The Department of the Air Force, Air Force Materiel Command, Air Force Life Cycle Management Center, 88th Air Base Wing has a continuing requirement for civil engineer facility and equipment support.

N/A

The contractor shall provide all personnel, tools, supervision, and other items and services to perform civil engineering support of government equipment and facilities as defined in this Performance Work Statement (PWS), for multiple customers located at Wright-Patterson Air Force Base (WPAFB), Ohio to include 88 Air Base Wing, 711 Human Performance Wing (HPW), Air Force Petroleum lab (AFPET), Air Force Research Labs (AFRL) and the National Air and Space Intelligence Center (NASIC). Additional organizations on this contract must be first approved by the Base Civil Engineer (BCE) and the Contracting Officer (CO). The contractor shall perform to the standards in this contract. Service categories include procurement of materials and services, recurring preventive maintenance, repair/replacement activities, operation, and approved upgrades to real property mechanical/electrical equipment and specialized laboratory equipment in World-Class facilities. Subcontractor service for specialized work beyond the capability of contractor personnel may be required.

PERFORMANCE REQUIREMENTS

• Materials Procurement
  • Procurement Process. The contractor shall procure all materials, rental equipment, and other services required to perform all preventive maintenance (PM), repair, replacement, or upgrade efforts defined in the scope of work. Materials purchases shall be made in a manner that supports the timely accomplishment of work requests.
  • Material/Service Authorization. When procuring materials or services, the contractor shall utilize the government web base application LabProcure as the primary authorization process. The contractor shall be responsible for entering and maintaining/updating all data fields defined for their input and ensure 100% accuracy of all their assigned data. LabProcure shall be the primary application for all procurement. The government will utilize LabProcure to monitor contractor’s procurement status. Upon approval to purchase material, the contractor will commence internal procurement actions to ensure a timely and reasonable delivery period to meet the requested requirement delivery date. Any lead time and/or product availability constraints shall be reported to the COR & Lab SME within 3 business days of procurement actions and annotated in LabProcure for the government’s awareness and consideration. The contractor will be responsible for ensuring LabProcure updates are accomplished no later than 12PM of the following business day. Refer to paragraph 8.1 for all hazardous material purchases.
  • Data. The government will be responsible for all application development and data storage/backup. The contractor shall have read/write privileges for entering their pertinent data. LabProcure is hosted on the government NIPRNet, therefore access to NIPRNet will be authorized to key contractor personnel.
  •  Reports. The government has developed reports within the application. The reports are generated based on day/time, therefore it is imperative the contractor inputs/edits accurate data in real-time to ensure accurate reports. The government will work with the contractor on minor modifications to the reports, or to generate additional reports deemed beneficial to the government.
  • Training.  The government will provide classroom and written training to the contractor for the use of
  •  LabProcure. Only key contractor personnel designated to use LabProcure shall be trained. Any additional training shall be the responsibility of the contractor.
  • Contractor Procurement. The contractor shall procure all materials and services required to support approved work orders. The contractor shall be responsible for the purchase and reporting of required materials and services supporting the established equipment list.
• Equipment Operation.
  • The contractor shall provide appropriately skilled labor to perform equipment operations. The contractor shall be intimately familiar with all equipment covered under this contract so that proper day-to-day operations of equipment can be exercised (note: this section is in reference to facility equipment, and not government-furnished equipment which may be provided to perform the duties of this contract). Individual pieces of equipment in a complex HVAC system do not operate independently of one another (proper chilled water plant operation is essential to allow for proper air handling unit operation), and the contractor shall provide sufficient technical expertise (as described in Appendix I) in complex mechanical and electrical systems covered under this contract to understand how individual equipment pieces interface with an overall system. Operations is defined as appropriately manipulating equipment to provide the mission-required environments or services in a safe, cost-effective manner, which maximizes the lifecycle of the equipment. Examples of operations include (but are not limited to) opening or closing valves, starting or shutting down equipment (ranging in complexity from a single circuit breaker in a panelboard to a multicomponent chiller plant), daily monitoring of critical equipment for proper function, adjusting pneumatic or DDC controls points or adjusting equipment parameters to improve operation. The contractor is responsible for any operational or safety-related training in order to know how to properly operate all equipment covered by this contract.
  • Operating Systems Per Design Intent All equipment under this contract shall be operated per the as-designed parameters, in accordance with as-built construction drawings and the manufacturer’s operating instructions. This information shall be provided by the government to the contractor. There are innumerable examples of system operation per design intent; below are three examples, which communicate the overall desire of proper equipment operation.
    • Equipment furnished with a Hand-Off-Auto (HOA) switches shall not be operated in ‘Hand’ over a prolonged duration. The equipment was designed to operate in ‘Auto’, and operational adjustments or repair work shall be performed as required to restore equipment to proper operation in ‘Auto’.
    • Air handling units shall be operated to produce as-designed air conditions to the building (as-designed discharge air temperature(s), at the correct airflow rate and static pressure). This means proper fluid conditions (steam, hot water, chilled water, etc.) entering and exiting the coils of the air handling unit must be maintained. If any of these parameters are out of as-designed operating ranges, operational adjustments or repair activities shall be initiated to restore proper operation.
