A07_ATTACHMENT_4_TASK_PWS.pdf

PERFORMANCE WORK STATEMENT

Task Order

Facilities and Logistics Services for Edgewood Chemical Biological Center (ECBC)

1.0 SCOPE. The Edgewood Chemical Biological Center (ECBC) requires facilities maintenance and operations services and shared logistics support services that includes property book management support, supply operations, warehouse receiving and delivery service, excess equipment turn-in services, equipment management program, janitorial services, grounds maintenance, landscaping and snow removal services and on demand facilities maintenance support and repair services for facilities as identified in the attachments to this Performance Work Statement (PWS).

1.1 Background. The Edgewood Chemical Biological Center (ECBC), provides executive management of Army and Joint service Nuclear, Biological, and Chemical (NBC) defense research development, and engineering programs for NBC defense systems, and serves as the single executive agent throughout each program’s life cycle. ECBC and other tenant agencies on APG require facilities and logistics services beyond what can be provided by the installation’s Department of Public Works.

1.2 Objective. The objective of this task order is to obtain facilities and logistics services for ECBC’s buildings and surrounding areas. This work will include facility operations, maintenance, and management; property book management support, supply operations, warehouse receiving and delivery service, excess equipment turn-in services, equipment management program, moving and transportation services; facility maintenance and repair services; grounds management;

snow removal and janitorial services.

2.0 APPLICABLE DOCUMENTS. See Section C.2 in Base PWS

3.0 REQUIREMENTS. In accordance with (IAW) performance work statement sections C.3.3 and C.3.4 in the basic Contract, the Contractor, as an independent contractor and not as an agent of the Government, shall provide the necessary resources (except as furnished by the Government as described herein) to accomplish the following requirements. The contractor shall follow all applicable federal, state, local, and Army regulations when working on-site.

3.0.1 Attachments to this PWS detail the buildings and Government Furnished Property (GFP) associated with this contract and the services to be performed at those buildings.

3.0.4.1 Attachment 1 – ECBC Task Matrix

3.0.4.2 Attachment 2 – Government Furnished Property

3.1 Safety & Health Statements.

3.1.1 Onsite contractors shall not use radioactive material or equipment which generates ionizing radiation unless approved by the ECBC Radiation Safety Officer ((410) 436-4411).

3.2. Facilities Operations, Maintenance and Management. The contractor shall provide the following services for all of the identified buildings in Attachment 1:

3.2.1 Key Control. The Contractor shall manage the issuance of keys for the required buildings and staff offices, including keys issued to Government and contractor personnel. The current key inventory is approximately 1,050 keys.

The Contractor shall maintain a key inventory log and perform periodic key checks for each facility as required by regulations and policies. Keys shall not be duplicated by Contractor personnel or used by unauthorized Contractor or Government personnel. The Contractor shall report any occurrence of duplicated, misplaced or lost keys to the COR within 24 hours after discovery of occurrence, and submit a written report to the COR by 3:30 p.m. the following duty day. The written report shall provide complete details relating to the duplication, misplaced key, or loss. The Contractor shall reimburse the Government for replacement locks or rekeying required as a result of keys being duplicated, misplaced, or lost by the Contractor. The Contractor shall also reimburse the government for any Government property lost or stolen as a result of unauthorized key duplication, misplaced key, or loss of key by Contractor or Contractor personnel.

3.2.2 Fire Marshal. The Contractor shall act as the fire marshal for the required buildings and coordinate fire prevention and safety inspections in and around buildings on a quarterly basis. The Contractor shall inspect Fire Extinguishers monthly and maintain a Fire Extinguisher check list (EAP Form 1100) IAW current policies and regulations. The contractor shall inspect, provide replacements and properly disposal of fire extinguishers. The contractor shall coordinate with the APG Fire Department during scheduled evacuation training for building occupants controlling access to buildings. The Contractor shall inspect Automated External Defibrillators (AEDs) monthly in buildings where they are installed. The inspection shall include maintenance and repair of the AED and box with the required supplies, as specified by the manufacturer. Any items needing replacement shall be reported to the Government and the Contractor shall track the status of items ordered for replacement or replenishment of failing items. The Contractor shall ensure that those supplies are placed in service once items are obtained.

3.2.3 Access Control & Facility Inspection. The Contractor shall unlock the primary access doors to the required buildings at the start of each regular work day (5:30 AM) and lock each of the doors at the end of the work day (6:30 PM). Contractor shall complete SF 701 security checklist daily and retain monthly file of completed check list. The contractor shall provide an exception report on all controlled facilities to the COR when a facility is found unsecured.

The Contractor shall conduct a daily inspection of the interior common areas and ensure they are neat, orderly, and free of debris and trash. Interior common areas include hallways, lobbies, copy rooms, conference rooms, break rooms, etc.

