Performance Work Statement Solicitation 12639525Q0124 Amendment PA02.pdf

General Information

Document Type: Solicitation

Solicitation Number: 12639525Q0124

Description: Facilities Maintenance Services for the USA, AMS, Cotton & Tobacco Program located at the Memphis, TN Cotton Classing Office.

Posted Date May 21, 2025

Response Date Monday, June 23, 2025 at 12:00 p.m. Central Time

Applicable NAICS 561210 – Facilities Support Services

U.S. Small Business Administration Small Business Size Standard

$47.0 Million

Product or Service Code Z1EZ – Maintenance of Other Industrial Buildings

Set Aside: Total Small Business set-aside in accordance with FAR 52.219-6

TABLE OF CONTENTS

PART/SECTION/Subsection PAGE

PART 1 – PERFORMANCE WORK STATEMENT 3

SECTION 1.0 SCOPE OF SERVICES REQUIRED 3

Subsection 1.0.1 Equipment 3

SECTION 1.1 STANDARD (RECURRING) MAINTENANCE SERVICES REQUIRED 4

Subsection 1.1.1 Preventative Maintenance 4 Subsection 1.1.2 Scheduled Inspections and Adjustments 4 Subsection 1.1.3 Pest Control 4 Subsection 1.1.3.1 Initial Pest Assessment 4 Subsection 1.1.3.2 General 5 Subsection 1.1.3.3 Pests Included and Excluded 5 Subsection 1.1.3.4 Pest Control Plan 5 Subsection 1.1.3.5 Pesticide Application 6 Subsection 1.1.3.6 Structural and Procedural Recommendations 7 Subsection 1.1.3.7 Record Keeping 7 Subsection 1.1.3.8 Manner and Time to Conduct Service 7 Subsection 1.1.3.9 Insect Control 8 Subsection 1.1.3.10 Rodent Control 8 Subsection 1.1.4 Emergency Power Equipment 9 Subsection 1.1.4.1 General 9 Subsection 1.1.4.2 Operation 9 Subsection 1.1.4.3 Maintenance 10 Subsection 1.1.4.4 Testing and Inspecting 10 Subsection 1.1.4.5 Reporting 11

1.1.5 FIRE SUPPRESSION SYSTEMS/EXTINGUISHERS: 11

SECTION 1.2 ADDITIONAL SERVICES INDEFINITE QUANTITY PROVISIONS (AS-

NEEDED MAINTENANCE SERVICES AND PARTS ORDERING) REQUIRED

Subsection 1.2.1 (Additional Services) As-Needed Maintenance – Emergency Repairs

Subsection 1.2.2 (Additional Services) As-Needed Maintenance – Other Repairs 12 Subsection 1.2.3 Parts and Materials 13

SECTION 1.3 CONTRACT DELIVERABLES 14

Subsection 1.3.1 Monthly Service Reports 14 Subsection 1.3.2 Maintenance Log 14 Subsection 1.3.3 Initial Pest Assessment 14 Subsection 1.3.4 Pest Control Plan 14 Subsection 1.3.5 Pesticide Application 15 Subsection 1.3.6 Emergency Power Equipment 15 Subsection 1.3.7 Contractor’s Staffing List 15 Subsection 1.3.8 Contractor’s Emergency Point-of-Contact 15

SECTION 1.4 WORKING HOURS & FEDERAL HOLIDAYS 15

SECTION 1.5 PERIOD OF PERFORMANCE AND CONTRACT TYPE 16

SECTION 1.6 CONTRACTOR KEY PERSONNEL 16

Subsection 1.6.1 Contractor’s Project Manager 16

Subsection 1.6.2 Contractor’s Emergency Point-of-Contact 16

SECTION 1.7 CONTRACTOR’S REPONSIBILITIES 17

Subsection 1.7.1 Disposal of Items 17 Subsection 1.7.2 Floor Protection 17

SECTION 1.8 USDA RESPONSIBILITIES 17

SECTION 1.9 CONTRACT ADMINISTRATION 18

Subsection 1.9.1 Points of Contact for Contract Administration 18 Subsection 1.9.2 Administrative Functions and Limitations 18 Subsection 1.9.3 Payment 18 Subsection 1.9.4 Invoice Payment Retainage for Deductions 19

SECTION 1.10 SAFETY AND SECURITY REQUIREMENTS 19

Subsection 1.10.1 Credentials and Identification 19 Subsection 1.10.2 Background Investigation and PIV Requirements 20 Subsection 1.10.3 Key Control 21 Subsection 1.10.4 Escorting 22 Subsection 1.10.5 Removal from Contract Work 22

PART 2 – CLAUSES 25

PART 3 – PROVISIONS 40

PART 1 – PERFORMANCE WORK STATEMENT

1.0 SCOPE OF SERVICES REQUIRED:

The United States Department of Agriculture (USDA), Agricultural Marketing Service (AMS), Cotton and Tobacco Program requires Facilities Maintenance Services (preventative maintenance and repairs) for building systems such as, backup generator, electrical and lighting, plumbing, fire suppression, structural, indoor pest control, and other building systems.

The Contractor must furnish all labor, materials, equipment, parts, permits, insurance, supervision and transportation necessary to maintain all building systems and provide full maintenance service, including routine/preventive, (minor) repairs, inspections, and other (emergency/unanticipated) maintenance services for the building systems, including all of its operating, distributing and controlling components. These systems must be maintained at optimum efficiency in accordance with manufacturers’ recommendations.

