1305M323QNFFP0013 PWS.pdf

SECTION D – PERFORMANCE WORK STATEMENT

Performance Work Statement National Oceanic and Atmospheric Administration (NOAA)

National Marine Fisheries Service (NMFS) Northwest Fisheries Science Center

Newport Research Station Facility Support Services

1. OBJECTIVE. The objective of this contract is to obtain the services of the contractor to operate, maintain, and repair the Department of Commerce (DOC), National Oceanic and Atmospheric Administration (NOAA), National Marine Fisheries Service (NMFS), Northwest Fisheries Science Center (NWFSC), Newport Research Station (NRS), located at 2030 and 2032 Southeast Oregon State University Drive, Newport, Oregon, on the campus of the Oregon State University (OSU), Hatfield Marine Science Center (HMSC) and specified government personal property and to provide associated services. The Station consists primarily of three (3) office/laboratory buildings with a combined area approaching 74,000 square feet plus four (4) additional support structures and seven (7) smaller storage buildings.

2. PURPOSE. The Contractor shall provide Facility Operation and Maintenance Services (FOMS) for the Northwest Fisheries Science Center, Newport Research Station. For the purpose of this contract, “NRS” refers to the Northwest Fisheries Science Center, Newport Research Station, Newport, Oregon (OR).

3. MAJOR BUILDING DESCRIPTION. The Station consists primarily of three (3) office/laboratory buildings with a combined area approaching 74,000 square feet plus four (4) additional support structures and seven (7) smaller storage buildings.

3.1. The Newport Aquaculture Laboratory (Building 950). Building 950 includes approximately 35 offices and 20 laboratories. Many of the laboratory spaces include flow through sea water systems, chemistry labs and hoods. The courtyard in Building 950 has a water treatment building that contains a variety of water treatment equipment for both freshwater and seawater, and oil-less compressed air equipment. The courtyard also contains several greenhouses and seawater aquaria, seawater filters, and a concrete holding tank.

3.2. The Research Support Facility (Building 951). Building 951 includes approximately 40 offices and 20 laboratories. The south courtyard in Building 951 has one large building that contains storage areas, seawater laboratories, and a wood shop. The north courtyard in Building 951 consists of chillers, glycol reservoir, glycol pumps, and a pumping facility to pump quarantined seawater to Building 950 water treatment. A separate structure, formerly a salinity tank area behind the R. Barry Fishery Building, referred to as the fish barn, is used for holding and rearing of fish as experimental subjects.

3.2.1. Seawater is obtained from Yaquina Bay by pumps owned by OSU located on an OSU-owned dock. The seawater is stored in a reservoir owned by the U.S. Environmental Protection Agency and pumped throughout the HMSC campus, including NRS. Both components (pumps and reservoir) of the seawater system are operated and maintained by OSU. The seawater is regulated by a National Pollutant Discharge Elimination System (NPDES) Permit that is issued to and administered by OSU. The permit regulates discharge treated seawater into Yaquina Bay, after use at HMSC.

3.3. The Captain R. Barry Fisher Building (Building 955). The two-story Building 955 includes, 28 offices with a necropsy lab, conference room, video lab, workrooms, walk-in freezer, and a staging area three bay garage for field equipment.

4. TASK REQUIREMENTS. The Contractor shall furnish all management, supervision, labor, supplies, materials and equipment to perform facility support services as required and outlined in this Performance Work Statement (PWS). The Contractor shall provide operations, maintenance and repair of all the NRS facilities and collateral equipment in support of the missions of the NRS in a safe, reliable and timely manner, with minimum disruptions to the facilities occupants and users. The Government makes no representation or guarantee as to the condition of facilities on the start date of the contract, and no adjustments will be made in contract price relative to facilities condition after award.

4.1. TASK 1 – Facility Operation and Maintenance (O&M). The facility O&M activities include, but not be limited to, the following: (1) working on heating, ventilation, air conditioning/refrigeration (HVAC/R), site utility systems, plumbing, architectural, specified electrical systems, and boiler; (2) accomplishing recurring services that involves routine, periodic maintenance, and incidental repair requirements associated with facilities, site utility systems, and dynamic equipment for which no specific operators are assigned; (3) maintaining operations that require the continuous presence of qualified person(s) during a specified time period, including tours to mechanical and electrical rooms to ensure equipment is operating properly; and (4) recordkeeping of documents and reports as outlined in further Sections.

4.1.1. The specifications are a statement of the minimum level of work and services that are to be provided in this PWS. At a minimum, the Contractor shall take all steps and measures which would be taken by a prudent building owner to maximize the life expectancy of the property.

4.1.2. Skilled craftsmen and technicians shall perform all the functions specified herein in accordance with or exceeding industry standards. The Contractor shall provide building maintenance and operations coverage 24 hours a day, seven days a week, and 365 days per years. The Contractor shall also serve as the primary systems manager and technical expert in areas described elsewhere in this PWS.

