PH_21_PWS.pdf

Performance Work Statement Eastern Regional Research Center Page 1 of 51

UNITED STATES DEPARTMENT OF AGRICULTURE

AGRICULTURAL RESEARCH SERVICE

Eastern Regional Research Center Wyndmoor, PA

Background

The Eastern Regional Research Center (ERRC) is one of four Regional Research Centers of the Agricultural Research Service, U.S. Department of Agriculture. The ERRC is home to the nation’s leading scientists and engineers who solve problems facing the U.S. today and tomorrow with fundamental, applied, and developmental research on agricultural commodities including milk, meat, poultry, hides, leather, wool, fats, oils, rendered protein, grains, fruits, vegetables, energy crops, and juices. New knowledge and technology ensures an abundance of high quality agricultural commodities, products at reasonable prices to meet increasing needs, and provides continued improvement in the standard of living for all Americans. These objectives are obtained through the following research:

• Development of rapid methods to detect human pathogens and harmful chemicals in foods

• Development of novel methods to characterize human pathogens in foods

• Development of microbial predictive modeling for food safety risk assessment and management

• Development of effective and innovative intervention technologies to reduce or eliminate human pathogens in foods

• Sustainable production of biofuels and co-products from grains and biomass

• Sustainable agricultural practices

• Development of new crop-derived food ingredients and nutraceuticals with health-promoting ability

• Development of new dairy products with improved functionality and health benefits

• Development of valuable bio-based products from agricultural by-products for biomedical, industrial, and commercial applications

• Open new and expand existing domestic and foreign markets

The majority of this research is conducted in the main building within two laboratory wings.

The original building was constructed in 1940. Due to continuous upgrades and renovations, ERRC is very modern with respect to laboratory design and system condition.

Offices of the Northeast Area (NEA) are co-located at the ERRC location. The NEA is responsible for the research programs in Maine, Delaware, West Virginia, Pennsylvania, Massachusetts, New York and Maryland. The NEA supports programmatic operational planning and the direction of research programs to achieve research excellence throughout the Northeast Area.

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1.0 SCOPE OF WORK

Attachment A.1.0 – Maps and Floor Plans for the ERRC

The Performance Work Statement (PWS) shall specify the services required to provide the full range of operations and maintenance support of the research at ERRC. This PWS is intended to provide facility services creating a clean, healthy, safe, comfortable, and aesthetically pleasing physical environment for staff and visitors to the ERRC in the most cost effective and efficient manner that supports the Center’s research mission. These services shall be provided to the entire complex which includes the existing structures, renovated facilities, new construction, infrastructure, and utilities. Maps and floor plans for the ERRC are contained in Attachment A.1.0. The Contractor shall provide all necessary labor, all necessary supervision, all necessary equipment, all necessary parts, and all necessary materials (with the exception of those identified by the Government) to support the ERRC mission statement twenty-four hours per day, seven days a week. This PWS outlines the following services:

2.0 Work Management

3.0 Administrative Services

4.0 Safety

5.0 IT

6.0 Utilities Services

7.0 Facility Services

Executed work in the PWS shall not impede the execution of Government business. All work has the potential to impact Government personnel and the ongoing research program; therefore, coordination shall be required with the affected lab personnel, onsite facility management team, and the Administrative Contracting Officer (herein referred to as the ACO). The ACO reserves the right to schedule performance or Contractor work during the evenings and weekends should interference with research become too great during weekday performance. Routine work, whether performed within or outside of normal ERRC occupancy hours, is considered to be within the base contract.

1.1 Contractor Responsibility

Attachment A.1.1 – Listing of Applicable Codes, Regulations and Documents Attachment A.1.2 – Listing of Known Confined Spaces

The Contractor’s performance requirements are represented in this PWS. The PWS is divided into various categories for convenience only. The Contractor shall perform work utilizing the Department of Labor’s Service Contract Act Directory of Occupations, the Collective Bargaining Agreement between Alutiiq Commercial Enterprises, LLC and Satellite Services, Inc. and the International Brotherhood of Teamsters Union Local 115, and the Construction Wage Rate Requirements Statute. Further, work shall adhere to accepted means and methods of the discipline/trade, Federal, National, State, Local regulations/codes, technical specification, manufacturer’s guidelines, USDA and ARS directives, and the ERRC policies and procedures.

The Contractor shall perform all related services necessary to carry out the provisions of the contract including but not limited to:

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• Quality Control;

• Financial Control;

• Work Management;

• Management of records, files, reports, historical data, and the library of documents

(Federal, State and Local regulations, code laws, technical manuals, warranties, and manufacturers’ instructions and recommendations);

• The Contractor may be requested to generate and provide a specific report, or a portion of a report, with a turnaround time of as little as four hours; and

• Maintain certifications and licenses as necessary.

Title to all durable parts and construction material purchased by the Contractor in performance of this contract shall be vested in the USDA, ERRC occurring at the point of satisfactory incorporation into the facility.