Facilities Maintenance Services must be provided for the USDA, AMS, Cotton and Tobacco Program at the following facility, that includes a laboratory, warehouse, office, and common areas:

Cotton and Tobacco Program Cotton Division 3275 Appling Rd Memphis, TN 38133

The Contractor must always maintain the standards of operation, efficiency, safety, capacity, etc., of the equipment as designed by the manufacturer and installed. It is the intent that interrupted service depreciation is kept to a minimum through an adequate preventive maintenance program.

1.0.1 EQUIPMENT:

The following is a generic list of equipment in the facility.

Backup Generator (Monthly/annual Standard “recurring” Services, Ref. Sec. 1.1 &

Ref. Sec. 1.1 & As-Needed Maintenance, Ref. Sec. 1.2) All electrical and lighting (As-Needed Maintenance, Ref. Sec. 1.2) All plumbing and fixtures (As-Needed Maintenance, Ref. Sec. 1.2) Tile and carpeted floors (As-Needed Maintenance, Ref. Sec. 1.2) Roll-up and standard doors and windows (Annual Standard “recurring” Services, Ref. Sec. 1.1 & As-Needed Maintenance, Ref. Sec. 1.2) Masonry and metal siding (As-Needed Maintenance, Ref. Sec. 1.2) Wet fire suppression system (Annual Standard “recurring” Services, Ref. Sec. 1.1) Dry fire suppression system (Annual Standard “recurring” Services, Ref. Sec. 1.1) Halon fire suppression system (Annual Standard “recurring” Services, Ref. Sec. 1.1)

Fire extinguishers (Annual Standard “recurring” Services, Ref. Sec. 1.1) Chain link gates and fences (As-Needed Maintenance, Ref. Sec. 1.2) Out building (Guard Shack) and security arms (As-Needed Maintenance, Ref. Sec.

1.2) Sidewalks (As-Needed Maintenance, Ref. Sec. 1.2) TPO and metal roofing (As-Needed Maintenance, Ref. Sec. 1.2)

Note: The listing of maintenance equipment, tasks and procedures to be performed is not intended to be all inclusive. Rather, it is intended to be representative of the scope of maintenance service to be provided. Omission of the description of specific task or of identification of specific equipment or system components does not relieve the contractor of the responsibility for maintenance of any part of the facility systems and all associated operating, distributing and controlling equipment, devices or components.

The following tasks/services are excluded from this Performance Work Statement:

Water Treatment HVAC services Janitorial Services Landscaping Cotton Sample Conveyance Systems (balers, bale presses, rollers, chutes, underground conveyors)

1.1 STANDARD (RECURRING) SERVICES REQUIRED:

1.1.1 PREVENTATIVE MAINTENANCE:

Preventive Maintenance is defined as periodically scheduled work to provide systematic routine services, checking, adjustments, cleaning, and minor repairs, testing, and inspecting equipment to reduce or avoid service interruption in strict compliance with the relevant equipment manufacturer’s recommendations. Preventive maintenance will be a recurring service and will be priced at firm fixed-price monthly rates and performed in consultation with the USDA Technical Point-of-Contact. Needed replacement parts must be provided by the Contractor and included within the firm fixed price for Standard Services at the time of contract award. Preventive maintenance must be performed in accordance with the manufacturer’s recommendations and must not violate the manufacturer’s warranty where any exist.

All chemicals used must have been awarded and EPAC Environmental Protection Agency registration number, the Department of Health and Mental Hygiene. Chemical levels are to be maintained to control and inhibit corrosion, pitting scale formation and biological growth on those metal surfaces in continuous contact with water. Water treatment service will be included as part of the quarterly charges proposal by the Contractor and paid by the USDA, including replenishing of salt and any chemical treatment for maintaining softener resin beads.

1.1.2 SCHEDULED INSPECTIONS AND ADJUSTMENTS:

The Contractor must make regularly scheduled inspections and adjustments to equipment in accordance with good trade practices and procedures such as recommended by the equipment manufacturers in their maintenance procedure.

Preventive maintenance inspections must be performed by qualified mechanics.

1.1.3 PEST CONTROL:

1.1.3.1 Initial Pest Assessment:

A certified pesticide applicator or licensed IPM Contractor must conduct a thorough, initial assessment of the interior space and exterior grounds and paved areas. Access to building space shall be coordinated with the USDA Technical Point-of-Contact. The USDA Technical Point-of-Contact must inform the Contractor of any restrictions or areas requiring special scheduling. The purpose of the initial assessment is for the Contractor to identify areas or practices that may contribute to pest infestation.

Grounds areas that support pollinator nesting and foraging for honeybees, native bees, birds, bats, and butterflies must be identified in the initial pest assessment as “pollinator sensitive zones”.

A written report detailing the findings of the initial assessment shall be submitted to the USDA Technical Point-of-Contact within fifteen (15) calendar days of the start of the contract. Throughout the life of this contract, the Contractor shall be responsible for notifying the USDA Technical Point-of-Contact in writing about any sanitary or procedural modifications deemed necessary to eliminate pest infestation.

1.1.3.2 General:

The certified pesticide applicator or licensed IPM Contractor must accomplish the monitoring, trapping, and pesticide application and pest removal components of the

IPM.

1.1.3.3 Pests Included and Excluded:

The Contractor must adequately suppress indoor populations of rats, mice, cockroaches, ants, flies, Japanese beetles (lady bugs), termites, and any other arthropod pests not specifically excluded in this section. This includes populations of these pests that are located outside of the specified facilities, but within the property boundaries of the facilities.