4.1.3. All mechanical, electrical, security, fire protection, oil-less compressed air equipment, building envelope and utility systems, including freshwater, seawater and glycol processing systems (i.e., sand and carbon filters, heat exchangers, valves, temperature control systems and pumps) in the buildings, on the dock and site shall be operated at the highest level of efficiency compatible with the current energy conservation requirements, and maintained at an acceptable level throughout the contract performance period. An "acceptable level" of maintenance is defined as the level of maintenance that shall preserve the equipment in operating condition.

The level of maintenance shall constitute the results of a best possible effort considering the constraints of the corrosive marine environment at the Hatfield Marine Science Center (HMSC). Wherever possible, equipment shall be maintained above the point where deterioration shall begin, thereby diminishing the normal life expectancy of the equipment. The Contractor is responsible for performing scheduled and unscheduled maintenance, preventive maintenance, and minor and major repairs, as necessary, including emergency call-back service on a 24-hour basis, 365 days a year.

4.1.4. The Contractor shall maintain the machinery and equipment spaces, electrical closets and storerooms in a clean and orderly manner. When work is performed in these areas, the Contractor's personnel shall clean up all debris and leave the area in a presentable condition. The machinery and equipment located with the machinery rooms shall be painted as necessary to maintain the appearance of the room and equipment. When painting, the Contractor must provide protection for the equipment and refrain from obscuring the equipment's identifying markings. Operating supplies such as parts, supplies, lubricants, rags, cleaners, etc., shall be properly secured in containers in accordance with hazardous materials safety, and fire and safety requirements.

4.1.5. The Contractor shall maintain a current set of electronic as-built drawings reflecting all mechanical and electrical changes to the existing equipment and systems, which shall be available upon request of the Contracting Officer’s Technical Representative (COTR).

4.1.6. Basic utilities-electricity, natural gas, and sewer/water-are furnished to the NRS by the local utility companies. The electric utility company is responsible for providing power to the buildings. The Contractor shall be responsible for the maintenance and repair of the utility distribution system within the buildings to include low voltage electricity, HVAC, and emergency power. The water utility company is responsible for providing water/sewer to the main water meter to NRC. From the water meter it is the contractor’s responsibility for the maintenance and repair of the water distribution system throughout the campus and within the buildings. The natural gas company is responsible for providing natural gas service to Buildings 950, 951, and 955. The Contractor shall be responsible for the maintenance and repair of the gas distribution system within the buildings to include the equipment serviced.

4.1.7. The Contractor shall ensure that the following temperature levels and energy conservation practices shall be adhered to:

4.1.7.1. Offices and laboratories shall be maintained at temperatures between 66°F and 72°F during working hours and not less than 55°F during non-working hours. (Higher temperature levels are permissible when obtained without using heating energy during extremely warm weather.)

4.1.7.2. During working hours, overhead lighting shall be maintained at 50-foot candles over work stations, 30-foot candles in work areas, and 20-foot candles in non-working areas.

4.1.7.3. Domestic hot water temperature levels shall be maintained at 105°F-120°F for restrooms and appropriate laboratories.

4.1.8. Perform preventative maintenance in accordance with existing requirements specified in the Facility Operation Manual (FOM). Within 90 days of the contract effective date, the Contractor shall propose any necessary changes in the existing schedules to the Contracting Officer (CO) and Contracting Officer’s Representative (COR) for approval. The Contractor shall establish preventative maintenance schedules for any new equipment installed or existing equipment replaced.

4.1.9. Implement all necessary work control procedures to receive, record, and ensure timely processing of work requirements, as well as to permit tracking of work in progress.

4.1.10. Plan, estimate, and schedule work to assure material, labor, and equipment are available to complete work requirements within the specified time limits and in conformance with the quality standards as outlined in the Contractor’s QC Plan.

4.1.11. Assure all Work Orders (WOs) are logged daily and entered into an electronic data base. For repair work in excess of $2,000.00, approval must be given by the COR prior to implementation.

4.1.12. Schedule and arrange work so as to cause the least interference with normal occurrence of NRS business and mission, particularly, in areas critical to mission support activities. Equipment shut down and utility outages are performed only after following regular outage procedures. Only in cases involving the threat of personal injury or equipment failure, shall equipment in mission critical areas be shut down without prior approval of the COR. Whenever such emergencies occur, the COR shall be notified immediately. The Contractor shall notify the COR any work to be performed in a building that would tend to disrupt the conduct of normal Government business. The Contractor shall notify the COR and log out at least 24 hours in advance of such scheduled work.

The Contractor shall reschedule any work that the COR deems necessary to avoid unacceptable disruptions in the Government's business.

4.1.13. Provide verbal status reports when requested by the COR. The status of any item of work shall be provided within one hour of the inquiry during regular working hours, and within three hours after regular working hours.

4.1.14. Record in the database all required information and all work accomplished including a descriptive narrative and labor hours, material used and its cost, and completion date.

4.1.15. The Contractor is responsible for sustaining feedback and direct contacts with all customers, regardless of the type of work. The Contractor shall strive to ensure that in each case there is a complete mutual understanding of each work order's description of work, cost estimate, scheduling and access requirements; and that the quality level desired and that to be delivered are the same. The Contractor shall keep customers advised of any interference problems or necessary changes in the work, preferably in advance, and shall notify the customer and COR within 10 days when the work is completed. A joint Contractor and COR walk-through final inspection of the work is required in customer visible areas.