The Contractor shall conduct a daily inspection of the exterior grounds within 50 feet of all buildings and gazebos to ensure they are neat, orderly, and free of debris and trash. The Contractor shall perform routine maintenance of facility and safety equipment including touchless faucets (battery replacement), water filters (filter replacement), safety equipment, and eyewash stations. Any fire, safety, security, mechanical, or quality of life issues shall be reported to the COR for resolution. The Contractor shall act as an escort for un-cleared visitors to government facilities. For proposal purposes, ECBC typically receives approximately 30 visitors per month that will require an escort. The Contractor shall fabricate room signs. For proposal purposes, approximately 12 signs are required per month. The contractor shall maintain supplies and sign making materials as well as maintain the equipment. The Contractor shall participate in Force Protection/CAIRA (Chemical Accident or Incident Response and Assistance)/BAIRA (Biological Accident or Incident Response and Assistance) exercises.

3.2.4 Storage Room Management. The Contractor shall maintain an inventory of the items stored in ECBC storage rooms. There are currently 8 ECBC storage rooms totaling 3,000 SF which house excess furniture and office equipment.

3.2.5 Annual Facility Inspection Management. Annual Facility Inspections are required by the Department of the Army Installation Status Report – Infrastructure (ISR-I) Program (AR-210-14) for customers facilities. The Contractor shall manage the inspections for required facilities by coordinating with facility custodians. The Contractor shall jointly inspect facilities with the building custodian and complete the inspection checklists ensuring that inspections are completed accurately, completely and consistently between all ECBC facilities. The Contractor shall also ensure that findings are compiled and submitted in the format required by the Department of the Army and in accordance with Installation policy & Garrison timelines. Contractor shall provide completed ISR Reports quarterly at the end of the rating period to the facilities managers and the COR.

3.2.6 Service Order Management. The Contractor shall submit service orders, as necessary, to the installation Department of Public Works for problems with heating/cooling, plumbing, lighting, electrical or other building systems within the required buildings. Contractor shall adhere to the following response times: 1-2 hours for critical, 2-4 hours for urgent, 1-2 days for routine. The Contractor shall monitor the completion of these service orders. For proposal purposes, ECBC typically generates approximately 85 service orders per month.

3.2.7 Facilities Reporting. The Contractor facility Coordinators as part of their duties shall prepare a monthly facilities activity checklist/narrative which includes: AED and Fire Extinguisher status; Service Order & Work Request Report that includes the top ten issues (life, health or safety); and General Maintenance Work Requests & Move Requests by organization. The contractor shall track and report maintenance, test and operational status of generator systems for identified facilities.

3.2.8 Facilities Grounds Maintenance and Snow Removal.

3.2.8.1 Grounds Maintenance. The Contractor shall be responsible for the overall appearance of the grounds surrounding all buildings as identified in Attachment 1 to include all flower beds and patios. Daily policing of areas shall be performed from building to street or parking lot removing all cigarette butts, sticks, branches, trash, etc.

The contractor shall use a blower, as needed, to clear sidewalks of all leaves, grass, and debris. The contractor shall weed all flower beds as needed. The contractor shall plant and maintain flowers supplied by customer. The contractor shall trim all bushes and trees as needed or requested by COR. The contractor shall mulch flower beds twice a year with customer supplied mulch if requested. The contractor shall seed grass areas adjacent to facilities as necessary with customer supplied seed.

3.2.8.2 Snow Removal. The Contractor shall be responsible for pre-event salting and maintenance/clearance of areas either initially cleared by DPW or not cleared by DPW (generally less than 2” of snow) to include removal of snow and ice from all doorways, sidewalks, stairs, handicap parking spaces (HC Spots) and ramps for facilities listed below. Snow and ice removal shall be completed during normal duty hours or in a manner that does not result in billable overtime charges to the Government. Salt will be available for pickup at a designated location at DPW, or if unavailable, purchased by the contractor and reimbursed to the contractor as a facility maintenance support cost (see section 3.5)

BLDG Sidewalks Stairs Ramp Parking

Lot

NOTES

DPI:(5)

E3330 X X X HC Spots

E3331 X X

HC Spots

E3401 X Doors to side Parking lot E5106 X X

E4811 X X

X

ENG:(5) X

E3320 X

E3510 X

X HC Spots Inside Gates E3548 X

E3549 X X

E3551 X

X

R&T:(7) X

E3150 X X X HC Spots

E3226 X X

E3332 X X

E3400 X X

HC Spots Emergency exit doors at rear of (Labs)

E3462 X

E5100 X X

HC Spots Inside boulders E5951 X

Total Buildings:

3.2.9 Facilities Information Management. Provide dedicated support to populate and maintain ECBC database program/software for facilities data utilizing Army infrastructure related systems of record such as ISR, RPLANS, HQIIS, PRISMS, etc. Extract info and update ECBC database for all ECBC facilities ensuring that relational data is included and correct. Work with Garrison and others to gather info as required if not contained in existing Army databases. Facilitate database software updates, changes, or improvements so that output is relevant and current. Validate field conditions for data found in the Army systems of record, Garrison documentation, and others.

3.3 Moving and Transportation Services. The contractor shall provide the following services in support of all missions performed by, and personnel assigned to, ECBC.