The following pests are excluded from the standard services:

Birds, Mosquitoes, Snakes, Vertebrates that are not commensal rodents, Bats, and Bed Bugs.

1.1.3.4 Pest Control Plan:

Prior to initiation of services, the Contractor must submit to the USDA Technical Point-of-Contact for approval a written Pest Control Plan within 15 calendar days following the initial assessment. The plan should include integrated methods, routine site inspections and maintenance, routine pest inspections, pest populations monitoring, evaluation of the need for pest control and one or more pest control methods. The plan must also include a specification of the circumstances under which an emergency application of pesticides can be applied and a communications strategy directed to building occupants.

The Pest Control Plan must consist of the following parts:

● Proposed materials and equipment for service including labels and Safety Data Sheets (SDS) for all pesticides to be used. A list of the brand names of trapping devices, pesticide application equipment, rodent bait boxes, insect and rodent trapping devices, pest monitoring devices, pest detection equipment, and any other pest control devices or equipment that may be used to provide service. The use of green and sustainable methods and applications is preferred whenever possible.

● A list of chemicals used and the purchase price for these chemicals.

● Proposed methods for monitoring and detection including describing those methods and procedures to be used for identifying sites of pest harborage and access and for making objective assessments of pest population levels throughout the term of the contract.

● An inspection schedule for each building or site. Frequency of visits will depend on the specific pest control needs of the facility, as appropriate.

● A description of any structural or operational changes that would facilitate the pest control effort.

● A copy of the Commercial Pesticide Applicator Certificate or License for every Contractor representative who will be performing on-site service, if applicable.

1.1.3.5 Pesticide Application:

The Contractor must not apply any chemical or non-chemical pesticide products that have not been included in the Pest Control Plan or approved in writing by the USDA Technical Point-of-Contact. The Contractor must provide the USDA Technical Point-of- Contact with a list of chemicals to be utilized for any pest control services prior to their use.

The Contractor must employ the least hazardous materials, most precise application techniques, and minimum quantity of pesticide necessary to achieve control. Pesticides used by the Contractor must be registered with the U.S. Environmental Protection Agency, state and/or local jurisdiction. Transport, handling, and use of all pesticides must be in strict accordance with the manufacturer’s label instructions and all applicable Federal, State, and local laws and regulations. All chemicals must be in the original manufacturer’s containers and properly labeled.

Only qualified, trained, and certified personnel or licensed Contractors may apply any chemicals. Uncertified individuals working under the supervision of a certified pest applicator or licensed Contractor are not permitted to provide service under the terms of this contract. Chemicals must be applied with extreme care to avoid hazard to any person or animal in the immediate or adjacent areas, or property damage.

The application of pesticides must not be used in areas that promote and support habitats for pollinators, including honeybees, native bees, birds, bats, and butterflies.

Pesticide application must be according to need and not by schedule. As a general rule, the application of pesticides in any area must not occur unless visual inspections or monitoring devices indicate the presence of pests in that specific area. In no case will extremely toxic materials be permitted. The Contractor must not store any pesticide products on Government property. Any emergency applications of chemical pesticides must be approved by the USDA Technical Point-of-Contact prior to application.

1.1.3.6 Structural and Procedural Recommendations:

Structural modifications for pest control will be the responsibility of the Government.

However, throughout the life of this contract, the Contractor is responsible for notifying the USDA Technical Point-of-Contact in writing about concerns with any structural, sanitary, or procedural modifications deemed necessary to eliminate food and water sources, harborage, or access routes that would allow building infestation by pests in and around the building.

1.1.3.7 Record Keeping:

The Contractor is responsible for maintaining a Pest Control Logbook for the site specified in this contract. This record will help with monitoring pest locations and actions taken to prevent or mitigate further infestations. The Pest Control Logbook must include pesticide information on whether chemical and non-chemical methods were used to control pests. Where chemicals are applied the Pest Control Logbook must specify the type, quantity, price, and circumstances for using pesticide(s). The Pest Control Logbook must be kept on Government property and maintained by the Contractor.

The Pest Control Logbook must contain at least the following items:

A copy of the Pesticide Control Plan. The plan shall provide labels and SDS for all chemical pesticides used and purchase price, brand names of all pest control devices and equipment used, and the Contractor's service schedule for the inspection and/or treatment of the building. This plan must be submitted to the USDA Technical Point-of- Contact within 30 calendar days after contract start.

Completed copies of a Pest Control Work and Inspection Report, or an equivalent form such as another Contractor service report form that is approved by the USDA Technical Point-of-Contact. The Contractor must also document all information on pesticide application that is required by statute in the jurisdiction where service is actually performed.

1.1.3.8 Manner and Time to Conduct Service:

Routine pest control services that do not adversely affect tenant health or productivity shall be performed during the facility’s normal working hours. The Contractor must notify the USDA Technical Point-of-Contact, and the USDA Technical Point-of-Contact must provide notice to occupants at least 72 hours before application of any pesticides during normal conditions and within 24 hours in emergency situations. An emergency is an exceptional circumstance that poses a clear (or at least perceived) health and safety risk or where operations are severely disrupted. Examples of the first involve some outdoor animal (e.g., bird, snake, bat, or squirrel) that has gotten into indoor space and cannot get out, or a nest of bees or wasps are discovered on the grounds. An example of the second would be a swarm of winged termites or ants emerging into occupied space, which might be completely harmless, but nevertheless are alarming to the occupants. When it is necessary to perform any work outside of the facility’s normal working hours, the Contractor must notify the USDA Technical Point-of-Contact at least 72 hours in advance.

