PWS Albany WRRC OM contract June2020 (2).docx

USDA-ARS-Western Regional Research Center Operation & Maintenance Contract Performance Work Statement

June 2020

Western Regional Research Center 800 Buchanan St, Albany CA 94710

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AGRICULTURAL RESEARCH SERVICE

-- PACIFIC WEST AREA--

Western Regional Research Center Albany, California

United States Department of Agriculture Agricultural Research Service

Western Regional Research Center Performance Work Statement ii

Contents

C.1. General Information C.1.1 Program Areas & Facilities The Western Regional Research Center (WRRC), herein after referred to as the Albany Research Location is part of the Agricultural Research Service (ARS) of the United States Department of Agriculture (USDA). The Research Location is located at 800 Buchanan Street, Albany, CA 94710. The primary tenant is the WRRC. Other tenants include the Plant Gene Expression Center (PGEC) - a USDA/UC Berkeley partnership, USDA/Forest Service (FS) Pacific Southwest Research Station (PSW), USDA/Food Safety and Inspection Service (FSIS) as well as the Operations and Maintenance Contractor.

Western Regional Research Center (WRRC) - The mission of the WRRC is to solve researchable food and agricultural problems of national scope. WRRC conducts mission-oriented research directed toward maintaining and improving the healthfulness and safety of the food supply and enhancing the competitiveness and utilization of agricultural commodities through the development of new, improved plant crops, processes and products which are commensurate with sustainable agriculture and maintain or improve environmental quality. The research program of WRRC is administered in six research units; (a) Bioproducts, (b) Crop Improvement and Genetics, (c) Invasive Species and Pollinator Health, (d) Foodborne Toxin and Detection, (e) Healthy Processed Foods Research, and (f) Produce Safety and Microbiology.

The major WRRC research program areas address:

· Health and Safety Issues that range from the identification of food and food constituents which promote health to the alteration and/or removal of components that threaten the safety of the food supply.

· Research on plant and animal toxins and pathogens is a major research focus requiring specialized biosafety 2 laboratories and small animal facilities, as well as associated safety practices.

· New or improved crops processes and products which maintain U.S. competitiveness in world and domestic markets and enhance the utilization of agricultural commodities as well as provide a renewable natural resource base for commercial and/or industrial products.

· Environmental Issues which range from research which leads to the development of new/modified crops, adaptive to the changing global ecology, to new and safer methods of protecting crops from various pests.

The goal of the WRRC’s research is sustainable systems for food which ensure the production of safe and healthful foods and industrial products while maintaining or improving the quality of the environment. Major interdisciplinary approaches used in pursuing issues of food and agriculture rely on expertise in molecular biology, biochemistry, chemistry, and process chemistry and engineering. Biotechnological approaches focus on controlling or modifying the biosynthesis of enzymes or other constituents which enhance healthfulness and quality of the food supply and the utilization of value-added products, derived from agricultural sources. WRRC has 220 employees (of about 310 at the Albany Research Location); 67 of which are Ph.D.-level research scientists. The WRRC Center Director, also, serves as Location Coordinator for the Albany Research Location, and as such supervises various support personnel including the Location Administrative Officer (AO), who manages the WRRC administrative and personnel offices; the Facilities Engineer (FE), who serves as chief engineer for the Albany Location, the Quality Assurance Specialist who serves as the Contracting Officer’s Representative (COR) and Computer Information Services which includes a 3 - 4 member group overseeing information technology (IT) for WRRC and elements of the Albany Research Location.

Western Regional Research Center, Location Support Services - This office is led by the Location Administration Officer (AO), it has the responsibility for providing administrative services, including personnel, purchasing, and property support, to the WRRC Location.

Plant Gene Expression Center (PGEC) - The mission of the PGEC is to provide the means to control plant gene expression to develop plant germplasm with inherent increased productivity and quality characteristics. The PGEC is a joint venture of the USDA Agricultural Research Service, the University of California, Berkeley, and the California Experiment Station. This unique laboratory employs both USDA and University of California personnel. The PGEC is structured with a core program of seven investigations (only six are presently staffed), and a consortium program which is the institution for technology transfer into field agriculture. The core programs conduct research on central plant biological problems under the general mandate of the identification, isolation, manipulation, insertion and regulation of expression of genes of agriculturally important traits in plants. The specific programs are (a) the molecular mechanism by which the regulatory photoreceptor phytochrome controls genes expression; (b) the application of transposon technology to elucidate the developmental genetics of plant development; (c) the regulatory control of gene expression during pollen development and the determination of the functions of pollen-expressed proteins during pollen development, germination and pollen-pistil interactions; (d) the development of advanced plant biotechnology tools to manage the molecular biology of heavy metal tolerance and the development of new technology in DNA recombination technologies; and (e) a program on hormonal regulation of plant gene expression with special emphasis on the role of ethylene and auxin; and the use of isolated genes for the investigation of the molecular basis of the host- plant resistance to disease.