3.3.1 Coordinate Office Moves. The Contractor shall log move requests and support the Government in the making of schedules and plans that efficiently move offices, as required. The Contractor shall assist in this coordination, in part, through the creation of proposed furniture floor plans. For proposal purposes, ECBC typically disassembles and reassembles an average of 150 pieces of office furniture per month and moves an average of 750 pieces per month.

3.3.2 Conduct Office Moves. The Contractor shall disassemble, transport, and reassemble office furniture and related items for all ECBC, or ECBC supported organization, personnel. Moves may be from, or to, any facility located at either APG-EA or APG-AA as required. The contractor will also move government equipment or materials (not under a lease to the government), as required. The contractor shall also transport, setup, and teardown furniture and equipment for special events and projects as needed at both APG-AA and APG-EA facilities. For proposal purposes, ECBC currently requires support for seven (7) events per year.

3.4 Janitorial Services. The contractor shall provide the following services for all of the identified buildings in Attachment 1.

3.4.1 Window and Door Cleaning. The Contractor shall clean and sanitize entry doors, side lights/vision panels and surrounding areas. Exterior and interior glass façades shall be cleaned semi-annually.

3.4.2 Conference and Training Room Maintenance. The Contractor shall perform weekly (or as needed) cleaning/polishing tables, vacuuming and dusting and straightening chairs.

3.4.3 Spill Cleanup. The Contractor shall contain, clean-up, and remove spills, as necessary. The contractor shall provide emergency janitorial services, which includes cleaning and sanitizing of any bodily fluids. The contractor shall provide emergency clean-up for water leaks, floods and spills and ensure areas are cleaned, dried and treated for mold if needed. For proposal purposes, 4 major events (flooding, etc.) and 10 minor events (minor spill/clean-up) per year should be anticipated.

3.4.4 Smoking Area Cleaning. The Contractor shall conduct cleaning of facility designated smoking areas, including ground vacuuming and/or sweeping of the ground areas and emptying of cigarette and trash receptacles (including perimeter and courtyard exterior trash receptacles). Change-out of outside trash receptacle bags to maintain functional liners.

3.4.5 Animal Removal.

3.4.5.1 Dead Animal Removal. The Contractor shall remove and dispose of dead animals, excluding experimental animals, within two hours of being reported or upon self-discovery on grounds or work locations. On-site disposal shall be coordinated with the APG Game Wardens/Natural Resources Branch for appropriate location. These locations may be in secure areas. The contractor shall have appropriately badged personnel. Reimbursement to the contractor for this service will be as a facility maintenance support cost (see section 3.5).

3.4.5.2 Live Animal Removal. The Contractor shall remove live animals such as a litter of kittens, puppies or mice, and game within four hours of being reported or upon self-discovery on grounds of work locations. Animal removal shall be performed in accordance with APG and local rules and regulations. On-site removal shall be coordinated with the APG game wardens/Natural Resources Branch for appropriate locations. These locations may be in secure areas. The contractor must have appropriately badged personnel. Reimbursement to the contractor for this service will be as a facility maintenance support cost (see section 3.5).

3.5 Facilities Maintenance Support and Repair Services. The Contractor shall provide facilities maintenance support and repair services IAW paragraph C.3.3.3 of the base PWS. Work regarding any repair or modification to a facility under this contract will not infringe upon the installations supported capabilities and are only to be conducted when the installation cannot support the requested services and repairs or it is determined as Above Common Level of Service (ACLS). Work under this section will be executed by a request for services from the COR. All estimated costs for service orders will be submitted to the COR and must be approved by the COR before any work is initiated. The contractor shall not exceed $150,000 per year.

3.6 Logistics Services. The contractor shall provide the following services in support of all missions performed by personnel assigned to Edgewood ECBC:

3.6.1 Property Book Management/Supply Operations. The contractor shall manage ECBC property book office programs IAW paragraph C.3.4.1 of the base PWS and all applicable documents referenced in paragraph 2.0. The contractor may be required to verify equipment’s physical location, serviceability and identifying data to include asset marking with government labels. The contractor shall prepare, process and maintain Delegation of Authority (DD Form 1687) signature cards. The contractor shall file, copy, scan and mail supply/property book documents. Customer assistance and guidance shall be provided on a variety of supply/property book actions. Reports will be downloaded from the government provided database on a regular and as needed basis. The Contractor shall provide a monthly report on the status of all inventories sent and received. The report is due to the COR and Property Book Officer by the 10th day of each month. The annual inventory portion of the report shall include the number of inventories to be sent for the fiscal year for each Property Book Unit Identification Code, the number of annual inventories sent out and received each month and the cumulative number sent and received with the percentage of the total number of inventories that were sent and received. The quarterly sensitive inventory portion of the report shall include the number of inventories to be sent and received for the quarter for each Property Book Unit Identification Code and the percentage of the total number of quarterly inventories that were sent and received each quarter. The property book office shall be open at 0700 to 1630 hours Monday through Friday. For proposal purposes, ECBC’s property book currently includes over $190M worth of items, approximately 800 hand receipt holders and approximately 12,500 property book items. Monthly increase/decrease automated property book transactions are approximately 240.