1.1.3.9 Insect Control:

The Contractor must provide the USDA Technical Point-of-Contact with signs, placards, literature, or other information so that the USDA Technical Point-of-Contact can inform building occupants of the nature of the pest application. The information will include at a minimum a brief explanation regarding the reason for the pest application, the safety of the products being used and contact information should the building occupants have questions.

Non-pesticide Products and Use: The Contractor must use non-pesticide methods of control wherever possible. For example: Portable vacuums with HEPA or MICRO filtration Trapping devices.

Chemical Pesticide Products and Use: When it is determined that chemical pesticides must be used in order to obtain adequate control, the Contractor must employ the least hazardous material, most precise application technique, and minimum quantity of pesticides necessary to achieve control. The Contractor must minimize the use of liquid pesticide applications wherever possible, for example:

● Bait stations and other types of bait formulations rather than sprays.

● As a general rule, liquid, aerosol, or dust formulations must be applied only as crack and crevice treatment.

● Application of pesticide liquids, aerosols, or dust to exposed surfaces and pesticide space sprays (including fogs, mists, and ultra-low volume applications) are restricted to unique situations where no alternative measures are practical.

The Contractor must obtain the approval of the USDA Technical Point-of-Contact prior to any application of pesticide liquids, aerosols, or dust to exposed surfaces, or any space spray treatments. Other than crack and crevice treatments, no liquid, aerosol, or dust applications may be made while tenant personnel are present.

1.1.3.10 Rodent Control

Indoor Trapping: Generally, rodent control inside facilities must be accomplished with trapping devices only. All such devices must be concealed out of the general view and in protected areas so as not to be affected by routine cleaning and other operations.

Traps must be checked on a schedule approved by the USDA Technical Point-of- Contact. The Contractor will be responsible for disposing of all trapped rodents and all rodent carcasses in an appropriate manner.

Use of Rodenticides: In extreme cases, when rodenticides are deemed essential for adequate rodent control inside buildings, the Contractor will obtain approval from the USDA Technical Point-of-Contact prior to making any interior rodenticide treatment. All rodenticides, regardless of packaging, must be placed either in locations not accessible to children, pets, wildlife, and domestic animals or in EPA-approved tamper-resistant bait boxes. Generally, rodenticide application outside buildings must emphasize the direct treatment of rodent burrows wherever feasible.

Use of Bait Boxes: All bait boxes must be maintained in accordance with EPA regulations, with an emphasis on the safety of non-target organisms. The Contractor must adhere to the following points:

All bait boxes must be placed out of the general view, in locations where they will not be disturbed by routine operations.

The lids of all bait boxes must be securely locked or fastened shut.

All bait boxes must be securely attached or anchored to the floor, ground, wall, or other immovable surface, so that the box cannot be picked up or moved.

Bait must always be secured in the feeding chamber of the box and never placed in the runway or entryways of the box.

All bait boxes must be labeled on the inside with the Contractor’s business name and address and dated by the Contractor’s technician at the time of installation and each instance of service.

1.1.4 EMERGENCY POWER EQUIPMENT:

1.1.4.1 General:

The Contractor must ensure that all standby and emergency power equipment and related systems are ready to respond at all times to protect the occupants of the building and to maintain critical services during the event of a normal power outage.

These services include inspection, testing, acceptance, and preventive maintenance and repair of standby and emergency power equipment, supplies, electricity distribution from the generators, and fuel distribution to the generators.

1.1.4.2 Operation:

The Contractor must check and re-fill all diesel or propane fuel tank levels monthly.

The Contractor is responsible for any consumables used during day-to-day operation of a generator, i.e., exercising the generator and related electrical components, testing of oil and fuel reserves, and fuel tank filling. If the operation of the generator is not possible and is caused by Contractor negligence, the Contractor will be liable for the full cost of refueling. The Contractor must not allow the fuel level to drop below 70 percent. When the fuel level drops to 70 percent, the Contractor must notify the USDA Technical Point-of-Contact of the need for refueling and the cost associated and receive approval from the USDA Technical Point-of-Contact prior to refilling the tank. The Contractor must provide fuel up to $2,500 per Contract Ordering Period. The Contractor must maintain a running log (Maintenance Log) containing the amount of fuel used and the log must be available to the USDA Technical Point-of-Contact upon request. The USDA will pay for all fuel after the $2,500 limit is reached each year the contract is in effect. Fuel oil must be tested by a qualified third-party vendor/subcontractor annually, at minimum. The analysis and recommendations must be included within the Maintenance Log and be provided to USDA Technical Point-of-Contact upon request. The Contractor must take corrective actions and follow recommendations provided in the analysis and document the actions within the Generator Maintenance Log.

Fuel oil must be conditioned and treated to maintain the minimum quality standards established in American Society for Testing and Materials (ASTM) D396-08a, “STANDARD SPECIFICATION FOR FUEL”.