Food Safety and Inspection Service (FSIS) - The Food Safety and Inspection Service (FSIS) is the public health agency in the U.S. Department of Agriculture responsible for ensuring that the nation's commercial supply of meat, poultry, and egg products is free of pathogens, wholesome, and correctly labeled and packaged. There are three affiliations within the FSIS agency at the Albany Location

Food Safety and Inspection Service – OIEA-CID - The Office of Investigation, Enforcement and Audit (OIEA), Compliance and Investigations Division (CID), investigates food safety violations, controls unsafe or violative products and develops cases through investigation activities to ensure that appropriate criminal, administrative, and civil sanctions are carried out according to Agency laws, regulations and directives.

Food Safety and Inspection Service - OFO - The Office of Field Operations manages a nationwide program of inspection and enforcement activities regarding meat, poultry and egg products.

Food Safety and Inspection Service - Western Laboratory - The Western Laboratory is a regulatory laboratory that analyzes meat, poultry and egg products to ensure they are free from adulteration. Operations include testing hundreds of meat, poultry, and egg product samples daily for the presence of chemical contaminants (drugs, pesticides, and environmental contaminants) and microbiological pathogens. The FSIS laboratories operate six days a week.

The Pacific Southwest Research Station - Headquarters (PSW) - This office has responsibility for research programs in California, Hawaii, and the Western Pacific. The Station Director, Assistant Directors, and Research Support Services staff have responsibility for planning, direction, evaluation and administrative services for the research programs.

The Pacific Southwest Research Station - Forest Sciences Laboratory (PSW-AFSL) This laboratory has national and regional responsibility for research in the area of natural resources. The Research Units comprising the Albany Forest Services Laboratory are (a) Genetics of Western Forest Trees, (b) Cumulative Watershed Effects and Inland Fisheries, (c) Disease Pests of Forests, (d) Chemical Ecology of Forest Insects, (e) Forest Insect Population Genetics and Biochemistry, and (f) Structure and Function of Urban Forests.

The Pacific West Area, Office of the Director - This office has responsibility for ARS programs in California, Hawaii, Alaska, Washington, Oregon, Idaho, Nevada, and Arizona. The Area Directors responsibilities include operational planning, direction and evaluation of research programs, and the overall research excellence of the Pacific West program.

The Pacific West Area, Area Administrative Office - This office has the responsibility to provide administrative services to the Pacific West Area on an oversight basis.

United States Department of Agriculture Agricultural Research Service

Western Regional Research Center Performance Work Statement

The Albany Research Location consists of five major buildings: The Main Building, the Western Annex Building, the Wool Building, a Service Building, and the Greenhouse Complex. As well, there are other minor structures on site. See Appendix A- Map of Albany Research Location.

Main Building – is the largest of structures at the Albany Location. It is a four-story building built in 1939-40. It consists of three wings: The North wing which is occupied by WRRC laboratories and personnel, as well as and the mailroom / receiving room. The Admin wing houses all the administrative offices of the WRRC, PGEC, and the FS/PSW research station. The South wing contains WRRC, PGEC and FSIS Western Laboratories and offices, and the WRRC has a greenhouse on the roof.

Western Annex Building - The Western Annex Building (WAB) is a four- story building which is occupied by FSIS and the WRRC. FSIS Western Laboratory, OIEA-CID, and OFO have offices on the first floor of the WAB, and the WRRC has laboratories and offices on the second, third and fourth floors. Biosafety level 2 (BSL-2) laboratories are housed within the WAB, as well as a Small Animal Facility on the third floor. The Wellness Suite is attached to the WAB.

Wool Building – is a two-story building occupied by the O&M contractor and is used for their offices with a workshop on the first floor and general storage on the second floor.

Service Building – houses the steam and chiller plants and O&M contractor personnel inside the building and in adjacent trailers.

Greenhouse Complex - is occupied by both WRRC & PGEC personnel. The PGEC greenhouses are three wings of greenhouses connected by a headhouse, the USDA greenhouses are a series of three greenhouses, and the Quarantine Laboratory and Greenhouse is an insect containment laboratory and greenhouse, and an associated non-quarantine greenhouse staffed by WRRC personnel.

Other structures on site include the Universal Waste Shed, the Hazardous Waste Lockers, the New Hazardous Waste Shed, the Solvent Extraction Shed, and the Overpass Storage Building.