3.6.1.1 Property Book Management:

3.6.1.1.1 Inventories have a 30 day suspense for completion by the hand receipt holder. Approximately 3 to 5 % of inventories need to be regenerated because of customer requests due to updates and corrections that have taken place after initial generation. The Command Supply Discipline Program (CSDP) quiz will be included with each annual inventory. The contractor shall contact hand receipt holders by phone and email to follow up on all late inventories. Sixty days past the initial inventory suspense date the contractor shall request guidance from the Property Book Officer (PBO) to resolve delinquent inventories. Contractor documented effort on resolving late inventories will be provided to the PBO for each delinquent inventory.

3.6.1.1.2 Upon receipt of completed inventories, the contractor shall reconcile changes in location, serial numbers, barcodes, model numbers, manufacturer year and other equipment data as annotated by the hand receipt holder. Completed inventory dates shall be entered into the Defense Property Accountability System (DPAS) for each inventory received. The completed CSDP quiz shall be graded and returned to the hand receipt holder. The contractor shall track quiz results and provide an annual report to the CSDP Monitor. The contractor shall establish, transfer and delete hand receipts in DPAS and correct administrative data on the hand receipt holder listing.

3.6.1.1.3 The contractor shall process equipment transfers using DPAS. Transfers shall be reviewed for accuracy including required approvals and signatures.

3.6.1.1.4 The contractor shall prepare and/or process Administrative Adjustment Reports (AARs) to correct serial numbers, model numbers, asset Ids and change accountability of equipment.

3.6.1.1.5 The contractor shall research equipment information using receipt documentation, the internet, contacting vendors and end user customers to verify the correct nomenclature, manufacturer and part number before submitting electronic requests for Management Control Numbers (MCN) into the Army Enterprise Systems Integration Program (AESIP). AESIP requests shall be tracked using an Excel spreadsheet. The contractor shall correct old catalog records in DPAS to reflect the newly assigned AESIP MCN.

3.6.1.1.6 The contractor shall add equipment receipts to hand receipts using DPAS. Equipment receipts will be cataloged in DPAS after matching the asset to an authorized National Stock Number (NSN) or MCN.

Asset IDs shall be recorded in DPAS and when necessary asset IDs shall be mailed to the hand receipt holder.

3.6.1.2 Supply Operations.

3.6.1.2.1 The contractor shall review equipment and supply data information on Logistics and Readiness Center (LRC) requisitions (DA Form 2765-1) for accuracy and completeness before sending the requisition to the LRC for processing. Customers shall be notified of requisition status which includes back orders, adjustments, partial receipts or cancellations. The contractor shall perform weekly reconciliations on hard card requisitions (DA Form 2765-1) using the automated Logistics Information Warehouse (LIW) system and other available web sites. The contractor shall maintain and reconcile multiple document registers. Monthly reconciliation reports for each Property Book Unit Identification Code and Department of Defense Activity Address Code shall be completed by the LRC’s suspense date for the Property Book Officer’s signature using the report format provided by the LRC.

3.6.1.2.2 The contractor shall track open purchase requests. The contractor shall follow up quarterly on open purchase requests by contacting the ECBC Receiving and Delivery warehouse and/or customers to verify if the supplies or equipment have been received. Receipt information will be recorded and customer acceptance shall be documented via hard copy receiving report or an email.

3.6.1.2.3 The contractor shall review and process all turn-in document requests. This includes assigning turn-in document numbers, placing the asset (s) in a pending status and dropping the asset (s) from the property book when a signed turn-in document has been received. The contractor shall search asset serial numbers on non-property turn-in document requests in DPAS or provided database to ensure that the asset is not a property item.

3.6.2 Warehouse Receiving and Delivery. The contractor shall support the receipt and delivery of incoming supplies, materials, equipment, and furniture and industrial chemicals for ECBC IAW paragraph C.3.3.2 of the base PWS. The Contractor shall maintain a weekly record of receipts and deliveries by number of pallets with the same item, number of boxes, and number of property assets assigned an asset id. The receiving and delivery warehouse shall be open at 0700 to 1530 hours Monday through Friday. The Contractor shall keep the warehouse in compliance with safety and environmental regulations, as well as clean and presentable at all times. Responsibilities include security of the building, management of keys and submission of service orders as necessary. The Contractor shall maintain a record of the daily building Activity Security Checklist. For proposal purposes, approximately 530 boxes monthly are received and delivered.

3.6.2.1 Training. All warehouse workers at the ECBC Receiving and Delivery Warehouse are required to take annual Radiation Safety training in TEDS. All warehouse workers at the ECBC Receiving and Delivery Warehouse are required to the one-time Radioactive Material (RAM) Packaging Identification training provided by ECBC Safety Office.

3.6.2.2 Receipt. The contractor shall off load material and match delivery paperwork with ordering information.

The contractor shall check incoming material against the packing slip for correct nomenclature, part number, model number, manufacturer and quantity. The contractor shall be responsible for answering all telephonic and electronic inquiries and resolving all matters related to status of receipts, materials received, discrepancies or conflicts and/or deliveries. Processed orders shall be moved to the appropriate staging area within the warehouse for delivery.