1.1.4.3 Maintenance:

The Contractor must ensure a preventive maintenance schedule is developed and executed in conformance with manufacturers’ equipment recommendations and the following NFPA standards:

1.3.2.1.1 NFPA 110, Standard for Emergency and Standby Power Systems

1.3.2.1.2 NFPA 111, Standard on Stored Electrical Energy Emergency and

Standby Power Systems

1.1.4.4 Testing and Inspecting:

Testing must include the generator(s), electricity transfer components, oil supplies, and fuel supplies. The Contractor must arrange for monthly testing of the generators and the transfer switching with a licensed and certified provider. Additionally, the Contractor must load test the generators a minimum of 2 hours at 75% load using a load bank (and not building load). Rental of load banks are the responsibility and cost of the contractor and included within the firm-fixed-price for Standard Services.

A Generators Testing and Inspection Report must be provided to the USDA Technical Point-of-Contact monthly. Testing must be conducted after hours at no additional cost to the Government. The Contractor will be allowed to perform the monthly generator and transfer switch testing provided that the Contractor has been trained by an authorized Generator OEM technician/company, a written procedure is developed that complies with NFPA and the training is documented with annual refresher training maintained.

a. Generator Oil. Generator oil must be tested by a qualified person at least annually and analysis and recommendations shall be provided to the USDA Technical Point-of-Contact. Testing shall be performed per ASTM D6595 (Wear Metals in Used Oils) and ASTM D445 or ASTM D72799 (Viscosity) and recorded into the maintenance log. Contractor must take corrective actions and follow any recommendations provided by the testing facility. NOTE: Changing of oil in the generator is only to be performed based on testing and analysis recommendations from a UL approved laboratory or annually and not to be done arbitrarily in a periodic schedule. Oil filters must be changed periodically according to the manufacturer's recommendation or industry standards.

b. Diesel Fuel. Fuel shall be tested by a qualified third-party contractor or subcontractor at least annually and analysis and recommendations provided to the USDA Technical Point-of-Contact. The Contractor must take corrective actions and follow any recommendations provided in the analysis. Fuel oil must be conditioned and treated and a preventive maintenance plan established to maintain the minimum quality standards established in ASTM D396-1, “STANDARD SPECIFICATION FOR FUEL OILS”.

c. Glycol-water solutions. Glycol-water solutions must be tested regularly to determine the percentage glycol, pH, reserve alkalinity, inhibitor levels, and degree of contamination and the Contractor must complete the required corrective action based on test results. In addition, the Contractor must maintain minimum freeze protection and inhibitor levels. The glycol solution must be checked at least once a year and in accordance with the manufacturer's recommendations and results entered into the maintenance log.

1.1.4.5 Reporting

The Contractor must report (Generators Testing and Inspection Report) the status of the emergency generator and automatic transfer switch in the monthly report, including operational status and present condition, planned or completed preventive maintenance and repairs, main and day tank fuel levels, and fuel purchases.

1.1.5 FIRE SUPPRESSION SYSTEMS/EXTINGUISHERS:

The Contractor must provide Standard Services to ensure that all fire suppression systems and extinguishers are inspected as required by the manufacturer and state and local codes; the Contractor must also provide notifications, if required, to local emergency responders (fire departments/law enforcement) as-needed. The Contractor must document any standard services rendered regarding any fire suppression/extinguishers within the Maintenance Log (Ref. Sec. 1.3.2 Maintenance Log).

1.2 ADDITIONAL SERVICES INDEFINITE QUANTITY

PROVISIONS (AS-NEEDED MAINTENANCE SERVICES AND

PARTS ORDERING) REQUIRED:

USDA may order Additional Services within the general scope of the Contract at its discretion at any time throughout the period of performance. Additional Services consist of As-Needed Maintenance Services (Sec. 1.2.1 Emergency Repairs & Sec. 1.2.2 Other Repairs) that are not included within the Standard Services (Standard Services are detailed within Sec. 1.1 STANDARD (RECURRING) SERVICES REQUIRED). If the nature of the Additional Services work is anticipatory, USDA will request a quotation from the Contractor for the Additional Services required.

Additional Services quotations must include a brief description of the technical approach to completing the service, and the quotation must also include detailed pricing on a firm fixed-price basis. The Contractor must utilize established fully burdened labor rates (as established in this contract) for the positions that apply to the Additional Service during the applicable ordering period of the IDIQ contract that the service is rendered. At a minimum, the price quoted to complete the Additional Service must include parts and materials (if applicable), and labor and subcontracting costs (if applicable) as described below. A fully burdened labor rate (price per hour) is defined as a price that includes wages, overhead, general and administrative expenses, and profit.

While the USDA desires for the prime Contractor to complete all work required under this contract, USDA understands that in some special circumstances, subcontracted labor may be necessary. The Contractor must identify the price of any new, additional subcontractor labor necessary to complete any instance of Additional Services and the Contractor’s methodology to determine that the level of effort and price of labor is reasonable, e.g., competitive quotes for the subcontracted work, justification of only one source, and any other additional information to assist the Government in determining the reasonableness of the proposed subcontract(s). The Contractor must compete subcontractor opportunities for the work to the maximum extent practicable. If work is to be subcontracted, the subcontracted portion of the work must be clearly identified within the Contractor’s Additional Services quotation that is submitted to USDA. The quotation must include the subcontractor’s labor hours, hourly rate, a parts and materials listing with associated costs, and overhead and profit.