C.1.2 Performance Work Statement

The performance work statement (PWS) specifies the services required to provide the full range of operational and maintenance support to the Albany Research Location. These services shall be provided to the entire complex, including existing buildings, greenhouses, structures, and appurtenances; and renovated facilities. Facilities operations and maintenance functions shall include, but are not limited to, the areas of work management, preventive maintenance, building maintenance, alteration and repair, installations, grounds maintenance, utilities, including heating ventilation air conditioning and refrigeration (HVACR), electrical, plumbing, housekeeping, and administrative services. The Contractor shall provide all labor, supervision, supplies, materials, and equipment (except for those identified by the Government) for facilities operations and maintenance, and administrative support services to the Albany Research Location, as well as materials such as lubricants, coolants, refrigerants, chemicals and other necessary parts and supplies for providing operations and maintenance support.

The Contractor shall perform all work described in this performance work statement in accordance with all Federal, State, and local laws, regulations, codes, technical manual specifications, manufacturer’s guidelines, USDA and ARS directives. The Contractor shall perform all related services necessary to carry out the provisions of this contract, including quality control, financial control, work order management, management of records, files and libraries of documents including Federal, State and local regulations, code laws, technical manuals, and manufacturers’ instructions and recommendations. The Contractor shall prepare reports, compile historical data, perform administrative work, and submit any necessary information, as specified or requested..

The Government shall provide use of facilities (office and shop space), general utilities and water services, as well as internet and VOIP phone service for use in performing contract requirements.

C.1.3 Operating Conditions

Federal holidays observed by the Government are listed below for information. When any holiday falls on a Saturday, the preceding Friday is observed and when any holiday falls on a Sunday, the following Monday is observed. Observance of such days by the Government shall not by itself be cause for an additional period of performance, or entitlement of compensation except as set forth within the contract. Any administrative leave granted to Government personnel does not relieve the Contractor of their responsibilities for required services.

Other days or partial days designated by Federal statute, Executive Order, Presidential Proclamation or Government Management.

The Government reserves the right to close the facilities due to safety, health, security, or medical emergencies as necessary. Contractor services are required 24 hours per day, 365 (or 366) days per year, on an uninterrupted basis, including all National and religious holidays. Utility operations and maintenance personnel must provide continuous services. The Contractor shall perform the majority of the work required by this PWS during WRRC normal business hours. In the event of an after-hours emergency the Contractor is required to provide a viable after-hours contact and may be required to respond and remain on duty to maintain the facility in the event of such adverse safety conditions or emergencies.

NOTE: Unless otherwise noted, the regular WRRC Government workday at the Albany Research Location is from 8:00AM to 4:30PM.

C.1.4 Training

The Contractor shall:

(A) Be responsible for all required training and certification requirements of their employees, as appropriate.

(B) Provide refresher training in boiler operations, electrical, HVACR, equipment operations, forklift operation, and minor asbestos removal as necessary to obtain/maintain licenses or certifications required by Federal, state and local regulations. Skilled trades positions (i.e., electrician, HVACR mechanic, boiler operator, instrument mechanic, maintenance worker, carpenter/painter) must possess, at least, relevant four-year experience, preferably at a research location. Electricians must be licensed; and HVACR mechanics must have CFC/EPA certification.

C.1.5 Interference with Government Business

The work described in this PWS is to be performed in support of the research conducted at the Location. The work shall be performed in such a manner that there will be minimal interruption or interference with the proper execution of Government business. Please coordinate any interruption of utility/facility service with the Contracting Officer’s Representative (COR) at least two weeks prior to interruption. The COR reserves the right to schedule performance of Contractor work during after-hours and weekends should interference/disruption with research become too great during weekday performance.

C.1.6 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 WRRC shall retain the right to initiate abatement and remediation actions for which the Contractor shall reimburse all associated expenses.

C.1.7 Identification of Contractor Personnel

Contractor personnel must be recognizable while working at the facility and wear company shirts/uniforms and a photo identification badge. These badges shall be prominently displayed at all times and easily distinguishable from badges of Government employees. Contractor’s subcontract personnel must wear identification badges while on site.

Prior to commencement of services under this contract the Contractor shall furnish to the Contracting Officer (CO) and COR, a list of employee names proposed in the performance of on-site work. For the duration of the contract, the names, qualifications/work experience and certifications of any new employee or current employee with a job classification change must be submitted to the COR prior to the start of work.