3.6.2.3 Delivery. The contractor shall deliver supplies and equipment within three (3) to five (5) working days after staging. The Contractor shall handle equipment safely and carefully and ensure blocking, bracing, palletization and skidding in accordance with Cargo Securement, 49 CFR 393.100 and Intermodal Loading Guide for Products in Containers and Trailers, so as not to damage the present state of the equipment. The contractor shall schedule deliveries with the customer via telephone or email. Identification of the customer shall be accomplished by using receipt documentation information and available directories.

3.6.3 Excess Equipment Turn-in Program. The contractor is responsible for overall management of all government owned excess equipment IAW paragraph C.3.3.3 of the base PWS. The excess equipment warehouse shall be open at 0700 to 1600 hours Monday through Friday for turn-in and for Government personnel to evaluate whether turned-in equipment can be utilized/reissued for other projects. The Contractor shall maintain a record of monthly appointments scheduled, total number of vouchers created, number of items picked up, number of computers picked up, number of items turned-in to the LRC, number of scrap runs and number of equipment transfers. The Contractor shall maintain a record of all visitors to the turn-in warehouse which shall include the individuals name, organization and purpose for the visit. For proposal purposes, approximately 300 pieces of equipment are turned in monthly.

3.6.3.1 The Contractor shall operate ECBC’s primary and secondary (auxiliary) storage warehouses. The Contractor shall be responsible for the custody and security of these buildings. The Contractor shall maintain a record of the daily building Activity Security Checklist. The Contractor shall keep the warehouse in compliance with safety and environmental regulations, as well as clean and presentable at all times. The warehouse shall be open for "customer" shopping visits. Items selected for distribution shall be delivered to the customer after all documentation is completed.

3.6.3.2 Upon notification of turn-in of property, the Contractor shall call the customer within three (3) working days to schedule a pick-up. The contractor shall then schedule pick-up of property within seven (7) working days. A date and approximate time of day shall be scheduled and the customer notified in advance by email or phone. The Contractor shall telephonically notify the customer immediately if he is unable to keep his appointments.

3.6.3.3 The contractor shall prepare documentation transferring accountability from user to Contractor. All paperwork shall be prepared in accordance with ECBC Desk Top Guide. Items shall be stored until required inspections are performed and paperwork is prepared and approved, at which time items shall be turned in to the LRC or transferred. The Contractor shall prepare all transfer paperwork for items being lateral transferred within supported elements to other Government agencies. No computer (CPUs) shall be transferred without ECBC CIO approval.

3.6.3.4 The Contractor shall handle equipment safely and carefully and ensure blocking, bracing, palletization and skidding in accordance with Cargo Securement, 49 CFR 393.100 and Intermodal Loading Guide for Products in Containers and Trailers, so as not to damage the present state of the equipment.

3.6.3.5 Upon arrival at the designated pick up site, the Contractor shall verify serial number, model number, and components being picked up, providing a signed DA Form 3161 to the customer. All information changes, to include damage or prior cannibalization discovered by the Contractor, shall be annotated on the DA Form 3161 and initialed by the customer prior to removal of equipment.

3.6.3.6 The Contractor shall prepare the equipment for turn-in to the LRC by packaging, banding, and palletizing as necessary. The Contractor shall not remove oil, refrigerants, radioactive material or asbestos. However, the Contractor shall be responsible for coordinating these services with the government. They shall obtain radiation free certification, ensure controlled cryptographic information equipment has been cleared, and obtain all required documentation to support the turn-in. In the case of lab equipment, obtain necessary signature and verification of non-hazardous use on the Render Safe Form EAP 1105 from the customer. In the case of excess Automated Data Processing (ADP), after pickup, the Contractor shall remove hard drives, prepare for disposal in accordance with current government approved method. Maintain a log/register by serial number of all drives. All documentation and signed records shall be maintained for all items transferred to and from the Contractor’s responsibility.

3.6.3.7 The Contractor shall turn-in excess equipment to the LRC on dates made available by Director of Logistics, LRC. The Contractor shall ensure that it receives an authorized signature on the DA Form 2765-1 from a representative of the LRC for each item being turned in.

3.6.3.8 The Contractor shall reload all items rejected by LRC personnel, transport them back to ECBC and place them into an assigned section of the storage area for reconciliation. It shall be the responsibility of the Contractor to take the necessary corrective actions to allow for proper disposal and return to the LRC.

3.6.3.9 Documentation and signed records for all items transferred to and from the Contractor’s responsibility shall be turned over to the COR at the completion or termination of the contract. Property book item documentation shall be processed in accordance with ECBC Desk Top Guide and a document number register shall be maintained for all non-property items. These files will be available for review by the COR, Equipment Manager, and Property Book Officer (PBO) on demand.

3.6.3.10 The contractor shall conduct an annual inventory and provide a written report of any noted inventory discrepancies to the COR and PBO. The annual inventory report will be generated by DPAS. A copy of the completed annual inventory shall be provided to the PBO and the COR. The Government has the right to inspect both the property and non-property accountability records.

