representatives or service employees who will receive service calls during normal duty hours and outside of normal duty hours. Also, the Contractor shall respond within eight (8) hours and service must be completed within three (3) calendar days after receipt of the call.

5.7 Cross-connection Survey. Contractor shall conduct a cross-connection survey of a regulatory mandated percentage of the backflow devices, and provide a report of findings to the COR.

5.8 Repairs. Required repairs including total replacement, shall be noted on the checklist with information regarding nature of repairs, action taken to correct/repair, or action planned to correct the unsatisfactory condition. Contractor shall immediately notify the Government Representative of any potential danger to personnel or property discovered during testing. All repairs shall be made in conformance with manufacturer’s specifications and shall be completed within three (3) working days from the time the Government Representative is notified. Repairs and test procedures for all backflow preventers shall be performed in accordance with AWWA Manual M14 Chapter 7

5.8.1 Whenever one check valve in an assembly is found to require a replacement kit, the other check valves in the same assembly shall be replaced at the same time.

5.9 Parts. All parts shall be furnished by the Contractor, and shall be new and of the quality specified by the Government Representative. The Contractor shall be reimbursed for the actual costs of parts required in the performance of this contract subject to the limits set forth herein. No profit will be allowed on parts.

Reimbursement will be provided for those costs that are reasonable, allocable, and allowable in accordance with FAR Part 31. The Contractor shall submit an invoice for parts, proof of purchase, and a certification that the Contractor is not seeking reimbursement in excess of the best price obtainable. Parts exceeding $1,000.00 for any one part shall not be purchased without prior approval of the Contracting Officer. Approval may be obtainable telephonically, but shall be confirmed in writing within 5 working days. Any purchase in excess of $1,000.00 without prior approval of the Contracting Officer is done so at the sole risk of the Contractor. A ceiling of $4,000.00 for parts has been established. The Contractor shall not expend funds nor seek reimbursement in excess of $4,000.00. Any expenditure in excess of $4,000.00 is done so at the sole risk of the Contractor. The Government retains the right to furnish parts if current stock is on-hand when deemed necessary to expedite repairs.

PART 6

APPLICABLE PUBLICATIONS

6. APPLICABLE PUBLICATIONS (CURRENT EDITIONS)

6.1 Applicable Publications. All referenced Federal laws, codes, directives, instructions, etc., in force at time of solicitation, unless coded otherwise, shall be considered mandatory as applicable to the service or function to be performed. All other documents are advisory.

6.2 General. The Contractor is obligated to follow and adhere to those documents coded mandatory. Specific paragraphs will be referenced in instances where only a portion of the document is mandatory. Supplements or amendments to mandatory publications shall be considered to be in full force and effect upon receipt by the Contractor, except when such supplement or amendment is deemed to cause an increase, or decrease, in cost of contract performance.

6.3 List of Documents. Contractor shall ensure all publications received are posted to date. The listed publications are coded as follows:

Technical Document No. Date Title M A

EPA 2004 AWWA Manual M14 M

Waterworks Regulations M Commonwealth of Virginia/ State Board of Health

2004 ASSE Std 5000 M American Society of Sanitary Engineering

6.4 References.

6.4.1 AR 190-22 Search, Seizures, and Disposition of Property

6.4.2 AR 40-3 Medical Services.

PART 7

ATTACHMENT/TECHNICAL EXHIBIT LISTING

7. Attachment/Technical Exhibit List:

7.1. Attachment 1/Technical Exhibit 1 – Performance Requirements Summary

7.2. Attachment 2/Technical Exhibit 2 – Deliverables Schedule

7.3 Attachment 3/Technical Exhibit 3 – Sample Test Report Form

7.4 Attachment 4/Technical Exhibit 4 – List of backflow devices

TECHNICAL EXHIBIT 1

Performance Requirements Summary

The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

PERFORMANCE REQUIREMENTS SUMMARY (PRS) MATRIX

Performance Objective

(The Service required—usually a shall statement)

Standard Performance Threshold (This is the maximum error rate. It could possibly be “Zero deviation from standard”)

Method of Surveillance

PRS # 1.

The Contractor will test and repair backflows throughout Fort Lee.

The contractor provides deliverables identified in PWS paragraph 5.4, 5.5, and 5.8.

Zero deviation from standard.

100 percent inspection

PRS # 2

The Contractor will provide a technician to come on site and to repair non-functional devices at times other than routine inspections.

identified in PWS paragraph 5.6.

Periodic inspection;

weekly.

Customer complaints.

PRS # 3

The Contractor will purchase and provide repair parts identified in PWS paragraph 5.9.

Periodic inspection;

weekly.

Customer complaints.

PRS # 4

The Contractor will contractor will conduct a cross-connection survey of a regulatory mandated percentage of the backflow devices.

identified in PWS paragraph 5.7.

100 percent inspection

TECHNICAL EXHIBIT 2

DELIVERABLES SCHEDULE

Deliverable Frequency # of Copies Medium/Format Submit To

The Contractor shall prepare Backflow Test Report (TE 3) and submit it to the Government Representative, per Section 5.5 of the

PWS.

Weekly

1 copy

Print copy and Excel spreadsheet

COR

The contractor shall prepare a cross-connection survey report of the regulatory mandates number of backflow devices and submit to the Government Representative, per section 5.7 of the

PWS.

Once 1 copy Print copy and Excel spreadsheet

COR

TECHNICAL EXHIBIT 3

Sample Test Report