Performance Based Statement of Work.pdf

CONTRACT DOCUMENTS

PERFORMANCE BASED STATEMENT OF WORK

Scope of Contract

This contract requires the Contractor to provide all management, supervision, labor, personal protective equipment, tools and equipment necessary to perform mechanical maintenance and operational services in compliance with its terms, specifications and provisions. Services include: tours and adjustments, preventive maintenance (PM), service calls, repairs and replacements for building mechanical, HVAC, and electrical systems. Materials, (paint, filters, LED, etc.), and equipment, (motors, fans, thermostats, etc), are Government furnished. Minor electrical needs as requested by CO, up to 5/hr. month.

Location and Description

Project is located at U.S. Forest Service, Colville National Forest, Headquarters Office (Building

#2002), 765 South Main, Colville, Washington 99114.

Definitions

Administrative Terms

Acceptable Service. A job performed to the standard and within the acceptable quality level. The

Contractor must do the specific job, and meet the standard, and meet the acceptable quality level before one can say that performance is acceptable for payment.

Acceptable Quality Level (AQL). The maximum allowable deviation from perfect performance that may occur before the Government will invoke payment deduction. An AQL does not allow a Contractor knowingly to offer defective service, but limits reduced payment to circumstances in which defective performance results in a measurable reduction in the value of services rendered.

Best Value. One criterion used for selecting a service contractor for award, based on comparison of the service price offered, with the quality of service offered.

Calendar Days. Every day shown on the calendar, Saturdays, Sundays, and holidays included.

Change Order. An order issued to the Contractor by the Contracting Officer, pursuant to the “Changes” clause included in Section I of this contract, requiring work to be performed within the general scope of the contract.

Contract Item. A pay item designated on the bid schedule and described by a specification.

Contracting Officer (CO). A Government employee with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings. The term includes certain authorized representatives of the Contracting Officer acting within the limits of their authority as delegated by the

Contracting Officer.

Contracting Officer’s Representative (COR). A Government person appointed by the Contracting

Officer (CO) to help the CO with the contract administration and surveillance. The duties and responsibilities of a COR are defined in the letter of designation by the CO.

Crew Foreman. The individual responsible for ensuring the contract specifications are met on the ground and that the proper inspection plots have been taken.

Defective Service. A block of service that contains one or more defects, or nonconformance with specified requirements.

Federal Acquisition Regulations (FAR). The Federal Regulations that govern Forest Service acquisitions of property and services, also supplemented by the FSAR (Forest Service Acquisition

Regulations).

Forest Supervisor. The person responsible for administration of a National Forest, including his authorized representative.

General Provision. Those provisions of an administrative nature applicable to the contract.

Government Inspector. A Government person appointed by the COR to help the COR with the contract administration and surveillance. The duties and responsibilities of a Government Inspector are defined in the letter of designation by the COR. The Inspector’s authorities are strictly limited, not to exceed the authority to issue a Contractor a Notice of Non-compliance.

Government. Title used to represent the United States Federal Government and its designated employees acting within their delegated contract authority. Throughout this contract the titles United

States, USDA- Forest Service, Forest Service, and USFS may be used interchangeably as synonymous with Government.

Indefinite – Delivery Contract. A type of contract in which the delivery is unspecified in the original contract but established by the Contracting Officer during performance.

Indefinite Quantity Contract. A contract providing for an indefinite quantity, within stated maximum or minimum limits of specific supplies or services to be furnished during a fixed period with deliveries to be scheduled by placing orders with the contractor.

Labor Standards Provisions. Those statutory and regulatory requirements pertaining to the

Contractor’s employees and employment practices.

Performance Based Service Contract (PBSC). A service contract that (1) Describes requirements in terms of results required rather than the methods of performance of the work; (2) Use measurable performance standards (i.e., terms of quality, timeliness, quantity, etc.) and quality assurance surveillance plans; (3) Specifies procedures for reductions of fee or for reductions to the price of a fixed-price contract when services are not performed or do not meet contract requirements; (4) May include performance incentives where appropriate.

Performance Requirements Summary (PRS). Identifies the key service outputs of the contract that will be evaluated by the Government to assure contract performance standards are met by the

Contractor.