1.2.1 (ADDITIONAL SERVICES) AS-NEEDED MAINTENANCE – EMERGENCY

REPAIRS:

Emergency maintenance is defined as unscheduled work, other than preventive maintenance, that requires immediate action to restore equipment or system operations, to correct mechanical problems that will cause imminent interruption of operations or will cause damage to operating equipment. Emergency repairs may be considered either minor repairs, or major repairs (see Section 1.2.2. As-Needed Maintenance-Other Repairs). Emergency repairs will be ordered by the USDA as required or recommended by the Contractor to prevent damage to the Cotton and Tobacco Program property and to serve the needs of the Cotton and Tobacco Program when there is an actual or immediate threat to the continuance of essential normal operation. In all cases of request for emergency services by USDA, the Contractor must respond no later than two (2) hours from time request was made.

Non-emergency breakdowns and shutdowns, such as electrical troubles, burned out control coils, open circuits, electrical or mechanical adjustments must be repaired or corrected expeditiously, and must not take more than two (2) consecutive workdays to correct after each issue is reported to the Contractor by the USDA Technical Point-of-Contact, unless the nature of the repair is such that the repair isn’t feasible to be completed within two (2) consecutive workdays, as determined by the USDA Technical Point-of-Contact. If the repair is unlikely to be completed within two consecutive workdays for reasons beyond the contractor’s control, including the magnitude of the repair, the contractor must immediately notify the USDA Technical Point-of-Contact and include the reason(s) for the extended timeframe. This includes troubleshooting, obtaining parts, installation of these parts and placing the equipment back into operation. Every effort must be made by the Contractor to expedite all repairs in accordance with set limits. Inability to obtain parts or special technical or engineering services will not be considered a valid reason to extend any period for response or repair. When performing repairs, the Contractor must replace all parts necessary to restore equipment to complete operational services. Emergency maintenance services must be available twenty-four (24) hours of the day, every day and week of the year throughout the contract term. Failure of the Contractor to provide Emergency Service within the stated time frames may be constitute cause to consider the Contractor in default of the contract by the Contracting Officer.

1.2.2 (ADDITIONAL SERVICES) AS-NEEDED MAINTENANCE – OTHER REPAIRS:

All unanticipated as-needed repairs (other repairs) that are due to equipment or system failure that does not result in the disruption of operations within the facilities must be accomplished within ten (10) consecutive working days after the need for the other repair is identified by the USDA or Contractor and approved by the USDA Technical Point-of-Contact, or requested by the USDA Technical Point-of-Contact, unless the USDA agrees to an extension of time. This includes troubleshooting, obtaining parts, installation of these parts and placing the equipment back into operation.

Every effort must be made by the Contractor to expedite any and all repairs in accordance with set limits. Inability to obtain parts or special technical or engineering services will not be considered an allowable reason to extend this time. When performing repairs, the Contractor must replace all parts necessary to restore equipment to complete operational services.

The Cotton & Tobacco Program reserves the right to seek competitive quotation for all major overhauls and repairs as may be required during the term of the contract. The Contractor awarded the contract as a result of this solicitation must work cooperatively with any other Contractor the Cotton & Tobacco Program may have to perform any major repairs.

If the Cotton & Tobacco Program elects to order Additional Services under this contract, the Additional Services labor rates included in the contract will apply.

Planned or recommended other repairs will be estimated promptly by the Contractor and submitted in writing to the USDA Technical Point-of Contact.

1.2.3 PARTS AND MATERIALS:

Additional Services (As-Needed Maintenance – Emergency Repairs (ref. Sec. 1.2.1) and Other Repairs (ref. Sec. 1.2.2)) must be performed in accordance with the Performance Work Statement. A copy of the manufacturer’s invoice for parts/materials to the Contractor must be submitted with invoices for payment to the USDA Technical Point-of-Contact for any additional services (ref. Sec. 1.2). The Contractor must provide replacement parts from the original manufacturers or substitute parts approved by the original manufacturers. The Cotton and Tobacco Program will pay the Contractor for all parts/materials required for as-needed repairs at the same cost to the Contractor from the parts supplier as reflected within the manufacturer/part supplier’s invoice that is provided to the Contractor and submitted to the USDA as supporting documentation.

“Cost” is defined as the manufacturer’s charge to contractor, including freight charges and transportation reflected on manufacturer’s invoice. The Cotton and Tobacco Program will pay the Contractor for freight charges at the cost to the Contractor for the freight expense. All invoices must contain the necessary breakdown of all costs with back-up documentation.

NOTE: Note: The Cotton and Tobacco Program is not responsible for parts for Emergency Services or Major Repairs that are necessary due to poor workmanship or negligence by the Contractor. The Contractor must guarantee all major repair workmanship, parts and materials for a period of two (2) years after the date that the major repair is completed.

Parts and materials required for Standard Services (Sec. 1.1.1 Preventative Maintenance and Sec. 1.1.2 Scheduled Inspections and Adjustments) must be included within the awarded firm fixed-prices at the time of Contract award; the Contractor must furnish and install all parts for Standard Services under this Contract.

1.3 CONTRACT DELIVERABLES:

1.3.1 MONTHLY SERVICE REPORTS:

The Contractor must submit a Summary of Services report on a MONTHLY basis to the USDA Technical Point-of-Contact regarding a summary of services rendered, whether for routine, preventive, repair or emergency maintenance services. The service reports must be prepared in sufficient detail and description to identify the date, equipment location and specific work performed, and must be inclusive of all equipment serviced for each facility under this contract with the exception of generator equipment, which will be contained within its own report). The USDA Technical Point-of-Contact will review the work with the service personnel and sign the service report to acknowledge satisfactory completion of the work as described.

Additionally, a MONTHLY Generators Testing and Inspection Report must be submitted to the USDA Technical Point-of-Contact by the Contractor.

