Type of document: Contract Notice
Country: United States
Total Maintenance of UPHs, DFACs and Critical Facilities
Agency:
Department of the Army
Zip Code:
96205-0062
Contact:
Chin Ok Han, Contract Specialist, Phone 82279146560, Email chinok.han.ln@mail.mil – CHONG, HYON-SUK, CONTRACTING OFFICER, Phone 1182279146100, Email hyonsuk.chong1.ln@mail.mil
Link:
Date Posted:
06/03/2019
Classification:
J
Contract Description:
Performance Work Statement (PWS)
Total Maintenance of Unaccompanied Personnel Housings (UPHs), Dining Facilities (DFACs), and Critical Facilities at USAG Humphreys
1. Introduction: This is a non-personal services contract to provide preventive maintenance (PM) and repair of UPH, DFAC, and critical facilities listed in Technical Exhibit 01, Facility List, at USAG Humphreys. The Government will not exercise any supervision or control over the contract service providers. The contractor shall perform to the standards specified in the Performance Work Statement (PWS). Contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government. The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal service necessary as defined in this PWS.
1.1. Background: The previous contract for this requirement was for facilities of Unaccompanied Personnel Housing (UPH) & Department of Defense education Activity (DoDEA) but eighteen facilities (18) for Dining Facilities (DFACs) and new facilities has included into this contract due to growth of facilities at USAG Humphreys from YRP and DoDEA is excluded from this requirement. As the result of adding facilities, there are 88 buildings, approximately 7,427,811(SF) to be maintained and repaired.
1.2. Objectives: The objective of this contract is to provide preventive maintenance and repair on barracks, DFACs and Critical Facilities at USAG Humphreys. Preventive maintenance includes all inspections, testing, routine service, and maintenance in accordance with TE 02, Preventive Maintenance Task, prescribed manufacturer guidelines and intervals. All work not specifically mentioned, which is required to ensure that maintenance is complete and is within the intent of this contract, shall be performed without additional cost. Contractor shall perform, coordinate and complete the requirements of the contract in cooperation with any other contractors or trades performing work at USAG Humphreys promptly and diligently as required by the standards of this contract.
The Contractor shall compile historical data, prepare required reports, and submit all information as specified by the Deliverables presented in the contract. The Contractor shall ensure all work in support of mission requirements tendered to the Government for acceptance conform to the measurable performance standards of quality, timeliness, and quantity specified in the PWS of this contract.
The intent is to establish work requirements that are performance-based and results-oriented. The Contractor shall determine the best and most cost effective ways to fulfill preventive maintenance and repair and their component needs, emphasizing innovation and commercial best practices
1.3. Restoration of Landscape Damage: Trees or other landscape features damaged by the Contractor’s operations shall be restored at no additional cost to the Government. The COR/ACOR will decide the method of restoration for trees or whether damaged trees will be removed.
1.4. Dust Suppression: The Contractor shall perform dust suppression as directed by the COR/ACOR.
2. Requirements.
2.1. Description of Services: The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to provide Repair and Maintenance Services for Barracks, DFACs and Critical Facilities at USAG Humphreys as defined in this Performance Work Statement (PWS) except for those items specified as government furnished property and services. The Contractor shall perform to the standards in this contract
2.1.1. Non-Personal Services. The personnel rendering the services are not subject; either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the Government and its employees. Non-personal service contracts are authorized by the Government in accordance with (IAW) Federal Acquisition Regulation (FAR) Subpart 37.104, under general contracting authority, and do not require specific statutory authorization.
2.1.2. General Information.
2.1.2.1. Period of Performance: The period of performance shall be for one (1) 12-month Base Period, which consists of a four (4) Months Phase In period and eight (8) months of service, and four (4) 12-month Option Periods.
Phase-In : 01 September 2019 – 31 December 2019
Base Year : 1 January 2020 – 31 August 2020
Option Period I : 1 September 2020 – 31 August 2021
Option Period II : 1 September 2021 – 31 August 2022
Option Period III : 1 September 2022 – 31 August 2023
Option Period IV : 1 September 2023 – 31 August 2024
2.1.3. Place of Performance and Hours of Operation
2.1.3.1. Place of Performance: The work to be performed under this contract will be performed at the locations listed in Facility (Technical Exhibit 01). The facilities to be serviced will be added/deleted with issuing modification in accordance with government’s needs.
2.1.3.2. Hours of Operation: The Government’s regular (normal) hours are from 0800 – 1700 hours, except ROK holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. Note: The call center shall be operated 24 hours, 7 days and the sufficient number of contract employees to response call service shall be remained 24 hours, 7 days.
2.1.4. Holidays:
U.S. Federal holidays are as follows:
1 January (New Year’s Day)
3rd Monday, January (Dr. King’s Birthday)
3rd Monday, February (President’s Day)
Last Monday, May (Memorial Day)
4 July (Independence Day)
1st Monday, September (Labor Day)
2nd Monday, October (Columbus Day)
11 November (Veterans’ Day)
4th Thursday, November (Thanksgiving Day)
25 December (Christmas Day)
ROK legal holidays are as follows:
1 and 2 January (New Year’s Day)
31 December, 1 and 2 January on the Lunar Calendar (Lunar New Year’s Day)
1 March (Independence Movement Day) 1 May (Labor Day)
5 May (Children’s Day)
8 April on the Lunar Calendar (Buddha’s Birthday)
6 June (Memorial Day)
17 July (Constitution Day)
15 August (Liberation Day)
14, 15, and 16 August on the Lunar Calendar (Chu-Sok)
3 October (National Foundation Day)
9 October (Hangul Day)
25 December (Christmas Day)
2.1.4.1. The Contractor shall provide personnel support within two (2) hours of notification outside the normal hours of operation as required, including holidays, to support the Directorate of Public Works (DPW) mission. Prior to performance of services outside the locally established hours of operation, the Contractor shall request and obtain, in writing, approval from the KO. The Program Manager shall be available after normal hours to serve as the central point of contact for Contractor operations. Contractor personnel shall not be scheduled for overtime work
2.1.4.2. Installation Closures. When an unforeseen installation closure occurs on a regularly scheduled day of work, the Contractor shall:
a. Reschedule the work to be performed the following day unless the following day is a legal Korean public holiday as listed above, and when routine work is not scheduled for that day; or
b. Reschedule the work on any day that is satisfactory between the COR or the appropriate DPW representative.
2.1.4.3. Inclement Weather Delay. If the Contractor determines unsafe weather conditions for continued operations, then the Contractor shall notify the COR if inclement weather suspends operations within (2) hours. The Contractor shall resume operations with COR approval.
2.1.5. Travel/Temporary Duty. N/A
2.1.6. Emergency Services. Emergency medical treatment and services for Contractor personnel is the responsibility of the Contractor.
2.1.6.1. The Contractor or their employees shall immediately notify their supervisor of any accident requiring emergency medical treatment. The Contractor shall notify the KO or COR/ACOR immediately, not later than (NLT) two (2) hours of the incident.
2.1.6.2. The Contractor shall be responsible for the emergency medical treatment services for Contractor personnel.
2.1.7. Contract Administration and management.
2.1.7.1. Post Award Conference/Performance Evaluation Meetings. The Contractor shall attend the post award conference convened by the contracting activity or contract administration office IAW FAR Subpart 42.5. The KO and COR/ACOR will meet quarterly with the Contractor to review the Contractor’s performance. Written minutes of meetings will be recorded by the Government and signed by both the Program Manager and the KO. The written minutes will be distributed within five (5) workdays after the meeting. If the Contractor does not concur with any portion of the minutes, recorded by the Government, the non-concurrence shall be provided in writing to the KO within two (2) calendar days following receipt of the minutes.
2.1.7.2. Notwithstanding the Contractor’s responsibility for total management during the performance of this contract, the administration of the contract requires maximum coordination and cooperation between the Government and the Contractor.
2.1.7.3. The following provides the roles and their respective authority during the performance of the contract:
2.1.7.3.1. Contracting Officer (KO). The KO is the only person authorized to direct changes in any of the requirements under this contract, and, notwithstanding any provisions contained elsewhere in this contract, said authority remains solely with the KO. In the event the Contractor makes any change at the direction of any person other than the KO, the change shall be considered to have been made without authority and solely at the risk of the Contractor. All contract administration will be effected by the KO. Communications pertaining to contractual administrative matters shall be addressed to the KO. No changes in or deviation from the terms and conditions shall be affected, without a written modification to the contract, executed by the KO authorizing such changes. The KO will approve all submittals and plans required in this PWS.
2.1.7.3.2. Contracting Officer’s Representative (COR). The KO will appoint a COR during the performance of this contract. Additional Government personnel may be assigned to assist in contract oversight IAW AR 70-13, Management and Oversight of Service Acquisitions. Other surveillance personnel may be designated as COR or ACOR, and shall be trained and appointed IAW DoDI 5000.72, DoD Standard for Contracting Officer’s Representative (COR) Certification and DFARS 201.602-2. The ACOR will serve as on-site representatives of the COR in performance of actual contract surveillance, if they meet all COR training, experience requirements, and are appointed by the KO as an ACOR. The COR/ACOR will provide assistance in identification and resolution of problems, conflicts in priority, subtask requirement definitions, and other operations type problems. The COR/ACOR will perform IAW the responsibilities and duties identified in the appointment letter.
2.1.7.3.2.1. COR Authority. A letter of designation will be issued to the COR/ACOR by the KO. A copy of the letter will be sent to the Contractor. The letter of designation states the responsibilities and limitations of the COR/ACOR, especially with regard to changes in cost, price estimates, or changes in delivery dates. The COR/ACOR is not authorized to change any of the terms and conditions with regard to cost, quantity, or schedule of the resulting order.
2.1.7.3.3. The Contractor shall not in any way represent the United States (U.S.) Government, or that it has the authority to contract or procure supplies for the account of the United States of America (USA).
2.1.8. COR/ACOR Functions. The COR/ACOR monitors all technical aspects of the contract and assists in contract administration. The COR/ACOR is authorized to perform the following functions: assure 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; monitor, document, and report Contractor’s performance and notify both the KO and Contractor of any deficiencies; coordinate availability of Government-Furnished Property, and coordinate site entry of Contractor personnel.
2.1.9. Quality Control (QC). Quality Control is the responsibility of the Contractor. The Contractor shall provide a Quality Control Plan (QCP) at least five (5) business days before contract start. The Contractor shall provide and maintain a QCP that is acceptable to the KO. Changes to the Contractor’s QCP shall be submitted to the KO for review and approval within five (5) business days prior to implementation.
2.1.9.1. The Contracting Officer Representative Tracking (CORT) Tool () shall be used for nomination, tracking, documentation, and management of CORs IAW DoDI 5000.72, DFARS 201.602-2 and PGI 201.602-2
2.1.10. Subcontract Management. If the Contractor subcontracts all or part of the work to be executed within this contract, the Contractor (Prime) has total responsibility of subcontractor’s performance and the U.S. Government will not supervise subcontractor. The contract is with the prime Contractor and the U.S. Government and will be administered and executed as such.
2.1.11. Contractor Employees and Qualification
2.1.11.1. Contractor’s Qualification. The prime contractor shall have at least two(2) years of experience within the last five (5) years in building maintenance including electrical, mechanical, architectural, and real property management service for the same or requirements.
2.1.11.1.1. The Prime Contractor shall have licenses in Facilities Maintenance and Management under Professional Construction Business Registration (전문 건설업 등록증 – 업종: 시설물 유지관리업), Electrical System Repair (전기 공사업), Mechanical System Repair (기계설비공사업), Heating system installation (난방시공업), and Gas facility construction (가스시설공사업) issued by Government.
2.1.11.2. Key Personnel. The following personnel are considered key personnel by the Government. The resume and required license of Key personnel shall be submitted to the COR.
2.1.11.2.1. Contract Manager (CM). The Contractor shall provide a Contract Manager who is responsible for the performance of the work. The Contract Manager shall have full authority to act for the Contractor on all contract matters relating to daily operation of the contract. The Contract Manager shall be available between 0800 – 1700 hours, Monday through Friday except Korean holidays or when the Government facility is closed for administrative reasons. Contractor personnel performing work under this contract shall have and maintain a certificate at time of the contract start date and for the life of the contract. The Contract Manager shall be able to understand, speak, read, and write the English language. During Normal duty hours, Monday thru Friday, the CM shall respond within 30 minutes from the time notified by the Contracting Officer’s Representative (COR) to meet on the installation at the location specified by the COR. After duty hours and including weekends, and holiday, the CM shall respond within one (1) hour from the time notified by the COR to meet on the installation at the location specified by the COR. The CM shall have a minimum of two (2)-year experience as a COR in facility repair and maintenance filed within the last five (5) years. The resume of the Contract Manager shall be provided by the Contractor to the KO. The resume shall be the below information but not limited.
Name of CM
A description of qualifying work experience
Length of contract/project (year/month/date – year/month/date)
Value of contract/project in Won for total amount
Company Name/Employer and Phone number of POC of Client
2.1.11.2.1.1. Mechanical Engineer. The Mechanical Engineer shall have the license of Engineer General of Air-Conditioning Refrigerating (공조냉동기계기사) with at least two (2) years of experience within the last five (5) years in the repair and maintenance of HVAC systems.
2.1.11.2.1.2. Industrial Engineer for Heating System. The engineer shall have the license of the industrial engineer for heating system (보일러산업기사) with at least two (2) years of experience within the last five (5) years in the repair and maintenance of Boiler System.
2.1.11.2.1.3. Electrical Engineer. The engineer shall have the license of electrical engineer general (전기기사) with at least two (2) years of experience within the last five (5) years in the electrical system.
2.1.11.2.1.4. Plumber: The Plumber shall have a certified Craftsman Plumbing license (배관 기능사 자격증) with at least two (2) years of experience within the last five (5) years in the repair and maintenance of Plumbing systems.
2.1.11.2.1.5. HVAC Mechanic: The HVAC Mechanic shall have a certified Craftsman Air-Conditioning and Refrigeration Machinery license (공조냉동 기능사 자격증) with at least two (2) years of experience within the last five (5) years in the repair and maintenance of HVAC systems.