1.1.1 Compliance

The Contractor must comply with the Farm Security and Rural Investment Act of 2002 (FSRIA), 7 U.S.C. 8102; the Food, Conservation and Energy Act of 2008 (FCEA), 7 U.S.C. 8102; the Federal Acquisition Regulation; Executive Order (EO) 13514, “Federal Leadership in Environmental, Energy and Economic Performance,” dated October 5, 2009; EO 13423, “Strengthening Federal Environmental, Energy, and Transportation Management,” dated January 24, 2007; and Presidential Memorandum, “Driving Innovation and Creating Jobs in Rural America through Biobased and Sustainable Product Procurement,” dated February, 2012 to provide biobased products.

The Contractor shall be solely liable for acts of commission, errors, and omission in regard to compliance with Federal, State, and Local statutes, regulations and applicable guidelines which lead to fines, penalties, or prices associated with enforcement actions, removal actions, corrective actions, or remedial actions.

The Contractor shall assume full liability for the release of any hazardous substance to air, soil, or water resulting from its own or its subcontractor’s actions. The Contractor shall be responsible for the costs associated with the cleanup of any such release. In the event the Contractor is removed from the duties at the facility, the Contractor shall also be responsible for latent defect caused while performing work while on property.

The ERRC shall retain the right to initiate abatement and remediation actions for which the Contractor shall reimburse all associated expenses.

1.1.2 Contractor Furnished Safety Data Sheets

The Contractor shall furnish and retain a copy of Safety Data Sheets (SDS) for all hazardous materials to be used, as described by OSHA standards, to the Center’s Occupational Safety and Health Officer (OSHO) prior to beginning work.

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1.1.3 Contractor Employee Conduct

All Contractor employees shall adhere to standards of competency, conduct, appearance, and integrity that reflects credit to the employee, the Contractor, and the Government. The Contractor shall be responsible for disciplinary action with respect to their employees.

The Contractor is responsible for training their employees in IT security training, modernization training for new equipment, etc. This is part of the fixed cost.

1.2 Labor and Replacement Parts Threshold

The Contractor shall be responsible for the first thirty 32 hours of labor and shall be responsible up to $3,000.00 of material for all types of corrective work for each work order.

1.2.1 Contractor Furnished Property

The Contractor shall be responsible for all Contractor Furnished Property (CFP) and supplies required by this PWS to perform the specified services of this contract. The Contractor shall be responsible for all labor and materials necessary to make utility connections required for CFP.

1.2.2 Contractor Supplied Parts and Materials

The Contractor shall supply all parts and materials associated with the Corrective Maintenance (CM) or Preventative Maintenance (PM) or upkeep of all facility systems or appurtenances up to the thresholds as described in PWS 1.2. Contractor supplied parts and materials shall be in accordance with the following order of precedence:

1. National, State and Local Codes

2. Industry Standards

3. Manufacturers recommendations and standards

4. ERRC building standards

5. Direct materials history

6. Good Laboratory Practices (GLP)

The Contractor shall utilize replacement parts which are equal to or better than the part being replaced.

1.2.3 Affirmative Procurement of Bio-based Products

The ERRC supports all Contractor efforts to supply and utilize products conforming to the affirmative procurement of bio-based/green initiative products under service contracts requirements. The Contractor shall utilize products and material made from bio-based materials (e.g., bio-based greases, bio-based hydraulic fluids, bio-based janitorial supplies, and bio-based absorbents) to the maximum extent possible without jeopardizing the intended use or detracting from the overall quality delivered to the end user. Information about this requirement and these

Performance Work Statement Eastern Regional Research Center Page 5 of 51 products is available at www.biopreferred.gov and ARS P&P 134.2, Energy, Water, and Sustainability Policy.

All bio-based/green initiative supplies and materials furnished for this PWS shall be of a type and quality that conform to PWS 1.2.2 and shall be coordinated with and are subject to the approval of the Contracting Officer Representative (COR).

1.3 Available Government Property and Materials

Attachment A.1.3 – Available Government Property and Materials Report Required R.1.3.a – Annual Accountable Property Inventory Report Required R.1.3.b – Annual Government Provided Equipment Inventory

• Stock Materials: The facility has a stockpile of Government owned parts, supplies, and materials on hand. Use of these materials is at the Contractor’s option. All parts and supplies are "as-is" and will not be replenished.

• Tools and Equipment: The Contractor shall be given the opportunity to inspect Government owned tools and equipment prior to the property being provided. In such cases, the Government makes no warranty with respect to the serviceability and/or suitability of the property for contract performance. All tools and equipment are "as-is”.

If damaged during normal use or wear and tear, they may be replenished or repaired at the Government’s expense.

• Accountable Property: Accountable property, as defined in ARS P&P 221.1M, is all Government property with an acquisition cost of $5,000 or more, all leased property regardless of cost, and any item with an acquisition cost of less than $5,000 but determined “sensitive”.

The Contractor shall utilize Accountable Property in the following manner:

• Operate/utilize Government-furnished property/equipment in a safe and proficient manner following appropriate industry practices and techniques.

• Promote self-maintenance to the maximum extent possible to prevent hazards which may jeopardize the safety of personnel and functionality of the equipment.

• Protect equipment with frequent cleaning using preventative maintenance and repairs to minimize breakdowns, depreciation, and the need for major repairs. The Contractor is responsible for equipment maintenance and consumables such as lubricants, belts, fuses, tires, etc.

• Perform maintenance to ensure that equipment is maintained properly and that warranties remain valid. Communicate with equipment manufacturers as necessary.

