Draft_HVAC_PERFORMANCE_WORK_STATEMENT_.docx

PERFORMANCE WORK STATEMENT

FOR

JOINT AIR DEFENSE OPERATIONS CENTER (JADOC)

OFF-SITE LOCATIONS

MAINTENANCE, REPAIR/REPLACEMENT SERVICES

HEATING, VENTILATION, AND AIR CONDITIONING (HVAC) UNITS

March 6, 2018

1. DESCRIPTION OF SERVCES/GENERAL INFORMATION.

1.1 SCOPE OF WORK. The contractor shall provide all equipment, materials, labor and will perform all operations to fulfill the contract requirements and applicable clauses and specifications, providing HVAC service to the JADOC off-site locations. The contractor shall provide service without extending or diminishing the scope of the current contract or any disruption of the site. The contractor shall complete necessary security clearance access through the JADOC for location as identified in accordance with (IAW) Operational Noble Eagle Classification Guidance Para. 1.2.

1.2 Period of Performance: Base Year plus four (4) Option Years - The base period of regular/routine services, extended maintenance services, and emergency on-call service performance shall be 12months from contract award with four option years under this contract at the current level of service and negotiated rates. The stated period of performance and option years as follows: Base Year 26 May 2018 – 25 May 2019, Option Year I 26 May 2019 – 25 May 2020, Option Year II 26 May 2020 – 25 May 2021, Option Year III 26 May 2021 – 25 May 2022, and Option Year IV 26 May 2022 – 25 May 2023 and 6 month extension.

1.3 PLACE OF PERFORMANCE I LOCATION. The specific location(s) of the work site is sensitive and restricted. All off site locations are within the National Capitol Region area and within one hour drive of Joint Base Anacostia Bolling (Ft Belvoir, JB Andrews, Navy Yard, Carderock Navy site, Ft Myer, Armed Forces Retirement Home, and several others). The Joint Air Defense Operations Center (JADOC) is located at JBAB at 7400 McGuire Ave, JBAB, DC, 20032.

1.4 SERVICE REQUIREMENTS. The following service requirements shall serve as general information only and shall not be constructed to limit the contractor’s responsibilities to comply with all applicable codes and regulations. All quantities in this statement of work are approximate and shall be verified by the contractor.

1.4.1 The contractor shall provide services to these HVAC units upon request and will provide written confirmation after each request. The contractor shall repair or replace damaged or non-functioning parts/units as required. Contractor to provide services as stated in Schedules A through D.

1.4.2 The government anticipates award of a firm fixed price contract.

1.5 CONTRACTOR REQUIREMENTS. The contractor shall have experience in providing A/C service with the ability to troubleshoot and correct any interruptions in service.

1.5.1 Contractor shall incur all cost of maintenance including labor, parts, travel, and such expenses as necessary to maintain equipment in operating condition, provided that the required repairs are not due to the fault or negligence of the government.

1.5.2 Contractor shall provide full on-site maintenance, repair, and replacement for all HVAC equipment items identified at JADOC locations. All equipment currently placed under the existing maintenance service agreement should be certified in good operating condition.

1.5.3 Equipment: Reserve.

1.5.4 Materials: Contractor to provide all materials and supplies to include equipment in the performance of services under this contract. The Contractor shall be responsible for maintaining sufficient stocks of supplies and parts required to keep the HVAC system operating daily and within 24 hours of an emergency or service call in all buildings.

1.6 CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES

1.6.1 General: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Section 3 of this PWS.

1.6.2 Secret Facility Clearance: Contractor and employees of the contractor must be cleared for access to sites as stated in 1.5.5 above in this PWS. The Contractor and all employees of the contractor must be escorted by approved JADOC personnel at all times.

1.6.3 Materials: Contractor is required to provide all materials to be used in services under this contract. The contractor shall maintain an inventory of components in accordance with this work statement.

1.6.4 Equipment: The contractor shall provide and maintain all equipment necessary to perform all HVAC regular maintenance service work in accordance with this work statement.

1.7 PROTECTION OF REAL PROPERTY. The contractor shall take all necessary precautions to ensure no damage to Government Real Property. All damages to such property and furnishings shall be repaired or replaced as recommended by the Government’s QA representative and approved by the Contractor Officer (KO) at no additional cost to the government.

1.7.1 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 Quality Control Plan (CQCP) is to be delivered, i.e., within 10 days after contract award. 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.

1.7.2 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).

1.8 WORK SCHEDULE. The contractor shall coordinate the initial scheduling of work with the Government’s technical representative and the Contract Administrator prior to commencing work.

1.8.1 Hours of operation shall be from 7:30 am to 4:30 pm. If the contractor requires a different work hour schedule, a written justification must be submitted to the Contracting Office and the JADOC POC.