2.1.11.2.1.6. Electrical Craftsman: The Electrician shall have a certified Craftsman Electrical license (전기 기능사 자격증) with at least two (2) years of experience within the last five (5) years in Electrical repair.
2.1.11.2.1.7. Carpenter: The Carpenter shall have a certified Craftsman Architectural Carpentering license (건축목공 기능사 자격증) with at least two (2) years of experience within the last five (5) years in the repair of facility maintenance.
2.1.11.2.2. CAC requirement: N/A
2.1.11.2.3. Reserve
2.1.11.2.4. Qualification Standards. See Para 2.1.11.1 and Para 2.1.11.2
2.1.11.2.5. Contractor Identification. The Contractor shall ensure all personnel be identified as a Contractor to distinguish themselves by wearing uniform or high visibility vest with company name from Government employees. The Contractor shall ensure all correspondence and reports produced are marked as Contractor products or that Contractor participation is disclosed.
2.1.11.2.6. Standards of Conduct. Contractor personnel’s conduct shall not reflect discredit upon the Government. The Contractor shall ensure all personnel present a professional appearance while working on the Government installation. The Contractor’s employees shall observe and comply with all local policies and procedures concerning fire, safety, environmental protection, sanitation, security, and possession of firearms or other lethal or illegal weapons or substance. The Contractor shall ensure all Contractor employees, providing services under this contract, conduct themselves and perform services in a professional, safe, and responsible manner. The Contractor shall remove, from the job site, any employee for reasons of misconduct or security. The Contractor shall ensure employee conduct complies with 41 USC 423, Procurement Integrity. The Contractor shall also ensure that no Contractor employees conduct political related activities or events on the installation.
2.1.11.2.7. Contractor Hiring Restrictions. The Contractor shall not hire or sub-contract with off duty or former Government employees whose employment would result in a conflict with AR 600-50, Standards of Conduct.
2.1.11.2.8. Organizational Conflict of Interest (OCI). Contractor and subcontractor personnel performing work under this contract may receive, have access to, or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.), or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the KO immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the KO to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the KO, and in the event the KO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the KO may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.
2.1.11.2.9. Business Relations. The Contractor shall successfully integrate and coordinate all activity needed to execute the requirements of this PWS. The Contractor shall manage the timeliness, completeness, and quality of problem identification to a degree acceptable to the Government. The Contractor shall provide to the COR/ACOR corrective action plans, timely identification of issues, and effective management of subcontractors within two (2) days or at a mutually agreed upon date. The Contractor shall ensure customer satisfaction and professional and ethical behavior of all Contractor and/or subcontractor personnel.
2.2. Special Requirements
2.2.1. Security
2.2.1.1. Access and General Protection/Security Policy and Procedures. The Contractor and all associated subcontractors’ employees shall comply with applicable installation, facility, and local security policies and procedures. The Contractor workforce shall comply with all personal identity verification (PIV) requirements as directed by Department of Defense (DOD), Headquarters Department of the Army (HQDA), and local policy. The COR/ACOR will request changes in Contractor security matters or processes if the Force Protection Condition (FPCON) at any individual facility or installation changes.
2.2.1.2. Motor Vehicle Operators. Contractor’s personnel, whose tasks involve operation of any vehicles, shall possess a valid driver’s license, certificates, and permits applicable for the type and class of vehicle being operated.
2.2.1.3. Contractor Vehicle Registration. The Contractor shall submit required documents to register Contractor-owned or operated vehicles and trailers operating on the installation within 7 working days from the beginning of Phase-In Period for COR review and sponsor’s approval. Evidence of vehicle ownership and vehicle liability insurance must be presented upon application of vehicle registration.
2.2.1.4. The Contractor shall provide all information required for background checks to meet installation access requirements, to be accomplished by the installation Provost Marshall Office, Director of Emergency Services, or Security Office.
2.2.1.5. Physical Security: The Contractor shall safeguard all Government equipment, information, and property provided for Contractor use. The Contractor shall maintain a physical security checklist or log (e.g., Standard Form (SF) 701, Activity Security Checklist), which will be forwarded to the COR/ACOR, NLT the tenth (10th) of each month, following the month of surveillance. The Contractor shall secure Government facilities, equipment, and materials at the close of each work period
2.2.2. Antiterrorism (AT)
2.2.2.1. iWATCH Training. The Contractor shall brief the local iWATCH program (training standards provided by the RA’s Anti-Terrorism Officer (ATO)) to all of the 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 COR/ACOR. The Contractor shall complete the training within thirty (30) calendar days of contract award and within five (5) calendar days of new employees commencing performance with the results reported to the COR/ACOR NLT thirty (30) calendar days from the beginning of phase-in Period.
2.2.2.2. AT Level I Training: This provision/contract text is for contractor employees with an area of performance within an Army controlled installation, facility, or area. All contractor employees to include subcontractor employees, requiring access to Army installations, facilities, and controlled access areas shall complete AT Level I awareness training within fourteen (14) calendar days from the beginning of Phase-In Period or effective date of incorporation of this requirement into the contract, whichever is applicable. The contractor shall submit certificates of completion for each affected contractor employee and subcontractor employee to the COR or to the KO.
2.2.2.3. Installation Access and Control
Installation Access: Entry to the installation will require prior coordination with the COR or designated representative, current vehicle registration, proof of vehicle insurance, up-to-date vehicle inspection certification, valid driver’s license for the vehicle driver, copy of the Contractor’s current contract, and picture identification for driver. The Contractor requiring access to the installation will be required to comply with the installation access control policy/procedures.
Search and Control: Installations across South Korea are controlled access posts. All vehicles and personnel are subject to search and seizure of contraband and/or unauthorized Government property. Contractor-owned vehicles, Contractor employees, and their personal property shall be
subject to searches and seizure of contraband and/or unauthorized Government property upon entering or leaving the Installation. The search and seizure provisions of AR 190-16, Physical Security, shall apply to Contractor personnel entering any installation.
2.2.2.4. Pass and Identification: The Contractor shall ensure the pass and identification items (valid driver’s license, current vehicle registration, current vehicle inspection, and current insurance) required for the contract performance are obtained for contractor and non-government owned vehicles with the US Army Garrison Humphreys (USAG-H) Department of Emergency Services (DES) Visitor Center.
2.2.2.5. Operations Security (OPSEC): Contractor and all associated sub-contractor employees shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification Index (NCIC-III), Terrorist Screening Database (TSDB) (Army Directive 2014-05/AR 190-13), and all other applicable background checking processing in accordance with (IAW) the United States Forces Korea (USFK) Military Police Installation Access Control Regulation 190-7, the status of forces agreement (SOFA), and all other theater regulations.
2.2.3. Safety. The Contractor shall safeguard and maintain all Government and Contractor property, as well as provide for the safety and well-being of personnel employed under this contract. The Contractor shall comply with AR 385-10, The Army Safety Program.
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2.2.3.1. Safety Plan. The Contractor shall develop and implement a safety program for its employees. The Contractor shall submit the Safety Plan to the KO for review and acceptance within ten (10) days of commencement of work. Revisions shall be submitted five (5) calendar days prior to the effective date of change.
2.2.3.2. Occupational Safety and Health. The Contractor shall comply with the Occupational Safety and Health Administration (OSHA) standards. The Contractor shall comply with all applicable Federal, State, and local laws, regulations, and directives.
2.2.3.3. Accident investigations, reports, and logs: The safety plan shall include a copy of the contractor’s accident investigation reporting format, and logs. Report all accidents as soon as possible but not more than 30 minutes of accident occurrence to the Contracting Officer/Representative (KO/COR). The contractor shall thoroughly investigate the accident and submit the findings of the investigation along with appropriate corrective actions to the KO/COR in the accident investigation reporting format as soon as possible but no later than five (5) working days following the accident. Implement corrective actions as soon as reasonably possible. The accident investigation reporting format shall include at a minimum.
a. Contract number and contract name/description
b. Name of contractor
c. Date/Time of accident
d. Date report was completed.
e. Detail description of events that lead to the accident
f. Root cause of accident
g. Corrective action(s) to prevent recurrence.
The following require immediate accident notification and written accident report
a. A fatality
b. A permanent total or permanent partial disability
c. The hospitalization of three or more people resulting from a single occurrence.
d. Property damage of $200 or more
The Contractor shall immediately correct all safety deficiencies upon notification of the deficiencies by the COR/Alternate Contracting Officer’s Representative (ACOR)/ Quality Assurance Representative (QAR), and shall notify the COR of the corrective action to be taken.
2.2.4. Training, Physical Requirements, or other Expertise Required.
2.2.4.1. The Contractor shall ensure all Contractor’s employees and associated subcontractors are certified or licensed, as appropriate in South Korea, in the specific areas required by the South Korean National, Provincial, Municipal, or local governmental organizations. The Contractor shall ensure employees are certified or licensed in the appropriate areas required. The Contractor shall ensure all required documentation of certification or licensure for Contractor personnel are filed with the COR/ACOR within twenty-four (24) hours prior to employees commencing performance.
2.2.5. Environmental Requirements
2.2.5.1. Green Procurement : N/A
2.2.5.2. Reserved
2.2.5.3. Environmental Compliance. The Contractor shall comply with all Federal, State, local, and installation environmental laws, rules, plans, and policies. The Contractor shall use and store all materials, chemicals, and equipment used in the performance of services on the installation IAW with industry standards, local, State and Federal laws, and according to manufactures’ recommendations. All solutions, chemicals and other potentially dangerous products must be stored in their original or labeled container or in vessel/containers in English and Hangul if not in the original container. The Contractor shall be financially responsible for all fines and associated costs for hazardous waste management, transportation, and disposal of waste due to the Contractor’s non-compliance. The Contractor shall submit Safety Data Sheets (SDS) for approval on all materials, five (5) days before delivery of the material, to the COR/ACOR. The Contractor shall provide upon request from the COR/ACOR all required data to meet environmental-mandated reporting requirements (e.g., air emission data, hazardous material storage/usage, herbicide/pesticide usage, solid/hazardous waste generation). The Contractor shall provide data to meet reporting deadlines and during compliance inspections upon request from the COR/ACOR.
2.2.5.4. Spill Plan. The Contractor shall notify the COR/ACOR within one (1) hour, if the Contractor spills or releases any hazardous substances, i.e., substances listed in 40 CFR 302, Designation, Reportable Quantities, and Notification. The Contractor shall submit a Spill Plan to the KO for approval within thirty (30) days of contract award IAW Spill Prevention Control and Countermeasure Plan.
2.2.6. Contingency Plans: N/A
2.2.6.1. General. The Contractor shall establish, maintain, and implement contingency plans for disaster. The plans shall assume no Government support to the Contractor workforce. The Contractor shall, within thirty (30) days of contract award, designate in writing a single contact Designated Contingency Coordinator (DCC) within the Contractor’s organization. The Contractor shall submit all plans to the KO for approval.
2.2.6.2. Mobilization Contingency Plan: N/A
2.2.6.3. Disaster Contingency Plan. This plan shall establish procedures, identify personnel, document essential PWS disaster services and identify the means of maintaining essential PWS services during disasters. Disaster means natural disaster (e.g., earthquake, major storm, flash flood, or hurricane), utility outage, terrorist attack or other special circumstances identified by the Government. The Contractor shall submit a Disaster Contingency Plan within thirty (30) days of contract award.
2.2.6.4. Dispute Contingency Plan : N/A
2.2.6.5. Plan Updates. The Contractor shall update these plans as changes occur and shall submit a copy of the proposed plan to the KO for approval at least thirty (30) days prior to the proposed effective date of the updated plan.
2.3. Job Order Contract (JOC) Quality Assurance (QA)/Inspection Support : N/A
2.3.1. Project Support. N/A
3. Performance Requirements and Standards
3.1. High Level Objectives (HLO)
3.1.1. Performance Task Requirements, Standards and Acceptable Quality Levels (AQLs).
3.1.1.1. Damage Caused by Contractor. Damages caused by Contractor employees shall be repaired at no cost to the Government. The Contractor shall notify the COR/ACOR and return the damaged area to its previous condition. The Contractor shall furnish all labor, materials, and equipment to perform the repair work.
3.1.1.1.1. Damage Report. The Contractor shall submit a monthly damage report to the COR/ACOR that annotates the damage, corrective action, and date corrected.
3.2. Transition (Phase In/Phase Out). The Contractor shall prepare and submit a Phase In/Phase Out Plan to be implemented by the Contractor. The Contractor shall have key personnel on board, during four (4) Months transition period. The plan shall specify a training program and a date for transferring responsibilities for each division of work described in the plan, and shall be subject to the Contracting Officer’s approval. Contractor shall provide experienced staff during the phase-in and phase-out period to ensure all contract requirements will be met prior to start full performance.
3.2.1. Phase-In. This requirement includes a four (4) Months phase-in period after initial contract award. The contractor shall meet all requirements IAW the contractor’s phase-in plan and shall meet periodically with the government (COR) to assess progress. The contractor shall perform contract requirements the first day of contract full performance. Contract staffing readiness will include successful completion of PWS and requirements plus meeting contract. Government transition actions include, but are not limited to, processing the contract and contractor personnel for processing to access installations to perform contract services. There shall be no negative impact on scheduled performance due to contractor phase-in. The contractor will participate in a joint inventory of all property provided by the government. The joint inventory, property control plan and safety plan will be complete and accurate by final day of phase-in period. Prior to the start of performance, the contractor shall submit to the KO and COR, in writing, a list of all employees who will perform under this contract. The list shall include the full name of each employee and his/her position. In the event the incumbent is awarded the contract, phase in cost will not be allowed. During this time, the new Contractor’s management personnel will be permitted to observe any on-going operations, as coordinated by the COR. During the phase-in period, the new Contractor shall, at a minimum, accomplish the following tasks during the phase-in period.
3.2.1.1. Prepare for assumption on first date of full performance; assume full responsibility for all areas of operation.
3.2.1.2. Ensure that phase-in operations do not interfere with Government performance of essential services.
3.2.1.3. Mobilize, train, orient and in-process (vehicle registration, identification cards, licensing) the work force.
3.2.1.4. Develop a recruitment plan that provides for “full” manning level by the first date of full performance. The new Contractor shall be 100% staffed for the first full day of contract performance.