1.3.2 MAINTENANCE LOG:

A Maintenance Log must be continuously maintained by the Contractor and kept current to log any services rendered (standard or additional services) each time the contractor or their mechanics perform work at the facility. The Maintenance Log must be immediately provided to the USDA Technical Point-of-Contact at any time upon request.

1.3.3 INITIAL PEST ASSESSMENT:

A written report detailing the findings of the initial assessment shall be submitted to the USDA Technical Point-of-Contact within fifteen (15) calendar days of the start of the contract. Throughout the life of this contract, the Contractor shall be responsible for notifying the USDA Technical Point-of-Contact in writing about any sanitary or procedural modifications deemed necessary to eliminate pest infestation (ref. Sec.

1.1.3.1).

1.3.4 PEST CONTROL PLAN:

Prior to initiation of services, the Contractor must submit to the USDA Technical Point-of-Contact for approval a written Pest Control Plan within 15 calendar days following the initial assessment. The plan must include integrated methods, routine site inspections and maintenance, routine pest inspections, pest populations monitoring, evaluation of the need for pest control and one or more pest control methods. The plan must also include a specification of the circumstances under which an emergency application of pesticides can be applied and a communications strategy directed to building occupants. (ref. Sec. 1.1.3.4).

1.3.5 PESTICIDE APPLICATION:

The Contractor must not apply any chemical or non-chemical pesticide products that have not been included in the Pest Control Plan or approved in writing by the USDA Technical Point-of-Contact. The Contractor must provide the USDA Technical Point-of-Contact with a list of chemicals to be utilized for any pest control services prior to their use in any instance.

1.3.6 EMERGENCY POWER EQUIPMENT:

A Generators Testing and Inspection Report must be provided to the USDA Technical Point-of-Contact MONTHLY. The Contractor must report the status of the emergency generator and automatic transfer switch in the monthly report, including operational status and present condition, planned or completed preventive maintenance and repairs, main and day tank fuel levels, and fuel purchases.

Additionally, the Contractor must maintain a running log (Generator Maintenance Log) containing the amount of fuel used and the log must be available to the USDA Technical Point-of-Contact upon request.

1.3.7 CONTRACTOR’S STAFFING LIST:

The Contractor must submit a list of all workers and staff of the Contractor who will be working under this Contract or within the facility at least two (2) weeks before work initiation. Additionally, whenever the Contractor makes personnel changes under this Contract, the Contractor must promptly provide an updated Staffing List to the Contracting Officer’s Representative.

1.3.8 CONTRACTOR’S EMERGENCY POINT-OF-CONTACT:

The contractor must designate an Emergency Point-of-Contact to provide the USDA a means of contacting the Contractor on a twenty-four (24) hour/seven (7) days per week basis to respond to USDA requests for emergency service. The Contractor will be required to respond no later than two (2) hours from time the Emergency Point-of- Contact is notified by the USDA, in accordance with Section 1.2.1 of the Performance Work Statement.

The Contractor will provide their designated Emergency Point-of-Contact information within their accepted quotation, and the Contractor is required to IMMEDIATELY notify the USDA Point-of-Contact of any changes regarding the designated Contractor’s Emergency Point-of-Contact during contract performance.

1.4 WORKING HOURS & FEDERAL HOLIDAYS:

Regular service work which does not interfere with normal facility operations must be performed during normal working hours (7:00 a.m. to 5:00 p.m.), Monday through Friday. Work which requires facility operational shutdown and emergency or overtime work must be coordinated with the USDA Technical Point-of-Contact.

The Contractor MUST NOT render any maintenance services during Federal holidays.

Federal holidays for the purpose of this Contract are New Year’s Day, Martin Luther King, Jr. Day, Presidents’ Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day, or any other Federal holiday declared by the President.

1.5 PERIOD OF PERFORMANCE AND CONTRACT TYPE:

This is a five (5) year Indefinite-Delivery, indefinite Quantity (IDIQ) Contract; this IDIQ Contract contains a total of five (5) one-year ordering periods. Services may be ordered by USDA at any time during the contract period.

1.6 CONTRACTOR KEY PERSONNEL:

Technicians and mechanics must possess all registrations, certifications and licenses if required by state and local jurisdictions for the system or component equipment to which they are assigned or become licensed and certified within ninety (90) calendar days of beginning employment, as well as all discipline-specific requirements set forth in the Service Contract Act’s (SCA) Directory of Occupations, Fifth Edition or later.

1.6.1 CONTRACTOR’S PROJECT MANAGER:

The Contractor must designate a Contract Project Manager in writing and provide the name and contact information to the Contracting Officer and USDA Technical Point-of- Contact. The Contractor’s Project Manager is considered essential to the work being performed under this Contract.

The Contractor’s Project Manager must possess at least five years of recent (within the past seven years) experience in the management and supervision of facility mechanical operations and maintenance for facilities of the approximate size, complexity and characteristics of the facilities covered by this Contract. The Contractor must submit a detailed resume to the Contracting Officer or USDA Technical Point-of-Contact for approval prior to the assignment of the Project Manager to the Contract. Both new and replacement Project Managers must meet these qualification standards.

Minimally, the resume must contain:

● The full name of the proposed Project Manager.

● A detailed description of the proposed Project Manager’s employment history for the previous seven years.

● The names and addresses of the companies for whom the proposed Project Manager worked for the past seven years, along with the names and telephone numbers of the immediate supervisors at the previous companies.