C.1.8 Strike Contingency

The Contractor shall:

(A) Implement a strike contingency plan for the continuation of services required by the contract in the event of a work stoppage, slowdown, or similar action by the Contractor’s employees. This plan shall provide for the continuation of subcontracted services in the event a subcontractor is unable or unwilling to satisfactorily complete an assignment, or satisfactorily implement their strike contingency plan.

(B) The strike contingency plan must be submitted with the proposal for Government review and approval. COR approval is required on any changes in this plan prior to implementation.

C.1.9 Contractor Employees – Staffing and Qualification

Contractor employees are required to obtain the clearance necessary to have independent access to the work site – a Federal facility. Employees must have a valid California State Driver’s License. Refer to Appendix H for recommended staffing. All trades positions (Boiler Tender, HVAC Mechanic, Electrician, Instrument Mechanic, Machinery Maintenance Mechanic, Carpenter) must have a minimum of four-years of experience within their respective industry. Other positions have specific requirements.

(A) The Project Manager and Utilities Superintendent must possess bachelor’s degrees and have a minimum of six years of experience managing and maintaining facilities, and / or construction projects and supervising employees that do so.

(B) The Boiler Tender position must be filled by an individual who has a minimum of four-years of experience working with high and low pressure, and hydronic boilers. The Boiler Tender must be licensed by the state of California Department of Consumer Affairs Contractors State Licensing Board and have current C4 & C36 licenses.

(C) HVAC mechanics must have a minimum four-years industry experience with air conditioners, fume hoods, fan coil units, air handling systems, cold rooms and computerized building administration systems (BAS). They must be licensed by the state of California Department of Consumer Affairs Contractors State Licensing Board and have current C20 licenses. In addition, a minimum of one HVAC mechanic must have a C38 license.

(D) Electrician positions must be staffed by individuals have a minimum of four-years of experience and must be licensed by the state of California Department of Consumer Affairs Contractors State Licensing Board with current C10 licenses. In addition, a minimum of one electrician is recommended to have earned a C7 (low-voltage) license. This low voltage electrician must have verifiable experience, and certified training working with fire alarm systems, security systems, and REES systems.

(E) The Instrument Mechanic must have a minimum of four-year experience working with autoclaves, centrifuges, growth chambers and the electronics of general laboratory equipment. They must have received verifiable training, or factory certification certificates of Steris, Tuttnauer, and Consolidated autoclaves. They must have verifiable experience, or better, certified training working, with Conviron and Environmental Growth Chambers. They must have verifiable experience working with VFDs, solid state relays and BACNET controllers.

(F) Maintenance carpenter positions must be staffed with individuals who have four-years’ experience as a carpenter.

(G) Clerks are recommended to have bachelor’s degrees, preferably in accounting or business administration, along with four-years applicable experience.

(H) The Shipping and Receiving Clerk must have four-years applicable experience working in a receiving and distribution center. They must possess a license to drive a forklift and must have verifiable experience working with computerized package tracking programs.

(I) The Service Order Dispatcher and Receptionist position must be filled with an individual who has four-years of verifiable experience working as a dispatcher and or receptionist.

(J) Machinist mechanics must have four-years applicable experience working with centrifugal pumps, water delivery systems, greenhouse louver motors, electronic door closers, air compressors, pressure relief valves, etc.

(K) General maintenance workers and Laborers must have four-years applicable experience, preferably while employed at a Research Center.

C.1.10 Contractor Employees – Conduct

The Contractor shall:

(A) Ensure that each employee and subcontractor adhere to standards of competency, conduct, appearance, and integrity. The contractor is responsible for complying with all Federal, State and municipal laws, codes, and regulations applicable to staffing and the performance of work.

(B) Initiate disciplinary action as necessary with respect to its employees and immediately report to CO & COR, in writing, any termination of contract personnel and the reason for termination.

(C) Ensure that personnel comply with the Location’s traffic and safety rules and other regulations/instructions pertaining to personnel conduct on Government premises. The Contractor shall not disturb Government papers in offices or on desks, nor open desks or cabinets, or use telephones or office equipment that is not provided for their use. Contractor employees, including subcontractors, shall obtain authorization from the COR and Project Manager to be on Government premises during after-hours.

(D) Place their employees on notice that infraction of any of the above rules, regulations, or prohibitions may be grounds for removal from Government premises/property.

(E) Ensure its personnel adhere to conservation policies and turn off lights in unoccupied areas unless otherwise directed. Encourage its employees to seek new opportunities to conserve energy or materials and implement a mechanism for suggestions to be initiated.

(F) Ensure all employees exercise care to wear appropriate protective clothing and equipment during the performance of this contract. The Government furnishes earplugs and standard (plastic) protective eyewear; the Contractor or employee shall be responsible for all other personal safety wear/equipment. Contractor personnel shall, in no event, enter restricted areas except with approval from the COR.