3.2.1.5. Identify all personnel during phase-in, by position, functional area labor category, and certifications and be prepared for full performance at completion of phase-in.
3.2.1.6. Attend the pre-performance orientation briefings and on-site tour of facilities.
3.2.1.7. Provide all contract-required plans to the COR for review and comment on acceptability prior to the end of the Phase-In period.
3.2.2. Phase-Out: The contractor shall retain full responsibility for meeting contract requirements until completion of the contract. The contractor shall provide access to the sites and to all documentation generated as a result of performing services on this contract to the new contractor during the new contract phase-in period. The contractor shall conduct a joint inventory with the government of all sub hand-receipted equipment during the phase out period. The contractor shall certify the inventory after completion of each site inventory. The contractor shall be responsible for replacing missing items.
3.2.2.1. Phase out transition conference. The contractor shall participate in the phase out transition conference, and periodic follow on meetings, to begin phase out planning and to address the status and issues of the transition. The date and time of the conference will be determined by the government in coordination with the contractor.
3.2.2.2. Transition of data and items. During phase-out, the contractor shall also account for turn-in all cards, keys, and badges.
3.3. Contractor Manpower Reporting Application (CMRA).
3.3.1. Reporting Labor Hours. The Office of the Assistant Secretary of the Army (Manpower and Reserve Affairs) operates and maintains a secure Army data collection site where the Contractor shall report all Contractor manpower (including subcontractor manpower) required for performance of this contract. The Contractor shall completely fill in all the information in the format using the following web address:
The required information includes the following:
a. Names of the KO and COR;
b. Contract number, including task and delivery order number;
c. Beginning and ending dates covered by reporting period;
d. Contractor’s name, address, phone number, e-mail address, identity of Contractor employee entering data;
e. Estimated direct labor hours (including subcontractors);
f. Estimated direct labor dollars paid this reporting period (including subcontractors);
g. Total payments (including subcontractors);
h. Predominant Federal Service Code (FSC) reflecting services provided by Contractor (and separate predominant FSC for each subcontractor if different);
i. Estimated data collection cost;
j. Organizational title associated with the Unit Identification Code (UIC) for the Army Requiring Activity (RA) (the Army RA is responsible for providing the Contractor with its UIC for the purposes of reporting this information);
k. Locations where Contractor and subcontractors perform the work (specified by zip code in the U.S. and nearest city, country, when in an overseas location, using standardized nomenclature provided on website);
l. Presence of deployment or contingency contract language; and
m. Number of Contractor and subcontractor employees deployed in theater this reporting period (by country).
As part of its submission, the Contractor shall provide the estimated total cost incurred to comply with this reporting requirement.
Reporting period shall be the PoP not to exceed twelve (12) months ending thirty (30) September of each Government FY and must be reported by 31 October of each calendar year. The Contractor shall use a direct data transfer to the database server or fill in the fields on the website. The direct transfer is a format for transferring files from a Contractor’s system to the secure website without the need for separate data entries for each required data element at the website. The Contractor shall report the required information to the CMR system’s secure database.
The COR/ACOR is responsible for verifying that the Contractor has reported the required data.
4. Performance Requirement Summary (PRS) Matrix
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 Standard Required Services Acceptable Quality Level (AQL) Method of Surveillance Remedy
# 1.
The Program Manager shall be available after normal duty hours to serve as the central point of contact for Contractor operations. The Contractor shall provide a central point of contact IAW PWS, para. 2.1.4.1. 100% 100% daily and verification/confirmation by the COR/ACOR. Non-conforming services will result in Non-Conforming Reports issued to Contractor and potential negative CPARS report.
#2 The call operation center shall be operated 24 hours a day and 7 days a week and
The Contractor shall provide services IAW PWS, ATTACHMENT Para 2.2.
100% Random inspection Non-conforming services will result in Non-Conforming Reports issued and a potential negative CPARS narrative.
#3 Contractor shall receive all base-wide service calls (work orders) when the Business Operation & Integration (BO&I) Division Service Order Center isn’t operated (Weekday: from 16300hrs to 0730hrs (Night Call), Korean Holiday: From 0000hrs to 2400hrs, Government Event: From 0000hrs to 2400hrs). The Contractor shall provide services IAW PWS, ATTACHMENT Para 2.2.2 97%
100 Percent Inspection Non-conforming services will result in Non-Conforming Reports issued and a potential negative CPARS narrative.
#4
The Contractor shall log and maintain all incoming trouble calls on a daily basis in English and be capable of conversing with customers in the English and Korean languages. The Contractor shall provide and maintain an automated work control system for record-keeping and tracking purposes from the receipt to the completion of work request. All service call work shall be compiled and electronic copies (File Format: Adobe Acrobat pdf format) with summary data sheet (File Format: Microsoft Excel File) provided to the COR on a weekly basis The Contractor shall provide services IAW PWS, ATTACHMENT Para 2.2.3
97% 100 Percent Inspection Re-Perform within one (1) day after notification from the COR
Non-conforming services will result in Non-Conforming Reports issued and a potential negative CPARS narrative.
#5
The Contractor shall complete all repair requirements identified during the performance of a PM inspection. The COR accepts the contractor’s requested preventive maintenance schedule NOT later than the twenty-fifth (25th) day of each month. The accepted work schedule will be returned to the contract. If the schedule is not accepted, it shall be revised and resubmitted within 2 working days after disapproved by the COR The Contractor shall provide services IAW PWS, ATTACHMENT Para 2.3
97% Random sampling
Re-Perform within one (1) day after notification from the COR
#6
The Contractor shall prepare and maintain the checklist of preventive maintenance and the performed preventive maintenance checklist shall be kept as a hard copies and electrical copies (File Format: Adobe Acrobat pdf format) per each facilities and preventive maintenance categories The Contractor shall provide services IAW PWS, ATTACHMENT Para 2.3.3 97% Random sampling
Re-Schedule and Perform within one (1) day after notification from the COR
#7
The Contractor shall perform the preventive maintenance IAW the tasks and frequencies of Technical Exhibit 02, Preventive Maintenance Tasks, and specified in PWS. The Contractor shall replace the periodic replacement parts based on manufacture’s manual and fix any deficiencies which can be corrected thru minor repair work without additional payment. The Contractor shall provide services IAW PWS, ATTACHMENT Para 2.3.6 97% Random sampling
Validated Customer’s Complaint Re-Perform within one (1) day after notification from the COR
Non-conforming services will result in Non-Conforming Reports issued and a potential negative CPARS narrative.
#15
The Contractor shall inspect inside of vacant rooms. The Contractor shall provide services IAW PWS, ATTACHMENT Para 2.6
97% Random sampling
Validated Customer’s Complaint Re-Perform within one (1) day after notification from the COR
#16
The Contractor shall clean rooms. The Contractor shall provide services IAW PWS, ATTACHMENT Para 2.7
97% Random sampling
Validated Customer’s Complaint Re-Perform within one (1) day after notification from the COR
4.1. Quality Assurance. The Government will evaluate the Contractor’s performance under the contract IAW the Government’s Quality Assurance Surveillance Plan (QASP). QASPs are considered to be “living documents,” dynamic, adaptable, and subject to modification based on Contractor performance surveillance results. The QASP is not part of the PWS and will not be issued with the solicitation. The QASP focuses on the procedures and processes the Government will implement to assure the Contractor is performing IAW the performance standards within the PWS. The Government plan defines the criteria of how the Contractor’s performance will be evaluated, the frequency of surveillance, and the items to be inspected. Although the Government will develop a QASP, Government surveillance of Contractor performance is not limited to the QASP, or the performance objectives, outlined in the Performance Requirements Summary (PRS). The Government retains the right to evaluate all services required by the contract. The Government will perform inspections and tests in a manner that will not unduly delay the work. If any of the services performed do not conform to contract requirements, the Contractor shall perform the services again at no additional cost to the Government.
4.2. Quality Control Plan (QCP). Quality control is the responsibility of the Contractor. The Contractor shall develop, implement, and maintain an effective quality control program which shall be documented in a QCP to ensure services are performed IAW this PWS. The Contractor shall develop and implement procedures to identify and prevent the recurrence of defective services. The Contractor’s QCP is the means by which they assure themselves that the work conforms to contract requirements. The basic principle of the plan is that the Contractor is responsible for quality control. The QCP shall be constructed in such a manner that each CLS service can be extracted and used for that function only and not contain extraneous information. The Contractor’s QCP shall include a separate section, which addresses the Contractor’s method of managing quality of work. The QCP shall include a description of the inspection system to address services listed in this PWS, and a description of the methods to be used for identifying and preventing defects in the quality of services performed. The plan shall include a description of the Contractor’s inspection system to include specifics as to areas to be inspected on a scheduled and unscheduled basis, frequency of inspections, and the title and organizational placement of the Contractor’s inspectors. No lead person or first line supervisor shall be considered a Quality Control Inspector. The Contractor shall develop, maintain, and submit a QCP to the KO for acceptance within fourteen (14) calendar days after the beginning phase-in Period. The Contractor shall submit any proposed changes in the QCP to the KO for written approval five (5) working days prior to implementation. The Quality Control Plan shall include the following:
4.2.1. Inspection System. Written procedures for the inspection system includes the title/name of the individual responsible for the Quality Control Plan and who shall perform the inspections. The location of inspection records and key control logs shall be made available to the Government at all times during the term of the contract.
4.2.2. Deficiency Prevention. An inspection form describing the method for identifying and preventing defects in the quality of service performed.
4.2.3. Inspection Record. The inspection record shall provide the following information:
a. Date, time, and location (building number) of the inspection.
b. Title and signature block for the person who performed the inspection.
c. Ratings of acceptable or unacceptable for all work performance inspected.
d. Areas (room number, section, etc.) found to be deficient and corrective action taken.
e. Total number of observations and defects.
f. Type of inspection (100%, random, periodic, etc.)
g. Frequency (weekly, monthly, daily, etc.) of inspection.
5. Common Levels of Service (CLS).
The Contractor shall provide overall management, supervision, personnel, labor, generalized or specialized equipment necessary to maintain, repair, operate, and perform all the CLS functions of the Base Operations specified below. This shall be done IAW all the terms, conditions, general and special provisions, specifications, drawings, attachments, and exhibits contained herein or incorporated by reference.
CLS Service Title
411 Facility Maintenance – Vertical
6. Deliverables.
A002
(PWS, para. 2.1.6.1) Accident Requiring Emergency Medical Treatment Immediate. Not later than two (2) hours after the incident N/A Email or Telephone KO or COR/ACOR
A003
(PWS, Para 4.2)
Quality Control Plan Within fourteen (14) Calendar days after the beginning of Phase-In Period.
Changed: Five (5) Working days prior to implementation.
1 Electronic Copy
Portable Document Format (Pdf) with CM’s Signature
COR/ACOR
A004
(PWS, para. 2.1.11.1)
Key Personnel – Provide name of Program Manager Submit resumes and organization chart (to include contact info) for initial and replacements 1 Electronic Copy
MS Word KO
A005
(PWS, para. 2.5.2.1)
I Watch Training Report
Initial: within 30 days of the beginning of phase-in Period
New Employee: Five (5) Calendar days of new employees commencing performance 1 Electronic Copy Portable Document Format (Pdf) with CM’s Signature
COR/ACOR
A006
(PWS, para.2.5.2.2) AT Level I Training Within fourteen (14) calendar days from the beginning of Phase-In Period 1 Electronic Copy Portable Document Format (Pdf)
COR/ACOR
A007
(PWS, para. 2.5.3.1)
Safety Plan Within ten (10) days of commencement of work 1 Electronic Copy
Portable Document Format (Pdf) with CM’s Signature
COR/ACOR
A008
(PWS, para. 2.5.5.3) Safety Data Sheets Five (5) days before delivery of the material 1 Electronic Copy
Portable Document Format (Pdf)
COR/ACOR
A009
(PWS, para. 2.5.5.3) Environmental Compliance, All environmental and hazardous material records Beginning of the next duty day after the Government’s request to view the records Make records available Coordinate with COR/ACOR COR/ACOR
A010
(PWS attachment para. 2.2.2) Daily Call Summary List By 0730hrs of every weekday. 1 Electronic Copy per each format
MS Excel Work Reception Br
&
COR
A012
(PWS, para. 3.1.1.1.1), Damage Report Monthly 1 Electronic Copy .PDF with digital signature COR/ACOR
A013 (PWS, para 2.5.5.4) Spill Plan Contact by written notification within one (1) hour 1 Electronic Copy Coordinate with COR KO
A014
(PWS, para. 3.2) Transition Phase In/Phase Out Five (5) Calendar days from the beginning for Phase-In period 1 Electronic Copy Portable Document Format (Pdf) with CM’s Signature
MS Excel or Word KO
A015
(PWS, para. 3.3.1) Contractor Manpower Reporting Application (CMRA)
Annually NLT October 31, or IAW requirements at cmra.army.mil
Online Entry Via website IAW requirements at cmra.army.mil
COR/ACOR
7. Related Documents.
7.1. Definitions and Acronyms.
7.1.1. Definitions.
7.1.1.1. Acceptable Quality Level (AQL). The AQL is the maximum percent defective (or the number of defects per hundred units) for the purposes of sampling inspection can be considered satisfactory.
7.1.1.2. Addition. A change to a real property facility that adds to its overall external dimension or footprint.
7.1.1.3. Alteration. A change to interior or exterior facility arrangements or components to improve current use. This includes installed equipment made a part of an existing facility. Additions, expansions or extensions are not alterations.
7.1.1.4. Alternate Contracting Officer’s Representative (ACOR). An employee of the U.S. Government provided by the RA and appointed by the KO to provide support to CORs in monitoring and documenting the Contractor’s performance. These alternate surveillance support personnel will serve as on-site representatives of the COR in performance of actual contract surveillance if they meet all COR training, experience requirements, and are appointed by the KO as an ACOR.
7.1.1.5. Asbestos Hazard Abatement. Activity is defined as any activity involving the removal, renovation, enclosure, repair or encapsulation of any asbestos containing materials in any amount.