3.6.3.11 A joint signed inventory shall be conducted in accordance with AR 710-2 when change of Lead Turn-in Program Warehouse Operator or Program Manager occurs. The inventory report will be generated by DPAS. A copy of the completed inventory shall be provided to the PBO and the COR with a written report of any noted inventory discrepancies. At the completion of current contract effort, a transitional inventory with the current Lead Turn-in Program Warehouse Operator and Program Manager, the incoming Lead Turn-in Program Warehouse Operator, Program Manager, the ECBC Equipment Manager and the COR will be completed within 30 days of expiration of current contract effort.

3.6.3.12 The Contractor shall provide its customer base with necessary guidance regarding these turn-in procedures.

3.6.4 Equipment Management Programs. The TMDE Program encompasses approximately 5,000 pieces of equipment;

the MHE/LD Program encompasses approximately 700 pieces of equipment; the M&S EQ Program encompasses approximately 500 pieces of equipment. VR&L Program encompasses approximately 400 pieces of equipment. The Contractor shall manage the Equipment Management Programs IAW paragraph C.3.3.4 and subparagraphs C.3.3.4.1 through C.3.3.4.4 of the base PWS. The Contractor shall perform general equipment walkthroughs following AMC criteria encompassing all forms of Government equipment managed under this contract.

3.6.4.1 Test measurement and Diagnostic Equipment (TMDE).

3.6.4.1.1 The current ECBC TMDE listing of equipment includes items that may not require calibration but are listed as TMDE. This number fluctuates due to the purchasing of new equipment and disposal of old. The contractor is responsible for program management only and does not perform any actual calibration efforts.

3.6.4.1.2 A listing of all TMDE equipment will be provided by the Aberdeen Proving Ground (APG) TMDE Test Service’s Laboratory (TSL) PC Systems Coordinator. This list will be broken down by customer ID. The contractor shall verify the accuracy of the APG TMDE TSL equipment listing, identify and report errors to the TMDL TSL PC Systems Coordinate and perform follow-ups to ensure corrective actions to all records have been completed. The contractor shall provide to the government the ECBC master listing of all TMDE equipment as part of the contract.

3.6.4.1.3 The Contractor shall ensure that the organization maintains a delinquency rate at or below the Army 3% allowance with the exception of surety areas which must be maintained at 100%. Delinquency is measured by number of items “out of calibration” divided by total number of active instruments that can be calibrated.

3.6.4.1.4 Inspections of the ECBC TMDE program may be conducted by Department of the Army Inspector General, the Army Materiel Command and other Government Agencies. There are anticipated to be 2-3 inspections per year.

3.6.4.1.5 The Contractor shall conduct on-site walk-throughs with customers to verify the accuracy of equipment label data with inventory. The contractor shall maintain a record of all walkthroughs with documented findings. All findings shall be followed-up within 10 business days. It is anticipated that approximately two walk-throughs will be performed within a week.

3.6.4.1.6 The Contractor shall be responsible to ensure equipment is returned to the customer within 5 days of completion or on a date coordinated with the customer upon completion of calibration by the TMDE TSL.

3.6.4.1.7 The Contractor shall distribute to each customer when requested a calibration status list provided by the TMDE TSL PC Systems Coordinator. The contractor shall ensure any corrections made by customers to the signed annual customer TMDE listing are updated with the TMDE TSL PC Systems Coordinator and entered into the ECBC TMDE database listing.

3.6.4.1.8 The Contractor shall provide TMDE Calibration Program Status Report by the 10th of each month to the Equipment Manager. The status report shall include the total number of ECBC calibration assets, active calibration assets, Calibrate before Use assets, Calibration Not Required assets and Calibrate by Operator assets.

The number of projected assets that will require calibration during the month and the total number of delinquent assets that require calibration will be reported. The monthly delinquency rate will be reported along with the number of customer walk through reviews, assets added, deleted, changed (new owner, corrections, status etc.).

The Contractor shall maintain a record of the monthly TMDE Pickup/Delivery Report and TMDE Breakdown by Category and Work Center Report.

3.6.4.2 Mobile and Stationary Equipment Program (M&S EQ).

3.6.4.2.1 The contractor will be notified when M&S equipment arrives on post. Within 5 days of notification the contractor shall visit the equipment on-site to collect required information. In the event there is no notification, the contractor shall collect the information during regularly scheduled walk-throughs. The contractor shall schedule walk-throughs with hand receipt holder to verify equipment accountability when needed.

3.6.4.2.2 During initial processing, the Contractor shall assign each piece of equipment a decal containing a sequential ECBC identification number. The contractor shall affix this decal on the equipment. The Government will provide the decals.

3.6.4.2.3 The Contractor shall maintain a master database to include make, model, serial number, U.S.

registration number, license plate number, ECBC decal number, year of manufacture, nomenclature, hand receipt holder, points of contact/operators, and location of equipment.