4.1.16. The Contractor shall be responsible for all non-scheduled maintenance at the NRS. See Exhibit 1A for a description of the structures located on the site. This category shall include, but not be limited to, such structural components as: roofs, walls, doors, foundation, floor and flooring, roll-up doors, lighting systems exterior and interior walls, HVAC, mechanical and electrical.

4.1.17. The Contractor shall assure that all equipment and building systems maintained by the Contractor are operating properly. Frequent tours, once per shift as a minimum, to mechanical and electrical rooms and equipment sites at NRS are required on a scheduled basis to ensure the equipment and systems are operating properly. The Contractor shall also respond to emergencies, hot/cold calls, and system malfunctions.

4.1.18. The Contractor shall take the necessary precautions to ensure continuous operation of equipment and building systems during the likelihood of freezing temperature conditions. The Contractor shall visually inspect all NRS mechanical rooms daily to mitigate potential facilities and equipment freeze damage.

4.1.19. Where applicable, work shall be performed in compliance with the NOAA Preventive Maintenance Checklists, O&M Manuals and Manufacturer’s Reference Manuals. All work performed as operations, maintenance and repair shall be completed in accordance with NOAA O&M Manuals.

4.1.20. The Contractor shall obtain licenses, permits, certificates, and experience necessary to perform all work described herein five (5) calendar days prior to contract start.

4.1.21. The contractor shall identify key personnel to this contract within 30 Calendar days after the award. Key personnel include qualified technicians, leads, supervisor, manager, etc. The submission shall provide the following information: name, position, responsibilities, contact information, experience, certification or license, and etc.

4.2. Task 2 – Facility System Operation and Security Daily Checks. The contractor shall perform daily checks of inside and outside building and utility systems, including power, seawater systems, fire protection, and building envelope to maintain continuous operation.

4.2.1. The Contractor shall provide on-site personnel from 7:00 AM to 1:00 AM, 7 days per week, and a drive-through security service from 1:00 AM to 7:00 AM, 7 days per week. When building alarms are used for security checks, alarm condition calls for personnel shall be made to designated maintenance staff of the Contractor for response to the security condition. Security shall ensure all buildings are secured at 6:00 p.m. and perform routine security checks of all buildings at the end of normal building occupancy hours. While performing security checks, the contractor shall verify the proper operation and conditions of non-security related items such as lighting, constant temperature room boilers, HVAC, freezers, pump operations, and flow through sea water systems etc.

4.2.2. All equipment and systems requiring special operation shall be operated, inspected, and maintained during the “normal operating time”. The normal operating time for building equipment and systems shall be considered as the time necessary to operate the building's heating equipment to provide the environmental temperatures mandated by NOAA during the heating seasons. The occupant agencies' working hours are between the hours of 8:00 a.m. and 5:00 p.m., Monday through Friday. This schedule for both buildings necessitates starting the building's HVAC equipment at an hour, based on weather conditions, which shall provide the proper environmental conditions during those hours. All Federal equipment shall be operated in an efficient manner, and shall not be operated unnecessarily during the evening hours, on weekends or holidays, or when the total buildings or specific areas of the buildings are not in use.

4.3. TASK 3 – Scheduled Maintenance Work. The Contractor shall be responsible for establishing an electronic effective system for accomplishing scheduled and unscheduled maintenance, including a backlog listing of work to be accomplished. This system shall be approved in writing by the COR, prior to execution.

4.3.1. Scheduled preventive maintenance shall be performed and electronically reported at the frequencies and in accordance with the maintenance requirements contained in the Facilities Operations and Maintenance Manual (FOMM).

4.3.2. Equipment under warranty shall be maintained in accordance with warranty instructions and conditions as stated in the FOMM.

4.3.3. The Contracting Officer and/or the Contracting Officer's Technical Representative are to be notified in advance in writing when work is to be done on equipment which requires opening or dismantling for inspection or maintenance. Such equipment shall include, but not be limited to, heat pumps, generators, pumps, refrigeration and HVAC units, condensers, and such equipment as determined critical by the COR.

4.4. TASK 4 – Service Work. Service work is defined as minor modifications or installations submitted to a computerized maintenance management system (CMMS) on a Work Request. The contractor shall review work requests, investigate the request, and make recommendations on how to accomplish the work. The contractor shall identify, estimate, plan, and provide the resources required to accomplish all approved work. This provision shall not be construed to include the planned replacement or repair of entire systems.

4.4.1. The Contractor shall respond promptly (within 2 hours) to requests for service. Service calls are defined as responses and subsequent minor repairs or adjustments to mechanical, electrical, or plumbing malfunction or problems.

4.4.2. The Contractor shall maintain sufficient personnel on site or available 24 hours per day, Monday through Sunday, including Government holidays, to respond to all types of service calls.