7.1.1.6. Ashes. The residue from burned wood, coal, coke, and other combustible material.
7.1.1.7. Breakdown. The stoppage or collapse of equipment, of a facility, or a component thereof, which requires immediate corrective action to restore it to an operating condition.
7.1.1.8. Cannibalize. Remove parts from Government property for use or for installation on other Government property
7.1.1.9. Cleaning. Removing stains, soil, and dirt; accomplished by chemical or mechanical means.
7.1.1.10. Completion Time. The interval between the time the contractor receives the request for the service and the time all work requested is completed and the work order is closed out.
7.1.1.11. Contract Administrator (CA). The official Government representative delegated authority by the KO to administer a contract. This individual, normally working in an appropriate contracting or procurement career field, advises on all technical contractual matters.
7.1.1.12. Contract Discrepancy. A failure of the Contractor to perform IAW contract requirements and specifications, e.g., a failure of the Contractor to provide, or provide on time, the required contract products or services; or it may result because delivered products or services do not meet specific contract requirements.
7.1.1.13. Contract Discrepancy Report (CDR). A report used to document other than satisfactory Contractor performance. The CDR requires the Contractor to explain, in writing, why performance is other than satisfactory; how performance shall be returned to satisfactory levels; and how recurrence of the problem shall be prevented in the future.
7.1.1.14. 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.
7.1.1.15. Contracting Officer (KO). A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the Government. Note: The only individual who can legally bind the Government.
7.1.1.16. Contracting Officer’s Representative (COR). An employee of the U.S. Government appointed by the KO to help 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.
7.1.1.17. Defective Service. A service output that does not meet the standard of performance associated with the PWS.
7.1.1.18. Deliverable. Anything that can be delivered; can include non-manufactured things, such as meeting minutes or reports.
7.1.1.19. Emergency Work/Emergency Maintenance. Work required during or after normal duty hours to correct an emergency situation that threatens health, safety, property, or mission. An emergency includes, but is not limited to; utility failure, elevator failure, fire hazards, environmental hazards, fire alarm system failure, heating failure, broken locks, broken windows, broken water lines, or sewer backups. It also includes elimination of fire, health, or safety hazards, or any other hazard deemed detrimental to the mission or operational effectiveness.
7.1.1.20. Enclosure. Resurface or cover surfaces with mechanically affixed durable materials, caulk or seal to prevent or control chalking or flaking of surfaces. This prevents dust blowing into a facility and accessibility to children.
7.1.1.21. Encapsulation. Coat and seal surfaces with durable coating protections to be elastic, long-lasting and resistant to cracking, peeling, algae and fungi.
7.1.1.22. Equipment. A tangible item that is functionally complete for its intended purpose, durable, nonexpendable, and needed for the performance of a contract. Equipment is not intended for sale, and does not ordinarily lose its identity or become a component part of another article, when put into use. Equipment does not include material, real property, special test equipment or special tooling.
7.1.1.23. Equipment-in-Place (EIP). EIP is a special category of personal property. It consists of capital equipment and other nonexpendable supplies of a movable nature that are not affixed as an integral part of the facility and may be removed without destroying or reducing the usefulness of the facility.
7.1.1.24. Exterior Facility Maintenance. The Repair and maintenance service of the exterior of the housing units and facilities.
7.1.1.25. Facility. An integral structure such as a house, apartment building, picnic shelter, and bicycle storage shed playgrounds, garages and gazebos. A single family dwelling is called a “Unit” which contains all of its components include installed fences which belong to the structure unless otherwise specified herein. A facility does not include sidewalks, driveways, yard sprinkler systems, landscaping, or occupant-contractual or owned structure. A facility includes all interior utilities, interior communication lines, and the various utilities as outlined but are not limited to the following
7.1.1.25.1. Sewer lines include the building drain and building sewer. The contractor shall be aware of some housing areas; multiple housing units are connected together into a private sewer (single sewer lateral) before tapping into the public sewer (main sewer system).
7.1.1.25.2. Water supply system from the building interior up to and including pipes under the slab/foundation and the service line include the curb stop cutoff valve.
7.1.1.25.3. Drainage system includes open ditches, covered ditches, culverts, concrete reservoir, sump pumps and electric system for sump pumps.
7.1.1.25.4. Parking facilities includes parking lots, underground parking facility including sump pumps and electric system for sump pumps.
7.1.1.25.5. Fuel lines from the fuel storage tanks to each building’s boiler room through the foundation including through the cutoff valve are the contractor’s responsibility.
7.1.1.25.6. Electrical circuits and all electrical components including panel, breakers, weather head and mast, and conductors up to connection to overhead electrical service drop. Circuitry, throughout the facility, including breakers and service entrance panel; not to include underground electrical service from source to service entrance panel.
7.1.1.25.7. Interior Communication Lines: The contractor shall be responsible for all Government installed communications lines installed to the interior of each dwelling unit. This shall include television cables and jacks, phone jacks and wiring to the communications closets located in each facility.
7.1.1.26. Government-Furnished Property (GFP). Property in the possession of, or directly acquired by, the Government and subsequently furnished to the Contractor for performance of a contract. Government-furnished property includes, but is not limited to, spares and property furnished for repair, maintenance, overhaul, or modification. Government-furnished property also includes Contractor-acquired property if the Contractor-acquired property is a deliverable under a cost contract when accepted by the Government for continued use under the contract.
7.1.1.27. Government Property. All property owned or leased by the Government. Government property includes both Government-furnished property and Government purchased Contractor-acquired property. Government property includes material, equipment, special tooling, special test equipment, and real property. Government property does not include intellectual property and software.
7.1.1.28. Item. Any material, repair parts, component, subassembly, equipment, equipment accessory or attachment, or consolidation of similar materials for equipping maintenance, operation, or supporting of housing facilities.
7.1.1.29. Key Personnel. Contractor personnel evaluated in a source selection process and are used in the performance of a contract. 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 who are listed in the proposal. The prime Contractor is responsible for performance of all subcontractors.
7.1.1.30. Loss of Government Property. Unintended, unforeseen or accidental loss, damage, or destruction of Government property that reduces the Government’s expected economic benefits of the property. Loss of Government property does not include occurrences such as purposeful destructive testing, obsolescence, normal wear and tear, or manufacturing defects. Loss of Government property includes, but is not limited to:
a. Items that cannot be found after a reasonable search,
b. Theft,
c. Damage resulting in unexpected harm to property requiring repair to restore the item to usable condition, or
d. Destruction resulting from incidents that render the item useless for its intended purpose or beyond economical repair.
7.1.1.31. Lot. A collection of service outputs from which a sample is to be drawn and inspected to determine conformance with the standard. This definition applies to the Performance Requirements Summary (PRS), not the word “lot” in Section B of the contract.
7.1.1.32. Lot Size. The number of service outputs in a lot. This definition applies to the PRS, not the words “lot size” in Section B of the contract.
7.1.1.33. Maintenance: Work required preserving and maintaining a facility in such condition that it may be used effectively for its designated functional purpose. Maintenance includes work done to prevent damage which would be more costly to restore than to prevent. Maintenance includes work to sustain components. Examples include renewal of disposable filters, painting, caulking, refastening loose siding, and sealing bituminous pavements.
7.1.1.34. Material. Property that is consumed or expended during the performance of a contract, component parts of a higher assembly, or items that lose their individual identity through incorporation into an end-item. Material does not include equipment, special tooling, and special test equipment or real property.
7.1.1.35. Major Components. Roof structures, exterior walls, interior walls, heating systems, plumbing systems, chimneys, stairwells, interior and exterior caulking, interior ceiling tiles, floor coverings, wall covering, duct insulation, electrical service panels, transformers, exterior landscaping, site grading.
7.1.1.36. Major Equipment. A piece of equipment that is separate and distinct as well as critical and necessary to a system’s functioning. An example of major equipment related to “Vertical Transportation Systems” is the elevator cars. Floor indicator lights would not be considered major pieces of equipment.
7.1.1.37. Major Repair. A major repair is a call that has a material cost in excess of $500.
7.1.1.38. Minor Repair. A minor repair is a call that has a material cost of $500 or less, regardless of labor costs
7.1.1.39. Non-Combustible Material. Material that doesn’t burn at ordinary temperatures.
7.1.1.40. Non-Personal Services. The personnel rendering the services are not subject, either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the Government and its employees. Non-personal service contracts are authorized by the Government IAW FAR 37.104, under general contracting authority, and do not require specific statutory authorization.
7.1.1.41. Occupied Quarters. Any unit that has a military personnel assigned to it. All units are considered occupied even through no any military personnel may be present at the unit at any given time of the day or night.
7.1.1.42. Performance Requirements Summary (PRS). Identifies the key service outputs of the contract that will be evaluated by the Government to ensure contract performance standards are met by the Contractor (other services may also be inspected under the authority of the Inspection of Service Clause).
7.1.1.43. Personal Property. Any property not considered real property. This includes property book items.
7.1.1.44. Physical Security. Actions that prevent the loss or damage of Government property.
7.1.1.45. Property. All tangible property, both real and personal.
7.1.1.46. Provide. To furnish, as in Government-furnished property, or to acquire, as in Contractor-acquired property.
7.1.1.47. Public Traffic Areas. Lobbies, hallways, corridors, stairwells, meeting rooms, and lavatories.
7.1.1.48. Quality Assurance (QA). Verification that services being performed by the Contractor are IAW acceptable standards.
7.1.1.49. Quality Assurance Evaluator (QAE). A Government representative responsible for performing surveillance and inspection of Contractor performance.
7.1.1.50. Quality Assurance Surveillance Plan (QASP). An organized document written by the Government specifying the surveillance methodology used for surveillance of Contractor performance.
7.1.1.51. Quality Control. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.
7.1.1.52. Random Number Table. A table of numbers arranged in random fashion; a table used to select random samples.
7.1.1.53. Random Sample. A sampling method whereby each service output in a lot has an equal chance of being selected.
7.1.1.54. Random Sampling. A method for looking at a few individual items in a lot to measure the quality of that lot against a standard.
7.1.1.55. Real Property. DOD Lands, buildings, structures, utility systems, improvements, and appurtenances, thereto that includes equipment attached to and made part of buildings and structures, but not movable equipment. See Federal Management Regulation 102-71.20 (41 CFR 102-71.20).
7.1.1.56. Regulated Medical Waste. Waste not specifically excluded from the restrictions of Federal regulations and which meets the criteria listed in 40 CFR 259.
7.1.1.57. Response Time. The interval between receipt of the initial notification and the time of the contractor arrives on the scene for initial investigation.
7.1.1.58. Removal. Remove of components such as windows and doors, and trim and install new components.
7.1.1.59. Repair: Restoration of a real property facility (RFP) to such condition that it may be used effectively for its designated functional purpose. Correction of deficiencies in failed or failing components of existing facilities or systems to meet current Army standards and codes where such work, for reasons of economy, should be done concurrently with restoration of failed or failing components. A utility system or component may be considered “failing” if it is energy inefficient or technologically obsolete.
7.1.1.60. Roof. Roof shall be defined as a structural covering that does not allow the outside elements from entering a facility and affords protection from the outside elements for the occupants in the unit. Roofing materials shall include but limited to; wood, metal, plastic, clay tile, shingles, water proofing, underlayment’s, and all systems and materials that are associated with standard roofing design.
7.1.1.61. Sample Size. The number of outputs in the sample; a group of one or more tasks drawn from the specified performance.
7.1.1.62. Sampling. A sample consists of one or more service outputs drawn from a lot IAW random sampling procedures to be evaluated by Government personnel.
7.1.1.63. Scavenging. The uncontrolled and unauthorized removal of materials at any point of the solid waste management stream.
7.1.1.64. Sensitive Property. Property potentially dangerous to the public safety or security if stolen, lost, or misplaced, or that shall be subject to exceptional physical security, protection, control, and accountability. Examples include weapons, ammunition, explosives, controlled substances, radioactive materials, hazardous materials or wastes, or precious metals.
7.1.1.65. Service/Maintain. These words are interchangeable.
7.1.1.66. Subcontractor. One that enters into a contract with a prime Contractor. The Government does not have privity of contract with the subcontractor.
7.1.1.67. Trim. Trim shall be defined as wood, metal, brick, plastic or rubber materials associated with finish carpentry. Trim may include but is not limited to; fascia boards, soffit, brick, interior and exterior door and window casing, window aprons, crown mold, bade board, chair rail, wainscot, corner mold, paring bead, shoe molding or any other nonstructural components of a AFH unit.
7.1.1.68. Unit Acquisition Cost.
a. For Government-furnished property, the dollar value assigned by the Government and identified in the contract; and
b. For Contractor-acquired property, the cost derived from the Contractor’s records that reflect consistently applied generally accepted accounting principles.
7.1.1.69. Urgent Work. Work required during normal duty hours to correct an emergency situation that threatens health, safety, property, or mission. Urgent work includes, but is not limited to; utility failure, elevator failure, fire hazards, environmental hazards, fire alarm system failure, heating failure, broken locks, broken windows, broken water lines, or sewer backups. It also includes elimination of fire, health, or safety hazards, or any other hazard deemed detrimental to the mission or operational effectiveness.
7.1.1.70. Wash. The act of cleansing using water and soap or detergent
7.1.1.71. Wide Area Work Flow (WAWF). A secure web based system for electronic invoicing, receipt, and acceptance. WAWF allows Government vendors to submit and track invoices and receipt or acceptance documents over the web allowing Government personnel to process those invoices in a real-time, paperless environment.
7.1.1.72. Wood Filler. Wood filler shall be defined as a standard commercial brand of plastic wood, specifically formulated for filling voids in wood surfaces. Wood filler shall be non-shrink and harden to form a sand able surface.
