REVISED_Performance_Work_Statement_(PWS)_0003.pdf

REVISED PERFORMANCE WORK STATEMENT (PWS)

Keālia Pond NWR Visitor Center HVAC Maintenance

Part 1

General Information

1. GENERAL: This is a non-personnel services contract to provide scheduled servicing and unscheduled emergency maintenance on the HVAC system for the Visitor Center at Keālia Pond National Wildlife Refuge, Kihei, Hawaii (Island of Maui). The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 Description of Services/Introduction: The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform HVAC service and maintenance as defined in this Performance Work Statement except for those items specified as government furnished property and services. The Contractor shall perform to the standards in this contract.

1.2 Background: The Keālia Pond Visitor Center was built in 2012 with a HVAC system composed of 5 fan coil units (FCUs) manufactured by Trane, Inc., in combination with an air-cooled chiller manufactured by Multi-stack. The system is controlled by the Trane Tracer Summit Building Management System (BMS). In 2017, the system was upgraded in response to significant mold growth that required the building to be closed to the public. The upgrades included installation of electric reheat coils and variable frequency drives in all the FCUs along with upgrades to the building management system software. The Government seeks a level of maintenance and system optimization adequate to provide a comfortable interior environment for employees, volunteers, and visitors, to ensure continuous and efficient operation of the HVAC system, and to prevent any recurrence of mold.

1.3 Objectives:

• Provide preventive maintenance visits three times per year (every 4 months) to ensure continuous and efficient operation of the HVAC system.

• Identify system deficiencies and components that may need replacement or servicing.

• Schedule non-routine maintenance in a timely manner to limit the time that the HVAC system could be out-of-service.

• Respond in a timely manner to emergency situations when the HVAC system is not functioning.

• Provide annual service to the BMS to ensure the HVAC system is operating efficiently and interior environmental parameters are maintained in a range that provides comfortable environment for occupants and prevents mold growth.

1.4 Scope: The Contractor shall accomplish quarterly routine preventive services, biannual servicing of the BMS, and and emergency maintenance to the HVAC system at Keālia Pond NWR Visitor Center/Headquarters Building. The Contractor shall provide all labor, equipment and materials necessary to provide services commensurate with GSA services listed under the GSA category 811-005, Refrigeration, Heating, Ventilation, Air Conditioner, Boiler and Chiller HVAC Maintenance. Services will include, but are not limited to, inspect and replace of air filters, verify function of the BAS system and perform backup, wash FCU chiller coils and floor sinks, inspect electrical system and flow devices, verify function of outdoor air dampers, clean FCU floor sinks, check chiller compressor oil level, and address any anomalies keeping the system from performing at peak efficiency. Additionally, the semi-annual BAS service will include inspection and maintenance of computer and hardware, updating software, and adjusting system control settings to ensure interior environment remains within the predetermined range (i.e 50- 60% RH and 74-76˚ F).

NOTE: These services may include the supply or use of environmentally sustainable products such as those meeting U.S. Department of Energy/Federal Energy Management Program specifications or Energy Star certified products. It is the Contractors obligation to keep and maintain a clean and safe working environment. The HVAC equipment and associated areas will be kept clean and orderly throughout the duration of the project.

1.5 Period of Performance: The period of performance shall be for one (1) Base Year of

12 months and four (4) 12-month option years. The Period of Performance reads as follows:

Base Year Option Year I Option Year II Option Year III Option Year IV

1.6 General Information

1.6.1 Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract.

1.6.2 Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.6.3 Recognized Holidays:

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Independence Day Christmas Day

1.6.4 Hours of Operation: The Contractor shall schedule routine maintenance visits during normal operating hours between the hours of 8:00 am- 5:00 pm Monday thru Friday except Federal Holidays or when the facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings.

For other than firm fixed price contracts, the contractor will not be reimbursed when the government facility is closed for the above reasons. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons

1.6.5 Place of Performance: The work to be performed under this contract will be performed at Keālia Pond NWR Visitor Center/Headquarters located at Milepost 6 Maui Veterans Hwy, Kihei, Hawaii 96753.

1.6.6 Type of Contract: The government will award a Firm-Fixed Price Contract with work order hourly rates established in the award.

1.6.7 Security Requirements:

1.6.7.1 PHYSICAL Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured. A Government representative shall be present whenever the Contractor is in the building.

1.6.7.2 Key Control. Not applicable. The POC will provide entry to locked areas that the Contractor needs to access to conduct maintenance.

