00 CFS Performance Work Statement DRAFT.pdf

C.1 Background

C.2 Scope

C.3 Program Management Office (PgMO)

C.3.1 Quality Assurance/Quality Control (QA/QC)

C.3.2 Onboarding Services

C.3.3 Enterprise Resource Planning System (ERPS)

C.3.4 Environmental Stewardship and Best Practice

C.3.4.1 Energy/Water Conservation and Building Efficiency Engineering Services

C.3.5 Occupational Health and Safety

C.3.5.1 Safety Review, Analysis and Assessment

C.3.5.2 Occupational Exposure

C.3.5.3 Technical Support and Guidance

C.3.5.4 EHS Project Management

C.3.5.5 EHS Program Support

C.3.6 Specialized Services

C.3.6.1 Make Ready Maintenance for Specialized Minor Building Alterations and Installation of Equipment Systems, and Other Services

C.3.6.2 Optimizing Facility Function, Safety, and Efficiency

C.3.6.3 Asbestos

C.3.6.4 Automated External Defibrillator (AED)

C.4 Consolidated Facility Services

C.4.1 Required Offices

C.4.1.1 Operations Management Office (OMO)

C.4.2 Required Plans

C.4.2.1 Program Management Plan (PMP)

C.4.2.2 Consolidated Facility Services (CFS) Plan

C.4.2.3 Consolidated Facility Services Plan in ERPS

C.4.2.4 Quality Control Plan (QCP)

C.4.2.5 Cost Control Plan (CCP)

C.4.2.6 Occupational Safety and Health Plan

C.4.3 Reliability Centered Maintenance (RCM)

C.4.3.1 Advanced RCM for Critical Systems

C.4.4 Acceptable Quality Levels (AQLs) – Management Plan

DRAFT

C.4.5 Initial Inspection and Deficiency List

C.4.5.1 Initial Inspection

C.4.5.2 Reconciliation of Initial Deficiency List

C.4.5.3 Contractors Responsibilities

C.4.5.4 Acceptable Quality Levels– Initial Inspection and Deficiency List

C.4.6 Schedule, Mobilization and Transition Plan

C.4.6.1 Transition Plan

C.4.6.2 Startup of Operations and Services

C.4.6.3 Demobilization

C.4.6.4 Acceptable Quality Levels (AQLs) – Schedule

C.4.7 Maintenance Program and Procedures

C.4.7.1 Preventive Maintenance (PM)

C.4.7.2 Condition Monitoring

C.4.7.3 Proactive Maintenance

C.4.7.4 Repairs

C.4.7.5 Work Orders on Hold

C.4.7.6 Upgrade of Repair Category

C.4.7.7 Acceptable Quality Levels (AQLs) – Calls and Repairs

C.4.8 Call Center Management

C.4.8.1 Service Calls

C.4.8.2 Emergency Calls

C.4.8.3 Urgent Calls

C.4.8.4 Routine Calls

C.4.9 Enterprise Resource Planning System (ERPS)

C.4.9.1 ERPS System Access

C.4.9.2 Equipment Inventory

C.4.9.3 Acceptable Quality Levels– ERPS

C.4.10 Safety

C.4.10.1 Mishaps

C.4.10.2 Inventory of Hazardous Material

C.4.10.3 Safety Guidance

C.4.10.4 Acceptable Quality Levels – Safety

C.4.11 Security and Access Procedures

C.4.11.1 Clearance Requirements

C.4.12 Access Areas

C.4.12.1 Controlled Access Areas

C.4.12.2 Non-Controlled Access Areas

C.4.12.3 Changes in Access Procedures

C.4.12.4 Secure Procurement

C.4.12.5 Minimum Lead Time for Vetting

C.4.13 Contractor Workspace

C.4.13.1 Office, Shop, and Storage Area

C.4.13.2 Utility Areas

C.5 Facility Operations Services

C.5.1 Electrical Systems

C.5.1.1 Electrical Generation and Distribution Systems

C.5.1.2 Interior Electric Service

C.5.1.3 Exterior Service

C.5.1.4 Ground Testing

C.5.1.5 Lightning Protection Section

C.5.1.6 Emergency Backup (Reserved)

C.5.1.7 Testing

C.5.1.8 Service, Maintenance, and Repair

C.5.1.9 Minimum Staff Qualification

C.5.1.10 Acceptable Quality Levels (AQLs) - Electrical

C.5.1.11 Support Service

C.5.2 Mechanical System, Heating, Ventilation and Air Conditioning (HVAC)

C.5.2.1 Operational Baseline and Checklists

C.5.2.2 Piping Insulation

C.5.2.3 Boiler/Pressure Vessel Operation and Inspection Standards

C.5.2.4 Filtration Systems

C.5.2.5 Minimum Staff Qualification – Mechanical/HVAC

C.5.2.6 Condition Monitoring Technician(s)

C.5.2.7 Acceptable Quality Levels (AQLs) – Mechanical Boiler/HVAC

C.5.3 Plumbing

C.5.3.1 Acceptable Drinking Water Levels

C.5.3.2 Loss of Water Pressure

C.5.3.3 Federal Codes, Regulations, and Standards

C.5.3.4 Acceptable Quality Level – Plumbing

C.5.4 Building Automation Systems (BAS)/ Power Monitoring Systems (PMS)