7.1.1.73. Work Day. The number of hours per day the Contractor provides services IAW the contract.
7.1.1.74. Work Week. Monday through Friday, unless specified otherwise.
7.1.2. Acronyms.
ACC Army Contracting Command
ACOR Alternate Contracting Officer’s Representative
AFARS Army Federal Acquisition Regulation Supplement
AQL Acceptable Quality Level
AR Army Regulation
ATO Anti-Terrorism Officer
CDC Child Development Center
CDRL Contract Data Requirements List
CFE Contractor Furnished Equipment
CFM Contractor Furnished Material
CFP Contractor Furnished Property
CFR Code of Federal Regulations
CLIN Contract Line Item Number
CMRA Contractor Manpower Reporting Application
CONUS Continental United States (excludes Alaska and Hawaii)
COR Contracting Officer’s Representative
CORT Contracting Officer’s Representative Tool
CPARS Contractor Performance Assessment Reporting System
DA Department of the Army
DES Directorate of Emergency Services
DFAC Dining Facility
DFARS Defense Federal Acquisition Regulation Supplement
DOD Department of Defense
DOT Department of Transportation
DPW Directorate of Public Works
EM Engineering Manual, U.S. Army Corps of Engineers (USACE)
EO Executive Order
FAR Federal Acquisition Regulation
FPCON Force Protection Condition
GFE Government-Furnished Equipment
GFEBS General Fund Enterprise Business System
GFM Government-Furnished Material
GFP Government-Furnished Property
HLO High Level Objective
HQDA Headquarters Department of the Army
IAW In Accordance With
IMCOM Installation Management Command
IT Information Technology
KO Contracting Officer
N/A Not Applicable
NLT Not Later Than
OCI Organizational Conflict of Interest
OCONUS Outside Continental United States (includes Alaska and Hawaii)
OSHA Occupational Safety and Health Administration
PAM Pamphlet
PIPO Phase In/Phase Out
PM Preventive Maintenance
POC Point of Contact
PoP Period of Performance
PRS Performance Requirements Summary
PUB Publication
PWS Performance Work Statement
QA Quality Assurance
QAP Quality Assurance Program
QASP Quality Assurance Surveillance Plan
QC Quality Control
QCP Quality Control Plan
SDS Safety Data Sheets
SF Standard Form
TE Technical Exhibit
TO Task Order
UPH Unaccompanied Personnel Housing
VCE Virtual Contracting Enterprise
VIP Very Important Person
WAWF Wide Area Work Flow
7.2. Applicable Directives, Publications.
ACC PAM 70-1 Interim Army Contracting Command – Contracting Officer’s Representative Policy Guide
ANSI Z87.1-2003 Practice for Occupational and Educational Personal Eye and
Face Protection Devices
AR 11-27 Army Energy Program
AR 190-5 Motor Vehicles Traffic Supervision
AR 200-1 Environmental Protection and Enhancement
AR 200-5 Pest Management
AR 385-10 Army Safety Program
AR 385-40 Army Accident Investigation and Reporting
AR 420-1 Army Facilities Management
AR 420-70 Facilities Engineering (Transportation Infrastructure and Dams)
AR Directive 2014-23 Conduct of Screening and Background Checks for Individuals Who Have Regular Contact with Children in Army Programs
29 CFR Part 1910 Occupational Safety and Health Standards
DA PAM 385-40 Army Accident Investigations and Reporting
DA PAM 420-1-1 Housing Management*
DoDI 4150.07 DoD Pest Management Program
DoDI 5000.72 DoD Standard for Contracting Officer’s Representative (COR) Certification
EM 385 1 1 Safety and Health Requirements Manual
EO 13423 Strengthening Federal Environmental, Energy, and Transportation Management
NFPA 1.12-2 Combustible Fibers
TM 5-683 Electrical Interior Facilities
UFC 3-101-01 Architecture 11-28-2011
UFC 3-110-03 Roofing, with Change 1 05-01-2012
UFC 3-110-04 Roofing Maintenance and Repair 01-11-2007
UFC 3-401-01 Mechanical Engineering 07-01-2013
UFC 3-410-01 Heating, Ventilating, and Air Conditioning Systems, with Change 1 07-01-2013
UFC 3-410-02 Lonworks (R) Direct Digital Control for HVAC and Other Local Building Systems, with Change 1 05-01-2012
UFC 3-410-04N Industrial Ventilation 10-25-2004
UFC 3-420-01 Plumbing Systems, with Change 9 10-25-2004
UFC 3-430-01FA Heating and Cooling Distribution Systems 07-25-2003
UFC 3-430-02FA Central Steam Boiler Plants, with Change 1 05-15-2003
UFC 3-430-07 Operations and Maintenance: Inspection and Certification of Boilers and Unfired Pressure Vessels, with Change 4 07-24-2003
UFC 3-430-08N Central Heating Plants 01-16-2004
UFC 3-430-09 Exterior Mechanical Utility Distribution, with Change 1 01-16-2004
UFC 3-430-11 Boiler Control Systems 02-14-2001
UFC 3-460-03 O&M: Maintenance of Petroleum Systems 01-21-2003
UFC 3-501-01 Electrical Engineering, with Change 3 02-03-2010
UFC 3-510-01 Foreign Voltages and Frequencies Guide, with Change 2 03-01-2005
UFC 3-520-01 interior Electrical Systems, with Change 3 02-03-2010
UFC 3-530-01 Interior and Exterior Lighting Systems and Controls 04-01-2015
UFC 3-560-01 Electrical Safety, O&M, with Change 5 12-06-2006
7.3. Technical Exhibit (TE).
Technical Exhibit 1 – Facility List
Technical Exhibit 2 – Preventive Maintenance Task List
Technical Exhibit 3 – Generator List
Technical Exhibit 4 – Dryer List
Technical Exhibit 5 – Equipment List
Technical Exhibit 6 – Historical Service Call List for Barracks under $500
Technical Exhibit 7 – Historical Work List for DFACs and Critical Facilities
Technical Exhibit 8 – Historical Service Call List for Door lock and Cardkey
Technical Exhibit 9 – Historical Major Repair List for Barracks
Technical Exhibit 10 – Kitchen Equipment List
Technical Exhibit 11 – Advance Notice of Pest Control Service
7.4. Government-Furnished Material (GFM)/Property (GFP)/ Equipment (GFE).
7.4.1. Utilities. The Government will provide water and electrical services; access to water and electrical services. The Contractor shall obtain written approval from DPW prior to installing connections and meters. The Contractor shall instruct employees in utilities conservation practices. The Contractor shall be responsible for operating under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount to accomplish cleaning vehicles and equipment.
7.4.2. Facilities: The Government will provide laydown areas to install container for office, and supply storage. The Contractor shall submit the plan with lay-out to the COR for approval. The alterations to the space shall be made without the specific written permission from the Government. The Contractor is responsible for maintaining and keeping track of government furnished facilities. This areas will not be provided in accordance with guidance or policy of USAG Humphrey real property management.
7.4.3. Card Key Management System: The Government will provide the below equipment including software to the contractor and the Contractor is responsible for maintaining equipment.
– Compact Computer including Monitor
– Management Software (HT24W)
– Distributor (External Modem – DI22)
– Encoder (Check-In Station- EDHT22m)
– Portable Programmer (Programming Unit – PP22)
7.4.4. Materials: The Government will provide the contractor with the stocked parts/equipment/systems for unscheduled maintenance. The Contractor shall be responsible for only labor to replace parts/equipment/systems with government furnished material and equipment.
7.5. Contractor-Furnished Material (CFM)/Property (CFP)/ Equipment (CFE).
7.5.1. All Contractor furnished, material, property and equipment shall meet applicable Federal, State, local, DOD and Army laws, codes, and regulations. Examples are provided below:
7.5.2. Contractor-Finished Material and Responsibilities. The Contractor shall furnish all supplies, equipment, facilities, and services required to perform work under this contract.
7.5.3. Contractor-Furnished Items. The Contractor shall provide all facilities, vehicles, equipment, parts, tools, fuel, oil, materials and any other items required to perform all Contract requirements. The Contractor’s property shall be operational as intended by the manufacturer, and be safe, clean, and suitable for use at a military installation. All Contractor furnished property and equipment are subject to KO inspection at all times.
7.5.3.1. Identification of Contractor Vehicles and Trailers. The company name shall be displayed on each of the Contractor’s vehicles and trailers in a manner and size that is clearly visible. Vehicles shall be maintained to present a neat, clean, and professional appearance. All vehicles shall be in operable condition and meet the local, and federal safety requirements. All vehicles shall be registered, licensed, insured, and operated in accordance with base traffic regulations by a licensed driver. The COR may inspect the Contractor’s vehicles at any time. Vehicles found to be unsafe, unable to function as designed, or deemed unacceptable shall be removed from the installation and replaced at Contractor’s expense. Vehicular repairs shall not be performed on base.
7.5.3.2. The Contractor shall remove all vehicles, trailers and equipment from the installation at the end of each workday, unless otherwise directed by the KO.
7.5.4. Contractor Facilities.: N/A
7.6. U.S. Department of Labor (DOL) Wage Determination (WD). N/A
PWS Attachment 01
Total Maintenance of Unaccompanied Personnel Housings (UPHs), Senior Leader Quarters (SLQs), Dining Facilities (DFACs), and Critical Facilities at USAG Humphreys
1 General Information.
1.1 Overview. The Contractor shall provide Maintenance and Repair of UPHs, SLQs, DFACs and Critical Facilities listed in TE01, Facility List, at USAG Humphreys. The government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service provides shall be accountable solely to the Contractor who, in turn in responsible to the Government.
1.2 Description of Services. The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to provide Repair and Maintenance Services for real properties within five (5) feet (but Generators, Uninterruptible Power Supplies (UPSs) and Automatic Transfer Switches (ATS) are included) from Barracks, DFACs and Critical Facilities at USAG Humphreys as defined in this Performance Work Statement (PWS) except for those items specified as government furnished property and services. The Contractor shall perform to the standards in this contract.
2 Specific Tasks
2.1 Minor Repair. A minor repair is defined as repair work that has material cost of $500 or less – regardless of labor cost. The minor repair shall be performed without additional cost under preventive maintenance.
2.2 Call Center Operation (CLIN X001 – Firm Fixed Portion). The Contractor shall organize and manage overall operations of Work Call Center in order to execute on-call repair services and shall prepare sufficient number of phone-lines to prevent from any delays. The call operation center shall be operated 24 hours a day and 7 days a week. The Contractor shall plan on three (3) types of responses, emergency, urgent and routine.
2.2.1 The contractor shall provide work order forms that indicate following items: The work order form shall be generated by the contractor, all repair and maintenance work order shall be provided to the occupants for their signature and date. The occupant’s signature shall not be misconstrued as an acceptance of work; it is only to indicate that the contractor responded to the work order call at that residents. If the occupant refuses to sign the work order upon completion of work by the contractor it shall be annotate in the remarks section of the work order.
a. Service Call Control Number
b. Facility and Room Number
c. Call Category (Emergency, Urgent, and Routine)
d. Short description of Defect/Job Description
e. Date and time of requested
f. Response Date and Time
g. Work Start and Completion Date and Time
h. Labor Hour
i. Material List used to fix defect
j. Requestor’s information. (Name, Rank and Phone Number)
k. Description of Work Completion
2.2.2 Contractor shall receive all base-wide service calls (work orders) when the Business Operation & Integration (BO&I) Division Service Order Center isn’t operated (E.g. Weekday: from 16300hrs to 0730hrs (Night Call), Korean Holiday: From 0000hrs to 2400hrs, Unscheduled Government Employee Release, Government Events: From 0000hrs to 2400hrs). For emergency calls for non-service facilities not listed TE 01, the contractor shall informed the POC of DPW of emergency call immediately. The Contractor shall submit daily call summary list (Format: Microsoft Excel) to BO&I Work Reception Br by 0730hrs.
2.2.3 Records of Service Calls. The Contractor shall log and maintain all incoming trouble calls on a daily basis in English and be capable of conversing with customers in the English and Korean languages. The Contractor shall provide and maintain an automated work control system for record-keeping and tracking purposes from the receipt to the completion of work request. All service call work shall be compiled and electronic copies (File Format: Adobe Acrobat pdf format) with summary data sheet (File Format: Microsoft Excel File) provided to the COR on a weekly basis. The Summary Data Sheet shall contain at a minimum, but not limited:
a. Service Call Control Number
b. Facility and Room Number
c. Call Category (Emergency, Urgent, and Routine)
d. Short description of Defect/Job Description
e. Date and time of requested
f. Response Date and Time
g. Work Start and Completion Date and Time
h. Labor Hour
i. Material List used to fix defect
j. Requestor’s information. (Name, Rank and Phone Number)
k. Description of Work Completion
l. Work Status
m. Remarks (Explanation on To explain work status in detail)
2.2.4 Prior to 8:00 a.m. each workday, the Contractor shall provide information to the COR on all emergency trouble calls in an electronic copy (File Format: Adobe Acrobat pdf format). This report will be generated in English and will include as a minimum for each completed trouble call Contractor’s work control number, the time of receipt, identification of the call origin, the required and actual completion time, a short description of work actually completed (if different from the original location), the number of labor hours used, labor costs, a brief description of material and parts used, including quantities, material cost, and total cost. Completed work authorizations shall be signed by the Contractor, certifying the work was satisfactorily performed.
2.2.5 The Contractor shall maintain individual files on each Service Order issued during the contract period and make these files available for COR review. All forms used to maintain Service Orders shall accurately show the actual start and completion dates, total labor hours expended, cost of equipment and materials utilized, and requestor’s information and completion verification.
2.2.6 Service Call Categories. Each category of work order (Emergency, Urgent or Routine) shall be separate and numbered.
a. Emergency Service Call: Failures or deficiencies which constitute an immediate safety issue, health hazard, risk of property damage, or threat to the environment are Emergency calls. The contractor shall respond to emergency calls within one (1) hours (0000-2400 hours) including weekends and holidays and shall be completed within one (1) calendar day. For all emergency repair call, contractor shall immediately notify the COR for work evaluation and approval to proceed. Labor and materials cost for per one emergency work under minor repair shall be part of Firm Fixed Price portion (CLIN X002) of this contract.