Period of Performance (also Performance Period or Contract Time). The number of calendar days allowed in this contract for completion of the contract work. Once begun on the official start date, the period of performance will be counted in consecutive calendar days, including Sundays and holidays.

This time may be suspended by Government issuance of one or more written Suspend Work Order/s.

Quality Assurance. Those actions taken by the Government to assure services meet the requirements of the Performance Work Statement (PWS). Government inspection for quality assurance does not substitute for the Contractor’s quality control.

Quality Assurance Surveillance Plan (QASP). An organized written document used for quality assurance surveillance. The document contains specific methods the Government will use to perform surveillance of the contractor.

Quality Control. Those actions taken by a Contractor to control the performance of services so that they meet the requirements of the PWS. The methods for inspecting for quality control are described in the Contractor’s Quality Control Plan (QCP).

Random Sampling. A sampling method in which each service output in a unit has an equal chance of being selected. A method of inspecting a few individual items in a lot to determine the quality of that lot against the standard.

Specifications. That portion of the contract comprising a description of the general and technical requirements for materials, products or services to be furnished under the contract.

Standard. An acknowledged measure of comparison.

Task Order. An order for services issued under a Task Order contract.

Work Order. An order written by the COR, which directs the Contractor to correct deficient performance. It may also be used to document satisfactory completion of units and give permission for the Contractor to begin work on additional work units.

Government Furnished Property and Services

Item Description Where, When, How

Access to Building

The Contractor will be issued building access cards. The

Contractor will have to go through the agency’s procedures to receive a government issued LincPass.

All keys and LincPass entry cards must be returned prior to final payment.

The Contractor shall request the cards through the Contracting

Officer. Prework.

Materials/Equipment

The Government will give the

Contractor the materials and equipment for repairs.

The Contractor shall coordinate delivery with

Contracting Officer based on existing supplies, or time for

Government to procure.

Contractor shall give written information of specific type and amount of material/equipment needed.

O&M Plans

The Government will give

Contractor a copy of the existing O&M Plans and

Building Plans

When requested.

Contractor Furnished Critical Items and Services

A. The Contractor shall provide tools, transportation and sufficient workforce to complete the contract in the specified time. The Contractor shall also have at all times of contract performance, a properly designated representative that understands and speaks fluent English.

B. Contractor Quality Control Plan

1. Quality Control Plan. The Contractor shall provide a Quality Control Plan (QCP) as part of this Technical Proposal. The Plan must demonstrate how the Contractor will assure that quality of performance meets the objectives and requirements of the contract. The QCP shall specify:

A. How quality will be monitored to assure performance standards are met.

B. How the work will be supervised.

C. How results of the monitoring will result in quality performance.

D. Identify the personnel responsible for performing quality control.

This contract requires the Contractor to maintain a thorough quality control program, with the aim of preventing deficient contract performance.

An inspection system shall be developed covering all the services described in the contract.

The QCP is a document describing the Contractor’s procedures for monitoring equipment and systems performance, for verifying and documenting performance, and predicting necessary maintenance and potential failures. The QCP shall clearly set forth quantitative performance standards, methods of documenting systems performance against these standards, and the relationship between data gathered under the QCP and the Contractor’s maintenance program. The QCP shall comply with the contract and the Contractor’s proposal.

2. Contractor Quality Control Inspection. The Contractor shall assure themselves that performance meets contract specifications, in accordance with clause 52.212-4, Contract Terms and

Conditions – Commercial Items, paragraph (a), Inspection/Acceptance prior to requesting the

Government to inspect for payment or acceptance. Upon completion of an assigned task, the Contractor shall contact the Contracting Officer to set a mutually agreed upon date for inspection of completed work.

C. The Contractor shall provide a computer for access and adjustment to the Tour Andover Direct

Digital Controls (TAC).

D. The Contractor shall provide the following qualifications:

1. Qualifications of Company

The firm or individual awarded a contract as a result of this solicitation shall, as a minimum, have at least three (3) years of experience and technical competency within the last five (5) years performing work of similar type and magnitude called for in this solicitation.

The firm must have an internal staff size and ability to assist the Forest Service in maintaining operation in case of natural disasters and any unforeseen contingencies.