4.4.3. The contractor shall provide all actions and services required to respond to emergency and urgent work, and to efficiently and effectively schedule available manpower to provide maximum routine response for daily building maintenance operations. This includes but is not limited to: receiving work and work requests;

properly classifying work and documenting electronically as per the reporting requirements; responding to all classes of work within specified timeframes, coordinating required work; and minimizing utility outages and impact to facility operations. Typical examples of service work include:

4.4.3.1. Installation of new equipment

4.4.3.2. Cabinet and/or display case fabrication.

4.4.3.3. Hanging of bulletin/wipe boards.

4.4.3.4. Installation of electric outlets and switches.

4.4.3.5. Painting for the purpose of changing colors in a room.

4.4.3.6. Shipping container construction.

4.4.3.7. Installation of door identification signs

4.4.3.8. Locksmithing.

4.4.3.9. Removal for recycling or disposal of surplus items.

4.4.3.10. Moving furniture/equipment within buildings

4.4.3.11. Remodel of spaces

4.4.3.12. Maintain Clean and Safe Walkways, hall ways and stairwells free of debris, mold growth and other foreign matter.

4.4.4. Contractor shall complete all projects as described on the Work Request Form within agreed upon time frame and in accordance with specifications listed above.

4.5. TASK 5 – Miscellaneous Work. There are instances that arise and are not covered elsewhere in the PWS. This section attempts to capture to the extent possible those situations for which operations and maintenance services are required. This includes miscellaneous building maintenance including such duties as landscaping maintenance, replacing/repairing doors, ceilings, floor/floor coverings and stairway systems;

patching roofs and walls; painting walls; making minor furniture repairs; hallway and stairwell carpet vacuuming, waxing of tiled areas and cleaning and relocating small numbers of office and laboratory items..

4.5.1. The Contractor shall provide up to 120 labor hours per month to accomplish miscellaneous jobs. These jobs will include, but are not limited to, miscellaneous building maintenance work such as making door keys;

installation of door identification plates; maintenance and repair of security fences; removing and installing sheet rock walls; replacing/repairing ceiling and floor systems, stairways and railings; patching roofs; patching walls; painting, installing parts and equipment; minor furniture repairs and relocation. This provision shall not be construed to include the planned replacement or repair of entire systems. The Contractor will furnish qualified labor of the trade required to perform the tasks. Special equipment and materials will be furnished by the government. This item is not chargeable as a separate line item. Miscellaneous work is scheduled into regular work as time permits at an average of 100 labor hours per month.

4.6. TASK 6 – Facility Repairs. This task includes the repair of all buildings, facilities, equipment, and parts and/or components. Identification of the need of a repair can either come from maintenance authorization, facility inspection or through Contractor discovery. Repairs to be performed include any unscheduled work required to prevent breakdowns of equipment or systems, putting equipment back into service after a breakdown or failure, or the replacement of obsolete equipment and/or parts. Structural repair shall mean the repair of the interior or exterior of facilities to assure that they are free of missing components or defects which affect the safety, or intended use of the facilities, or would prevent any electrical, mechanical, or structural system from functioning in accordance with the design intent, or adversely impacts the aesthetic value of the facility.

4.6.1. Minor repairs include repairs costing $2,000 or less in materials, parts, repair-related labor, and contracted services.

4.6.2. As a part of the services provided under this contract, the Contractor shall perform all incidental and minor repairs necessary to prevent a breakdown or failure of a piece of equipment. Incidental and minor repairs are defined as unscheduled work required to prevent a breakdown of a piece of equipment or a system or to put it back in service after a breakdown. The Contractor shall promptly perform incidental and minor repairs, when they are required, in order to ensure continuity of operations or to return equipment to service as soon as possible. Work should not be delayed in order to notify the COR, except where guarantees or warranties are involved, in which case the COR shall be notified prior to repairs being made.

4.6.3. All materials and tools required for performance of maintenance tasks are to be furnished by the Contractor. When the Contractor furnishes the parts and/or materials, the price to be paid shall be on the basis of established catalog or list prices in effect when material is furnished, less all applicable discounts, but in no event shall such price be in excess of the Contractor's sale price to his most favored customers for the same item in like quantity, or the current market price, whichever is lower.

4.6.4. Major repairs are defined as repairs costing over $2,000 in materials, parts, repair-related labor, and contracted services.

4.6.5. When the Contractor determines that a repair is “major”, the COR and the users of the equipment shall be notified in writing electronically. The Contractor shall provide the COR with information concerning the estimated cost of the repairs, the time required to make the repairs, the total amount of repairs made for the specific piece of equipment during the previous year, and the need for outside contractors. The COR in consultation with the users of the equipment and system and, if necessary, the CO shall make the final decision.

In the event the COR is not available, then the alternate COR shall serve in that capacity.

4.6.6. In the event of a need for emergency repairs, the Contractor shall immediately contact the COR and the users. The COR, in consultation with the users, shall make a decision within two (2) hours.

4.6.7. The Contractor shall document and maintain electronic records of all repairs that are performed.

Records should include who requested repair, location of what was repaired, date of repair, hours and funds expended, and parts purchased. Records shall be maintained in a manner where the COR can track and sort frequency and differentiate the specifics of repairs. Electronic monthly reports shall be submitted to the COR, on or before the tenth of the month following the first complete calendar month of the contract.