** Note: The service calls related with electronic door locks and card keys shall be considered as emergency service call and labor and material cost under minor repair shall be part of Firm Fixed Price Portion (CLIN X005)
b. Urgent Service Call: Failures or deficiencies which do not immediately endanger the residents or threaten damage to property, but would inconvenience and affect the health and well-being of the residents, is an Urgent call. The contractor shall respond to and complete within seven (7) calendar days of identification of “Urgent” status. If materials are ordered, completion shall be within seven (7) calendar days after receipt of materials. For all urgent work requests, contractor shall immediately notify the COR for work evaluation and approval to proceed. Labor and materials cost for per one urgent work under minor repair shall be part of Firm Fixed Price portion (CLIN X002) of this contract.
c. Routine Service Call: These are service calls that do not meet the criteria of an Emergency or Urgent call as stated above. Routine work shall be accomplished within thirty (30) calendar days after identification of the requirement. If non-stock material is required, it shall be ordered within fourteen (14) days and the work shall be completed within thirty (30) calendar days after receipt of the material. Labor and materials cost for per one routine work under minor repair shall be part of Firm Fixed Price portion (CLIN X002) of this contract.
2.2.7 If the required material cost is over $500, the Contractor shall provide all pertinent data to the COR for determination of type of minor or unscheduled maintenances. If the COR concurs with the Contractor’s rationale for any unscheduled maintenances identified, the proposed repair shall be executed under unscheduled maintenance (CLIN X008) requirement specified in paragraph. 2.8.
2.3 Preventive Maintenance and Minor Repair (CLIN X002 – Firm Fixed Portion). The Preventive Maintenance consists primarily of inspection, cleaning, lubrication, adjustment, calibration, on-call minor repair services and component replacement for minor repair as required minimizing malfunction, breakdown, and deterioration of equipment; PMs shall be performed as specified in TE 02, Preventive Maintenance Task List, and shall include all of the applicable check points.
2.3.1 For only UPHs and SLQs, the occupied rooms will be excluded from preventive maintenance but the preventive maintenance for vacant rooms shall be performed under CLIN X006, Inspection of Vacant Room as requirement portion.
2.3.2 Upon building addition/deletion, unit cost will be adjusted appropriately with issuing modification to the contract based on the ratio of SF of buildings.
2.3.3 Preventive Maintenance Scheduling. The Contractor shall submit a monthly preventive maintenance schedule to the COR for approval by the twenty-first (21st) day of each month, detailing scheduled maintenance for the following month, The schedule shall provide dates, facility number, category of preventive maintenance, and a time frame of the preventive maintenance. No changes to the schedule shall be made without prior to approval of COR. The COR accepts the contractor’s requested preventive maintenance schedule NOT later than the twenty-fifth (25th) day of each month. The accepted work schedule will be returned to the contract. If the schedule is not accepted, it shall be revised and resubmitted within 2 working days after disapproved by the COR. In the event that there should be a conflict in the Contractor’s preventive maintenance schedule, the contractor shall immediately notify the COR and reschedule the inspection.
2.3.4 Records of Preventive Maintenance. The Contractor shall prepare and maintain the checklist of preventive maintenance and the performed preventive maintenance checklist shall be kept as a hard copies and electrical copies (File Format: Adobe Acrobat pdf format) per each facilities and preventive maintenance categories. The preventive maintenance checklist shall contain at a minimum, but not limited:
a. Preventive Maintenance Category (Based on TE 02)
b. Facility Number
c. Preventive Maintenance Tasks
d. Frequency of Preventive Maintenance
e. Equipment List if required.
f. Performed Employee’s Name and Signature
g. Start and Completion Date and Time
h. Justification on founded deficiencies
i. Justification on corrective actions
j. Material List used to fix deficiencies
k. CM’s Signature
2.3.4.1 The Contractor shall maintain spread sheet to show whole historical data for preventive maintenance (File Format: Microsoft Excel format) and submit it to the COR with monthly invoice and preventive maintenance checklists. The spread sheet shall contain all information (Except Signature) of preventive maintenance checklist.
2.3.5 If the required material cost is over $500, the Contractor shall provide all pertinent data to the COR for determination of type of minor or unscheduled maintenances. If the COR concurs with the Contractor’s rationale for any unscheduled maintenances identified, the proposed repair shall be executed under unscheduled maintenance (CLIN X008) requirement specified in paragraph. 2.8.
2.3.6 Equipment Inventory Database
2.3.6.1 Initial Inventory Survey (CLIN 0010 – Phase-In). During Phase-In Period, the Contractor shall survey equipment under the scope of this contract (e.g. HVAC system, Kitchen appliances, generator, etc.) and submit the initial Inventory Report in Microsoft Excel format to the COR prior to commencement of full performance.
2.3.6.2 Semi-Annual Inventory Report (CLIN X002). The Semi-Annual Inventory report shall be submitted every 6 months after initial Inventory during the period of performance of this task order, the Contractor shall deliver the Semi-Annually Report in Microsoft Excel format, an updated, current building and equipment Inventory.
2.3.7 Preventive Maintenance Work. The Contractor shall perform the preventive maintenance IAW the tasks and frequencies of Technical Exhibit 02, Preventive Maintenance Tasks, and specified in PWS. The Contractor shall replace the periodic replacement parts based on manufacture’s manual and fix any deficiencies which can be corrected through minor repair work without additional payment.
2.3.7.1 Exterior Site Works (Within 5 feet from serviced facilities)
2.3.7.1.1 Inspect, maintain and repair the Exterior Site Work systems and components as set forth in this section and record work in Work Management System. Trace system malfunctions to the cause and take corrective action as required in Work Order or Project Work Request. If the problem is outside of Serviced Facilities or pertains to an item or system not within Serviced Facilities jurisdiction or control, coordinate with the local DPW to ensure the problem is corrected. Notify the COR of any temporary disruptions in service. Obtain written permission from COR for any scheduled utility interruption.
2.3.7.1.2 Sanitary Sewer System. Visually inspect sanitary sewer systems to ascertain the presence or absence of leaks or seepage. Record inspection in Work Management System.
2.3.7.1.3 Generator, Uninterruptable Power Supply (UPS) and ATS (Auto Transfer Switch). Inspection, Maintain and Repair all generators mechanical operations for proper operations and for fuel leaks, electrical distribution boxes, connectors, assessing water tightness and cleaning IAW TE02, Preventive Maintenance Task or manufacturer specifications (or local codes and practices if manufacturer data are unavailable). Ensure a preventative and corrective maintenance is in-place throughout the existence of the contract. Determine and/or verify manufacturers’ service frequency requirements, establish PM schedule, and perform PM, per schedule. Refuel generators with proper fuel as needed/required and must be full at all times in the event of scheduled and unscheduled power outages. The contractor shall check the remaining fuel and notify the COR if the remaining fuel is under half full.
2.3.7.1.4 Exterior Electrical Distribution System. Inspection, Maintain and Repair above-ground exterior electrical distribution boxes, assessing water tightness and cleaning IAW TE02, Preventive Maintenance Task or manufacturer specifications (or local codes and practices if manufacturer data are unavailable); visually inspect feeder cables, power poles, towers, service lines and system components for actual or potential damage or deterioration. Record inspection in Work Management System. Contractor shall ensure that current breaker directories are posted inside distribution boxes. In the absence of such directories, the contractor shall obtain and/or create them. Directories shall be posted in the appropriate place at each distribution point. Once adequate breaker directories are posted, they need not be re-accomplished unless changes have been made. Contractor shall maintain copies of the directories.
2.3.7.1.5 Exterior Lighting. Inspect, Maintain, and Repair exterior lighting system within five (5) feet from the facilities for proper operation and record inspection in Work Management System.
2.3.7.1.6 Storm Damage. Inspect storm drainage system and record inspection in Work Management System. Clear catch basins, traps and grates.
2.3.7.1.7 Roof Gutters. Inspect, Maintenance, and Repair facility gutter systems for leaks and blockages and recording inspection in Schooldude.com. Clear gutter system to ensure proper drainage.
2.3.7.1.8 Roofing. All roofing, flashing, and gravel stops shall be maintained in a manner which preserves a weather tight seal and prevents corrosion and abnormal deterioration of individual components. Missing pieces shall be replaced to retain the original whole condition of the roof system.
2.3.7.1.9 Gutters, down spouts, and splash blocks. Drains shall be maintained to channel run-off water away from the housing unit. Gutters and down spouts shall be maintained; properly aligned and secured to the house with splash blocks positioned to receive the impact of the drainage water. Gutters and down spouts shall be free of debris or any other obstruction.
2.3.7.1.10 Overhangs. Overhangs shall be maintained with fasciae and soffits properly secured. Vents shall be maintained intact and free of corrosion.
2.3.7.1.11 Windows, doors, screens, and shutters. Windows, doors, screens, and shutters shall be maintained to operate smoothly and properly without binding, sticking, or other defects which would prevent there functioning in accordance with design. Exterior doors, windows, and shutters shall be maintained in a manner which preserves the weather tight seal with caulking, glazing, and weather-stripping fully intact. New glass used for replacement work shall be the same thickness, type and quality as the existing glass. Window screens and screens on doors shall be maintained in good working order and free of torn fabric or frame defects to ensure that the screening function is effective. All hardware hinges, locks, strike plates, window operator mechanisms, door closers, springs, shall be maintained free of corrosion, or defects which would prevent its operating as intended.
2.3.7.1.12 Miscellaneous roof structures. Vent stacks, roof ventilators, underground parking ventilation stacks or items which pierce the roof shall be maintained. Flashing shall be maintained to prevent leaking. All metal surfaces shall be maintained free of pitting and corrosion.
2.3.7.1.13 Bituminous Concrete Pavements (Within five (5) feet from the facility). Inspect bituminous concrete pavements for uneven surface conditions (potholes, protruding pavement, excessive cracking or settling) and other conditions that pose a hazard to personal safety or property and notify a COR of the deficiency found; record inspection in Work Management System.
2.3.7.1.14 Concrete Pavements (Within five (5) feet from the facility). Inspect concrete pavements for uneven surface conditions (potholes, protruding pavement, excessive cracking or settling) and other conditions that pose a hazard to personal safety or property and notify a COR of the deficiency found; record inspection in Work Management System.
2.3.7.1.15 Curbs and Gutters (Within five (5) feet from the facility). Inspect curbs, gutters/paved ditches and storm drain inlets for excessive wear, missing or damaged components, obstructions, and other conditions that impair curb and gutter functional capability and notify a COR of the deficiency found; recording inspection in Work Management System.
2.3.7.2
INTERIOR & EXTERIOR FINISH
2.3.7.2.1 The routine maintenance, perform inspections of Interior/Exterior Finish items for deterioration, failure and damage, and record findings in Work Management System. As Routine Maintenance, clean, adjust and/or lubricate as indicated in the work descriptions as expressed in this section below. For cleaning, adjustment and/or lubrication use manufacturer operation and maintenance instructions, when available. Otherwise, prevailing local regulations and/or commercial standards and practices shall apply. For repairs and other sustainment effort under the Work Request threshold, match original color, texture and finish as closely as practicable to present a neat appearance. Moveable doors, windows and other moving components shall move smoothly and freely. Ensure that weather stripping reduces outside airflow consistent with energy conservation measures and as designed. Roofs are watertight and drainage system components permit free flow of water. Absent specific standards cited in a Work Order or Project Work Request, prevailing local regulations and/or commercial standards and practices apply.
2.3.7.2.2 Exterior Wall Materials. Any wall exposed to the weather. All exterior walls shall be maintained in a sound condition in structurally; weather tight with no deteriorations. The walls shall be free of noticeable pitting and corrosion, vegetation and animal life, deteriorated siding and trim, discoloration and graffiti, or other defects which do not match the existing exterior walls. Inspect walls for cracks and joint sealant integrity. Inspect for mold and graffiti. Inspect walls at grade for clay or soil accretion. Inspect weep holes for obstructions and wick deterioration. Repair cracks and separations. Remove mold by power washing. Remove graffiti, or if painted, paint over to match the surrounding area. Remove soil accumulation. Remove weep hole obstructions and replace wick. Record repairs in Work Management System. Inspection/verification of unstable gas pressure detection system within pressure reducing
2.3.7.2.3 Thermal Insulation. Inspect, Maintain, and Repair insulation for damage, deterioration, dampness and missing pieces, and record findings in Work Management System.
2.3.7.2.4 Corner Guards and Chair Rails. Inspect, Maintain, and Repair corner guards and wall bumpers for damage and loss of adhesion to wall surface. Inspect chair rails for damage, deterioration, and loss of adhesion to wall surface. Record findings in Work Management System.
2.3.7.2.5 Concrete Floor and Base. Inspect, Maintain, and Repair for damage and deterioration and record findings in Work Management System.
2.3.7.2.6 Ceramic or Stone Pavers and Base. Inspect, Maintain, and Repair for looseness, damage, deterioration and loss of grout. Record findings in Work Management System.
2.3.7.2.7 Ceramic Tile Floors and Base. Inspect, Maintain, and Repair tile for looseness, damage, deterioration and loss of grout. Record findings in Work Management System.
2.3.7.2.8 Terrazzo Floors. Inspect, Maintain, and Repair floors for looseness, damage, deterioration and loss of grout. Record findings in Work Management System.
2.3.7.2.9 Vinyl Tile and Base. Inspect, Maintain, and Repair tile for deterioration, cracks, visible surface damage and loss of adhesion to substrate. Inspect base for surface damage and loss of adhesion to wall. Record findings in Work Management System.
2.3.7.2.10 Carpet and Carpet Base. Inspect, Maintain, and Repair for deterioration, stains and loss of adhesion to substrate. Record findings in Work Management System.
2.3.7.2.11 Industrial Arts Room. Inspect, Maintain, and Repair for deteriorated or damaged portions of the finished floor, sub-flooring, and loose or buckled flooring. Record findings in Work Management System.
2.3.7.2.12 Wood Floors. Inspect, Maintain, and Repair for deteriorated or damaged portions of the finished wood floor, sub-flooring, and loose or buckled flooring. Record findings in Work Management System.
2.3.7.2.13 Gymnasium/Stage Floors. Inspect, Maintain, and Repair gymnasium and stage floors for deterioration or damage and record findings in Work Management System.
2.3.7.2.14 Paint. Inspect, Maintain, and Repair painted surfaces for markings, scuffs, blistering/bubbling due to water leaks, other visual damage, and record findings in Work Management System.