1.6.2 CONTRACTOR’S EMERGENCY POINT-OF-CONTACT:

The contractor must designate and maintain an Emergency Point-of-Contact at all times during the performance of this Contract and provide their contact information (telephone and e-mail) to provide the USDA a means of contacting the Contractor on a twenty-four

(24) hour/seven (7) days per week basis to respond to USDA requests for emergency service.

The Contractor will be required to respond no later than two (2) hours from time the Emergency Point-of-Contact is notified by the USDA, in accordance with Section 1.2.1 of the Performance Work Statement. The Contractor’s Project Manager may also concurrently serve as the Contractor’s Emergency Point-of-Contact.

1.7 CONTRACTOR’S REPONSIBILITIES:

At all times, Contractor personnel must limit activity to the respective work areas to minimize disruption to the operations within the facilities. Contractor’s employees must adhere to the security measures instituted by the applicable facility. The contractor must cooperate with those in authority on the premises to prevent the entrance and exit of all unauthorized workmen or others whose presence is prohibited or undesirable to observe all rules and regulations in force on the grounds and to prevent the loss of, or damage to the property of the owner (Lessor) and its employees.

The Contractor or the Contractor’s employees must not use Government property in any manner for any personal advantage, business gain, or other personal endeavor. The Contractor must take appropriate precautions to safeguard and protect from damage, theft or misuse of government furnished equipment. Government furnished property that is lost, stolen or damaged due to Contractor neglect must be replaced at the expense of the Contractor.

1.7.1 DISPOSAL OF ITEMS:

It is the contractor’s responsibility to properly remove and dispose of all bad parts, used oil, bad batteries, and all parts or equipment containing mercury.

1.7.2 FLOOR PROTECTION:

In the event any large equipment or machinery needs to be moved throughout the building, floor protection in all areas is required. Any damages to floors resulting from the lack of floor protection will be the responsibility of the Contractor to make repairs or replacements to the satisfaction of the USDA.

1.8 USDA REPONSIBILITIES:

The USDA, AMS, Cotton and Tobacco Program is responsible for the following:

The USDA Technical Point-of-Contact will receive recommendations or instructions in the operation of subject equipment; the Cotton & Tobacco Program reserves final authority in acting on these recommendations.

To operate the equipment in accordance with the manufacturer’s instructions and notify the Contractor promptly of any change in the usual operating conditions.

Keep all equipment rooms and space free of materials extraneous to said system and to move any stock, or fixtures needed to facilitate all work included within this Performance Work Statement.

Permit access to the facilities, parking, and use of existing shop facilities and utilities.

1.9 CONTRACT ADMINISTRATION:

1.9.1 POINTS OF CONTACT FOR CONTRACT ADMINISTRATION:

To expedite administration of the contract, the Contractor will direct inquiries to the appropriate points of contact.

● Contracting Officer, Matthew Phillips, Matthew.Phillips3@usda.gov, (479)

301-8811

● USDA Technical Point-of-Contact, Joseph Giaccio, joseph.giaccio@usda.gov, (901) 384-3309

1.9.2 ADMINISTRATIVE FUNCTIONS AND LIMITATIONS:

The Contracting Officer may delegate the day-to-day administrative duties under this contract to the Contract Specialist; however, the Contracting Officer maintains the overall responsibility for the administration of this contract. Only the Contracting Officer can amend, modify, or deviate from the contract terms, conditions, requirements, specifications, and/or delivery schedules; make final decisions on disputed deductions from contract payments for nonperformance or unsatisfactory performance; terminate the contract for convenience or default; and/or issue final decisions regarding contract questions or matters under dispute.

The USDA Technical Point-of-Contact will assist the Contracting Officer in certain delegated administrative duties under this contract. The USDA Technical Point-of- Contact will accomplish inspection and acceptance of deliverables and monitor contractor performance under this contract. The USDA Technical Point-of-Contact does not have the authority to alter the Contractor's obligations or change the terms and conditions of the contract. If, because of technical discussions, it is desirable to alter contract obligations or the Performance Work Statement, a modification must be issued in writing and signed by the Contracting Officer. Unless terminated sooner, this appointment is effective for the period of performance of this contract including any task orders issued. No change in USDA Technical Point-of-Contact assignment will be made without written notice by the Contracting Officer, who will modify the contract to reflect the change of USDA Technical Point-of-Contact assignment.

The name, telephone number, and e-mail address of each USDA Technical Point-of- Contact under the Contract will be provided to the Contractor in writing by the CO.

1.9.3 PAYMENT:

The Contractor will submit firm-fixed-price invoices for standard services on a monthly-basis and will be paid for services after it is rendered and accepted each month. The Contractor will be paid for Additional Services (as-needed maintenance) after each instance that an additional service is ordered by the USDA and rendered by the Contractor. Additional Services will be priced utilizing the awarded fully burdened labor rates to calculate a firm-fixed-price level of effort for the task, plus parts (at Contractor’s cost) and will be paid for all additional services provided and accepted.

All invoices must be submitted electronically through the Invoice Processing Platform (IPP) via www.ipp.gov.

Any orders placed by the government in the amount of $2,500 or less may be processed via Government Purchase Card (GPC) by USDA. The contractor must establish the capability to accept credit card payments to facilitate this process. The order may be placed orally (in emergency situations) or via e-mail through an authorized Government Purchase Cardholder. Work performed under this provision will not count towards the Order Limitations established in FAR 52.216-19.

No work will be performed until such time as it has been ordered by the…