4.7. TASK 7 – Structures Maintenance & Repairs. The Contractor shall maintain and repair facilities, systems, and components. Facilities include the interior and exterior of buildings, and miscellaneous facilities components. Components include but are not be limited to sidewalks, concrete pads, parking areas, and out buildings. Structural areas of responsibility include:

4.7.1. Carpentry. Carpentry work shall include the internal and external maintenance and repairs of NOAA structures and components. This includes, but is not limited to, doors, windows, walls, floors, ceilings, finish trim, hardware, roofs, exterior finishes and fencing. In addition carpentry work shall include work requested on work requests from the tenants to build items such as bookcases, specialized shipping containers, work benches, etc.

4.7.2. Masonry. Masonry work shall include the interior and exterior repair and maintenance of NOAA structures and components. This includes, but is not limited to, concrete pads, sidewalks, Tilt up walls, aggregate panels and brick structures.

4.7.3. Painting/Finishing/Coating. Painting work shall include, but is not limited to, the interior and exterior of structures and components. Work includes preparation of surfaces, application of a wide variety of coatings and finishes, and fabrication of signage. Coatings shall be applied to walls, floors, ceilings, trim, roofs, building exteriors, and parking surfaces. The scheduled painting of common areas within the buildings is on a three (3) year cycle. Occupied spaces and storage areas are scheduled for painting on a five (5) year cycle if the COR consents. Out of cycle painting is accomplished upon request of the COR. Exterior painting is scheduled during the period of June – September. This includes but not limited to stripping of parking lots, fire lanes, loading zones, etc.; painting curbs, storage containers, picnic tables, decks, etc.

4.7.4. Horizontal and Vertical Sliding (Mechanical and Electrical Operated) Doors. The Contractor shall maintain service, perform preventative maintenance and repair or replace damaged equipment or components on all manual, electrical and mechanical operated doors. The PM and service shall be performed on a regular basis as determined by the manufacturer’s requirements.

4.8. TASK 8 – Miscellaneous Repairs. The Contractor shall perform miscellaneous jobs to include, but are not limited to, documented approved constructive repairs to existing facilities requiring updating mechanical infrastructure, miscellaneous building maintenance work such as making door keys, hanging pictures, maps and bulletin boards; replacing/repairing door systems, including hardware closures and locking devices;

replacing/repairing ceiling and floor systems, stairways and railings; patching roofs; patching walls; painting, installing parts and equipment; and minor furniture and carpentry repairs and furniture relocation, etc. The Contractor shall furnish qualified labor of the trade required to perform the tasks. Special equipment and materials shall be furnished by the Contractor. Individual jobs shall not exceed $2,000 in materials, parts, project-related labor, and contracted services without prior approval of the COR in consultation with the principle users. The COR shall contact the Contracting Officer in a reasonable period of time. The Contractor shall establish and electronically report start-up/shutdown procedures for equipment that requires manual starting or stopping.

4.9. TASK 9 – Access and Key Management. Keys will be furnished to the contractor and members of the staff as so requested for access to the buildings and rooms therein. The keys furnished are grand master keys and keycards to allow access to the entire site.

4.9.1. The contractor shall establish and implement methods of making sure all keys issued by the government to the contractor for contractor employee use are not lost or misplaced and are not used by unauthorized persons. Keys shall not be duplicated or removed from this site without written permission from the COR. The contractor shall develop procedures covering key control that shall be included in the QCP. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The contractor shall immediately report to the COR any occurrences of loss, unauthorized use, or unauthorized duplication of keys. The contractor shall control access to all government provided lock combinations to preclude unauthorized entry.

4.9.2. In the event keys are lost or duplicated, the Contractor may be required, upon written direction of the CO, to re-key or replace the affected lock or locks without cost to the Government. The Government may, however, at its option, replace the affected lock(s) or perform re-keying and deduct the cost of such from the monthly payment due to the Contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Contractor and the total cost deducted from the monthly payment due the Contractor.

4.9.3. For combination locks, the contractor shall establish and implement methods of ensuring that lock combinations are not revealed to unauthorized persons. These procedures shall be included in the contractor’s

QCP.

4.9.4. Contractor shall plan and implement key control practices for all keys issued to contractor staff.

4.10. TASK 10 – Seawater. Contractor will provide continuous sand filtered seawater supply to the NOAA facility to meet the needs for ongoing experiments and holding facilities. As the supply of seawater is critical to scientific requirements and maintenance of valuable live animal holdings, the Contractor shall maintain and operate the seawater system for the Newport Research Station to ensure that continuous seawater service is received to meet these scientific needs. This service includes periodic system integrity/operational checks in accordance with the contractor's pre-established schedule, on a 24-hours-per-day, seven-days-per-week basis.