2.3.7.2.15 Ceramic Wall Tile. Inspect, Maintain, and Repair tile for cracks, damage or deterioration, loss of grout and visibly stained grout; record findings in Work Management System.
2.3.7.2.16 Gypsum Wall Board and Plaster. Inspect, Maintain, and Repair for gouges, punctures, and scrapes, and record findings in Work Management System.
2.3.7.2.17 Wall Coverings (wallpaper, vinyl and fiberglass). Inspect, Maintain, and Repair for tears, punctures, markings and loss to substrate, and record findings in Work Management System.
2.3.7.2.18 Acoustical Wall Covering and Ceiling Tile. Inspect, Maintain, and Repair for damage, stains, missing tiles or loss of adhesion to substrate, and record findings in Work Management System.
2.3.7.2.19 Door and Windows Frames. Inspect, Maintain, and Repair frames for damage and chipped paint, indication of water damage and record findings in Work Management System.
2.3.7.2.20 Doors including automatic doors. Inspect, Maintain, and Repair doors for scratches, chipped paint, denting and similar damages to paint and door veneer. Record findings in Work Management System.
2.3.7.2.21 Doors Hardware and Locksets. Inspect for inoperable or missing hardware, locks, latches, lock-sets, hinges, window operating devices, locks and lifts, door stops, door closures, storm checks, door or window screens and parts, kick plates, handrail supports and parts, hasps, and all other builder’s hardware. Includes making new or replacement for new or existing building locks, as required (replacement locks shall be same brand and function as existing to include compatibility with existing master key systems rather than name brand). Clean, adjust and lubricate as required. Coordinate with Government Key Control Officer whenever copies of keys are made. Record inspection findings in Work Management System.
2.3.7.2.22 Windows. Inspect, Maintain, and Repair for water leaks, broken seals, glass, operating mechanisms and stops to ensure proper operation. Record findings in Work Management System.
2.3.7.2.23 Stairways. Inspect, Maintain, and Repair stair railings and support brackets for secure anchorage and stability. Inspect nosing for deterioration of abrasive surface and loss of adhesion to stair tread. Prior to repair or replacement of any railing, notify the COR for a determination of the requirements of the ADAAG. Record findings in Work Management System.
2.3.7.2.24 Lockers. Inspect, Maintain, and Repair lockers for damage or deterioration; adjust and/or lubricate latches and hinges as required and record findings in Work Management System.
2.3.7.2.25 Built-in Cabinets. Inspect, Maintain, and Repair cabinets for damage or deterioration, adjust and/or lubricate latches and hinges as and record findings in Work Management System; required.
2.3.7.2.26 Roofing and Roofing Systems, Gutters and Roof Drains. Inspect, Maintain, and Repair roofing membranes for cracks, blisters, and leaks. Inspect metal components for adherence and wind damage. Inspect tiles for loose, missing, or broken components. Inspect gutters and downspouts for loose or missing components, poor connections and heating element condition, if applicable. Inspect roof vents. Inspect flashings for rust, corrosion, damage, and insecure fastening. Record findings in Work Management System. Clear roof drains, clear obstructions and debris from gutters and downspouts, and sweep or clear debris off the roof.
2.3.7.2.27 Floor Grills. Inspect, Maintain, and Repair slats, assembly and pedestals to ensure level alignment and stability. Remove debris from floor grill. Record findings in Work Management System.
2.3.7.2.28 Roll-up Blinds,
and Doors, Overhead Electrical Doors & Exterior Glass and Spandrel Replacement. Maintain and inspect roll-up assemblies, guides, and locks for smooth operation, ease of movement, and true alignment. Inspect Roll-up Blinds and Doors, Overhead Electric Doors Exterior Glass (Prime) and Spandrel Replacement (including laminated glass and fragmentation retention film). Record findings in Work Management System. Clean, lubricate and/or adjust moving parts as required.
2.3.7.2.29 Overhead Electrical Doors. Inspect, Maintain, and Repair roll-up mechanisms, safety devices, electric and manual controls, guide rails, insulated panels, wind stops, and locks for true alignment and smooth operation. Record findings in Work Management System.
2.3.7.2.30 Interior Blinds. Inspect operating mechanism for proper operation. Record findings in Work Management System. Clean, lubricate and/or adjust moving parts to permit proper operation.
2.3.7.2.31 Drapery Tracks and Curtain Rods. Inspect tracks and operating mechanisms for proper operation. Inspect curtain rods, brackets, covers, rollers, and stops for damage and missing components. Record findings in Work Management System.
2.3.7.2.32 Interior Walls (includes wall partitions, built-in room dividers, paneling, etc.). Interior Walls. Interior walls shall be maintained free of damage, deterioration, cracks, or defective materials. The appearance shall be free of noticeable discoloration and defects when viewed from five (5) feet away. Inspect for damaged or deteriorated framing members. Inspect all wall, partition or built-in room divider surfaces, veneers, paneling, and interior trim for broken, cracked, loose, missing, badly defaced, deteriorated, damaged, water leaks or otherwise defective components. Repair or replace framing members and/or damaged wall surfaces, and restore surface to good condition. Record repairs in Work Management System.
2.3.7.2.33 Weather Stripping. Inspect, maintain and repair seals, automatic door bottoms, astragals, and thresholds for integrity, adjustment and smooth operation, and condition of neoprene rubber. Record findings in Work Management System.
2.3.7.2.34 Porches, Carports, Handicapped Lifts & Access Ramps, Outside Stairways, Landings, Balconies, Storage Buildings, and Storage Sheds. Inspect for defective, damaged, or deteriorated portions of porches, carports, outside stairways, landings, balconies, storage buildings, and storage sheds, including: floors, ceilings, shelves, post balustrades, steps, walls, screens, windows and doors. Repair work includes setting/replacing trim, securing siding, removing unwanted attachments, replacing shelves and brackets, repairing and replacing doors and related hardware, correcting steps and balustrades and related hardware. Record repairs in Work Management System.
2.3.7.2.35 Miscellaneous Moving Parts. Inspect all items with moveable parts – Interior Blinds, Exterior Rolla dens, Retractable Chalk and Display Boards, Stage Curtains, Moveable Wall Partitions, Retractable Bleachers, Retractable Basketball Goals, and Retractable Mat Storage – that have not been covered above, to ensure smoothness of operation, function and operability. Record findings in Work Management System.
2.3.7.2.36 Interior/Exterior Finish. Interior/Exterior Finish Sustainment that is required over and above the routine requirements described in this section above and is estimated to cost more than the Work Request Threshold will be processed as a Work Order or Project Work Request following the instructions this PWS.
2.3.7.3 MECHANICAL PROGRAM
2.3.7.3.1 Interior Plumbing Systems. Inspect, Maintain, and Repair all plumbing systems to ensure proper working order.
2.3.7.3.2 Toilets, Privacy Panels & Urinals. Inspect, Maintain, and Repair toilets, privacy panels, urinals and trough urinals to ensure all components are in working order. Components include panels, doors, hinges, floor and wall mounts, toilets, urinals, flush valves (including movement-sensing or pressure-sensing devices), handles, seats, plates, drains, water supply lines, flow meters & timing devices, gaskets, sewer connections and sewer lines. Record inspection in Work Management System.
2.3.7.3.3 Sinks, Faucets, Stoppers, Drains, Soap Dispensers, Showers and Shower Heads. Inspect, Maintain, and Repair the following items to ensure all components are in working order: sinks, faucets, drains, drain stoppers, strainers, wall mounts, soap dispensers, water valves (including movement-sensing or pressure-sensing devices), handles, plates, drains, water supply lines, flow meters and timing devices, gaskets, back-flow preventers, sewer connections and sewer lines. Record inspection in Work Management System.
2.3.7.3.4 Sanitary Sewage System. Inspect, Maintain, and Repair all sink and floor drains, traps, kitchen grease trap, chemical and oil collection systems, sump pumps and other drain lines passing through the buildings to ensure proper drainage and that no harmful wastes, chemicals or POL products are entering the sewer system. Record inspection in Work Management System.
2.3.7.3.4.1 Clean drain covers, traps and strainers, and record work performed in Work Management System.
2.3.7.3.4.2 Flush floor drains and fill traps with water. Prevent sewer gases from entering rooms through a floor drain, and record work performed in Work Management System. Do not use chemicals that are dangerous to the environment or the sewer lines to clear a line blockage. Clear blockages using either a plunger or non-toxic chemicals, such as baking soda or vinegar. Record work performed in Work Management System.
2.3.7.3.4.3 Cleanout sewer lines. Use an auger and flush the lines, as required. Work may require use of optical or other device to diagnose problem. Replace damaged sewer lines if required to repair leaks and under the Work Request Threshold. Record work performed in Work Management System.
2.3.7.3.4.4 Chemical Waste Collection Systems. Inspect systems to ensure there are no leaks, and chemical waste is not draining into the building sewage system. Inspect all chemical and POL Storage Tanks. Repair any leak, or replace the tank before the system is used again. Record inspections and repairs in Work Management System. Prepare estimate of work to be performed and perform all work as specified in Work Order or Project Work Request. Coordinate with and follow procedures established by DPW or other operating body designated as having jurisdiction by the local Government.
2.3.7.3.5 Domestic Water Supply. Inspect, Maintain, and Repair all water supply lines and connections for system leaks. Make all required repairs under the Work Request Threshold. Record inspections and repairs in Work Management System.
2.3.7.3.6 Domestic Water Heating Systems/Components. Inspect, Maintain, and Repair all water heating system components, parts, heat exchangers, and lines for leaks, blockages and loss of delivery pressure. Record inspection in Work Management System. For repair work under the Work Request threshold, repair or replace any parts, connections or lines, as required, to maintain or return the system to an operational condition.
2.3.7.3.7 Emergency Eyewash & Deluge Systems. Inspect and test the entire system IAW manufacturer’s specifications to ensure proper operation in an emergency situation, and record inspection in Work Management System.
2.3.7.3.8 Back-Flow Prevention. The contractor shall test backflow prevention assembly twice a year under the supervision of certified backflow technician and repair the backflow prevention assembly in the case of malfunction. The Contractor shall submit the certification of backflow technician to the COR for his/her approval prior to performing backflow prevention test.
2.3.7.3.9 Miscellaneous Items or Fixtures. Inspect, Maintenance, and Repair metering devices, hand dryers, water fountains (including water supply lines, drain lines, plumbing connections, food/garbage disposal, motors, and chilled water units), and hydrotherapy (whirlpool) units (including
drain and water supply lines and connections). The filter for water fountains shall be replaced in accordance with the manufacturer’s manual or recommendation. Record inspection and maintenance in Work Management System.
2.3.7.4 HVAC SYSTEMS PROGRAM
2.3.7.4.1 HVAC Systems. Operate, inspect, maintain and repair all HVAC, including mains, valves, regulators, service lines, water softener, water treatment system and system components as specified in this contract. Trace system malfunctions to the cause and take corrective action. Notify the Contracting Officer of any temporary disruptions in service. Obtain prior written permission of the COR for any scheduled utility interruption. Ensure a preventative and corrective maintenance is in-place throughout the existence of the contract.
2.3.7.4.2 Systems Components. Check system components for locations of potential system failures. Ensure the system is balanced. If required, coordinate with DPW to ensure proper delivery temperatures and flow.
2.3.7.4.3 Grills and Registers. Remove ventilation system grills and registers, and hand and vacuum clean both sides. Accomplish system balancing at the same time to return the system to designed operational conditions.
2.3.7.4.4 Central Forced Ventilation Systems. Inspect, Maintain, and Repair all central forced ventilation systems to ensure they are properly cleaned and lubricated, and performing to designed standards. Determine and/or verify manufacturers’ service frequency requirements, establish PM schedule, and perform PM, per schedule. Inspect, lubricate, clean, exchange filters, grills, diffusers, and reattach or re-install all connections, components and parts. Record inspection and PM requirements in Work Management System. The Contractor is responsible for locating and securing copies of these from the OEM or the Internet. Once manuals have been located, they shall be preserved and provided to the Government.
2.3.7.4.5 Exterior Exhaust Hoods and Forced Air Systems. Inspect all exterior exhaust hoods or forced air systems to ensure they are properly cleaned and lubricated, and performing to designed standards. Determine and/or verify manufacturers’ service frequency requirements, establish PM schedule, and perform PM, per schedule. Inspect, lubricate, clean, exchange filters, grills, diffusers, and re-attach or re-install all connections, components and parts. Record inspection and PM requirements in Work Management System. The Contractor is responsible for locating and securing copies of these from the OEM or the Internet. Once manuals have been located, they shall be preserved and provided to the Government.
2.3.7.4.6 Flammable Material and Chemical Storage. Inspect all Flammable Material and Chemical Storage Cabinets to ensure they are properly cleaned and lubricated, and performing to designed standards.
2.3.7.4.7 Air Conditioning/Ventilation Systems. Inspect, Maintain, and Repair all air conditioning or ventilation systems to ensure they are properly cleaned and lubricated, and performing to designed standards. Determine and/or verify manufacturers’ service frequency requirements, establish PM schedule, and perform PM, per schedule. Inspect, lubricate, clean, exchange filters, grills, diffusers, and reattach or re-install all connections, components and parts for the various HVAC systems. Record inspection in Work Management System.
2.3.7.4.8 Humidity Control Systems. Follow the manufacturer’s standards and best maintenance practices to inspect and test each Humidity Control System.
2.3.7.4.9 Direct Digital control (DDC) Systems. The Contractor shall monitor, control, inspect, maintain and repair the DDC system including hardware and software to regulate the operation of a heating and/or air conditioning system. The contractor shall respond to alarms generated by the system from local or remote location.
2.3.7.5 ELECTRICAL PROGRAM
2.3.7.5.1 Electrical. Inspect, maintain and repair permanently installed electrical equipment to include stationary generators. Stationary generators shall have preventative and corrective maintenance in-place throughout the existence of the contract. Determine and/or verify manufacturers’ service frequency requirements, establish PM schedule, and perform PM, per schedule.
2.3.7.5.1.1 Inspect, maintain, and repair outlet and junction boxes, and record inspection in Work Management System.
2.3.7.5.1.2 Inspect maintain, and repair electrical conductors, conduits, fittings and tubing, and record inspection in Work Management System.