C.1.11 Transition of Contract Performance

The Contractor shall:

(A) Assist the Government in the transition of contract performance within thirty (30) days of the start of contract performance. Such transition tasks shall include, but are not limited to, procedures and operations of the facility, repair and maintenance operations (See Appendix B), inventory, records, government furnished property/equipment, and any other operations to become knowledgeable in, and familiar with, assigned areas of responsibility.

(B) Ensure during the transition period that: (1) They shall not interfere with the productivity of the incumbent Contractor; (2) all visits shall be coordinated in advance and arrangements made to be accompanied by a Government employee, and; (3) activities are confined to those which can take place prior to the initial period of performance.

(C) Within 15 days after contract award, and during the contract closeout, the COR shall jointly prepare an inventory to be used as the basis for turning over Government- furnished items. Thereafter, an annual joint inventory shall be conducted. The Contractor is responsible for inventory management and maintaining the log of Government- furnished equipment.

(D) The Contractor is responsible for maintaining an equipment certification log, including test data and actual certification documentation; and an equipment warranty log with documentation of periodic PM as established by the manufacturer to preserve warranties. These logs shall be available during work hours for Government review. The equipment certification log, warranty log, equipment PM and repair logs/records, and government furnished equipment shall be transferred to the Government upon contract close-out or termination of the contract.

C.1.12 Safety

The Contractor shall:

(A) Conduct all work in a safe manner in accordance with the Environmental Protection Agency (EPA), Occupational Safety and Health Administration (OSHA), Federal, State, County and USDA requirements, and in compliance with the Albany Research Center Safety Manuals. Citations of the Contractor for noncompliance with environmental standards shall be resolved amongst the Contractor and the issuing office of the EPA, or the state of California. Payment of fines or penalty charges associated with citations issued by Federal, State or local officials will be paid by the party against whom the fines or penalties are assessed. If the Government pays the fines or penalty and the citations are issued due to faulty operation, neglect, or inadequate/improper maintenance practices of the Contractor, the Contractor will be held liable for the cost of the fine or penalty. If the Contractor pays the fines or penalty and the citations are issued without any fault by the Contractor, then upon the submission and approval of proper invoices, the Government will reimburse the Contractor for the cost of such fines or penalties.

(B) Provide its personnel with guidance and instruction to ensure awareness and consciousness by its employees of the work environment in and around the research laboratories.

(C) Prepare a comprehensive safety plan that outlines company safety policies and practices as well as on-the-job recommendations and expectations for employee wellness and injury prevention. Maintain a safety training program designed to achieve awareness of safety hazards and corresponding preventive procedures as required by legal regulations. Maintain employee safety training documentation. Submit copies of safety training documentation, including updated refresher safety training records, to the Environmental Health & Safety (EHS) manager. The CO may issue an order to stop all or part of the work if the Contractor fails or refuses to promptly correct or comply with safety requirements.

(D) Comply with current regulations issued by OSHA, EPA, the National Institute for Occupational Safety and Health, California Department of Environmental Quality, and the USDA’s General Technical Provisions for Asbestos Hazard Abatement Work. Ensure that employees performing asbestos work and glove-bag abatement under this contract have annual physical examinations and use respirators while performing such work.

(E) Furnish the EHS manager as well as retain a copy of MSDS for all hazardous materials to be used in operations as described by OSHA standards, prior to the beginning of work.

(F) Notify the EHS manager immediately of accidents considered emergencies; and within four hours of any accident considered a non- emergency; and provide a written report to the COR within three days of the incident.

(G) Investigate and report all unsafe acts or hazardous conditions; file report within one day with the EHS manager. Open and maintain a file on the condition; and submit weekly report until condition is resolved.

(H) Participate in annual site safety inspections. Prepare/list findings and recommend solutions or corrective action to the EHS.

(I) Ensure that tradesmen, receiving and housekeeping personnel are trained in the safe handling, storage, and movement of chemicals, solvents, gases, and fuel (the Government provides funds for fuel).

(J) Participate in the Environmental Health & Safety committee as required by Location management. Provide site recommendations in support of Executive Orders 13148, Greening the Government Through Leadership in Environmental Management; Executive Order 13101, Greening the Government Through Waste Minimization, Recycling and Federal Acquisition; and Executive Order 13123, Greening the Government Through Efficient Energy Management.

(K) Ensure that doors to building entrances are locked and that gates are closing properly prior to ending daily operations. Contact the Albany Police Department and LAO for emergencies and when intrusions of unauthorized personnel occur.