C.5.4.1 Backup Retention

C.5.4.2 Password Retention

C.5.4.3 BAS/PMS Maintenance Tasks

C.5.4.4 BAS Software/Hardware Support

C.5.4.5 BAS Documentation

C.5.4.6 Guidelines - BAS

C.5.4.7 Minimum Staff Qualification – BAS

C.5.4.8 Acceptable Quality Levels (AQLs) – BAS

C.5.5 Thermography Analysis

C.5.5.1 Electrical Distribution Panels

C.5.5.2 Electrical Switchgear

C.5.5.3 Transformers

C.5.5.4 Electric Motors

C.5.5.5 Discover Inspections

C.5.6 Vibration Analysis

C.5.6.1 Condition Monitoring

C.5.6.2 Vibration Analysis Certified Technician

C.5.6.3 Vibration Analysis Testing

C.5.7 Conveyance Systems

C.5.7.1 Consolidated Facility Services Plan for Conveyance Systems

C.5.7.2 Acceptable Quality Levels (AQLs) – Elevator Systems

C.5.8 Sanitary Sewer Systems

C.5.8.1 Operations

C.5.8.2 Backflow Prevention

C.5.8.3 Federal Codes, Regulations, and Standards

C.5.8.4 Acceptable Quality Level (AQLs) - Sanitary Sewer Systems

C.5.9 Custodial and Janitorial Services

C.5.10 Kitchen Systems and Equipment

C.5.10.1 Kitchen Hood Fire Suppression Equipment and Systems

C.5.10.2 Acceptable Quality Levels (AQLs) – Kitchen Systems and Equipment

C.5.11 Fuel Receiving, Storage, and Distribution

C.5.11.1 Fuel Testing

C.5.11.2 Fuel Delivery

C.5.11.3 Fuel Receiving Storage and Distribution Services

C.5.11.4 Storage Tanks and Distribution

C.5.11.5 Fuel Spill Mitigation and Remediation

C.5.11.6 Weekly Fuel Inventory Report

C.5.11.7 Fuel Tank Inventory

C.5.11.8 Metering and Calibration and Reporting

C.5.11.9 Acceptable Quality Levels (AQLs) – Fuel Receiving, Storage, and Distribution Services 45

C.5.12 Thermal and Moisture Protection

C.5.12.1 Acceptable Quality Levels (AQLs) - Thermal and Moisture Protection

C.5.13 Grounds Maintenance basic

C.5.14 Integrated Pest Management (IPM)

C.5.15 Event Support, Setup, and Breakdown

C.5.16 Snow, Ice Removal and Control

C.5.17 Streets and Walks (Curbs, Gutters, and Paving)

C.5.17.1 Acceptable Quality Levels (AQLs) - Streets and Walks

C.5.18 Facility Structures and Parking Lots

C.5.19 Building Trades

C.5.19.1 Interior Spaces

C.5.19.2 Exteriors and Foundations

C.5.19.3 Painting

C.5.19.4 Painting Schedule/Frequency

C.5.19.5 Acceptable Quality Level (AQLs) – Building Trades

C.5.20 Utility Operations

C.5.20.1 Technical Assessment Capabilities

C.5.20.2 Site Profiles and As-Built Drawings

C.5.21 Provision of Personnel

C.5.21.1 List of Key Personnel

C.5.21.2 Staffing Plan

C.5.21.3 Qualifications of Key Personnel

C.5.21.4 Staff Assigned to CAA Space

C.5.21.5 Minimum Staffing

C.5.21.6 Government Right to Deny Access

C.5.21.7 Fitness for Duty

C.5.21.8 Consecutive Hour Limitation

C.5.21.9 Employee Turnover

C.5.21.10 Recovery of USG Property

C.5.21.11 Updated Employee List

C.5.21.12 Uniforms/Dress Code

C.5.21.13 Personal Protective Equipment (PPE)

C.5.21.14 Personnel Records

C.5.21.15 Training

C.5.21.16 DOS Rules of Conduct

C.5.21.17 Staff Augmentation

C.6 Environmental Health and Safety (EHS)

C.6.1 EHS Management System

C.6.2 Scheduling and Recordkeeping

C.6.3 Refrigerants

C.6.4 Air Quality Operating Permits

C.6.5 Underground and Aboveground Storage Tanks

C.6.6 Solid Waste Management

C.6.7 Polychlorinated Biphenyls (PCBs)

C.6.8 Facility Hazards

C.6.9 Workplace Safety and Health Program

C.6.10 Hazardous Materials

C.6.11 Energy and Water Conservation

C.6.12 Environmental Rebates

C.6.13 Green Purchasing Plan

C.6.14 Fire Protection, Suppression, and Life Safety Systems

C.6.14.1 Acceptable Quality Level (AQL) – Fire Protection Systems

C.7 Repair, Alteration and/or Replacement of Building Systems and Components

C.7.1 Program Evaluation

C.8 Preventive maintenance, follow on maintenance, cyclic maintenance, and system repairs

C.9 Assessment, Commissioning, and other Technical Support

C.10 Contractor-Furnished Equipment, Spare Parts, and Materials

C.10.1 Spare Parts and Expendables Inventory

C.10.2 Communication Devices

C.10.3 Turnover of Contractor Furnished Items

C.11 Miscellaneous Work

C.12 Modification to Services Under a Task Order

C.12.1 Addition of Services to Task Order

C.12.1.1 Inspection Report

C.12.1.2 Proposal

C.12.2 Modification of Service from Task Order

C.12.2.1 Demobilization Cost Proposal

C.12.2.2 Demobilization Activities

C.13 Government-Furnished Equipment (GFE)

C.13.1 Specialty Tools and Diagnostic Equipment

C.13.2 Vehicles

C.13.2.1 Vehicle Maintenance

C.13.2.2 Vehicle Turn Over

C.13.2.3 Fuel

C.13.3 Government Furnished Services

C.13.3.1 Information Technology

C.14 Contractor Supervision and Quality Control

C.14.1 Contractor Supervision

C.14.2 Quality Control (QC) Plan

C.14.3 Quality Control (QC) Report

C.15 Government Quality Assurance Surveillance Program

C.15.1 Performance Requirements

C.15.2 Acceptable Quality Level (AQL) Reports

C.15.3 Inspections

C.15.4 Incidents/Occurrences

C.15.5 Escalation and Remediation Process

C.15.6 Performance/Deductions

C.16 Meetings, Reports, and Deliverables

C.16.1 Routine Meetings

C.16.2 Monthly Operations Report

C.16.3 Tenant Satisfaction Survey Report

C.16.4 Annual Program Management Meeting

C.16.4.1 Meeting Agenda and Minutes

C.16.5 Deliverables

C.17 Optional Services

C.17.1 Cleared Escorts

C.17.2 Physical Security Maintenance

C.17.3 Recreational Facilities, Gyms, Pool Maintenance, Cable, and Satellite TV Repair