3.6.4.2.4 The Contractor shall maintain an up-to-date photo register/log book containing equipment photographs and information found on equipment necessary for reporting including gross weight, tag number, ECBC decal number, serial number, transportation motor pool number, data plate information etc.

3.6.4.2.5 The Contractor shall ensure information regarding each item is provided to the property book office to be posted in the automated property book accountability system.

3.6.4.2.6 The contractor shall submit an e-mail to the Equipment Manager’s Office requesting new equipment be added to the LRC Density Listing. The government will provide a copy of the LRC Density List to the contractor. The Contractor shall perform reconciliation between ECBC and LRC Density List to resolve discrepancies.

3.6.4.2.7 The contractor shall coordinate with the motor pool and the customer to ensure that maintenance is being accomplished and once completed the customer shall be notified to pick up the equipment at the motor pool. Maintenance documentation shall be maintained in each piece of equipment’s individual folder. For turn-ins, the contractor shall obtain a conditioning document (DA Form 2407) from the motor pool to accompany turn-in documentation and contact the government to coordinate transporting the equipment to the LRC’s turn in facility. The Contractor shall maintain a monthly record of number of work orders generated, total number of work orders open and closed, total number of delinquent work orders to include mobile assets that are not available due to mission location. Mobile maintenance work orders not completed in 60 days shall be reported in writing to the ECBC Equipment Manager. The report shall include the date the work order was opened, the Transportation Motor Pool Vehicle Number and the type of service being performed.

3.6.4.2.8 Utilization data obtained from monthly vehicle trip tickets shall be input by the contractor into the automated property book accountability system in addition to capturing the utilization data on an excel spreadsheet. The ECBC Equipment Manager shall be notified when monthly trip tickets are not completed accurately or become delinquent.

3.6.4.2.9 The ECBC Equipment Manager shall approve all government fuel key/card requests issued by the LRC. The contractor shall transport the fuel keys/cards from the LRC to ECBC. A “Fuel Key/Card Log” entry will be generated for each key/card obtained from the LRC. The contractor shall then notify government personnel that their key/card is ready for pick up and have them sign the log that the key/card has been issued.

The contractor shall renew fuel keys/cards on a yearly basis if approved by the Equipment Manager.

3.6.4.2.10 The Contractor shall provide quarterly actual and projected cost reports to the Equipment Manager by the 10th day of each quarter. All costs must be separated into office designation with cumulative totals. The GSA cost report shall include quarterly costs for each GSA leased vehicle. The GSA report shall list the Office Symbol, Transportation Motor Pool Vehicle Number, Point of Contact, Serial Number, Vehicle Description, Monthly Cost, Monthly Mileage and Monthly Cost. The Mobile Maintenance cost report shall include quarterly costs for mobile asset. The report shall list the Office Symbol, Custodian, Transportation Motor Pool Vehicle Number, Type of Service, Service Date, Total Service Hours, Labor Cost, Materials Cost and Total Maintenance Cost. The Fuel cost report shall include the Point of Contact, Fuel Key/Card Number and Fuel Cost.

3.6.4.2.11 The Contractor shall generate unscheduled work orders for special needs such as towing and on-site jumps for on post emergencies.

3.6.4.2.12 The Contractor shall prepare all memoranda, electronic messages, and correspondence to customers and Equipment Manager that supports their work. The contractor shall gather and consolidate data to assist the Equipment Manager with annual reporting requirements.

3.6.4.3 Material Handling Equipment/Lifting Device (MHE/LD) Program.

3.6.4.3.1 The Contractor shall ensure all equipment is receiving maintenance IAW TB43-0142 and local SOPs.

3.6.4.3.2 The Contractor shall maintain an up to date equipment database to include owner, checklist, last service date and next service date.

3.6.4.3.3 In the event that the contracted service provider determines that a piece of equipment is not in compliance with safety standards the contractor shall attach a lock out tag to the equipment indicating it is out of service and cannot be used.

3.6.4.3.4 The contractor shall provide required repair costs to customers for approval of costs. If approved, the contractor shall forward approval to the service contractor’s COR, schedule service, ensure services were accepted by government personnel and update the database. If the costs are not approved the contractor shall lock out the equipment and initiate turn in procedures.

3.6.4.3.5 Maintenance documentation shall be maintained in each piece of equipment’s individual folder.

3.6.4.3.6 The Contractor shall provide and collect monthly overhead crane operator inspection check sheets for all cranes, jibs, bridges, and gantries. The checklists shall be on file for inspection purposes.

3.6.4.3.7 The Contractor shall perform site visits to verify requirements are met and document results and provide to the Equipment Manager.

3.6.4.4 Vehicle Registration and Licensing Program.

3.6.4.4.1 The Contractor shall notify Property Book Office of serial number and registration changes on a DD Form 4949.

3.6.4.4.2 The equipment logbook shall be IAW DA Pam 750-8 for all government owned vehicles.

3.7 Progress Reports and Meetings. Monthly progress for all services are required IAW ELIN A001 of the base contract.

These reports shall include, at a minimum, the effort performed during that period and shall outline any problems encountered, suggested solutions to those problems, recommended changes and the documentation to support those changes, and any unserviceable or deficient equipment. Monthly reports shall be submitted to the Contracting Officer’s Representative (COR) and Government Task Manager electronically by 1600 hours on the 10th of each month for the previous month’s status. Key aspects of the monthly report shall be discussed at a monthly meeting with the COR. A final comprehensive report, detailing all the efforts conducted and the results of those efforts, is required IAW ELIN A002 of the base contract.