(L) Due to the nature of research with various human pathogens the Contractor must ensure that all employees are independently capable of donning appropriate safety gear (PPE) in the event of an accident or emergency in one of the BSL-2 laboratories or the Small Animal Facility. All Contractor personnel must be capable of preforming their respective duties and tasks while wearing PPE. Safety gear includes masks, glasses, gloves, lab suits and booties to protect employees from harmful pathogens and toxins present in those areas.

(M) During a pandemic - such as COVID-19, ensure that all employees remain eligible to work onsite in order to support essential government research and operations. Should cases of COVID-19 arise onsite, participate in clean-up of affected spaces wearing appropriate, center designated PPE.

C.2 Work Management

C.2.1. CMMS

The Contractor shall use the existing Government-provided Facilities Management Express (FMX) computerized maintenance management system to identify and track all work requests (hereby known as maintenance requests), schedule and perform preventive maintenance, track labor and material costs, ensure quality control, and schedule personnel. In addition, the contractor must use FMX to set priorities, regulate and coordinate work tasks, promote timely scheduling; and ensure availability of labor, materials, facilities and equipment.

FMX is to be used to notify requesters of maintenance request entries, of all changes and updates. Contractor is required to provide FMX updates to requesters of all overdue maintenance requests, see section C.2.2

The Contractor shall be responsible for entering all work performed through maintenance requests daily. The COR will have administrative access to the management system for obtaining status on maintenance request and special projects. Other USDA personnel will have access to their specific requests on FMX.

C.2.2. Routine Work

The operations and maintenance of buildings, grounds, facility systems and support equipment/systems, corrective maintenance/repairs, preventive maintenance, installations, rental equipment, emergency work (may require after-hours response); minor tasks (i.e., less than $4,000) for installations, alterations, modifications and repair of buildings, structures, or equipment is considered routine work; and tasks utilizing in-house labor during business/work hours is considered routine. This work must be initiated by maintenance requests. See Appendix B – Operating Procedures, for specific details regarding the maintenance request process. The Contractor is responsible for costs necessary in providing routine services. Routine work and Special Projects (see section C.2.4) that must be completed after-hours are eligible for overtime. Overtime work must be approved by the COR and or CO, preferably in advance. The volume of historical routine work and special projects has been summarized in Appendix G.

C.2.3 Preventive Maintenance

The Contractor shall:

(A) Perform preventive maintenance (PM) of buildings, structures, infrastructure and equipment. Work consists of systematic and cyclic checks, inspections, and repairs/corrections/maintenance of minor deficiencies (less than $4,000) as well as the recording and reporting of deficiencies beyond the scope of PM.

(B) Adhere to the provided PM Plan, See Appendix C – list of required PM tasks. The PM plan includes listing(s) of items and components (Appendix D – Equipment Summary), to be maintained; inspection and maintenance schedules and shutdown schedules. These schedules will remain constant except for equipment additions or deletions. Prior (>24 hrs.) notification shall be given to the COR of planned after- hours work on PM tasks.

(C) Record all detailed PM task completions in FMX.

(D) Execute the PM program (See Appendix B – Operating Procedures) and maintain documentation accurately and up- to-date (in FMX). Update the PM program as necessary to reflect changes in equipment inventory, with such updates being subject to COR approval.

(E) Determine and initiate a PM Program on all new equipment and systems; proposed revisions shall be provided to the COR for approval within 15 days after the need is identified by the Contractor.

(F) Submit a report of scheduled PMs, completed PMs, and uncompleted PMs generated from FMX to the COR on the first business day of the month.

(G) The Contractor shall inform of an equipment malfunction to the COR and FE within two hours after detection of equipment failure/ malfunction and submit an equipment malfunction report within two business workdays. This report shall include a description of the equipment including serial number, the date of failure, an assessment of the failure, system(s) affected by the failure and action taken.

C.2.4 Work Priorities

The Contractor is required to triage maintenance requests and projects when they are tasked. Each maintenance request must be assigned by the Contractor to one of three priorities.

A. Priority 1 (Emergency)

‘Priority 1’ maintenance and repair work require immediate action, including diverting personnel from other jobs. Usually work is necessary for the protection of health or safety, biosafety and biosecurity, protection of ongoing experiments and research programs, or prevention of damage to property and personnel. Immediate corrective action shall be taken and pursued on a continuous basis until permanent repairs are completed unless otherwise directed by the COR. The Contractor shall maintain or provide essential services to critical equipment and facilities or environmental conditions, or as otherwise required by the COR.