C.17.4 Labor, Lock and Key Lock-Out Services Labor, Lock and Key Repair Service

C.17.5 Commercial Kitchen Equipment Repair

C.17.6 Firing Range

Performance Work Statement

C.1 BACKGROUND

The Bureau of Administra�on, Domes�c Opera�ons and Emergency Services (DOES), Managing Director for Real Property (RP), Office of Facility Management Services (A/DOES/RP/FMS) uses contractors to provide Consolidated Facility Services (CFS), Quality Control Quality Assurance (QA/QC) and specialized services - for its domes�c por�olio. These services may be required at any of the 16 owned/delegated to Department of State and 157+ sites domes�cally owned, operated, or leased facili�es throughout the United States. The level of effort required by each facility has historically varied depending upon the facility status and any inter-department agreements, and/or lease agreements. This level of effort will be detailed in the scope of work herein and subsequent Task Orders (TO) associated with the facility.

C.2 SCOPE

This Performance Work Statement (PWS) describes the required work listed below, - and the loca�ons where they are to be performed. Proper�es include but are not limited to the facili�es iden�fied in Sec�on J, Atachment 04 - List of Proper�es. This is a mul�ple award Indefinite Delivery Indefinite Quan�ty (IDIQ) contract. Task orders will be grouped by service type and loca�on.

Services include but are not limited to:

1) Program Management Office opera�ons (PgMO), to include QA/QC, Environmental health and safety support, Enterprise Asset Management System (ERPS) support and specialized technical support in select areas.

2) Consolidated Facility Services (CFS) for the Department of State domes�c por�olio, to include (A) facility opera�ons services, preventa�ve maintenance, and system/equipment repair services; (B) facility repair services; (C) minor facility altera�on and renova�on services; and (D) specialized technical support. The Contractor shall provide services and repairs as required to keep the en�re built environment, including suppor�ng infrastructure, in a condi�on to fully support DOS’s ongoing mission requirements. Preven�ve maintenance and system repairs include providing immediate services required to keep the facility opera�onal for con�nued use and scheduled and unscheduled repairs iden�fied by DOS.

The Government may add new services and/or new facili�es for work rela�ng to the opera�ons, maintenance, and repair or upgrade of the DOS domes�c facili�es por�olio.

Upon award of individual task orders, the Contractor shall provide the level of service required to maintain and operate facility equipment and contractual requirements to ensure that the domes�c por�olio aligns with DOS’s opera�onal and strategic objec�ves. Specific services and applicable proper�es will be iden�fied in individual task orders. Task orders are expected to be issued as Firm-Fixed Price, Labor Hour or Time and Materials Performance-Based orders where the Contractor shall be responsible for proficient, dependable, and cost-effec�ve services based on Reliability Centered Maintenance (RCM) methodology, best industry prac�ces, manufacturer’s recommenda�ons, applicable codes and standards, and exis�ng site condi�ons.

The Contractor shall u�lize best prac�ces and industry standards. If a ques�on arises between the two, the most stringent will apply. It is also the expecta�on of the Government that the Contractor will use innova�on, technological advances, and other means and methods to con�nually provide the most efficient and effec�ve service while reducing environmental impacts, as able.

The Contractor shall follow all relevant applicable industry and consensus codes, Government regula�ons and guidance, DOS policy, EPA regula�ons and guidance, and writen manufacturer’s recommenda�ons in execu�ng the services under task orders issued under this IDIQ contract. Furthermore, the Contractor shall follow RCM methods and best prac�ces (see Sec�on J, Atachment 05 - Reliability Centered Maintenance Manual) to maximize the life span, reliability, and opera�onal efficiency of all applicable facili�es, systems, and equipment while striving to minimize life-cycle costs. Please be advised that some of these services will require U.S.

ci�zens to possess final Top-Secret clearances for Contractor personnel requiring access to restricted or core classified access areas (CAA). On a site-specific basis some of these services may require a Top-Secret SCI clearance for a limited number of personnel, where Top-Secret SCI clearance is required, this informa�on will be specified at the Task Order level.

Refer to Sec�on J as required. A list of atachments and relevant informa�on can be found in Sec�on J, Atachment 0 – Table of Contents. For a breakdown of acronyms or abbrevia�ons please see Sec�on J, Atachment 02 – Acronyms and Abbrevia�ons. Sec�on J, Atachment 06 - List of Codes and Regula�ons, provides a list of codes, standards, and USG guidelines and requirements. Except for the site CFS, RCM manuals, and USG publica�ons, the Contractor is responsible for obtaining all referenced documents at their expense.

C.3 PROGRAM MANAGEMENT OFFICE (PGMO)

The PgMO Contractor shall establish a Program Management Office (PgMO) to provide management repor�ng, establish and implement guidelines, and provide a governance framework for the Contractor and associated Contractors performing ac�vi�es required for the con�nued opera�on of iden�fied facili�es. The central presence of the PgMO shall reside within the Na�onal Capital Region primarily at the Harry S Truman Building (HST). The Contractor may be required to provide services at any site within the USG domes�c por�olio to include sites outside of the na�onal capital region. Where it is in the best interests of the USGOV telework may be approved at the discre�on of the COR. Exis�ng contractor program management support at remote sites may be rolled into this effort.

The Program Management Office (PgMO) may be a standalone Task order excluded from performing services offered by other Task Orders providing Consolidated Facility Services (CFS). The PgMO vendor may not have financial �es to vendors performing CFS services under this contract. Excluded services may be consolidated under this task order but should not overlap. Upon award of a task order under this IDIQ contract, the contractor shall provide the exper�se for all requirements specified in Sec�on C.3. Services required under Sec�on C3 shall be site specific at the task order level. The government shall request appropriate op�onal pricing on specific requirements to transi�on to the overall PgMO task order. These op�onal services shall depend on availability of funding and US government needs. This office shall assist with quality assurance, compliance, communica�on with DOS stakeholders, shall work with building managers to update or develop any required preventa�ve maintenance (PM) manuals based on industry best prac�ce (PM), iden�fying required guidelines, and ensuring adherence to all policies and procedures. The PgMO shall assist the COR with the iden�fica�on, tracking, and monitoring of government furnished equipment and assets within the en�re FMS por�olio. The PgMO shall provide direct support to the Contrac�ng Officer Representa�ve, Facility/Building Managers and other FMS stakeholders as appropriate, by ensuring that all work ac�vi�es are performed in a �mely and cost-effec�ve manner while maintaining the highest quality of performance. The PgMO shall support FMS to determine CFS priori�za�on based on strategic alignment, resource constraint, and mission urgency.