The firm must have a minimum of 3 years of experience in Building Maintenance such as doors, locks, lighting, plumbing, card access etc.

2. Qualifications of Maintenance Mechanics:

The mechanic(s) assigned to the buildings and maintenance personnel providing back up support during absences shall possess at least 2 years (within the last 4 years) experience in the maintenance and operational functions of buildings and systems of similar size and complexity to be maintained under this contract.

All personnel will have the appropriate certification(s)/licenses pertinent to the nature of work including:

A. Current Washington State 06A and 07 Electrical Specialty licenses.

B. CFC Refrigerant Certification.

C. EPA refrigerant handlers card and all State and local licenses and certificates.

D. Washington State OGA License for low voltage electrical systems.

E. Must be fully licensed and trained to service all of the HVAC and Building systems.

F. Must be factory trained on Tour Andover Direct Digital Controls.

G. Must be factory trained in Yasakawa Variable Frequency Drives

H. Must be factory trained in Munchkin boilers

This information shall be provided with the Contractor’s quote.

3. Qualifications of Maintenance Supervisors:

Supervisory personnel shall possess at least 2 years (within the last 4 years) experience in supervising the maintenance and operational functions in buildings of comparable size and complexity covered under this contract.

The Contractor shall submit with their quote, the names and qualifications of all persons proposed for work under this solicitation/contract as specified in the evaluation criteria.

Required Submittals

The following is a general summary of the required submittals. Other submittals may be required as specified elsewhere in this contract.

Submittal Title Submittal Date

Schedule of Work At prework conference

Quality Control Plan (QCP) At prework conference

Key Personnel Resume(s) At prework conference

Safety Plan At prework conference

Copy of Required Insurance Coverage Within 5 workdays after receipt of award to Contracting Officer.

Written Notice of Designated

Representative

At prework conference

Notification of Subcontracting Prior to Subcontractor Starting Work

Release of Claims Form Prior to Final Payment

Service Report, with PM report, dated and initialed

Monthly

Performance Requirements Summary

The following describes the major items in the contract with the incentives and deductions for the work described.

Work

Statement

Performance

Standard

Government

Method of

Assessment

Incentives and Deductions for

Meeting the Standard

Work as listed in

Specific

Specifications below.

The Contractor shall perform the work as specified in the

Specifications listed below to the standards as listed.

COR or

Inspector will randomly observe.

Contractor’s ability to meet the standard will be reflected in the performance evaluation either positive or negative. When

Contractor’s plot inspections meet standards, no deduction.

If quality does not meet standard, pay deduction per

Payment, Incentives and

Deductions clause and/or additional costs to the

Government will be assessed.

Quality Control

Contractor maintains good quality control on all aspects of operation including tree handling, preparation and planting. Actions not consistent with contract

COR or

Inspector randomly observe operations.

The Quality Control provided by the Contractor will be reflected in the performance evaluation either positive or negative. If the Contractor fails to meet standards, work may be suspended or Terminated for

Cause for failure to take corrective action immediately and result in adverse performance evaluation.

specifications are corrected per

Contractor’s

QCP.

Work Plan

Schedule, and

Communications

Work meets schedule as per the accepted work plan. Contractor keeps

COR/Inspector advised of where they can be reached by phone at all times of contract performance.

COR and

Inspector conduct periodic monitoring.

Contractor’s ability to maintain the work schedule and complete work on schedule will be reflected in the performance evaluation as either positive or negative incentive.

Contractor’s work not completed on schedule is subject to default and may result in termination for cause including assessment of reprocurement costs and result in adverse performance evaluation.

Specifications

Operations

All systems in the building will be operated in a safe, efficient manner compatible with energy conservation practices and in accordance with the best practices of a prudent building owner or manager.

Systems shall be maintained at an acceptable level throughout the contract performance period.

STANDARD OF PERFORMANCE:

“Acceptable level” of maintenance is defined as the level of maintenance, which will preserve the equipment at its designed characteristics and capacity, and in unimpaired operating condition. The

Contractor is required to take all measures, which would be taken by a prudent building owner to maximize the life expectancy of systems/equipment.