B. Priority 2 (Urgent)

‘Priority 2’ work shall be accomplished by the first available craftsman. Personnel shall not be diverted from scheduled work. This work shall start within one workday and be completed within five working days, unless otherwise authorized by the COR.

C. Priority 3 (Routine)

‘Priority 3’ work shall be accomplished in the most economical and efficient manner, on a “first come-first serve” basis. Prompt response to routine work is essential for smooth operation of research and support elements. At a minimum, 50% of these requests shall be completed within ten working days of receipt.

The remainder shall be completed within fifteen working days unless otherwise authorized by the COR. The contractor is required to respond via FMX to all routine maintenance requests not completed within fifteen working days with an explanation of how and when the overdue maintenance request will be resolved. Routine work maintenance requests may be either oral (telephone), written (email), or placed by the requester into FMX. Routine work does not require prior COR approval for scheduling or commencement of corrective action.

C.2.5 Estimating Work and Providing Quotes

A. Preparation of Estimates

The Contractor shall prepare all estimates in a standardized format approved by the COR. All estimates must be documented. The Contractor's estimates will be evaluated to determine if (1) the scope has been clearly and accurately identified; (2) additional work has been properly estimated and supported with appropriate documentation; (3) labor and equipment/material estimates are reasonable and properly documented; (4) unit prices and proper wage determinations used for estimating; and (5) estimated completion schedules provided.

B. Labor Estimates

Labor estimates shall be expressed in man-hours by trade/craft. Estimated man-hours shall be supported from a documented source. All estimates for labor shall be clearly identified in the appropriate wage determination and work classifications verified by the Contractor.

C. Total Labor Cost

The total labor cost estimate will be determined by totaling the time for each craft and multiplying the appropriate hour unit price from Schedule B for the appropriate wage rate of Service Contract Act or Davis-Bacon Act. This procedure shall be followed for each craft required to perform the job including the sum of all crafts involved.

D. Material and/or Subcontract Estimates

The estimated material cost shall be based on current pricing data or from vendor quotations. Vendor quotes shall be obtained from no less than three vendors for material and subcontract estimates exceeding $2,500. Documentation of quotation and actual invoices shall be submitted as evidence with cost estimates.

C.2.6 General Work Management Duties:

(A) Adhere to the procedures outlined in Appendix B – Operating Procedures for accepting and executing maintenance requests and special projects.

(B) Maintain a point of contact to be present at the Albany Research Location for receipt of and responsibility of maintenance requests during workdays from 8:00AM – 4:30PM. Identify this point of contact to the COR when Project Manager or Utilities Superintendent are not present. Attend weekly O&M progress meetings, with either Project Manager, Utilities Superintendent, or both.

(C) Review each maintenance requests for completeness, understanding, and clarity. Vague and incomplete maintenance requests shall be returned to the COR for description/additional information. COR and FE approval is required for work requests that alter/modify the building or building systems. COR approval is required for all work requests

(D) All special projects will be issued by the AO or COR to the Contractor. They will include enough detail, with descriptions of work and sketches or drawings as necessary, to allow the Contractor to develop an estimate of man-hours, materials, and comply with established priority. The estimate of time and materials for additional work will be approved by the COR prior to scheduling and commencement of work.

(E) Develop and submit weekly Maintenance Request Reports on all work in the backlog to the COR, including a schedule of all maintenance requests and special projects by assigned priority, and work status. Schedules shall indicate maintenance requests number, status, task description, requestor and research group, and the estimated completion date. The COR or designated Government Official will inspect the work schedule and revise to meet specific location needs.

(F) Ensure that work to be redone is not assigned and treated as “new work,” but counted as part of the original work order; and deficiencies documented, and additional time noted. The Contractor shall re-perform all nonconforming/negligent or defective work.

(G) Maintenance materials, tools/equipment and spare parts shall be procured, stored, and controlled in an effective and efficient manner. The Contractor is responsible for purchasing and maintaining tools and equipment beyond the Government Furnished Equipment in Appendix E. Contractor purchased tools become Contractor property.

C.2.7 Quality Control Program

The Contractor shall:

(A) Establish and maintain a Quality Control Program to ensure the requirements of the contract are provided as specified and a record of performance can be inspected by the Government to ensure compliance.

(B) Ensure the program includes: 1) a quality control inspection system covering all required contract services; 2) a method of identifying deficiencies in the quality of services performed and corrective actions to prevent recurring unsatisfactory or deficient performance.

(C) Maintain a record of all Quality Control inspections, results and any corrective action. This file shall always be made available to the COR.

(D) The Government’s Quality Assurance Surveillance Plan is outlined in Appendix B.