    • Chilled water plants shall be operated to produce chilled water at the as-designed temperature, with correct flow rate and pressure to facility systems. Cooling towers shall control condenser water temperatures per as- designed sequence of operation, and shall not overflow or be starved for water. Operational adjustments or repair activities to the various components of a chiller plant shall be made to ensure proper system control in the automated control sequence.
• Operating Systems to Maximize Efficiency  All equipment under this contract shall be operated in the most energy-efficient manner, under the control of building automation systems (where applicable), and shall be operated with care to ensure the equipment lifecycle is maximized. Operational knowledge of systems from the contractor is imperative. The following examples represent two common inefficient operating conditions, which communicate the type of inefficiencies, which the contractor shall identify and handle appropriately:
  • Contractor shall operate equipment to eliminate short cycling of heating and air conditioning (condensing unit) equipment, and if operational adjustments cannot eliminate short cycling problems, then a work request shall be generated.
  • Activating more pumps in a system typically does not solve issues of insufficient pressure in remote areas of a building. This merely wastes energy and increases the flow rate, which leads to increased erosion and a chain reaction of systemic problems. Instead, design deficiencies shall be noted to the Lab SME so appropriate repair projects can be initiated.
• Operational Adjustments. Many operations tasks are inherent within preventive maintenance, repair, or replacement activities. Operations work is not to take the place of preventive maintenance or repair tasks, but rather shall be performed as needed to ensure smooth, continuous operation of critical facilities systems. Upon discovery that a piece of equipment is not working properly, the contractor shall first attempt to make operational adjustments to restore proper function. Appropriate operational adjustments are at the discretion of the contractor, in an attempt to restore system performance to as-designed operating parameters. If these adjustments do not restore proper function, a work order to repair the system shall be generated.
• Preventive Maintenance. The contractor shall provide appropriately skilled labor to perform all preventive maintenance as prescribed by the web-based government preventive maintenance (PM) application LabPM. The application will provide monthly PM work requests. The contractor shall provide labor to procure all supporting materials and services necessary to perform preventive maintenance. All scheduled PM shall be completed within the week/month it is scheduled. The contractor shall be responsible for entering and maintaining/updating all data fields defined for their input and ensuring 100% accuracy of all their assigned data. The contractor shall utilize LabPM and input their data in real-time (daily). LabPM shall be the primary application for preventive maintenance scheduling and tasking. The government may change maintenance instructions as needed. The government will utilize LabPM to monitor contractor’s performance, and when necessary, authorize any deviations to the preventive maintenance execution or schedule.
• Equipment Repair, Replacement, and Upgrades. The contractor shall provide appropriate skilled labor to perform all equipment repair, replacement, and upgrades. The contractor shall also provide labor to procure all supporting material and services necessary to perform for mentioned repair, replacement, or upgrades. The requirement for equipment repair/replacement/upgrade may be identified by the government or the contractor. When the contractor identifies the need for a repair/replacement/upgrade, the contractor shall notify the Lab SME and CE COR prior to the end of the next working day of identifying the repair need.
• Repair vs. Replacement vs Upgrade. Repair costs exceeding seventy-five (75%) percent of the replacement cost of the individual equipment item, OR repairs that the contractor determines are uneconomical shall be referred to the LAB SME and COR for determination of what action is to be taken.
• Materials / Inventory Management.  The contractor shall provide administrative tasks of ordering, receiving, verifying, tracking, inventorying, delivery to work site, and securing of materials and parts bought under this contract. The controlled stock of items shall be maintained and accounted for by the contractor. This control shall apply to items in stock and on order. Reports provided shall be Microsoft Office compatible. The contractor shall maintain an accurate and up-to-date inventory of all materials and parts on-hand or furnished by the government to ensure preventative and repair maintenance operations and performance thresholds established herein.
• Data Entry. The contractor shall provide timely data entry into government computer systems to (1) Authorize all Materials purchases (LabProcure), (2) Initiate work requests (LabWR), (3) Update databases (LabPM), and (4) retrieve reports as indicated in this PWS (LabProcure paragraph 3.1.2, LabWR paragraph 3.4.1 and LabPM paragraph 3.3). Timeliness is required to minimize mission disruption. NIPRNet access is required. See Appendix “G” for Information Assurance requirements.
•  Reporting.  The contractor shall provide the reports identified in this PWS at the frequency shown on the CDRL document in Attachment 10. These reports shall be uploaded to the government SharePoint site or LabProcure, LabWR, LabPM application.
• Personnel Requirements.
• Housekeeping.  The contractor shall be responsible for thorough housekeeping of operated and maintained equipment.  Excess oil, grease, water, and dirt shall be removed from the exterior and accessible interior portions of equipment and the immediate area of equipment that has been repaired, replaced, or maintained.  Removed equipment, equipment components, and hardware shall be properly disposed of or stored before work is considered complete.  All refuse and depleted consumables items must be removed from the area and properly disposed of before work is considered complete.  Storage of consumables items shall be arranged in a tidy manner.