1.8.1.1 Emergency Services. The Contractor may be required to perform emergency services during hours outside of the normal working day (see regular hours of operation in 1.5.1). The Contractor shall be required to respond to the work site within 2 hours after notification to the JADOC site locations.

The Contractor shall provide to the COR the phone numbers(s) to be reached at all times or the phone number of the project manager in the event of an emergency.

1.9 FEDERAL HOLIDAYS. The following is the federal holidays observed by this installation:

2. SAFETY. The contractor shall be responsible for all means and methods as they relate to safety and shall comply will all local, state, and federal requirements. All personnel shall be instructed to be mindful of maintaining a safe environment for the facility occupants.

2.1.1 Safety Requirements: Safety in accordance with the Contractor's Safety Program. The Contractor shall furnish three copies of their safety program to the ICO & COR upon request (a copy of this plan will be held by the COR and the JADOC HQ office). The Contractor shall be responsible for safety of his employees, and Government employees within the work site premises during all operations in accordance with all Government safety requirements and guidance (EM-385-1-1) including the Contractor providing and supervising the appropriate use of all personal protective equipment. Any incident involving injury to Contractor's employees or property damage must be immediately reported to the Contracting Officer's Representative (COR) and JADOC operations personnel.

2.1.2 No smoking is allowed on the premises.

2.1.3 Environmental Protection: The Contractor shall comply with all applicable federal, state, and local laws, and with the regulations and standards, and all applicable installation permits, plans, policies and procedures. All environmental protection matters shall be coordinated with the COR. Inspection of any of the facilities operated by the Contractor may be accomplished by Directorate of Environmental Management (DEM) and/or Safety personnel, or authorized officials on a no-notice basis at any time.

2.1.4 In event a regulatory agency assesses a monetary fine against the Government for violations caused by Contractor negligence, the Contractor shall reimburse the Government for the amount of that fine and other costs. The Contractor shall notify the Government immediately in the event of a spill of any kind (e.g. oil, hazardous waste, refrigerant release), and clean up and properly dispose of any of waste from any oil spills or other hazardous spills that result from Contractor's operations. The Contractor shall comply with the instructions from the Post or Installation Industrial Hygienist with respect to avoidance of conditions which create a nuisance or which may be hazardous to the health of military of civilian personnel. The Contractor shall provide a list of all Hazardous Materials to be used on the Post and a SDS shall be posted for each material listed.

2.1.5 The contractor shall comply with all Environmental laws/regulations, Department of the Army regulations/policies and permits that regulate all aspects of refrigerant management, such as maintenance, disposal, recordkeeping and reporting. Department of Army includes a requirement to turn in unwanted (recovered) excess R-22 to DLA ODS reserve.

2.2 PRE-INSTALLATION REQUIREMETNS. N/A.

2.3 DISPOSAL.

2.3.1 Debris, rubbish, hazardous waste and unusable material resulting from the work under this contract shall be disposed of by the Contractor legally and in compliance with all regulations as may pertain at his expense off of Government property.

2.3.2 All recyclable materials; aluminum and metal cans, glass bottles and jars, plastic bottles, newspapers, cardboard, high grade paper, mixed paper, scrap metal, scrap lumber, pavement debris, and vegetation wastes shall be segregated, removed from the Post, and disposed of in accordance with Department of Defense recycling and solid waste management regulations.

2.3.3 Hazardous waste must be disposed of in accordance with the Resource Conservation and Recovery Act.

2.4 CLEANING. N/A.

2.5 SECURITY REQUIREMENTS. All personnel employed by the contractor in the performance of this contract shall abide by all security regulations and the installation.

2.6 BASE AND OFF-SITE ENTRY PASSES. JADOC is solely responsible for allowing access to remote sites and bases where remote site equipment is located; please coordinate directly with the JADOC representatives.

2.6.1 The contractor shall retrieve all identification media, including vehicle passes from employees who depart the company for any reason before the contract expires.

2.6.2 All personnel employed by the contractor in the performance of this contract, or any representative of the contractor entering off-site locations, shall abide by all security relations of the installation.

2.6.3 The Contractor must be aware that all off site locations are a controlled access installation, and as a result requires photographic identification and the potential of vehicle inspection in order to gain entrance onto the installation. Detention, delay, and or other challenges presented to the contract as a result of this fact are the sole responsibility of the Contractor.

2.6.4 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.

2.6.5 Key Control and Access to Sites: The Contractor must be escorted by approved JADOC personnel at all times while on site. At no time will the Contractor or his employees be required keys or unaccompanied access to the JADOC off site locations. Picture identification and appropriate badge approved by the ICO and COR must be presented for access to JADOC locations.

2.7 WARRANTY. The contractor shall provide a written warranty agreeing to repair or replace materials or workmanship that fails within the specified warranty period.