The PgMO shall directly support the COR to advise the program office of overall condi�on of owned or leased facili�es and their assets. The PgMO will support the COR with cost benefit analysis to determine poten�al cost savings by realloca�on/realignment of resources to facili�es based on government needs and mission objec�ves. In performance of this task order, occasional travel to locations outside the greater Washington, DC metropolitan area may be required.

The PgMO shall support FMS in specialized technical areas, support the COR with the enforcement of quality management and adherence to all industry standards, best prac�ces and laws. Specialized technical areas may include, but are not limited to:

C.3.1 Quality Assurance/Quality Control (QA/QC) This office shall support FMS by reviewing the Quality Assurance Surveillance Plan (QASP) and iden�fying the Key Performance Indicators (KPI) in each facility and genera�ng the Acceptable Quality Limits (AQL) charts to measure performance. The AQL’s will be scored on the performance matrix to derive a Contractor Performance Assessment Repor�ng (CPAR) score each month. The average over twelve (12) months will determine the annual CPAR ra�ng for the CFS Contractor. The AQL review each month will be passed to the Building/Facility Manager whereby, they can review with the CFS Contractor. This score will be uploaded into the Enterprise Resource Planning System (ERPS) repor�ng system as part of a permanent record. The QASP program must be reviewed with the CFS Contractor each month. Doing so will allow the Contractor to iden�fy strong and weak areas of performance and adjust their resource alloca�on accordingly. The PgMO shall be responsible for suppor�ng FMS with the rou�ne evalua�on of CFS contractors’ environmental, health, and safety performance.

In addi�on, PgMO will perform Efficiency Analysis based on the CFS contractor’s manpower by trade, PM’s and unscheduled work orders due each month, available man-hours, and hours logged against each work order.

This report will iden�fy the ability of the technicians, staffing levels, and provide data for trend analysis of the

CFS opera�on. This data and analysis must be included in the monthly report. (Please reference Sec�on J, Atachment 14 – Deliverables Matrix)

The PgMO shall provide direct support to the Contrac�ng Officer Representa�ve (COR), Facility/Building Managers and other FMS stakeholders as appropriate. The PgMO will assist with ensuring that all work ac�vi�es are performed, maintaining the highest quality of performance with quality assurance, compliance, and communica�on with DOS stakeholders. PgMO will assist the Facili�es/Building Manager with developing required program plans, iden�fying required guidelines, and ensuring adherence to all policies and procedures.

PgMO shall be responsible for developing a data management plan for review and approval by the COR. The data management must ensure strong metric-based repor�ng on all CFS work within the DOS domes�c por�olio. The PgMO shall support FMS to determine CFS priori�za�on based on strategic alignment, resource constraint, and mission urgency.

C.3.2 Onboarding Services The PgMO shall support the COR with the onboarding and access requirements for CFS contractors. This shall include but is not limited to scheduling of Visitor Access Request (VAR) appointments, site specific facility access requirements, and system access requests as needed.

C.3.3 Enterprise Resource Planning System (ERPS) Contractor will u�lize the ERPS system to monitor and report performance of CFS providers working throughout the DOS domes�c por�olio. Where deficiencies in the ERPS system make repor�ng difficult; to include input of required data, the Contractor will work with their COR and other FMS stakeholders to address these deficiencies and provide clear guidance on what is needed to meet repor�ng requirements. Contractor ERPS personnel will support FMS with ensuring ERPS data is accurate, and that any data not currently listed in the ERPS is fully accounted for and recorded in the ERPS system.

Accurate data is to include but not limited to Assets, Labeling, Preven�ve Maintenance, Job Plans, Work Orders, Actuals, Service Requests, Routes, Specifica�ons, Condi�on, Mission Impact, and any addi�onal data deemed necessary for DOS mission or directed by COR. Contractor shall provide data improvement plans and pathways to data accuracy.

Contractor shall maximize use of the provided ERPS applica�on to its fullest capability and seek opportuni�es to leverage the applica�on to improve DOS and contractor business prac�ces.

C.3.4 Environmental Stewardship and Best Prac�ce The Contractor will be responsible for environmental compliance facility audits and environmental analysis in support of the Na�onal Environmental Policy Act (NEPA), and all other Federal, state, and local environmental regula�ons. To include, but not limited to iden�fying and repor�ng instances of non-compliance, the development of correc�ve ac�on recommenda�ons and associated cost es�mates. This work will be undertaken in conjunc�on with the COR, Building Manager and the Facility and Safety Programs Division

(FSPD).

The Contractor will be responsible for technical support and training for environmental compliance and sustainability to include, but not limited to, environmental regulatory compliance, the assessment of developing and emerging technologies, and GREEN building and Leadership in Energy and Environmental Design (LEED) technical support.

The contractor will be responsible for technical support and data management for waste disposal programs to include solid waste management, recycling, compos�ng, and hazardous material disposal.

These services may be required at any of the Department’s 125+ domes�cally owned, operated or leased facili�es throughout the United States.

Refer to Sec�on J, Atachment 16 - Environmental Health and Safety

C.3.4.1 Energy/Water Conserva�on and Building Efficiency Engineering Services

The contractor is responsible for providing energy/water conserva�on and building efficiency engineering services. Services are to be provided by a qualified Smart Building Technology Specialist/HVAC Controls/Energy Engineer and include, but are not limited to:

• Provide subject mater expert guidance/recommenda�ons on design, programing, commissioning, and troubleshoo�ng commercial building hea�ng, ven�la�ng, and air condi�oning (HVAC) direct digital controls (DDC) systems.