• Be responsible for the physical security of Government Furnished equipment (GFE) and assume full replacement price of all GFE damaged or stolen due to neglect while under Contractor control.

• Immediately notify the Quality Assurance Specialist (QAS) of any non-functioning or damaged equipment. Disposal of any tools, equipment, property, or resources requires QAS approval.

http://www.biopreferred.gov/

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The use of Government-furnished property/equipment/materials for other purposes separate from this contract is prohibited. The use of Government-furnished property/equipment/materials for personal transportation off-site including transportation to and from ERRC is prohibited.

Repairs, replacement, and/or refurbishment not due to normal wear and tear shall be at the Contractor’s expense.

1.4 Support for Other Government Contracts

1.4.1 Government Furnished Services via Contracts

Attachment A.1.4.1 – Government Furnished Services via Contracts

The Government has contracts in place for the supply of materials and services that the Contractor shall utilize, manage inventory, and provide labor during the execution of this PWS.

These contracts shall be used in the direct performance of the contract only, and shall not be extended to the contractor’s own administrative needs.

• Materials: biodiesel, #2 fuel oil, liquid nitrogen, cylinder gasses, dry ice, biohazardous and chemical waste removal.

• Services: mail, postage, Copier service.

1.4.2 Modernization and Outside Contractor Support

The Contractor shall assist the Government throughout modernization or other construction projects within the limits of PWS 1.2. This type of assistance with the ACO normally includes:

locating of various utilities (valves, piping, switches, circuit breakers); relocating equipment or components, coordinating shutdowns and restarts of various systems or equipment; and deferring work as necessary with ACO approval.

1.5 Personal Protective Equipment and Medical Exams

The Contractor shall furnish all personal protective equipment (with the requisite training) and all required medical exams for their employees in performance of this contract.

1.6 General Information

Services are required 24 hours per day, 365 (or 366) days per year, on an uninterrupted basis.

The Contractor shall perform the majority of the work required by this PWS during ERRC normal business hours with the exceptions defined in sections 2.2.2, 7.2.4, and 7.3.4. The Government reserves the right to close the facilities due to weather conditions, safety, health, or medical emergencies as necessary. Essential Contractor personnel are required to provide services to maintain the facility in the event of adverse weather conditions or emergencies. Any administrative leave granted to Government personnel does not relieve the Contractor of their responsibilities for required services.

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ERRC normal business hours are from 7:30 a.m. - 4:00 p.m., Monday through Friday, excluding Federal holidays as listed below and other day(s) designated by Federal statute, Executive Order, or Presidential Proclamation.

Normal occupancy hours are from 6:00 a.m. – 6:00 p.m., Monday through Friday, excluding Federal holidays.

The onsite Government personnel observe the listed dates as holidays:

• New Year’s Day January 1st

• Martin Luther King, Jr. Birthday 3rd Monday of January

• Presidents Day 3rd Monday of February

• Memorial Day Last Monday of May

• Independence Day July 4th

• Labor Day 1st Monday of September

• Columbus Day 2nd Monday of October

• Veterans Day November 11th

• Thanksgiving Day 4th Thursday of November

• Christmas Day December 25th

• Any other day designated by Federal statute, Executive Order, or Presidential proclamation.

When any holiday falls on a Saturday, the preceding Friday is observed. When any holiday falls on a Sunday, the following Monday is observed. Observance of such days by Government personnel will not by itself be cause for an additional period of performance, or entitlement of compensation except as set forth within the contract.

Two weeks advance written notice to the ERRC QAS shall be required for any planned absence from the project of key personnel exceeding five consecutive workdays. An absence exceeding ten working days shall require the appointment of a suitable fulltime replacement with the concurrence of the ERRC QAS.

2.0 WORK MANAGEMENT

Submittal S.2.0 – Site Specific Business Continuity Plan Report Required R.2.0.a – Weekly Scheduled Work Report Required R.2.0.b – Weekly Backlog and Out-of-Service Report Report Required R.2.0.c – Monthly Work Activities

The Contractor shall plan, organize, optimize, allocate, and manage resources to bring successful completion of this PWS with the results meeting appropriate scope, acceptable quality, timeliness, and financial limitations of the ERRC.

The Contractor shall:

1. Maintain a single point of contact onsite for receipt of work requests;

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2. Review work request for completeness, understanding and clarity. Vague and incomplete work requests shall be returned to the customer for clarification;

3. Notify ACO, QAS, and affected personnel at least 48 hours prior to any planned closures or interruption of utilities/services;

4. Inform the Government requestor (customer) when their work order is complete.

5. Meet with a representative from the Office of the Center Director monthly to review and discuss Reports R.2.0.a, R.2.0.b, and R.2.0.c

2.0.1 Work Management System

The Government will provide a paperless, automated work management system for the submission, approval, and tracking of all work requests, work orders, and preventive/corrective maintenance. The current system COGZ shall track quality control, estimates, material, labor, equipment, scheduling and priorities. The Contractor shall accurately maintain all records to include scheduled and completed dates, work performed, equipment, location, noted observations, material used, craft, and labor hours expended. The work management system shall be available to designated Government personnel at any time electronically via the Local Area Network (LAN). The Government reserves the right to change the work management system vendor. The Government shall put in place all licensing agreements etc. for the Maintenance Control Program (COGZ) for the Contractor’s use.