The final report shall be submitted to the Contracting Officer’s Representative (COR) and electronically by 1600 hours on the last day of the contract.

3.8 Start of Work Meeting.

3.8.1 The contractor shall host a start of work meeting within 10 days after contract award at its facility to summarize its understanding of the effort to be completed, ask and answer questions, and serve as a venue for all parties to make introductions.

3.8.2 The start of work meeting shall include a verbal “walk-through” of the Performance Work Statement. At this meeting, the contractor shall also present their Quality Control Plan.

3.8.3 The contractor shall provide start of work meeting agenda that follows the understanding of the PWS and the contractors approach to execute the services along with the meeting minutes to the Government NLT 3 working days after the start of work meeting IAW ELIN A003.

3.9 Operation of Government Vehicles. The contractor shall comply with all procedures outlined in Section C.3.8 of the base contract and the documents sited above in Section 2.0. The typical government vehicles that may be operated are specified in Attachment 2

3.10 Categories of Labor. The contractor shall propose coverage based on all technical specialties and capabilities as needed to meet the requirements identified above. It is anticipated that work load over the period of performance may use the specialties identified in the table below. Staffing in all labor categories will not be required at task initiation. The provided list is not intended to be all-inclusive.

Category of Labor Task Manager

Lead Facility Manager

Facility Coordinators

Facility Information Management Specialist

Lead for Turn-In Warehouse Operations

Lead for Supply and Receiving Warehouse Operations Lead Equipment Manager

Warehousemen/Supply Technicians

Janitorial /Housekeeping

General Maintenance

Seasonal Grounds Maintenance

Logistics Clerical

4.0 ADMINISTRATION.

4.1 On-Site Workers. The Contractor shall follow all aspects of Section C.3.6 of the base contract

4.2 DOD Computer Network Access. Contractor shall follow all aspects of Section C.3.7 of the base contract

4.3 Security. The highest clearance required will be NAC background check.

4.4 The contractor shall return all Government furnished property, assistance, and information including notes, reports, computer software, and files to the Government upon request or at the end of this contract.

4.5 Contractor shall provide Monthly Meeting Agenda and Minutes IAW ELIN A004

5.0 ITEMS AND DATA TO BE DELIVERED. All data shall be delivered in accordance with the attached DD Form(s) 1423.

REPORT ELIN Para OFFICE FREQUENCY DISTRIBUTION Monthly Progress Report A001 3.8 COR Monthly, due by the 10th day Email to COR

Final Comprehensive Report A002 3.8 COR Once, last day of contract

Email to COR

Start of Work Meeting Minutes A003 3.9.3 COR Once, 3 days after meeting

Email to COR & KO

COR Meeting Agenda & Minutes, Contractor Manpower & Training Report

A004 4.5 COR Monthly, 3 days after meeting

Email to COR

ACRONYMS

AAR Administrative Adjustment Reports AED Automated External Defibrillators AMC Army Materiel Command APG-AA Aberdeen Proving Ground Aberdeen Area APG-EA Aberdeen Proving Ground Edgewood Area AR Army Regulation AESIP Army Enterprise Systems Integration Program CAC Common Access Card CDRL Contract Data Requirement List CFR Code of Federal Regulations CSDP Command Supply Discipline Program CONUS Continental United States COR Contracting Officer’s Representative DA Department of the Army DFARS Defense Federal Acquisition Regulation Supplement DID Data Item Description DOD Department of Defense DPAS Defense Property Accountability System DPW Department of Public Works DSL Document Summary List ECBC Edgewood Chemical Biological Center ELIN Exhibit Line Item Number EVM Earned Value Management FAR Federal Acquisition Regulation FOUO For Official Use Only FSC Federal Supply Classification GFP Government Furnished Property HQIIS Head Quarters Installation Infrastructures System IAW In accordance with IDIQ Indefinite Delivery Indefinite Quantity ISO International Standards Organization ISR Installation Status Report LIW Logistics Information Warehouse LRC Logistics and Readiness Center M&S EQ Mobile and Stationary Equipment MCN Management Control Numbers MHE/LD Material Handling Equipment/Lifting Device NSN National Stock Number NBC Nuclear, Biological, and Chemical OPSEC Operational Security OSHA Occupational Safety and Health Administration PBO Property Book Officer PRISMS Proactive Real-Property Interactive Space Management System PWS Performance Work Statement RPLANS Real Property Planning and Analysis System QASP Quality Assurance Surveillance Plan SOP Standing Operating Procedure SOW Statement of Work TAMMS The Army Maintenance Management System TMDE Test, Measurement, and Diagnostic Equipment

TSL Test Services Laboratory US United States VR&L Vehicle Registration and Licensing