• Providing subject mater exper�se and technical guidance on efficiency and conserva�on for FMS and stakeholder ini�a�ves. This includes, but is not limited to; installa�on, calibra�on, troubleshoo�ng and opera�on of BAS systems, HVAC systems, and u�lity meters.

• Evalua�ng data and developing associated Energy Conserva�on Measures (ECMs) to improve facility opera�on and energy efficiency. Manipula�ng data for use by Building managers and facility operators.

• Reviewing proposed new BAS systems, including FMS and stakeholder agencies construc�on projects to ensure compliance with all relevant Department of State policy and direc�ves.

• Developing policies for managing the installa�on, opera�on, and maintenance of facili�es- related controls, meters, and BAS systems.

• Developing procurement language for the purchase and installa�on of facili�es-related controls, meters, and BAS systems.

• Periodically assessing installed systems to document compliance with the latest BAS and ICS cyber security countermeasures.

C.3.5 Occupa�onal Health and Safety

The PgMO shall be responsible for advising and suppor�ng FMS with industrial hygiene, safety, and risk management issues. This will include conduc�ng assessment, tes�ng, repor�ng, and abatement recommenda�ons in support of FMS’ ongoing mission requirements.

Refer to Sec�on J, Atachment 16 - Environmental Health and Safety. Areas of PgMO responsibility include, but are not limited to:

C.3.5.1 Safety Review, Analysis and Assessment Contractor will provide the following services, to include but not limited to:

• Construc�on and facili�es maintenance safety and reviews.

• Risk Management Services

• Working alo� and fall protec�on

• Electrical safety, including NFPA 70E requirements

• Job hazard analyses

• Fleet and motor vehicle safety

• Warehouse safety

• Accident repor�ng and inves�ga�on

• Firing range health and safety

• Occupa�onal Safety Health Administra�on (OSHA) Voluntary Protec�on Program (VPP) Support

• Preparing Safety Newsleter Ar�cles

• Materials Handling/Powered Industrial Vehicles

• Lockout/Tagout

C.3.5.2 Occupa�onal Exposure Contractor will provide the following occupa�onal exposure services, to include but not limited to:

• Hazardous noise

• Indoor air quality surveys, mold assessments, and inves�ga�ons

• Air Monitoring Services

• Ionizing and Non-ionizing Radia�on

• Bloodborne Pathogens

• Ven�la�on surveys and assessments

C.3.5.3 Technical Support and Guidance Contractor will provide the following services, to include but not limited to:

• PPE selec�on and evalua�on

• Developing and delivering Employee Health and Safety training

• Field instrumenta�on selec�on, use and limita�ons

• Conduc�ng office and warehouse ergonomics assessments

• Laboratory services

C.3.5.4 EHS Project Management Contractor will support FMS with the management of employee health and safety programs, to include but not limited to:

• Iden�fying, monitoring and providing correc�ve ac�on recommenda�ons for industrial hygiene safety issues encountered at domes�c DOS facili�es.

• Developing, enhancing, and modifying work processes and procedures regarding equipment, opera�ons, and protec�ve devices to minimize injury to employees and contractors and protect Department property.

• Reviewing construc�on and demoli�on plans for poten�al health and safety issues and reviewing contractor safety plans using ERPS so�ware.

• Managing the Department’s domes�c ergonomics program and suppor�ng the Department’s reasonable accommoda�ons program and ADA program.

Refer to Sec�on J, Atachment 16 – Environmental Health and Safety

C.3.5.5 EHS Program Support The PgMO shall support the COR and FMS stakeholders with the development, implementa�on, and management of EHS audi�ng programs, management systems and recogni�on programs. This includes but is not limited to.

• Managing FMS EHS-management systems and recogni�on programs.

• Conduc�ng EHS audits, providing EHS training, developing recordkeeping requirements, comple�ng all OSHA Voluntary Protec�on Program (VPP) applica�on materials, and preparing annual self-evalua�on reports for VPP sites.

• Conduc�ng hazard assessments, industrial hygiene and safety services, training, and outreach support to DOS sites.

• Upda�ng the FMS website content using SharePoint to ensure informa�on is available, current and accessible.

• Working with A&E firms, facility managers and building owners, preparing applica�on materials, developing recordkeeping requirements, providing training, and comple�ng all required reports for Green Globes/LEED projects.

Refer to Sec�on J, Atachment 16 – Environmental Health and Safety

C.3.6 Specialized Services On an as needed basis, the PgMO will provide specialized support that provides tailored services and solu�ons designed to meet the unique needs of different facili�es. The range of support services can span from a single asset within a facility or leased space to handling complex maintenance support within a specialized finite/limited �meframe for ini�a�ves. Specific areas of support include, but are not limited to:

C.3.6.1 Make Ready Maintenance for Specialized Minor Interior Altera�ons and Repairs to Meet Func�onal Space Requirements.

The Contractor shall perform make ready maintenance ac�vi�es required to restore a space or make it suitable for occupancy. Services may include, but are not limited to, clean/ patch carpet, repair walls paint/patch, adjust electrical, mechanical, or fire protec�on for general code compliance. Scope should be below prospectus thresholds and not require comprehensive design. At the request of the CO/COR the Contractor shall perform minor interior altera�ons and repairs to meet the func�onal space requirements of a facility and ensure compliance with current code condi�ons and building standards. The Contractor shall perform work iden�fied as necessary for the con�nued opera�on of the facility scheduled or unscheduled.

Scheduled and unscheduled specialized minor interior altera�ons or repair work must be approved by all par�es involved; the Contractor shall not perform any addi�onal work without authoriza�on from the CO.

C.3.6.2 Specialized Technical Assessment Services

As required by the CO/COR the contractor shall provide technical assessment for repairs, facility altera�ons, renova�ons, and decommissioning plans. Examples include but are not limited to; load calcula�ons, civil structural engineering, electrical engineering surveys to determine amount of power that is needed to support a site, calcula�on of ven�la�on, cooling and hea�ng needs for a designated site.