2.0.2 Quality Control

Submittal – S.2.0.2 Site Specific Quality Control Plan (SSQCP)

The Contractor shall provide and maintain a SSQCP covering all required contract services within this Performance Work Statement (PWS). This Site Specific Quality Control Plan shall conform to the Contractors Quality Control Program (QCP) as prepared for use in this contract.

The Contractor shall utilize the work management system to maintain a record of all SSQCP inspections, services performed, deficiencies in the quality, results, and any corrective actions taken shall be documented. SSQCP inspection results shall be made available to the Government.

Periodic review of submittals, logs, and reports shall be integrated into the Contractor’s SSQCP.

2.0.3 Management of Records

The Contractor shall maintain a warranty log and file to include description of equipment, location, warranty clauses, installation and expiration date for all equipment installed by the incumbent Facility Contractor, Modernization and Outside Contractors and conduct warranty inspections and investigations to verify any issue under warranty.

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The Contractor shall provide updates to the Facility Engineer (FE) maintained “As Built Drawings” of any mechanical, electrical, structural changesm, and/or alterations completed by the Contractor.

2.1 Routine Work

Attachment A.2.1 – Work Order History

Routine work shall include all labor, supplies, materials, equipment, and subcontracts necessary to perform the requirements of the PWS without further input from the Government. Corrective and preventative maintenance and emergency work shall be considered routine work. All efforts necessary to complete this work shall be integral to the project up to and including the contracted threshold. Exceptions will be made for individual routine work orders expected to exceed either $3,000 in material or 32 hours of labor. The Contractor shall be responsible for the first 32 hours of labor and first $3,000 of replacement parts for all types of routine work per work order.

Prompt response to routine work is essential to smooth operation of research and support elements.

Work that substantially alters, modifies, or otherwise changes buildings, structures, or equipment is not considered routine work.

Government furnished services via contracts are listed in Attachment A.1.4.1 (water treatment, fuel oil, storeroom supplies, etc.).

2.2 Preventive Maintenance

Attachment A.2.2.1 – Historically Maintained Equipment and Preventative Maintenance Schedule Attachment A.2.2.2 – Preventive Maintenance Schedule

The Government-furnished automated work order system is furnished for the timely completion of preventive maintenance services. Preventive maintenance shall be performed as scheduled in the existing preventive maintenance plan for all equipment and systems historically maintained as listed in Attachment A.2.2.1. Services performed shall be based on manufacturer’s recommendations and standards, national and state trade codes, and industry standards. The Preventive Maintenance Plan shall be maintained to include items and components to be maintained, schedule frequencies and description of scheduled work, inspection, and record of maintenance performed with recommendations regarding future PM work to occur during the next frequency cycle. The PM program shall be updated to reflect equipment changes and be readily available to the Government. These changes could include adding/deleting equipment, changing frequencies, or updating job plans. Notification to the Government is required for documented changes that may affect contract costs.

2.2.1 Preventive Maintenance Schedules and Accomplishments

Included in the weekly schedules submitted to the QAS, planned preventive maintenance work shall be included. If work was not completed as scheduled, annotate on the next planned work schedule why performance was delayed.

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2.2.2. Preventive Maintenance Work during Normal Business Hours

If system shutdowns are required, the preventative maintenance work must be conducted during non-occupied hours to prevent disruption of research and facility operations and the shutdowns coordinated with the QAS at least 48 hours in advance. The Government reserves the right to defer preventive maintenance tasks at any time due to scheduling conflicts or in response to period of equipment inactivity.

2.3 Corrective Maintenance

Corrective Maintenance (CM) tasks are actions necessary to remediate Contractor or Government discovered deficiencies. Response to CM tasks shall be per PWS 2.5. The Contractor shall maintain accurate records within the automated work management system to include scheduled and completion dates, work performed, craftsman type, time and materials expended, equipment ID, equipment description, and craftsman notes.

2.4 Additional Work

Attachment A.2.4 – Historical Pricing Data

An Additional Work (AW) task is work proposed by the Government or Contractor which is not part of the routine operations and maintenance support for the ERRC, but is within the scope of the contract. This work shall not interfere with routine or preventative maintenance work.

All additional work shall have the approval of the Government’s ACO prior to the work being performed.

Additional work proposals shall be completed within ten workdays of receipt of scope of work.

The proposal shall include start date, breakdown of price to include craft and craft hours, material and subcontract price, and a projected completion date.

The Government may provide equipment and/or materials for the Contractor’s use in completion of additional work orders. In such cases, the Contractor’s proposal shall reflect the inclusion of Government material.

Clarification of Additional Work. Additional work originates in two forms:

1. Additional Work: This work originates from the customer's request to modify, add, or change existing utilities, laboratory and/or office upgrades, scientific equipment repair, etc.

• The Contractor is to price this work using the Schedule B wage pricing.

• After pricing, this work shall be funded by the requestor.

• Work shall proceed as scheduled.

• No impact to routine work.

2. Corrective work which exceeds the thresholds in PWS 1.2:

• This works generally starts from an issue identified in a Preventative Maintenance (PM) task.