4.10.1. Change water lines every six (6) weeks. Notify all investigators, in advance, when this is being done.

4.10.2. Take all measures possible to ensure salinity is above 25 parts per thousand.

4.10.3. Ensure that seawater is filtered through properly operated and maintained sand filters.

4.10.4. Maintain and comply with all discharge permits required in Oregon for the sea water system.

4.11. TASK 11 – Pest Control Services. The Contractor shall provide insect and rodent control including but not limited to routine treatment of assigned buildings.

4.12. TASK 12 – Landscape Management. The contractor shall provide all personnel, equipment, tools, supervision, and other items and services necessary to ensure that grounds maintenance is performed at NRS in a manner that will maintain healthy grass, trees, shrubs, and plants and present a clean, neat, and professional appearance.

4.13. TASK 13 – Refuse Collection and Disposal. The Contractor shall provide services for collection and transportation of refuse to authorized landfill sites. Pick-up services are provided on a weekly basis. Bulk (trailer) refuse will be authorized by telephone and dumped at currently established rates. Contractor will collect trash and garbage in designated receptacles and maintain the general appearance of areas near receptacles. Refuse collection and disposal services will be reimbursed.

4.14. TASK 14 – Computerized Maintenance Management System. The Contractor shall utilize a Computerized Maintenance Management System (CMMS) to create and implement an electronic Facilities Operations and Maintenance Manual (FOMM). The purpose of the FOMM is to provide a summary of the Contractor's operations, primarily for reference by the COR and Contracting Officer and for reference by the Contractor's staff. The FOMM is an electronic active document that shall be maintained up-to-date. All changes in the FOMM shall be documented within five (5) work days. The contractor shall develop and produce the following:

4.14.1. An electronic annual schedule for periodic preventive maintenance of equipment and systems by dates, equipment and building, with documentation of inspection and completion of the annual schedule. (See Exhibit 1A).

4.14.2. The Contractor shall develop and submit an electronic annual schedule for periodic preventive maintenance of equipment and systems by dates, equipment and building, with documentation of inspection and completion of the annual schedule. (See Exhibit 1A).

4.14.3. Operation and maintenance standard operating procedures.

4.14.4. Monthly FOM reports on work orders due by the 2nd business day of the following month. Such reports shall include the following:

4.14.4.1. Work order number

4.14.4.2. Description

4.14.4.3. Status

4.14.4.4. Submission date

4.14.4.5. Personnel Involved

4.14.4.6. Completion date

4.14.4.7. Location

4.15. TASK 15 – Janitorial Services. The contractor shall perform the following custodial services in NAL, RSF, and BFB buildings:

4.15.1. Five (5) days per week interval requirements:

4.15.1.1. Sweep or vacuum all inside floor areas including walkways and entrance and patio areas;

4.15.1.2. Clean all lavatory fixtures, floors, walls, sinks, and toilet bowls;

4.15.1.3. Polish all metal surface areas and mirrors in all restrooms;

4.15.1.4. Check and fill (if necessary) all restroom soap, towel and toilet paper dispensers;

4.15.1.5. Empty all waste baskets in the offices; and

4.15.1.6. Clear, remove, and transfer all cardboard and wood from incoming shipments to the dumpster.

4.15.2. Monthly interval requirements:

4.15.2.1. Dust all ledges, windows, and window sills;

4.15.2.2. Wax and buff all floors;

4.15.2.3. Clean all wall and ceiling vents.

4.15.3. Quarterly interval requirements:

4.15.3.1. Wash, wipe, and clean the inside and outside of all exterior windows quarterly.

4.16. TASK 16 – Emergency Equipment Inspection. The contractor shall inspect all emergency showers (2), eye washers (7), and fire extinguishers (50) on site in compliance with OSHA requirements as follows:

4.16.1. Safety Showers (2). The contractor shall check all safety showers once monthly as follows:

4.16.1.1. Review the operation and use for the type of emergency shower that you will be testing.

4.16.1.2. Evaluate whether the unit to be tested has a drain plumbed to the sewer system. If the unit to be tested does not connect to the sewer system then you must place a catch basin under the outlet or unit to catch the water that will flow during testing.

4.16.1.3. Activate the eyewash/emergency shower and verify that the flow is appropriate.

4.16.1.4. Return the activation paddle to its original position.

4.16.1.5. Dispose of the collected water in a sink with sewer connections. Exterior units may be drained to a storm drain.

4.16.1.6. If non-operational, repair the unit as need to restore normal operation.

4.16.2. Safety Eyewash stations (7). The contractor shall check all safety eyewashes weekly as follows:

4.16.2.1. Check for running water. The valve activates in a second or less and remains open until closed by user.

4.16.2.2. Check for flow. The water stream should be about six inches long, with both streams crossing at the center of the eyewash nozzle.

4.16.2.3. Check for balance. Both left and right eyewash nozzles should produce an equal flow of water.

4.16.2.4. Check for temperature. Maintaining a proper tepid temperature is vital for a properly working eyewash station. The temperature should remain between, 60 – 100 degrees F.

4.16.2.5. Initial and date the back of the tag.

4.16.2.6. If non-operational, repair the unit as need to restore normal operation.

4.16.3. Fire Extinguishers (50). The contractor shall inspect all fire extinguishers once monthly as outlined below. Additionally, the contractor shall have these extinguishers serviced by a licensed professional annually and hydro tested as needed.