C.3.6.3 Op�mizing Facility Func�on, Safety, and Efficiency

• Building decontamina�on services, such as chemical, biological, or radiological contamina�on.

• Building restora�on services for water intrusion events.

• Spill response or other environmental mi�ga�on services.

• Sampling, tes�ng, and analysis of water, soil, or other media for characteriza�on.

• Specialized risk assessment/management services, such as mail safety, fleet safety, con�nuity of opera�ons planning, etc.

• Root-cause accident/incident inves�ga�ons, such as fatality inves�ga�ons, fire or sprinkler accidents, batery or electrical system failures, hazardous materials spills, etc.

• Highly specialized construc�on safety issues, such as crane safety, structural assessments, commissioning of cri�cal systems, HAZMAT abatement, etc.

• Registered Sanitarian services for kitchens, cafeterias, and other sanita�on issues.

• Energy audits and cost/benefit analysis.

• Fire protec�on engineering.

• Civil, mechanical, and electrical engineering support.

• Air quality control specialist support.

• Ergonomics specialist support.

• Review renova�on, modifica�on, and demoli�on plans for poten�al health and safety issues, and long-term cost benefit, and feasibility and analy�cal studies.

• Storage tank management support and training.

• Confined space reviews.

• Evalua�ng developing technologies.

• Mail safety.

• Developing and providing training programs.

• Provide specialized support for Compliance Management to ensure adherence to industry-specific regula�ons, including, but not limited to healthcare, environmental, safety, energy management energy efficiency ini�a�ves, monitoring, and repor�ng.

• Manage all aspects of the Department’s fuel management program including the Federal Cer�fied Underground Storage Tank Operator Program, permi�ng requirements, Fuel System Compliance Assessments, Fuel System Technical Support and Training, and AST/UST upgrades.

C.3.6.4 Asbestos The Contractor shall provide asbestos air and bulk sampling, abatement oversight, and provide asbestos project management exper�se on an as-needed basis. The Contractor shall provide a full outline of the requirements and expecta�ons for asbestos management in the designated site to ensure compliance with regula�ons and safety standards. The contractor shall ensure compliance with all relevant federal, state, and local asbestos regula�ons. Safety shall be the number one priority to protect the health and safety of facility occupants and workers. The contractor shall perform asbestos management ac�vi�es with minimal disrup�on to facility opera�ons.

Asbestos Support

The CFS vendor shall provide site specific support for proper management and removal of asbestos from DOS facility. This shall be awarded at the task order level for site specific loca�on within the DOS facility management por�olio.

The CFS vendor shall ensure provide a full outline of the requirements and expecta�ons for asbestos management in the designated site to ensure compliance with regula�ons and safety standards. CFS vendor shall ensure compliance with all relevant federal, state, and local asbestos regula�ons. Safety shall be the number priority to protect the health and safety of facility occupants and workers. CFS vendor shall conduct asbestos management ac�vi�es with minimal disrup�on to facility opera�ons.

Initial Assessment

• Conduct a comprehensive asbestos survey of the facility.

• Identify and document the locations, quantities, and conditions of asbestos-containing materials (ACMs).

• Provide a detailed report with findings and recommendations.

Monitoring and Inspections

• Perform regular monitoring of known ACMs to assess their condition.

• Conduct periodic inspections and air quality testing as required by regulations.

• Document and report inspection findings and any changes in the condition of ACMs.

Asbestos Abatement Planning

• Develop detailed abatement plans for areas requiring removal or encapsulation of ACMs.

• Obtain necessary permits and approvals from regulatory agencies.

• Prepare work plans, safety protocols, and emergency procedures.

Abatement Execution

• Perform asbestos abatement activities as per the approved plans.

• Use certified asbestos abatement technicians and follow industry best practices.

• Ensure proper containment, removal, and disposal of ACMs in compliance with regulations.

Post-Abatement Activities

• Conduct clearance inspections and air testing to ensure the area is safe for re-occupancy.

• Provide detailed post-abatement reports, including test results and clearance certificates.

• Restore the work area to its original condition.

The CFS vendor shall provide final documentation with air quality inspection, monitoring reports, permits, post abatement clearance reports, and full documentation of all regular compliance activities to ensure federal, state, and local regulatory compliance to the COR.

C.3.6.5 Automated External Defibrillator (AED) The Contractor shall provide comprehensive Automated External Defibrillator (AED) program management services, including providing any required addi�onal LIFEPAK CR2 AEDs, automa�c replenishment of consumable supplies, training, and all required recordkeeping in accordance with the guidelines developed by the Department of Health and Human Services (HHS) and the General Services Administra�on (GSA).

The Contractor shall keep new and exis�ng AEDs in proper opera�ng order that shall include all the elements iden�fied within the task order scope of work. Any new AED units purchased for use in DOS facili�es must be 5Ghz Wi-Fi-compa�ble.

The Contractor shall provide medical oversight by a licensed physician in the jurisdic�on where the AEDs reside, facility assessments to determine the appropriate number and placement of AEDs, and Federal and local registra�on with emergency medical services (EMS) and public safety access points (PSAPs). The Contractor will also provide cabinets, consumable supplies (bateries and electrodes), and other related equipment for new and exis�ng AEDs.

The Contractor shall provide both CPR and AED training. The Contractor shall conduct this training for Department personnel and Contractors, so the Department has an adequate number of trained and cer�fied responders qualified to use the AEDs. The training shall meet the American Heart Associa�on's Heart saver CPR AED Program. In addi�on, the Contractor shall provide quarterly skills refresher training by conduc�ng emergency scenario drills using interac�ve, validated, web-based computer training. This training must test the skills of the AED volunteers, be based on the LIFEPAK CR 2 AED and LIFEPAK CR Plus and record the results of the training.

The Contractor shall provide post-event support including: providing a trained service engineer to inspect and test the AED, replenish supplies, and place the AED back in service; downloading pa�ent data and transferring the data to appropriate medical personnel consistent with HIPAA guidelines; having a Medical Director conduct a clinical review of the event; repor�ng the event to the physician overseeing the Department's program and local authori�es as required; and, providing op�onal post-event counseling.