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• A Corrective Maintenance (CM) task is generated and the AW thresholds in Section 1.2 of the PWS apply only to the corrective work.

• The Contractor shall immediately notify the Government upon realizing a Corrective Work Order will likely exceed the thresholds so that the government can obtain the necessary funds to finance the amount exceeding the thresholds.

• Once the Contractor has reached either of the thresholds, the expenses are then the responsibility of the Government. This is meant to reduce the Contractor's risk to avoid responsibility for "major" repairs.

• These situations occur infrequently and there is no history at the proposed threshold levels.

Hours and materials used up to threshold are considered part of the routine work. Preventative Maintenance (PM) which exceeds the AW thresholds are NOT additional work. They are identified in the Work Management System and are considered as part of the routine work regardless of whether they exceed the thresholds.

2.5 Work Priorities

Work shall be prioritized to ensure the safety of the occupants, protection of ERRC assets, adequate support of research activities, and occupant comfort. The QAS/ACO may change work order priority at any time.

2.5.1 Priority 1 - Critical

Priority 1 work requires immediate action essential for the protection of critical equipment, facilities, environmental conditions, health, safety, security, ongoing experiments and research programs, or the prevention of damage to property. The Contractor shall immediately notify the Government with a corrective action plan which shall be initiated and pursued on continuous basis until permanent repairs are completed.

2.5.2 Priority 2 - Urgent

Priority 2 work shall be attended to within one workday and be completed within five working days, unless otherwise directed by the QAS/ACO. At a minimum, 50% of the work requests shall be completed within one working day of receipt.

2.5.3 Priority 3 – First In, First Out (FIFO)

Priority 3 work shall be on a FIFO basis. The remainder shall be completed within ten working days, unless otherwise directed or authorized by the QAS/ACO.

2.6 Work Alterations and Changes

The Center may make minor alterations or changes to approved additional work orders. The original work order will be revised to reflect changes in scope or cost. The QAS/ACO has final

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2.7 Transition of Contract Performance

Submittal S.2.7.a – Contractor Staffing Plan Submittal S.2.7.b – Transition of Contract Performance

Transitional Period Work

The Contractor shall assist in the transition of contract responsibilities at the start and completion of the contract for a period of 30 calendar days. All Contractor work performed shall be done in a professional and workmanlike manner.

Contractor shall submit for approval by ACO, a proposed staffing level within 30 days after contract implementation.

Examples of transition work include:

• Inventory Government Furnished Materials (GFM) and Government Furnished Property

(GFE)

• Inspect site and facilities

• Transition records from/to previous/subsequent Contractor

During the Transitional Period (first 30 days) the Contractor (accompanied by the Facility Engineer) shall inspect the entire facility and identify equipment, systems, or portions of the work which are deficient in one way or another. The judgement criteria will largely be the requirements for maintenance and operations set forth in this PWS as well as compliance with Federal, State, County, and City regulations, and acceptable standards/practices, including all the references shown in the RFP, i.e., ANSI, ASME, ASTM, NFPA, OEM/Best Industry standards/etc., and complies with all OSHA regulations.

Any deficiencies noted from the aforementioned work shall be documented on a Facility Deficiency Report (PWS 2.8) and shall be submitted within 30 calendar days of award. Items identified and agreed to by the appropriate Contracting Authority shall be exempt from the requirements of 1.2 Labor and Replacement Parts Threshold. Items not identified will be held to the requirements of 1.2 Labor and Replacement Parts Threshold.

It will be solely at the Government’s discretion as to whether the identified deficiency will be repaired via an Additional Work Order.

At contract inception and completion, the Contractor shall assure that all work orders and preventative maintenance efforts are complete and all ERRC systems are in sustainable working order by the last day of the existing contract period. The incumbent Contractor shall coordinate activities with the departing Contractor to effect a smooth and orderly transition between contracts.

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At the completion of this PWS, the departing Contractor shall remove all of their owned belongings from the Government-furnished spaces by midnight on the last day of the contract.

2.8 Facilities Deficiency Report

Report Required R.2.8 – Facility Condition Survey

The Contractor shall:

During the month of April, the Contractor shall inspect the exterior of all buildings and grounds and document visible defects. This shall be done in conjunction with the FE, QAS, and the ACO. The Facilities Condition Survey Report shall be furnished to the Government within 30 days and corrective repairs initiated per PWS 2.5.

A Contractor’s failure to perform regular preventative maintenance will be considered routine work and corrective work will not be paid by the Government as Additional Work.

3.0 ADMINISTRATIVE SERVICES

The Contractor shall perform a variety of administrative services to support the ERRC research mission as described:

• Material Services

• Security

• Mail, Package, and Cargo Processing

• Government Pennants

3.1 Material Services

The Contractor shall provide material handling services including shipping and receiving, compressed gas distribution, dry ice reception, and reception of cryogenic liquids.