1.6.7.3 Lock Combinations. Not applicable.

1.6.8 Special Qualifications:

HVAC technicians provided by the Contractor shall:

• be specifically trained on the HVAC system and have the technical ability to identify problems and expertly troubleshoot the system

• be certified in Preventative Maintenance for Building Systems by an IACET accredited facility and shall have a minimum of 5 years’ experience maintaining building control systems, Multi-stack Airstack chillers, and variable frequency drive fan coil units

• have attained Journeyman certification

• be able to identify and separate actual versus nuisance alarm logs, identify trends in alarms, determine root cause of alarm, and eliminate nuisance alarms

• be able to provide comprehensive training on building automation system use and optimization to the Government’s POC (i.e. Facilities Mechanic and Building Manager).

1.6.9 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5.

The Contracting Officer (CO), Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the CO will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.6.10 Contracting Officer Representative (COR): The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions:

assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the CO and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.6.11 Key Personnel: The following personnel are considered key personnel by the government: Project Manager, HVAC Technician. The Contractor shall provide a Project Manager who shall be responsible for scheduling the performance of the work, completing payments, ordering maintenance parts, and other administrative needs. The name of this person shall be designated in writing to the CO. The project manager shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The project manager and/or HVAC Technician shall be available via telephone and email between 8:00 a.m. to 4:00p.m., Monday thru Friday except Federal holidays to answer occasional questions or receive notification of a problem with the HVAC system. Qualifications for all key personnel are listed below:

Project Manager: Be available and helpful; HVAC Technician: Have Journeyman certification and be able to provide comprehensive training on building automation system use and optimization. One or both shall have the special qualifications listed in paragraph 1.6.8.

1.6.12 Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

1.6.13 Contractor Travel: Travel to and from the refuge will be the responsibility of the contractor and estimated costs should be included in bid.

1.6.14 Other Direct Costs: ODCs are bid as part of FFP contract. Any additional ODCs required for work orders will be included in work order hourly and materials estimates to repair failed equipment. Because the Government receives significant discounts from vendors for many of the routine maintenance parts (e.g., belts, filters), the POC

1.6.15 Data Rights: Not applicable.

1.6.16 Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the CO immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the CO to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the CO and in the event the CO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the CO may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the

OCI.

1.6.17 PHASE IN /PHASE OUT PERIOD: Not applicable.

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1. DEFINITIONS:

2.1.1. CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.2. CONTRACTING OFFICER (CO). A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.3. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the CO to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.5. DELIVERABLE. Anything that can be physically delivered but may include non-manufactured things such as meeting minutes or reports.

2.1.6. KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.7. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.8. QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.9. QUALITY ASSURANCE Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.10. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.11. SUBCONTRACTOR. One that enters into a contract with a prime contractor.

The Government does not have privity of contract with the subcontractor.

2.1.12. WORKDAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.12. WORK WEEK. Monday through Friday, unless specified otherwise.

2.2. ACRONYMS:

ACOR Alternate Contracting Officer's Representative AFARS Army Federal Acquisition Regulation Supplement AR Army Regulation CCE Contracting Center of Excellence CFR Code of Federal Regulations CO Contracting Officer CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative COTR Contracting Officer's Technical Representative COTS Commercial-Off-the-Shelf DA Department of the Army DD250 Department of Defense Form 250 (Receiving Report) DD254 Department of Defense Contract Security Requirement List DFARS Defense Federal Acquisition Regulation Supplement DMDC Defense Manpower Data Center DOD Department of Defense FAR Federal Acquisition Regulation HIPAA Health Insurance Portability and Accountability Act of 1996 OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program TE Technical Exhibit

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Services: The Government will provide updates concerning the general operating status of the HVAC system including information about loses of service, error messages, and peculiar sounds, smells, or other indications of problems.

3.2 Facilities: The Government will provide restroom facilities for the Contractors.

3.3 Utilities: The Government will provide access to potable water and 120-volt electrical outlets for the Contractor to use as needed. The Contractor may use the water to service the HVAC units, clean tools, equipment, or other activities associated with the contract objectives. The Contractor may use the electrical outlets to operator or charge tools and accessories. The Contractor shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount to accomplish cleaning equipment.

3.4 Equipment: The Government will provide a serviceable 6-ft step ladder and a 50-ft garden hose for the Contractor’s use while on site.