Management.

• Field offices for the technicians will be provided at Labs 3, 4, 7, 8, and 9. The Contractor will be provided some on-base office space for the purpose of contract management / Field Office for minor labs at Bldg 20057. See Appendix B, “Base Support Facilities.”
• Quality of Support/Service. The Contractor shall accomplish tasks by providing qualified personnel possessing the appropriate combinations of education, training, and experience/skills in accordance with (IAW) the PWS requirements. The Contractor shall utilize labor rates and man-hours necessary to accomplish the requirements as outlined in Section 3.0. Additionally, the Contractor shall provide qualified replacement/substitute personnel, which meet or exceed the same position standards. The Contractor shall conform to the contract requirements, specifications, and standards of good workmanship (technical, professional, environmental, and safety and health standards).
• Management of Personnel. The Contractor shall establish processes and assign appropriate resources to effectively administer the requirement. The contractor workforce shall be staffed to 95% within the first 60 calendar days of contract award. The Contractor shall provide for all management and support of Contractor personnel. The Contractor shall assign tasks and maintain proper and accurate time-keeping records of personnel assigned to work on the contract / task order. The contractor shall be responsible for coordinating government approval of work considered “Construction Wage Rate” (formerly “Davis-Bacon”), ensuring the correct personnel are assigned to the work and paid accordingly. The Contractor shall maintain a stable workforce staffed in accordance with the contractor’s proposal. The contractor shall minimize the impact of any turnover and/or disruptions to the government and/or mission. The Contractor shall ensure the continuation of services during personnel absences due to sickness, leave, and voluntary or involuntary termination from employment such that there is no negative impact to the government mission. Upon notification of a pending vacancy, the Contractor shall provide written documentation to the CO and the COR at least two weeks in advance of vacancy or sooner when possible. In the case of a no-notice departure, the Contractor shall immediately notify the CO and COR in writing. This written notification shall include the date and time the position will be vacant, the anticipated replacement date, and management plan and correction action, if needed, to ensure the task mission is not impacted or degraded. Additionally, the Contractor shall fill the vacancy within 15 business days. If the vacancy cannot be filled within the required 15 business days, the Contractor must provide written notification to CO. The CO may direct removal (permanent or temporary) of personnel for security, safety, or health reasons, upon discovery of fraudulent credentials/qualifications, or when Contractor personnel behave in an unprofessional manner that would be considered unacceptable by a reasonable person.
• Schedule. The Contractor shall respond to government requests for contractual actions in a timely fashion. The Contractor shall adhere to all schedule timelines, milestones, delivery schedules, and administrative requirements that contribute to, or effect schedule variance, including scheduled on-time delivery of reports, data products, billing invoices, staffing of personnel, and action items.
•  Man Hour Accountability. The contractor shall account for all man-hours used under this contract. Incidental time shall be tracked by creating weekly work orders that personnel may charge hours against for accurate time accounting. Travel between facilities, product research, data entry, government meetings, etc. are examples of incidental time.
• Business Relations. The Contractor shall successfully integrate and coordinate all activity needed to execute the task order. The timeliness, completeness, and quality of problem identification, corrective action plans, proposal submittals, timely identification of issues in controversy, effective/responsive management of subcontractors, customer satisfaction, and professional and ethical behavior of the contractor management personnel.
• Cost Control. The Contractor shall demonstrate effectiveness in forecasting, managing, and controlling task contract / task order costs.

Quality Assurance.

•  Quality Control. The contractor shall develop, implement and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify and prevent service deficiencies and ensure non-recurrence.