3.1.1 Shipping and Receiving

The Government will be responsible for associated transportation and packing material costs required to ship outgoing Government items. The Contractor shall

1. Provide onsite trained personnel in support of the shipping and receiving activities;

2. Unpack and store hazardous and non-hazardous materials, supplies, and equipment upon proper receipt of items;

3. Distribute shipping documentation (including acceptance verification and date) to customer and update supply records within one working day of receipt;

4. Refrigerate perishable items immediately; notify recipient telephonically and by high priority email within one hour of receipt;

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5. Receive chemical orders and notify purchasers of their receipt;

6. Pack, crate, and weigh outgoing shipments (material and equipment);

7. Coordinate shipment arrangements with ERRC customer (customer provides any necessary Return Material Authorization (RMA));

8. Coordinate receipt, storage, delivery, return, and inventory of gas cylinders from customers and external vendors;

9. Receive, store, and deliver storeroom items and services in accordance with PWS. Items over 20 lbs. shall be delivered directly to appropriate lab or office.

10. Coordinate receipt and delivery of controlled substances.

11. Maintain warranty tracking system for all warranty purchases.

12. Government furnished forklift and other equipment such as hand trucks and pallet trucks will be provided to perform these duties. Designated employees shall be properly trained to operate this equipment.

3.1.2 Supply and Inventory Management

Report Required R.3.1.2 – Monthly Compressed Gas Cylinder Movement Report

ERRC has a contract to provide compressed gases. The Contractor shall receive, store, issue, and deliver gasses in accordance with all Federal, State, and local laws and regulations.

Approximately 200 non-specialty gas cylinders are used per year. Gas cylinders shall be available to the government requester during normal business hours. Services required for Compressed Gases include but are not limited to:

• Receiving and storing compressed gas cylinders.

• Verifying cylinders delivered and returned are accurately described on the manifests and forwarding manifests to the government purchasing agent, QAS, or COR.

• Inspecting cylinders for leaks and malfunctions.

• Returning cylinders and tanks to the supplying company.

• Monitoring and ensuring that all cylinders display evidence of proper hydrostatic testing.

• Refusing delivery of cylinders without evidence of hydrostatic testing or missing caps.

• Maintaining an inventory of all cylinders and tanks onsite.

• Maintaining and reporting the distribution of Gas cylinders including the end-user by name.

ERRC maintains a contract to supply and store dry ice in appropriate container(s) in designated areas in the pilot and chem wings. ERRC receives on average one delivery of approximately 1,000 pounds per week. The Contractor shall coordinate with the supplier to receive dry ice and ensure that the quantities delivered match the manifest. The Contractor shall forward manifests to the Government Contract Specialist, QAS, or COR.

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ERRC, through a contract, rents a 6,000 gallon liquid nitrogen tank which is refilled at least once per week on average with approximately 1,900 gallons. The contractor shall receive, handle, and deliver containers of cryogenic liquids in accordance with Federal, State, and local laws and regulations. The Contractor shall coordinate with the vendor for deliveries and ensure the quantities delivered match the manifest. Monitor the supply of such materials and notify the government as required. The contractor shall forward manifests to the government purchasing agent, QAS, or COR.

3.2 Security and Monitoring Services

Report Required R.3.2.a – Daily Security Activity Report Report (As) Required R.3.2.b – Security Incident Report (ERRC Safety Manual)

3.2.1 Security Training

All Contractor personnel shall receive ERRC new employee safety orientation on the specific hazards and responsibilities at the ERRC prior to assignment to duty and completed within 30 calendar days. The Contractor shall provide annual refresher training to all Contractor personnel.

3.2.2 Personnel Clearance

Attachment A.3.2.2 – REE NEIS PII Sheet

The Contractor shall submit completed REE NEIS PII Sheets, Attachment A.3.2.2, for each employee to the ACO no later than ten (10) working days after the start of the initial period of performance. Procedures in accordance with: http://hspd12.usda.gov

3.2.3. Watchperson Services

Contractor shall provide uniformed watchperson security services for the ERRC location personnel, buildings, and equipment in accordance with industry standards and ERRC security practices. Services shall be provided for all hours outside of "ERRC normal business hours", all holidays as defined in PWS 1.6, and all time the Government closes the facilities due to weather conditions, safety, health, or medical emergencies as necessary as defined in PWS 1.6.

Priority One Response is required for life safety and research related issues.

Contractor shall:

1. Conduct monitoring utilizing closed-circuit television (CCTV), walking patrols, and building management systems (status/alarms, fire/smoke/oxygen/hydrocarbon detectors and alarms, break-glass intrusion, etc.);

2. Conduct three interior and three exterior walking patrols during each 8 hour shift;

3. Secure all exterior buildings doors and windows;

http://hspd12.usda.gov/

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4. Turn off lights for good energy conservation practices;

5. Check for proper operation of vital equipment, various other systems, and lighting operations;

6. Check for alarms, hazards, spills, floods, and record any abnormal conditions; notify appropriate personnel and take corrective action;

7. Receive and assist Local emergency personnel;

8. Monitor ongoing 24 hour research operations and initiate appropriate responses to mitigate research/equipment/facility loss; Sample 24 Hour Operations Monitoring Form is located in ERRC Safety Manual;

9. Monitor entrance/exit of personnel per ERRC Safety Manual;

10. Maintain daily logs and records, as shown in A.2.1, in the security office to include:

date, shift times, guard on duty, malfunctions and unusual events, and supervisor review (signature);

11. Participate in emergency drills; and

12. Provide continuous uniformed service at the main lobby during normal business hours.

Visitors will be logged in and out using Government provided software (currently EZ Lobby).