The Contractor shall provide mechanical operations and maintenance related services, as requested, at the Colville Federal Building from 6:00 am to 6:00 pm., Monday through Friday, excluding

Federal holidays, 52 weeks a year.

The Contractor is not required to be on site full time during this time. The Contractor shall schedule his work during the hours listed above or as approved by Contracting Officer. However, the Contractor shall be responsive to trouble calls within 12 hours of the call. In addition, a weekly one hour check-in with the Contracting Officer shall be required to discuss those items needing completion, as well as identification of materials necessary for repair and maintenance.

The Contractor shall provide the Forest Service employees with training as requested by the

Government on the Tour Andover Direct Digital Controls (TAC).

For additional site specific information refer to Exhibits 1-5.

Note: Equipment and systems listed below are not the responsibility of the Contractor to perform maintenance services or repair under this contract. These items will be serviced under separate contract or by Government employee(s). However, it is the responsibility of the Contractor to include all building equipment and systems including those listed below during building tours and to report any noted deficiencies or abnormalities to the Contracting Officer or his/her designated point of contact immediately. Refer to Exhibits for specific building equipment information.

High voltage equipment (over 200 amp/480 volt)

Inspection and testing of alarm systems and fire and security annunciation systems

Elevator system at the Colville Federal Building

Asbestos containing materials

Grounds and irrigation system

Janitorial

Parking lot and lot lights

Telecommunication systems

Entry card system – permissions (includes physical system)

Fire Extinguishers

Eye Wash Station

Level of Effort and Required Building Tours

The Contractor shall assure that a qualified mechanic(s) is available to the site. The Contractor must maintain the ability to respond promptly to equipment failures, service calls or other concerns covered by this contract.

The Government must be able to contact a mechanic/technician or another representative of the

Contractor, 24 hours per day, 7 days per week. Written notice of designated representative(s) (including telephone, cellular phone and/or pager numbers) shall be submitted by the Contractor to the Contracting

Officer during the prework conference and updated with changes.

The Contractor shall coordinate with the Contracting Officer to establish a tour schedule. The

Contractor shall make a weekly tour, document the findings, and submit a written report to the

Contracting Officer.

The Contractor shall keep daily logs when on site and furnish copies to the Contracting Officer with payment request monthly.

The purpose of building tour is to ensure all equipment is operating properly, to perform any needed adjustments or repairs and to ensure all tenant spaces are comfortable. Any malfunctions that would cause unsatisfactory levels of service to building tenants or damage to the building or equipment shall be responded to during these tours and repaired that morning or, in the shortest possible time. If the work is determined to be out of the scope of this contract, the Contractor will report these findings to the

Contracting Officer or his/her designated point of contact immediately.

Routine Service Calls, Incidental and Minor Repairs and Adjustments During Normal Building

Operating Hours

The Contractor shall respond to routine service calls, incidental and minor repairs/adjustments, reports of equipment problems or requests for service from the Contracting Officer during normal building operating hours. These services may include mechanical, electrical, plumbing, environmental hot or cold calls, structural and architectural repairs, etc. These requests for service will be responded to within twelve (12) hours.

Emergency Call-Back Service

Emergency call-back services requested during normal building operating hours will be responded to immediately. Emergency call-back services requested during other than normal building operating hours will be responded to within one (1) hour. Requests for emergency call-back service may be made by the Contracting Officer or his/her designated point of contact by telephone or other means.

Emergency service calls are responses to issues such as but not limited to broken water lines, electrical wire burning or smoking, or tripped circuit break(s). The Contractor must correct the problem or have a plan of action within two (2) hours of the call, unless time is extended by the Contracting Officer.

Emergency call-back services responded to during normal building operating hours shall be provided at the Contractor’s expense.

For emergency call-back services responded to during other than normal building operating hours, the

Contractor will be reimbursed through the micro purchasing method as long as the price is considered reasonable.

Other Miscellaneous Work

The Contractor shall be responsible to perform other miscellaneous work stated herein at the buildings covered under this contract. Miscellaneous work includes maintenance repairs of the interior and exterior of the buildings. Work includes but is not limited to, ventilators, electrical systems and equipment, etc.