C.3 Administrative Services General The Contractor shall be responsible for receptionist services, shipping/receiving, mailroom operations and vehicle support at the Albany Research Location.

C.3.1 Receptionist

The Contractor shall provide receptionist support, in directing visitors, maintaining the visitor sign-in/out log and routing telephone calls to appropriate personnel. This support is stationed in the Main Building lobby continually from 8:00AM to 4:30PM, Monday through Friday, except Federal holidays.

(A) Ensure that unauthorized persons are not permitted into the building and report unauthorized entry immediately to the WRRC Administrative Officer (AO).

(B) Take messages, receive courier delivered packages, and make telephone calls as necessary; periodically make visual checks of the security monitors and report malfunctions to the work order desk. Operate the contractor’s intercom system.

(C) Maintain a visitor log assuring that all guests register when arriving and departing. Ensure that visitor entries are complete and legible prior to issuing (temporary) ID badge; visitors must show photo identification and reprint name if necessary. Visitors shall be detained in the lobby for Government escort. Receptionist must be familiar with all areas of the buildings and surrounding grounds to ensure a quick response to emergency calls.

C.3.2 Shipping/Receiving and Mail Service

The Contractor shall provide shipping/receiving and mailroom service for all incoming and outgoing mail and parcels. All mail shall be handled in accordance with applicable US Postal Regulations. Outgoing government mail/packages, including express mail, is paid by the Government. This support is provided during the hours of 8:00AM to 4:30PM, Monday through Friday, except Federal holidays (shipping/receiving and mailroom are co- located in the same room). Package Tracker (cloud-based software), an associated WASP mobile computer scanner, an FP PostBase 30 mailing system and a General Electric upright 17.3 Cu. Ft. upright frost-free freezer are provided as Government Furnished Property. Customer orders/packages and express mail will be hand-delivered to requestors; the Contractor is responsible for all document accountability.

C.3.2.1 Shipping/Receiving Tasks

(A) Receive daily shipments of packages and or Priority Express mail from delivery companies and agents (approximately 50 per day). Damaged shipments must be noted and communicated to the recipient / purchaser. When available a copy of the receiving report and/or the packing list sent to the appropriate procurement office.

(B) Scan all shipments received with the WASP mobile computer to record received date & time, recipient name, and tracking number (if available). Upload scanned receiving information into Package Tracker.

(C) Deliver packages the day they are received to recipient’s office / laboratory. Scan all shipments with the WASP mobile computer to record delivery date & time, signature on mobile computer of recipient or person accepting package is required. If recipient or designated proxy is unavailable to receive a package, mailroom staff must post written notification with date & time to a conspicuous location (office desk, door, computer terminal, etc.) notifying that a delivery was attempted.

(D) In no case shall a package be delivered / left in an unattended area or when no one is available to receive.

(E) Packages undeliverable (no one is available to receive) shall be returned to the receiving room. Recipients may receive their package in the receiving room or mailroom staff may attempt a second delivery.

(F) Special care of packages and items marked “perishable” or “refrigerate” is required. These packages must be refrigerated in the government-provided-freezer in the receiving room until delivered. If recipient or a co-worker is unavailable to receive, the package must be kept in freezer. A list of perishable packages stored in the receiving room freezer must be posted on the wall in the mailroom with the first date of storage listed as well.

(G) A list of packages with unidentifiable or missing delivery information that the receiving room clerk cannot determine who to deliver to, must be posted in the mailroom and provided to the COR.

(H) The receiving room clerk is responsible for keeping the receiving room and associated loading ramp area clean and clear of debris. Passageways must be kept clear of packages awaiting delivery. Arrangements must be made with recipients of larger delivered items such as freezers, growth chambers, etc. These items shallnot be kept or staged in the loading bay for more than three business days. Deliveries for maintenance operations and new projects will be transported to appropriate storage areas.

(I) Bar-code and enter all chemicals into the Government-owned computerized chemical inventory and management (Chemical Safety EMS) system. The Chemical Safety EMS system is utilized to monitor/track incoming chemicals and gases from receipt through disposal (varies, approximately 50 per week).

(J) Package, crate, ship outgoing material/parcels and equipment; notify the Procurement and Property Office for the proper shipping documentation; maintain logs of outgoing materials including arrangements made with the appropriate carrier. The Government pays for USDA-generated shipments.

(K) Monitor and maintain cylinder and ‘house’ gases, dry ice, laundry (towel) exchange, and copier supplies for central copy rooms 0020 and 2029 in the Main Building; copier supplies will be delivered to the West Annex Building upon request. Assist with Room 0020 copier support and paper shredder (e.g., paper jams, empty shredder bag as needed).