2.3.7.5.2 Circuit Breakers and Panel Boards. Inspect, maintain, and repair panel boards for tripped breakers; check for loose connections, and for mechanical or physical damage/deterioration. Record inspection in Work Management System.
2.3.7.5.3 Exit/Emergency & Interior Lighting. Inspect, maintain, and repair exit/emergency lighting system components for proper operation. Record inspection in Work Management System.
2.3.7.5.3.1 Check and replace emergency lighting batteries to ensure they are properly charged. Record inspection in Work Management System.
2.3.7.5.3.2 Inspect, maintain, and repair interior lighting system components for proper operation. Record inspection in Work Management System.
2.3.7.5.4 Interior Lighting, Incandescent. Re-lamp or clean as required. Dispose of expended light bulbs upon removal in accordance with the Hazardous Materials Plan and all applicable regulations.
2.3.7.5.5 Interior Lighting, Fluorescents. Re-lamp or clean as required. Dispose of expended fluorescent tubes upon removal in accordance with the Hazardous Materials Plan and all applicable regulations.
2.3.7.5.6 Lighting Photocells, Switches. Inspect, maintain and repair for light photocells, switches. Inspect contacts for wear. Verify tightness of the control and power connections, and that mechanical mechanisms move freely, do not bind and are not worn. Also verify the correctness of the time dial and the time setting to ensure lights are turned on and off at the scheduled time. Adjust tightness of connections and time dial as required. Record inspection in Work Management System.
2.3.7.5.7 GFCI. Inspect for mechanical or physical damage and for control, power and ground connections tightness, adjusting tightness of connections as required. Calibrate GFCI to trip at specified load. Record inspection in Work Management System.
2.3.7.5.8 Polarized Outlets. Inspect for mechanical or physical damage and for polarized outlets and tightness of connections. Record inspection in Work Management System.
2.3.7.5.9 Lightening Protection System. Inspect the entire lightning protection system and record inspection in Work Management System.
2.3.7.5.9.1 Roof Conductors. Inspect roof conductors and roof conductor connections, adjusting connections, conductor supports or clamps, as required and record inspection in Work Management System.
2.3.7.5.9.2 Grounds Rods. Inspect ground rods and the area immediately around the building to determine whether any damage to any of the ground rods has occurred. Record inspection in Work Management System.
2.3.7.5.9.3 Transformers (Oil Filled). Inspect for physical or mechanical damage, cracked insulators, leaks, tightness of connections and general electrical and mechanical conditions. Verify proper operation of auxiliary devices such as cooling fans and cooling fans controller. Check tightness of accessible bolted electrical connections. Verify proper oil level and equipment grounding. Record inspection in Work Management System.
2.3.7.5.9.4 Transformers (Dry Type). Inspect for mechanical or physical damage and for tightness of bolted connections on stationary transformers. Verify that all ventilating openings are clear and grounding is in place. Record inspection in Work Management System.
2.3.7.5.10 Instrument and Control Switches. Inspect for mechanical or physical damage and for tightness of all connections. Operate each switch through all positions. Record inspection in Work Management System.
2.3.7.5.11 Power/Elect
ric Meters. Inspect for mechanical damage and for tightness of all connections, adjusting as required. For indicating instruments, observe movement of the pointer, watch for binding and check the zero adjustment. Record inspection in Work Management System.
2.3.7.5.12 Electrical Sustainment. Electrical Systems Sustainment that is required over and above the routine requirements described in this section above and is estimated to cost more than the Work Request Threshold will be processed as a Work Order or Project Work Request following the instructions in this PWS.
2.3.7.6 PEST REMOVAL SERVICES
2.3.7.6.1 The contractor shall provide pest removal services in accordance with U.S. military’s installations’ policies. All pest removal services under this Contract will be performed under Project Work Requests as required.
2.3.7.6.2 The Contractor shall submit Material Safety Data Sheet (MSDS) for chemicals which will be used for pest control to the COR for approval.
2.3.7.6.3 The Contractor shall perform the pest management in accordance with Technical Exhibit, Preventive maintenance task list and submit the result of pest management assistance visit report to the COR.
2.3.7.6.4 The Contractor shall notify the facility manager of the schedule of pest control service with Technical Exhibit 11, Advance Notice of Pest Control Service, at least seven (7) Calendar days prior to perform pest control service and post the Advance Notice of Pest Control Service onto the bulletin board or location designated by the facility manager.
2.3.7.6.5 In case of bed bug infestation, the contractor shall notify the occupant to contact Housing Division to remove infested cloth items from the room and then shall eliminate bed bugs with HEPA-filtered vacuum cleaner and chemical method.
2.3.7.7 KITCHEN EQUIPMENT FOR DFAC (CLIN X002AB)
2.3.7.7.1 The Contractor shall inspect, maintenance, and repair for the kitchen equipment listed in TE 10, Kitchen Equipment List.
2.3.7.7.2 The Contractor shall put the label on the surface of each equipment under contract through coordination with DFAC manager to identify show the kitchen equipment under contract.
2.4 Electronic Door locks and Card keys for Barracks (CLIN X003 – Firm Fixed Portion). The Contractor shall respond on service calls related with electronic door locks and keys IAW emergency service call procedure and the contractor shall repair for inoperable or missing all barracks electronic door locks and card keys in accordance with DPW’s Barrack Key Control Procedure. The requirement includes making new or replacement for new or existing building locks and card keys, as required (replacement locks shall be same brand and function as existing to include compatibility with existing master key systems rather than name brand). The contractor shall coordinate with Government Key Control Officer whenever copies of keys are made.
2.4.1 If the required material cost is over $500, the Contractor shall provide all pertinent data to the COR for determination of type of minor or unscheduled maintenances. If the COR concurs with the Contractor’s rationale for any unscheduled maintenances identified, the proposed repair shall be executed under unscheduled maintenance (CLIN X008) requirement specified in paragraph. 2.8.
2.4.2 Upon building addition/deletion, unit cost will be adjusted appropriately with issuing modification to the contract based on number of door locks.
2.5 Cleaning Dryer Duct (CLIN X004 – for UPHs (Firm Fixed Portion) and X005 – for SLQs (Requirement Portion)).
2.5.1 The Contractor shall clean dryer duct for Unaccompanied Personnel Housings (UPHs) once a year and for Senior Leader Quarters (SLQs) as requested.
2.5.2 The Contractor shall submit a monthly cleaning schedule to the COR for approval by the 21st of each month, detailing scheduled cleaning for the following month after coordination with the POC of UPHs and SLQs. The schedule shall provide dates, building numbers, room number, and a time frame of cleaning. The Contractor shall put up a notice for cleaning in a conspicuous place at least seven (7) calendar days prior to cleaning. No changes to the schedule shall be made without prior to approval of COR.
2.5.3 The contractor shall disconnect and connect the dryer before and after cleaning.
2.5.4 The contractor shall place the dryer at original location after cleaning.
2.5.5 The contractor shall remove any metal tape or clamps keeping the dryer vent pipe fixed to its exhaust and restore it after cleaning.
2.5.6 The contractor shall submit the cleaning schedule to the COR after coordination with the POC of UPHs and SLQs and post the cleaning schedule on the door of dryers at least seven (7) calendar days prior to cleaning.
2.5.7 The contractor shall submit pictures which show cleaning status before and after cleaning prior to payment request.
2.6 Inspection for vacant rooms of Unaccompanied Personnel Housing (UPHs) (CLIN X006AA- Requirement Portion) and Senior Leader Quarters (SLQs) (CLIN X006AB- Requirement Portion). The Contractor shall inspect inside of vacant rooms to check the below.
• Visual damage check of entire property.
• Check security on all windows and doors.
• Check water valves and plumbing for leaks and drips.
• Check heating and cooling for appropriate seasonal settings.
• Interior ceiling, wall and floor inspection for water damage
• Check refrigerators and freezers for proper temperature.
• Check electrical system, reset breakers and timers.
• Check humidity and mold.
The Contractor shall fix the damages and defects in the case of minor repair and submit the report to the COR. In case of unscheduled maintenance, the contractor shall follow para 2.8. UNSCHEDULED MAINTENANCE WORKS (CLIN X008)
2.7 Room Cleaning Senior Leader Quarter (SLQs) (CLIN X007 – Requirement Portion). The Contractor shall perform the below cleaning tasks.
2.7.1 Sweep Floors. The entire area of non-carpeted floors to be swept shall be thoroughly cleaned to remove grit, soil, dust, spills, debris, litter and other foreign matter by effective routine cleaning. Cleaning shall be accomplished by the most appropriate method of sweep (if necessary, a vacuum will be a replacement) for the specific floor type. After cleaning, floor surfaces to include grout shall have a uniform, clean appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stain and film. Baseboards, corners, and wall/floor edges shall also be clean. Chairs, trash receptacles, and other easily moveable items shall be moved to maintain floors underneath these items and returned to their original and proper position after cleaning.
2.7.2 Wet Mop Floors. All accessible areas shall be thoroughly wet mopped to remove grit, soil, dust, scuff and heel marks, stains, spills, debris, litter and other foreign matter by effective routine cleaning. Cleaning shall be accomplished by the most appropriate method (dust mop, wet mop, spot clean) and with cleaning solutions if applicable, for the specific floor type. After cleaning, floor surfaces to include grout shall have a uniform, clean appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stain, film, or standing water. There shall be no splash marks or mop streaks on furniture, walls, baseboards, or mop strands remaining in the area. Baseboards, corners, and wall/floor edges shall also be clean. Chairs, trash receptacles, and other easily moveable items shall be moved to maintain floors underneath these items and returned to their original and proper position after cleaning.
2.7.3 Restrooms/Toilet Areas/Locker Rooms. Clean and Disinfect. All surfaces of sinks, toilets, urinals, lavatories, showers, shower mats, dispensers, plumbing fixtures, drinking fountains, saunas, partitions, dispensers, doors, walls, partitions, stalls, stall doors, entry doors (including handle, kick plates, ventilation grates, metal guards), walls, and other such surfaces shall be cleaned and d
isinfected using a germicidal agent and free from water and scale deposits, soil, streaks, and other removable matter. Restrooms shall be left with a clean or odorless scent. Showers, toilets, and urinals shall be free of spots, water spots, scale buildup, soap scum, odors, and any other deposits. Mirrors shall be clean and have no streaks or other removable matter. Partitions shall be smudge, stain free. Vents shall be clean. Walls and grout shall be free of all firm, spots, and detergent buildup.
2.7.4 Dusting. After dusting, all of surfaces shall free of dust, lint, cobwebs, and litter. Surfaces could include items such as tables, shelves, bookcases, storage lockers, window sills, hand rails, pictures, clocks, window blinds, ceiling fans, etc.
2.7.5 Interior Glass. The Contractor shall clean exposed interior glass surfaces including windows and mirrors up to ten (10) feet. Lucite, plastic or any other transparent material shall receive the same service as glass. The Contractor shall clean adjacent trim where spillage or smears occur during the glass cleaning operation. The Contractor shall clean trophy and display cases, directory boards, and other interior glass.
2.7.6 Clean cabinets and refrigerators. Clean and disinfect all metal, plastic or porcelain surfaces such as cabinets, desks, files, refrigerators and microwave ovens. The interior of refrigerators and microwave ovens will be cleaned as necessary to maintain a sanitary condition. Polish all stainless steel or brass bright work.
2.8 UNSCHEDULED MAINTENANCE WORKS (CLIN X008 – Requirement Portion )
2.8.1 Services that are not identified on the firm fixed priced CLINs and Project Works; generally, repair works including replacement of major parts/material that incurred in excess of $500.00 per one repair is interpreted as unscheduled maintenance Works. Fixed Labor Rate shall be used under the identified CLINs (X008AB thru X008AK) and all material /parts costs will be paid under the CLIN of X008AA.
2.8.2 Upon notification by the KO through request for price quotation, the Contractor shall provide price quotation to include number of skilled labor hours, and the parts and material for unscheduled maintenance service under CLIN X008.
2.8.3 The Contractor shall submit detailed supporting documentation identifying manufacturer and the model of all parts or materials proposed in their price quotation. The Contractor shall provide or otherwise make available a copy of published price in the Information on Commodity Price (ICP) book and/or commercial market price lists and other verification documents.
2.8.3.1 Prior to quotation submission, the contractor shall request DPW in-house’s site visit and verification on malfunctioned parts or equipment through the COR and the written site verification document with DPW’s in-house’s signature shall be submitted with quotation.
2.8.3.2 Types and quantities of parts or materials shall be confirmed by the estimator in Estimation Br., BO&I Div., DPW.
2.8.3.3 All parts and materials used shall meet manufacturers and or industry standards. Contractor shall be responsible for keeping records of all material warranties and for providing the Government credit for the material that requires replacement while covered under the terms of the warranty. The following ordering procedures will be used to place tasks orders for Unscheduled maintenances based on the total dollar value of the labor, parts and materials:
***In instances where the contractor cannot obtain the needed repair parts in a timely manner (offshore materials) for urgent and emergency requirements, the Government (DPW supply section) will provide supplies and materials to the contractor with the understanding and agreement that the contractor will be responsible for ordering and returning those new supplies/materials/parts back to the Government’s supply section. The contractor, DPW supply section and the COR will be responsible for tracking the items the owed to the Government by the contractor and closing out the obligation once it is cleared.
2.8.3.4 All repair work shall be in accordance with commercial practices using parts specified by the manufacturer or items of equal or better quality.
2.8.3.5 The Contractor shall prepare and submit a written report within two (2) working days after the repairs and replacement are completed. The report shall include the date of the Task Order, the location of the facility and others, the repairs performed, and a list of parts provided for repair to be tracked. Any reports or records generated from the Contractor’s management of the requirement, shall be presented to the COR for tracking and collecting historical data.
2.8.3.6 All repair work shall have a twelve (12) months warranty after the Final Inspection.
2.8.3.7 In the event that the Contractor anticipates failure to respond on time, the Contractor shall immediately notify the COR/ACOR, giving all pertinent details. This notice and pertinent details shall be considered.
Response Date:
032219
Sol Number:
W91QVN-19-R-0080