After Hour Services

After hour services are services provided at times other than normal building operating hours.

Periodically, occupant agencies may work on Saturdays, Sundays or evenings in which case the building equipment may need to be operated to maintain a comfortable environment. The Contractor will provide these services ONLY when requested, either verbally or in writing, by the Contracting Officer.

Preventive Maintenance Program

All equipment and systems except for tenant agency equipment, is the responsibility of the Contractor to perform the required Preventive Maintenance functions. Refer to Exhibit 2, Equipment Inventory, for additional information. The Contractor is responsible to perform preventive maintenance on all equipment as described in the exhibits.

The Contractor must maintain records of preventive maintenance schedules and maintenance actually performed. The monthly PM schedule is provided in the Contract and must be filled out and returned to

CO each month. After all monthly PM has been completed, it will be the responsibility of the

Contractor to return the monthly completed (PM) report to the Contracting Officer. The monthly report shall include all tasks and scheduled time to complete. This report will also be signed and dated by the

Contractor. Refer to Exhibit 3 for equipment inventories and maintenance schedules for locations under this contract.

Contractor Responsibility and Repair Threshold

Any operational adjustments, replacements, malfunctions or breakdowns that exceed the scope of this contract will be the responsibility of the Government. This is applicable for each individual job occurrence.

Initial And Terminal Deficiencies

Initial Deficiency Inspection

On a mutually agreeable date after receipt of notice of award, the Contractor or his/her designee and the

Contracting Officer or his/her designee will together make a complete and systematic initial inspection of all mechanical, electrical, and utility systems equipment, structural and architectural features at all locations under this contract.

The purpose of this inspection will be to discover and list all deficiencies that may exist at the facility prior to contract start date. A deficiency is defined as any condition not correctable through normal preventive maintenance that prohibits or inhibits the normal operation of an item or system. If, during the course of the inspection, a condition is observed that the Contractor contends is a deficiency but the

Government contends is not applicable, the Contracting Officer will make the final decision after both parties present detailed information. Only after resolution of the dispute will such an item be entered into the Report or deleted from the Report.

Within thirty (30) calendar days after the contract start date, the Contractor will submit to the

Contracting Officer a copy of the Existing Deficiency Report with an attached listing of the repairs needed to correct each deficiency.

Terminal Deficiency Inspection

On a mutually agreeable date no less than 90 calendar days prior to the contract termination date, the

Contractor and the Contracting Officer or his/her designee shall together make a complete and systematic inspection of all mechanical, electrical, and utility systems and equipment in the buildings covered by this contract. Based upon this inspection, the Contractor shall be provided with an existing deficiency list. The Contractor shall have 30 calendar days from the receipt of this list to correct all items, which fall within the scope of this contract. Deductions may be taken from Contractor payments for all outstanding deficiencies which are uncorrected after the 30 day period, in accordance with

Federal Acquisition Regulation (FAR) 52.212-4, Contract Terms and Conditions – Commercial Items

(Inspection/Acceptance). In addition, deductions may be taken for any additional deficiencies which develop after the preliminary 90-day closeout inspection and which remain uncorrected at the termination of the contract.

Supplies, Materials And Workspace

Storage Standards: The Contractor must obtain the approval of the Contracting Officer or his designee before storing anything at this facility. Operating supplies such as packing, lubricants, rags, cleaners, etc., will be properly secured in containers approved by the Contracting Officer or his/her designee and stored in accordance with NFPA fire and safety requirements.

Use of Government Property: If provided, the Contractor shall take all reasonable precautions to safeguard and protect Government property. Government property will be used only in direct operations for providing these contract services.

Space to be Provided to Contractor: The Contractor may be furnished space within the building commensurate with the Contractor's operational requirements (if available).

Other Contractors

The Government may undertake or award other contracts for additional work, and the Contractor shall fully cooperate with such other Contractors and/or Government employees. The Contractor shall carefully schedule his own work, in conjunction with the additional work, as may be directed by the

Contracting Officer. In addition, the Contractor shall not commit or permit any act which will interfere with the performance or work by another contractor, or by the Government.

Payments, Incentives and Deductions

If the Contractor meets the standard, payment will be processed in accordance with the schedule of items.