4.16.3.1. Confirm the extinguisher is visible, unobstructed, and in its designated location.

4.16.3.2. Verify the locking pin is intact and the tamper seal is unbroken.

4.16.3.3. Examine the extinguisher for obvious physical damage, corrosion, leakage, or clogged nozzle.

4.16.3.4. Confirm the pressure gauge or indicator is in the operable range or position (in the green), and lift the extinguisher to ensure it is still full.

4.16.3.5. Make sure the operating instructions on the nameplate are legible and facing outward.

4.16.3.6. Check the last professional service date on the tag. (A licensed fire extinguisher maintenance contractor must have inspected the extinguisher within the past 12 months.)

4.16.3.7. Initial and date the back of the tag.

4.16.3.8. Replace failed units as needed.

4.17. TASK 17 – Elevators, Fire Alarm System, and Sprinklers

4.17.1. Elevators. NRS has 2 elevators on site. Table 1 provides a summary on the make and model.

Table 1 – Elevator Details

No. of Unit Building Type Manufacturer Description Unit No.

1 NAL Hydraulic Montgomery NAL Elv 0245 G07467

1 BFB Hydraulic Thyssen 955 Fisher Elv G07466

4.17.1.1. The contractor shall provide services to properly operate and maintain the elevators listed in Table 1. Such services include operation, maintenance, troubleshooting, repairs, inspections, routine tests.

Additionally, the contractor shall comply with all local regulatory requirements on permitting, operating plans, and recordkeeping.

4.17.2. Sprinkler System. The contractor shall maintain, inspect, and test of all sprinkler systems in BFB, NAL, and RSF buildings. Such services include maintenance, repairs, inspections, routine tests, and coordination with local authority having jurisdiction. Additionally, the contractor shall comply with all local regulatory requirements on required testing, permitting, plans, and recordkeeping. The last 5-yr test was completed in 2019.

4.17.3. Fire Alarm System. The contractor shall provide services to maintain, inspect, and test of the fire alarm systems in BFB, NAL, and RSF buildings. Such services include maintenance, repairs, inspections, routine tests, and coordination with the local authority having jurisdiction. Additionally, the contractor shall comply with all local regulatory requirements on permitting, plans, and recordkeeping. The fire alarm system in BFB, NAL, and RSF buildings is consisted of the following:

4.17.3.1. One (1) fire alarm panel

4.17.3.2. 61 smoke detectors

4.17.3.3. Seven (7) duct detectors

4.17.3.4. 36 heat detectors

4.17.3.5. Eight (8) pull stations

4.17.3.6. Audible Visible devices (1 network system) throughout

5. SPECIFIC REQUIREMENTS.

5.1. Key Personnel

5.1.1. The contractor shall provide qualified staff as outlined in Qualification section of this PWS and key personnel to manage this contract within 30 calendar days after the award. The submittal shall include the accredited certificates or license and expiration date. The Contractor shall obtain licenses, permits, certificates, and experience necessary to perform all work described herein five (5) calendar days prior to contract start.

5.2. Other NRS Contracts

5.2.1. Cooperation. The Government may undertake or award other contracts for additional work at the NRS during the performance of work under this contract. The Contractor shall fully cooperate with other contractors and Government employees and shall carefully adapt scheduling and work performance under this contract to accommodate the work by others, heeding any direction that may be provided by the COTR. Should any conflicts arise, resolution will be provided through a board consisting of applicable individuals, such as the COTR, Contracting Officer (CO), Project Managers, and other involved parties.

5.3. Standards

5.3.1. Workmanship. All workmanship shall meet the standards specified herein and shall be accomplished in conformance with approved and accepted standards of the industry; equipment manufacturers; Federal, State, and local standards; and all applicable building and safety codes unless otherwise stated by Buildings Management. The work involved in this contract shall be accomplished by personnel regularly employed by the Contractor where possible. The Contractor shall be responsible for any subcontractor's compliance with all applicable provisions of this contract. Personnel employed by the Contractor and subcontractor shall be capable employees, experienced in this type of work. Personnel assigned to mechanical operations shall possess the necessary license and credentials required to meet requirements of pertinent city ordinances and codes.

5.3.2. Work Completion. When the Contractor completes work on a facility, system, or piece of equipment that facility, system, or piece of equipment shall be free of missing components or defects that would prevent it from functioning as originally intended and designed. Corrective or repair/replacement work shall be carried to completion including operational checks and cleanup of the job site. Except where otherwise noted, all replacement materials shall match existing materials in dimensions, finish, color, design, and intended function.

5.3.3. During and at completion of work, debris shall not be allowed to spread unnecessarily into adjacent areas nor accumulate in the work area itself. All such debris, excess material, and parts shall be cleaned and removed at the completion of the job and the premises left in a condition satisfactory to the Government's representative. Appropriate measures shall be taken to control dust, vapors, fumes, odors, noise and other releases emanating from the work area.