3. SERVICE SUMMARY (SS). None.

4. GOVERNMENT FURNISHED SERVICES.

4.1 Water, electrical power, and lighting will be made available to the contractor by the government in the performance of their work.

5. PERMITS

5.1 The Contractor shall, without additional expense to the Government, obtain all Appointments, licenses, and permits required for the prosecution of the work. The Contractor shall comply with all applicable federal, state, and local laws. Evidence of such permits and licenses shall be provided to the ICO before work commences.

5.2 Contractor shall complete the DPW standard excavation permit application form and submit to the COR in order for DPW In-House forces to complete utility markings as part of the excavation permit approval process. The Contractor will not be able to commence with work operations until the excavation permit has been approved. Contractor's construction schedule should reflect a 14 day period to allow DPW in-house forces to complete utility marking actions.

5.3 If the work requires any shutdown or disruption of any utility/service outside of the immediate area of the work/the area under the Contractor's control, the Contractor shall provide at least 14 day notice prior to making any such disruption and follow any and all procedures provided by the DPW for such disruptions. To the extent possible, the Contractor must note on his schedule planned shutdowns or disruptions that will be required as a part of the work (inclusive of timeframe and any logical connections to other tasks of the work).

5.0 Requirements: The contractor shall:

5.1 The contractor shall perform Condenser Coil Cleaning:

5.1.1 The contractor shall perform all work in accordance with manufactures recommendations.

5.1.2 The contractor shall check with appropriate Facilities branch representative for operational deficiencies.

5.1.3 The contractor shall spray coil(s) with chemical solution

5.1.4 The contractor shall rinse coil(s) thoroughly with water.

5.1.5 The contractor shall remove and dispose any debris from any maintenance activity

5.1.6 The contractor shall document tasks performed during visit and report any observations to appropriate Facilities branch representative.

5.2 The contractor shall perform Oil Analysis:

5.2.1 The contractor shall perform all work in accordance with manufactures recommendations.

5.2.2 The contractor shall check with appropriate facilities branch representative for operational deficiencies.

5.2.3 The contractor shall remove sample in approved container

5.2.4 The contractor shall label and complete paperwork indicating present operating conditions

5.2.5 The contractor shall Document tasks performed during visit and report any observations to appropriate facilities branch representative.

5.3 The contractor shall perform a Comprehensive inspection:

5.3.1 The contractor shall perform all work in accordance with manufactures recommendations.

5.3.2 The contractor shall check with appropriate facilities branch representative for operational deficiencies.

5.3.3 The contractor shall check for visual signs of refrigerant/oil leak(s)

5.3.4 The contractor shall conduct refrigerant leak check.

5.3.5 The contractor shall check oil separator level

5.3.6 The contractor shall verify oil heater operation

5.3.7 The contractor shall perform lock-out and tag-out procedure

5.3.8 The contractor shall inspect condenser fan contactors for wear.

5.3.9 The contractor shall check for proper VSD coolant level and pump operation.

5.3.10 The contractor shall check and tighten electrical connections.

5.3.11 The contractor shall perform preventative procedures to flow proving devices.

5.3.12 The contractor shall check for unusual noise and vibration

5.3.13 The contractor shall check overall condition of unit.

5.3.14 The contractor shall remove and dispose any debris from any maintenance activity.

5.3.15 The contractor shall document tasks performed during visit and report any observations to Facilities branch representative.

5.4 The contractor shall respond to any emergency service calls within 4 hours.

5.5 Contractor Manpower Reporting Application (ECMRA):

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

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

6. POST AWARD CONFERENCE/PERIODIC PROGRESS MEETINGS POST AWARD - The Contractor shall attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5.

6.1 PERIODIC PROGRESS MEETING - 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.

6.2 KEY PERSONNEL: The following personnel are considered key personnel by the Government: The Contractor shall provide official Point of Contact (POC) 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 main POC is absent shall be designated in writing to the contracting officer. The main POC or alternate shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. A phone number to call for emergency repair service after hours shall be provided by the contractor after award.

7 IDENTIFICATION OF CONTRACTOR EMPLOYEES

7.1 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. Contractor personnel will be required to obtain and wear badges and/or identification of staff and company vehicles in the performance of this service. Badges must be clearly displayed on contractor personnel at all times while on military and federal installations. Badges must include the contractor's full name and corporate affiliation.

8 SAFEGUARDING

8.1 SAFEGUARDING: Information handled in the performance of this contract shall remain property of the US Government and shall be protected from inadvertent modification or unauthorized disclosure, destruction or use.

Performance Requirements Summary

This Performance Requirements Summary includes performance standards. The Government will use these standards to determine contractor performance and will compare contractor performance to the Acceptable Quality Level (AQL).

Deliverables Schedule

5.1.6 Condenser Coil Cleaning report

5.2.5 Oil Analysis

5.3.15 Comprehensive inspection

1.15.3 Base access badge