C.4 CONSOLIDATED FACILITY SERVICES

The Consolidated Facility Services (CFS) Contractor shall provide all management, supervision, and administra�ve support to include labor, logis�cs, training, transporta�on, materials, supplies, repair parts, tools, and equipment to provide the CFS services at the USG-specified proper�es as required in individual task orders.

Upon award of a task order under this IDIQ contract, the contractor shall meet all the general requirements specified in this PWS. The Contractor shall follow all applicable industry codes, regula�ons, and Government requirements, including but not limited to U.S. Federal codes and regula�ons, DOS policies, and Safety, Health, and Environmental Management Standards and Regula�ons. The Contractor’s CFS Plan, once accepted by the USG, represents the means and methods by which the Contractor will meet all quality, performance, technical, service, and occupa�onal safety standards required by task orders issued under this IDIQ contract.

The United States Government (USG) has set in place a system to measure Consolidated Facility Services performance, and quality of service. This is the Quality Assurance and Surveillance Plan (QASP) for all requested services. The COR iden�fies Key Performance Indicators (KPI), for the specific opera�on. Based on the selec�on, charts “Acceptable Quality Limits (AQL’s)” will be constructed to measure performance in each of the categories. Performance matrix will be created to score each category monthly. Each month the scores are tabulated for an overall performance ra�ng. This process iden�fies the areas of weakness and strengths in the opera�ons and maintenance program. The average score over twelve months will be the basis of the annual CPAR review. The KPI’s and AQL’s are a living document that is modified to be site-specific.

Refer to Sec�on J, Atachment 06 - List of Codes and Regula�ons

C.4.1 Required Offices C.4.1.1 Opera�ons Management Office (OMO)

The Contractor shall assemble an Opera�ons Management Office (OMO) led by an Opera�ons Manager. The Opera�ons Manager shall engage in the day-to-day opera�on of CFS. This responsibility includes inves�ga�ng problems with his trade supervisors, formula�ng a solu�on, and working with the QA/QC department to ensure work orders and Preventa�ve Maintenance work orders (PM) are completed on �me. The Opera�ons Manager shall follow up on work orders on hold for parts or materials to ensure they are not overlooked in the performance of the job, hold planning sessions on cri�cal equipment repairs, schedule outages well in advance, and submit the planned outage schedule and list of effected offices to COR for approval. The Opera�ons Manager shall ensure their staff is competent and qualified for the job and provide con�nuing educa�on for Contractor personnel.

C.4.2 Required Plans C.4.2.1 Program Management Plan (PMP)

The Contractor shall develop and implement a Program Management Plan (PMP) that aligns with the goals of the PgMO. The PMP shall describe how the Contractor will provide an overall approach to plan, monitor, control, assess performance, manage risk, establish con�nuous communica�ons, and apply techniques for con�nuous improvements.

The PMP shall include a requirements matrix and schedule for transi�on period and an annual review of the PMP at each op�on year to signed off by the COR. The Contractor shall update the PMP as needed. If the task order is modified to add or delete requirements, the contractor shall submit the revised PMP to the Contrac�ng Officer Representa�ve (COR), Building Managers (BM) and Contrac�ng Officer for approval.

The Contractor shall provide a DRAFT PMP to the Contrac�ng Officer (CO), COR and BM, ten (10) calendar days a�er the task order award for review and shall submit a final plan sixty (60) calendar days a�er the task order award for USG approval.

Refer to Sec�on J, Atachment 09 – Program Management Plan Template, for an outline of the minimum required elements to be included in this PMP.

C.4.2.2 Consolidated Facility Services (CFS) Plan The Contractor shall provide an CFS Plan based on current Facili�es Management Services (FMS) maintenance guidance, policies, and Standard Opera�ng Procedures (SOPs). The CFS Plan will align with methodologies detailed in Sec�on J, Atachment 05 - Reliability Centered Maintenance Manual and this PWS for maintaining long-term opera�ons of each facility and system such that all components and equipment should reach their maximum facility and equipment reliability while minimizing life-cycle costs.

The Contractor shall provide a DRAFT CFS Plan to the Contrac�ng Officer (CO), Contrac�ng Officer Representa�ve (COR), and Building Manager for review thirty (30) calendar days a�er task order award for approval forty-five (45) calendar days a�er task order award.

Refer to Sec�on J, Atachment 10 - CFS Plan Template, for an outline of the minimum required elements to be included in this CFS Plan and Sec�on J, Atachment 05 - Reliability Centered Maintenance Manual.

C.4.2.3 Consolidated Facility Services Plan in ERPS The Contractor shall integrate details of its CFS Plan into the current version of the USG-provided Enterprise Resource Planning System (ERPS) within sixty (60) calendar days of CO approval of the final plan. See Sec�on J, Atachment 14 – Deliverables Matrix. This integra�on shall consist of adjustments to the Enterprise Resource Planning System (ERPS) equipment inventory/asset registry, including classifica�on, atributes, and nameplate details; job plans; maintenance ac�vi�es, including preven�ve maintenance and routes; and ERPS workflows, including approvals, asset and maintenance priori�es, and work management. The integra�on of the CFS Plan into the ERPS shall reflect:

• The appropriate maintenance strategy based upon the desired performance of the equipment, facility, or site.

• The required level of service necessary to deliver that performance result.

• The cri�cality of the equipment, facility, or site.

• The an�cipated risk reduc�on of any maintenance ac�ons.

C.4.2.4 Quality Control Plan (QCP) The Contractor shall develop and implement a Quality Control Plan (QCP).

The QCP shall describe how the Contractor will ensure the quality of all services provided under this Contract and include methodologies the Contractor intends to employ to ensure the required services' quality, accuracy, and completeness. The QCP shall track all training cer�fica�on, license, and con�nuing educa�on requirements for all trades. The QC/QA manager shall be assigned as part of key personnel.

The Contractor shall submit a DRAFT QCP to the CO, COR, and the Building Manager ten (10) calendar days a�er the task order award and the final QCP for approval thirty (30) calendar days a�er the task order Award.