3.3 Fleet Management Services

Attachment A.3.3 – Inventory of Government Owned Vehicles Report Required R.3.3 – ARS Vehicle Operation Record - ARS-715

The Contractor shall schedule vehicle maintenance, vehicle dispatch, update Government vehicle operation record, and issue keys and gas cards during normal business hours. The Government will be responsible for vehicle repair and fuel cost.

Contractor shall:

1. Ensure a minimum of 80% of vehicles are available during scheduled maintenance and performance of PWS 7.3.1;

2. Record services performed and expenses incurred in the individual automotive vehicle log book - AD-187.

3. Arrange for repairs and service at qualified dealers to maintain vehicle and ensure warranty compliance (pickup and delivery of vehicles as necessary);

4. Add newly acquired vehicles into service and remove surplus vehicles.

Performance Work Statement Eastern Regional Research Center Page 17 of 51

3.4 Mail Services

Report Required R.3.4 – Monthly Postage Report

The Contractor shall provide incoming and outgoing mail service by USPS and private carrier services, such as Federal Express or equivalent, during ERRC business hours. The Government will be responsible for the cost of all postage and supplies required to send Government mail.

1. Sort, deliver, and pick-up mail once daily to the Administrative wing offices by 10 a.m.;

2. Re-direct displaced or lost mail. Unidentified mail shall be delivered to the QAS unopened for identification;

3. Maintain, repair, and operate a postage machine with integral meter and electronic scale;

4. Notify AO as needed to avoid running out of postage;

5. Notify addressee or their agent of express or priority mail within one hour after receipt in the mail room;

6. Sort, classify, meter, and complete forms for all outgoing mail, including certified, return receipt, special delivery, overnight, and international delivery;

7. Ensure that all metered outgoing USPS mail is ready for pick-up daily on the same day metered.

3.5 Government Flags and Pennants

Government notification will be provided when flags are to be lowered to half-staff position, as well as length of time before flags are raised, to the full staff position.

When requested, the Contractor shall:

1. Display flags in accordance with USC; Title 36; Chapter 10 (http://uscode.house.gov)

3.6 Food Services

ERRC maintains a small, unstaffed cafeteria with coin operated vending machines for employee and contractor use. The contractor will coordinate access for a government provided vendor that provides items such as:

• Hot and cold beverages including coffee, soft drinks, and water

• Cold and reheatable sandwiches and meals

• Snack foods

Performance Work Statement Eastern Regional Research Center Page 18 of 51

4.0 SAFETY – ENVIRONMENTAL SERVICES AND SAFETY EQUIPMENT

MAINTENANCE

Notify the Facility Engineer, QAS, and OSHO, upon discovery of inoperable life safety devices and safety system alarms (Priority One Response).

4.1 Environmental

Attachment A.4.1 – Historically Subcontracted Work [Contractor/Subcontracted]

4.1.1 Asbestos/Lead Remediation Services

Submittal S.4.1.1 – Asbestos Remediation Plan Report Required R.4.1.1.a – Asbestos Removal Form Report Required R.4.1.1.b – Asbestos Disposal Manifest

4.1.2 Asbestos Abatement

Asbestos Containing Material (ACM) or suspected ACM may be discovered during the course of routine maintenance or this service may be requested for the removal of such material from old equipment. This work shall be performed by an EPA/PA certified Contractor and the certification shall be numbered by EPA. Air sampling shall be performed by an independent 3rd party Industrial Hygienist. Material sampling will be performed by a National Institute of Standards and Technology Program certified lab using EPA testing methods. Work is to be scheduled during normal working hours unless otherwise directed by the ACO. If this work will have an impact on research or normal operations at the Center, sufficient advance notification to those affected is required. Government notification is required at the start of the abatement or testing work to allow for real time inspection and evaluation of work performance. ACM removal shall be considered AW.

4.1.2.1 Asbestos Abatement Reports

Contractors must submit copies of insurance, workers and supervisors state certifications, removal and monitoring plans, re-occupancy air sampling results, and the waste manifests for shipping and final waste site for review and approval by the ACO with the requests for additional funds. This information shall also be sent to the QAS and OSHO. Final waste manifest will be sent to the OSHO so information is available to satisfy regulatory reporting requirements.

4.1.2.2 Asbestos Recognition Training

The Contractor shall provide training to all maintenance personnel to properly recognize potential ACM.

4.1.3 Storage Tank Systems

Report Required R.4.1.3 – Annual Underground Storage Tank (UST) Inspection Report

Maintain and inspect the underground and aboveground storage systems per EPA, State, and manufacturer’s operating and pollution control practices. Follow ERRC Spill Prevention, Control, and Countermeasure plan (SPCC) plan.

Performance Work Statement Eastern Regional Research Center Page 19 of 51

4.1.3.1 Underground Storage Tanks (USTs)

The Contractor shall operate and maintain the three UST’s within Environmental Protection Agency (EPA) and State of Pennsylvania regulations 15,000G (2) #2 fuel oil for boilers, 2500G #2 fuel oil for boilers:

1. Provide emergency response personnel to respond to alarms initiated by the Automatic

Tank Gauging System (ATG) or filling/pumping attendant and immediately notify the ACO upon discovery of breach (Priority One Response);

2. Utilize the ATG to perform monthly tests, weekly log report as shown in A.2.1, and daily inventory monitoring utilizing the Veeder Root systems as established by the EPA, Pennsylvania DEP, and the manufacturer.