3.5 Materials: The Government will provide replacement air filters and belts for the FCUs. The Contractor will notify the COR concerning other needed replacement parts before purchasing. Because the Government can purchase many of the needed replacement parts or equipment at steep discounts compared to the Contractor, the Government will retain the right to procure any or all replacement parts or equipment when appropriate. The Government will provide information associated with the design, construction or upgrades associated with the HVAC system and associated appurtenances upon request.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 General: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Section 3 of this

PWS.

4.2 Secret Facility Clearance: Not applicable.

4.3. Materials: The Contractor shall furnish materials, supplies, and equipment necessary to meet the requirements under this PWS.

4.4. Equipment: The Contractor shall provide all of the tools, instruments, vehicles, or other equipment required to meet PWS requirements.

PART 5

SPECIFIC TASKS

5. Specific Tasks:

5.1. Basic Services. The Contractor shall provide services for the preventative maintenance, routine checks, emergency repairs, and building automation system for the HVAC system at Keālia Pond NWR.

5.2. Routine Maintenance (every 3 months)

• Replace all FCU filters with MERV 13 filters – (Government Provided)

• Verify performance of dampers and workstation

• Wash chiller coils with water

• Address any anomalies –chiller, FCU, reheat, etc.

• Review/clear/repair/document any faults as applicable

• Clean FCU floor sinks

• Clean FCU Coils

• Verify function of outdoor air dampers

• Inspect and verify proper operation of chiller electrical system

• Check chiller flow device for acceptable performance

• Check chiller compressor oil level

• Log activities and provide report

5.3 Annual Maintenance Requirements, in addition to the Quarterly Maintenance

• Chemically clean chiller condenser coils

5.4 Annual BAS Service

• Review humidity logs and humidity control performance

• Verify RH does not routinely exceed 55%

• Verify CO2 does not exceed 900ppm

• Verify performance of Trane Tracer Summit System and address any anomalies

• Review/clear/repair/document any faults as applicable

• Perform BAS backup

• Log activities and provide report

5.5 Unscheduled/Emergency Service Requirements

• Send a technician within 24 hours or being alerted to determine nature of the problem

• Within 24 hours of the emergency call, provide a project proposal, repair options, and cost estimate for the required work to bring the HVAC system back to operating status

• Once approved by the Government, respond and remedy the problem in a timely manner.

5.6 It is the Contractors obligation to keep and maintain a clean and safe working environment. The HVAC equipment and associated areas will be kept clean and orderly throughout the duration of the project.

PART 6

APPLICABLE PUBLICATIONS

6. APPLICABLE PUBLICATIONS (CURRENT EDITIONS)

6.1. The Contractor must abide by all applicable regulations, publications, manuals, and local policies and procedures.

6.2. ASHRAE 62 Standards for Ventilation and Indoor Air Quality

6.3. Hawaii Commercial Building Guidelines for Energy Efficiency (https://energy.hawaii.gov/wpcontent/uploads/2011/10/CommercialBuildingsGuidelinesf orEnergyEfficiency2004.pdf)

PART 7

ATTACHMENT/TECHNICAL EXHIBIT LISTING

7. Attachment/Technical Exhibit List:

7.1. Attachment 1/Technical Exhibit 1 – Performance Requirements Summary

TECHNICAL EXHIBIT 1

Performance Requirements Summary The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance Objective (The Service required—usually a shall statement)

Standard Performance Threshold (This is the maximum error rate. It could possibly be “Zero deviation from standard”)

Method of Surveillance

PRS # 1.

The Contractor shall provide HVAC preventive maintenance and checks three times per year (every 4 months).

The Contractor provided actions listed in Part 5 completed to industry standards and best practices.

Zero deviation from standard

Random Sampling

PRS # 2

The HVAC System consistently maintains interior environment parameters within required ranges (Air temp: 74-76F, RH:

50-55%, and CO2 levels below

900PPM).

ASHRAE 62 air quality standards for buildings

No deviations from standard for more than 2 hours

Random Sampling

PRS # 3

Keep customer informed of work performed and provide clear explanations of issues that may impact performance of the HVAC system.

Contractor provides reports for each maintenance visit describing the work performed, anomalies found, or unscheduled maintenance that might be required and the Project Manager is available with 24 hours to answer any questions from the customer.

Zero deviation from standard

Random Sampling

PRS # 4

Provide emergency service to minimize the amount of time the system is now operating.

The Contractor responds to emergency calls within 24 hours.

HVAC is never down for more than 48 hours.

One deviation from standard

100% Inspection