See Sec�on J, Atachment 14 – Deliverables Matrix.

C.4.2.5 Cost Control Plan (CCP) The Contractor shall develop and implement a CCP.

The CCP shall describe how the Contractor will ensure costs are monitored and controlled for reimbursement of CFS items and services provided under this Contract.

The CCP shall include methodologies ensuring fixed price, labor hours and reimbursable costs are segregated and tracked at an IDIQ level for reasonableness, allowability, and allocability. It shall also address how the Contractor will monitor, control, and reduce costs over �me on reimbursement of equipment, supplies, materials, and subcontract(s) by the increased use and purchase from the local labor and supply markets.

The Contractor shall submit the CCP to the CO and the COR within thirty (30) days a�er the task order award.

See Sec�on J, Atachment 14 – Deliverables Matrix.

C.4.2.6 Occupa�onal Safety and Health Plan The Contractor shall develop and implement a site-specific Occupa�onal Safety and Health Plan. The plan shall address compliance with all U.S. codes, regula�ons, guidelines, and requirements. Occupa�onal Safety and Health Plan addressing applicable components of 29 CFR 1910, 29 CFR 1926, EM385-1-1, and OSHA 40-hour HAZWOPER. See Sec�on J, Atachment 06 - List of Codes and Regula�ons.

The Contractor shall submit a DRAFT Safety Plan to the CO and the COR thirty (30) calendar days a�er task order award for review and acceptance. The Contractor shall submit the final plan ninety (90) calendar days a�er the task order award. The Contractor shall distribute the Safety Plan as needed and use it as part of the training for all Contractor personnel arriving at a facility. See Sec�on J, Atachment 14 – Deliverables Matrix.

The Contractor shall update the plan and submit for approval by the CO, COR, Building Manager, and Facility and Safety Programs Division (FSPD) annually.

The Contractor shall assume full responsibility and liability for compliance with all applicable regula�ons pertaining to the health and safety of personnel during the execu�on of work and shall hold the Government harmless for any ac�on on the Contractor’s part or that of its employees or subcontractors, which results in illness, injury, or death.

C.4.3 Reliability Centered Maintenance (RCM) DOS has adopted the RCM approach to maintenance (see Sec�on J, Atachment 05 - Reliability Centered Maintenance Manual) and the Contractor shall implement and manage aspects of its tenets and best prac�ces through performance of task orders issued under this IDIQ contract. The RCM strategy is a mixture of Preven�ve Maintenance (PM), Predic�ve Tes�ng and Inspec�on (PT&I), and proac�ve maintenance measures.

These maintenance measures maximize facility and equipment maintainability, reliability, service life, and efficiency while minimizing required maintenance �me, materials, and costs.

The RCM strategy includes performing a sta�s�cal analysis related to failures to determine the op�mal investment of maintenance resources and risk assessment to iden�fy those processes or systems that exhibit the greatest chance of catastrophic failure. The Contractor shall complete the mean �me to repair (MTTR) and mean �me between failure (MTBF) analyses, as required per the CFS plan or writen request from the CO or

COR.

The Contractors QA/QC Department shall manage the RCM program implementa�on. The Contractor’s implementa�on of an RCM Program and its effec�veness is monitored and directed by FMS. The Contractor shall collect and use the data when and where applicable, in accordance with their RCM implementa�on. The Contractor shall report any improvements implemented or proposed to the current RCM program with the USG, and the USG reserves the right to inspect the Contractor’s RCM program at any �me.

C.4.3.1 Advanced RCM for Cri�cal Systems The CFS Plan shall ensure full opera�on of the site based upon its expected func�on, performance, and reliability. To improve cost efficiencies for the Government, the Contractor shall use more advanced RCM techniques, i.e., condi�on monitoring, thermography, vibra�on analysis, etc., for cri�cal and complex facili�es and systems, and shall use simplified preven�ve and reac�ve maintenance procedures for less cri�cal systems as part of the overall RCM approach.

See Sec�on J, Atachment 05 - Reliability Centered Maintenance Manual, and Atachment 21 – RCM Tes�ng.

C.4.4 Acceptable Quality Levels (AQLs) – Management Plan The USG has developed a Quality Assurance Surveillance Plan (QASP) that includes acceptable quality levels for all services. The Contractor shall comply with the Acceptable Quality Levels (AQLs) defined. The KPI and AQL’s are site specific.

See Sec�on J, Atachment 11 - QASP Surveillance Matrix and Atachment 12 – QASP AQL Matrix.

C.4.5 Ini�al Inspec�on and Deficiency List C.4.5.1 Ini�al Inspec�on

The Contractor and the COR shall make a complete joint inspec�on together during the transi�on phase of the task order that will include all mechanical, electrical, fire protec�on, elevators, and u�lity systems and equipment, windows, doors, and other structural features for which maintenance and repairs are included in PWS. See Sec�on J, Atachment 14 – Deliverables Matrix.

The purpose of this inspec�on shall be to iden�fy and list any exis�ng deficiencies; list and report all deficiencies that may exist within the facili�es and the Contractor's itemized price (including, but not limited to labor, materials, overhead, and profit) for correc�ng each deficiency. The Contractor's ini�al deficiency shall not include any items that would be replaced, repaired, or adjusted as part of the construc�on contractor’s warranty phase or during the performance of rou�ne preven�ve maintenance or rou�ne service calls.

The Contractor shall complete the exis�ng ini�al inspec�on /deficiency list and submit its recommenda�ons and proposal to correct any found deficiencies to the CO, COR, and Building Manager not later than thirty (30) calendar days a�er task order award. The USG, at its op�on, will elect to have any or all proposed work performed by the Contractor (at the prices quoted), or by other Contractors. The Contractor’s itemized es�mates for correc�ng each deficiency shall remain in effect for one hundred and eighty (180) calendar days a�er submission of the ini�al deficiency list.

C.4.5.2 Reconcilia�on of Ini�al Deficiency List Deficiencies discovered a�er the submission of the ini�al inspec�on/deficiency list will not be…