3. Perform annual inspection and continual service maintenance of the UST’s and monitoring systems according to the manufacturer’s instructions.

4.1.3.2 Aboveground Storage Tanks (AST)

The Contractor shall operate six AST’s within the EPA and the State of Pennsylvania regulations, 6000G liquid nitrogen, 1000G diesel, 500G propane, 100G propane (2), 275G diesel.

Of these, the contractor shall maintain and inspect the 1000G and 275G Diesel AST’s:

1. Perform inspections, and provide all required maintenance of the AST’s according to the manufacturer’s instructions.

4.1.4 Air Quality Emissions (EPA)

Report Required R.4.1.4.1 – Annual Boiler House Emissions Report Report Required R.4.1.4.2 – Monthly Fuel Usage Report Report Required R.4.1.4.3 – Weekly Fuel Usage Report

The Contractor shall:

Annually test boiler stacks for efficiency air quality emissions. Correct emissions as necessary to maximize efficiency. Record and report fuel usage per State of Pennsylvania issued operating permits.

4.2 Safety Equipment Maintenance

Report Required R.4.2.a – Record of Safety Device Failure Report Required R.4.2.b – Monthly Safety Equipment Inspection Report

The Contractor shall maintain the existing PM schedule as defined in automated work management system for the inspection of all safety equipment. Unless otherwise stated in this system equipment shall be inspected, serviced, and certified according to industry standards, the ARS Safety, Health and Environmental Management Program Manual 160M (http://www.afm.ars.usda.gov/ppweb/pplist.htm), and the ERRC Safety Manual.

http://www.afm.ars.usda.gov/ppweb/pplist.htm

Performance Work Statement Eastern Regional Research Center Page 20 of 51

4.3 Smoke/Fire Systems Maintenance and Detection

Report Required R.4.3 – Annual Fire Alarm Testing Report

The Contractor shall:

Monitor, maintain, repair, inspect, test, and certify fire, smoke, heat detection, and sprinkler systems to provide uninterrupted service. Inspection and servicing shall be conducted by qualified personnel certified by, Federal, State, or Local authority, or by personnel/organization listed by a national testing laboratory for the servicing of fire alarm systems. Contractor shall assume full liability for any accidental discharge caused during system testing. All disruptive testing (initiating alarms and strobes) shall be completed during unoccupied hours and all enabling/disabling of smoke/fire systems shall be logged.

4.4 Portable Fire Extinguishers and Fixed Fire Suppression Systems

The Contractor shall inspect, test, maintain, and recharge the facilities’ portable fire extinguishers and fixed fire suppression systems annually per National Fire Protection Association and Pennsylvania State Fire Marshal codes and guidelines. Coordinate the 5 year re-charging of extinguishers with the ERRC provided Annual Fire Extinguisher Training.

5.0 INFORMATION TECHNOLOGIES/COMMUNICATION SERVICES

The Government will provide information technology (IT) resources and assistance and telephone services to the Contractor in the performance of this PWS as shown in A.1.3. The Contractor is responsible for complying with the Government’s IT directives, policies, and procedures as listed in A.1.1.

6.0 UTILITIES SERVICES

The Contractor shall maintain and repair utilities services to include:

1. Metered utilities from the discharge of the utility owned metering device to the point of consumption (natural gas, electricity and water);

2. Non-metered utilities from point of use to the point of municipal connection (storm sewer, sanitary sewer, and plumbing systems); and

3. Site generated utilities to include the generation device or system (HVAC systems, De- Ionized water system (DI), process chilled water, steam, vacuum, air, non-portable uninterruptible power supplies).

Work shall be performed in a manner that maximizes energy efficiencies while maintaining the original design intent or an approved deviation to include metered, non-metered, and site generated to ensure uninterrupted service to the facility. Unscheduled utility interruptions require a Priority One Response.

Performance Work Statement Eastern Regional Research Center Page 21 of 51

6.0.1. Affirmative Procurement of Energy Efficient Parts and Supplies

Improvements should be made in the selection of materials utilized while replacing constituent parts of utility systems, provided that such improvement shall result in lowered operating cost or improved performance over the projected life of the system. This additional effort exceeding the actual in-kind replacement may be chargeable as an Additional Task. Improvements shall be approved by the ACO before charges are incurred.

6.1 Logs and Records

The Contractor shall prepare and maintain monthly meter reading logs and records to manage the utilities program. The format for the logs shall be made available for review and approval by the QAS/OSHO or other designee and reports shall be submitted to the QAS/OSHO as required by applicable regulations.

6.2 Electrical

Submittal S.6.2 – Lighting Maintenance Plan

The Contractor shall maintain and repair all electrical equipment that is integral to the ERRC.

The Contractor shall install new outlets and circuits as required to support new or relocated equipment. Electrical equipment and components can be categorized as follows: generating, premises wiring, utilization devices, and lightning protection systems.

6.2.1 Electrical Generation

• service point

• generators

• uninterruptible power sources

• switches and transformers

6.2.2…