5.3.4. Regulatory Requirements. The Contractor and its employees shall become acquainted with and comply with all Government directives, instructions, policies, and regulations, or abide by requirements as required by the CO.

5.3.5. Water, Utility and Energy Conservation. The Contractor shall actively conserve water, energy and all other utilities at all times during the performance of work related to this SOW.

5.3.6. Materials. The Contractor shall ensure that new or factory reconditioned parts and components or all replacement units, parts, components, and materials to be used in the maintenance, repair, and alteration of facilities and equipment shall be compatible with the existing equipment on which it is to be used; shall be of equal or better quality than original equipment specifications; shall comply with applicable Government, commercial, or industrial standards; shall conform to the metric system of measurement when it is most cost effective for the Government; shall conform to the applicable specifications listed in the technical specifications;

and used in accordance with original design and manufacturer intent. Items not listed in the technical specifications shall be of industrial grade and quality appropriate to its intended use. If the original manufacturer has updated the quality of parts for current production, parts supplied under this contract shall equal or exceed the updated quality.

5.3.7. Housekeeping. The Contractor shall be responsible for the cleanliness and housekeeping of job sites, mechanical spaces and shop areas to which assigned. Oil spills and drippings shall be properly cleaned up immediately upon discovery, and reported to the NWFSC Safety and Environmental Office (SECO). Rags and/or combustibles shall not be stored in open containers. Waste Oils, chemical solvents and other hazardous wastes shall be stored in designated containers and accumulation areas until transported to the designated HAZMAT waste storage facility, on campus, and coordinated with the Environmental Coordinator to set up accumulation areas for proper disposal. All hazardous wastes shall be managed and handled in accordance with EPA regulations, Oregon Department of Environmental Quality (ODEQ), and the NOAA Environmental Manual. All chemical and hazardous materials spills shall be reported immediately to the NRS Facility Manager or NWFSC Safety and Environmental Office for containment and disposal.

5.4. Damage

5.4.1. Responsibility. The Government shall not be responsible in any way for damage occasioned by fire, theft, accidents, or otherwise, to the Contractor's stored supplies, materials, or equipment, or the Contractor's employees' personal belongings brought into the Government buildings.

5.5. Non-Interference with Business/Hours of Work

5.5.1. Work Hours. The Government's representative, under whose direction the work shall be consulted as to the manner of starting the work so as to cause a minimum of interference. The work shall be carried on in such a manner that there shall be no interruption to or interference with the proper execution of Government business. Office hours are 8:00 AM to 5:00 PM Monday through Friday, excluding Government holidays. All persons employed by the Contractor, while on the premises, shall comply with all building regulations.

5.6. Licensing/Certification/Training

5.6.1. Licensing/Certification. The Contractor shall obtain licenses, permits, certificates, and experience necessary to perform all work described herein five (5) calendar days prior to contract start. The Contractor shall comply with all applicable Federal, State, and local laws. All licenses and certificates shall be current, and shall be kept current throughout the contract period. The Contractor shall ensure employees are trained in environmental compliance, hazardous materials, hazardous waste management, ozone depleting substances, combustion training, lead base paint, asbestos containing materials, safety, and emergency response, as well as, other areas relevant to the areas of work in accordance with applicable laws.

5.6.2. Worker Qualifications. The degree of skill of individuals shall be commensurate with that required for the work. All apprentices and trainees shall be supervised and shall have all work inspected by the applicable lead mechanic, technician, or engineer for their particular field. This requirement applies to all crafts.

5.6.3. Training. The Contractor shall develop and implement a training program to accomplish specialized and site-specific training and development of Contractor employees to ensure that worker skills, qualifications, certifications and experience are commensurate with the employees’ work assignment and consistent with industry standards and Government requirements. Training may include classroom instruction (local or factory), hands-on training, and a practical or written testing and certification program. The Contractor shall establish and maintain a registry of specialized and site-specific Contractor employee qualifications, certifications, and training which shall be part of the Personnel Certification Plan mentioned below. The register shall be current to within ten (10) calendar days of any change in the employee’s training or qualification status.

5.6.3.1. All training, including the minimum required qualifications specified in the PWS, indicated as “required by the government” is the responsibility of the contractor. From time-to-time during the life of the contract, the government may identify training courses for which the contractor may be directed to send its employees. For such “required” training or government-directed training, the government will assume the cost of instruction; however, in order to protect the interest of the government, if an individual fails to complete a training course or does not receive a satisfactory grade in accordance with the standards of the institution attended, the contractor shall be required to reimburse the government for all costs of training, including per diem and travel expenses. Upon successful completion of training, the government will reimburse the contractor for travel and per diem costs at government rates. Employees’ salaries and benefits during the period of instruction shall be the contractor’s responsibility and shall be included in the firm fixed price for the contract. All requests for government provided training of contractor employees shall be submitted to the COTR in writing. Training will be limited to one contractor employee in a given fiscal year unless otherwise specified by the COTR. The contractor shall prepare all required travel documents for contractor employees on this contract.

5.6.3.2. Unless otherwise specified in the PWS, and except for any “refresher” training that may be required by government regulation, all government-provided training will be on a one-time basis.