Attachment J-3 Performance Work Statement (PWS)_23AUG24.pdf

FEDERAL BUREAU OF INVESTIGATION

FINANCE & FACILITIES DIVISION

PROCUREMENT SECTION

Performance Work Statement

FBI Facilities O&M Services

8/23/2024

NOTE: The tasks contained in Section 5 are informational only. This information is provided to give the Contractor an idea of the scope and professional capability required to perform this contract. All specific tasks that will be contractually binding will be identified at the Task Order level. Detailed steps or functions are intended to convey the level of service the government expects and is not intended to be instruction on how the work should be done.

PART 1

1.0 GENERAL INFORMATION

This is a non-personal services contract under which the personnel rendering the services are not subject, either by the contract’s terms or by the manner of its’ administration, to the supervision and control usually prevailing in relationships between the Government and its employees. The United States (U.S.) Government shall not exercise supervision or control over the Contractor’s employees performing the tasks herein. Such contract employees shall be accountable solely to the Contractor who, in turn shall be responsible to the U.S. Government.

1.1 Description of Services/Introduction

The contractor shall provide all personnel, equipment, supplies, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform Facilities Operations and Maintenance as defined in this PWS except for those items specified as government furnished property (GFP) and government furnished services (GFS). The contractor shall perform to the standards in this contract.

1.2 Background

The FBI’s intent is for the contractor to provide skilled professional facility operations and maintenance services at various FBI operated leased and/or owned sites around the United States. This contract will require licensed personnel in the mechanical, electrical, plumbing, building controls, carpentry, logistics, and critical support equipment trades. Personnel will provide operations, monitoring, repair, and alteration of facilities, and facility systems. Some locations include secure mission critical Tier 3 enterprise data centers, mission critical operations centers, or central utility plants that require 24/7/365 staff on site and may have elevated experience requirements. Individual sites will define the requirements for the services and positions for each Task Order.

1.3 Objectives

It is the intent of the FBI to establish a multiple award Indefinite Delivery, Indefinite Quantity (IDIQ) contract with companies that specialize in providing Facilities Operations & Maintenance services for FBI locations that may include a requirement for a Mission Critical, Tier 3 Data Center capability. This contract shall be available for use across the United States (U.S.) and U.S. territories. Known locations include:

• Washington, DC

• Quantico, Virginia

• Vienna, Virginia

• Winchester, Virginia

• Clarksburg, West Virginia

• Huntsville, Alabama

• Pocatello, Idaho

The FBI intends to compete Facility O&M requirements as Task Orders under this multiple award IDIQ.

1.4 Scope

The contractor shall perform preventive maintenance, corrective maintenance and associated facility operation and maintenance tasks to include building and equipment repairs. The work will be performed on a host of systems to include: Heating, Ventilation, and Air Conditioning (HVAC) Systems, Cooling Towers, Condensers, Chillers, Boilers, Hydronic Piping systems, Electric utility distribution systems, Fire alarm and suppression systems, Elevators and Plumbing systems.

1.5 Contract Performance Information

1.5.1 Hours of Operation:

Work hours may vary for each worksite/location and shall be determined at the Task Order level.

Target work hours are 7:30am to 4:00pm Monday through Friday, except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. 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.

Government personnel observe the following federal holidays:

• New Year's Day

• Martin Luther King's Birthday

• President's Day

• Memorial Day

• Juneteenth

• Independence Day

• Labor Day

• Columbus Day

• Veteran's Day

• Thanksgiving Day

• Christmas Day

In addition to the days designated as holidays, the Government observes the following days:

Any other day designated by Federal Statute.

Any other day designated by an Executive Order.

Any other day designated by the President's Proclamation.

There may be incidents due to holidays and national or natural events that result in closing of Government and/or FBI facilities where Contractor personnel are assigned. The Contractor may not bill for these closings, nor have any expectation of reimbursement for time not worked.

During Government liberal leave conditions, Contractor personnel are solely responsible for determining the risks to personal safety determining whether to report for duty. If the Government and/or the FBI is closed due to holidays and national or natural events, Contractor staff may be afforded up to thirty (30) days to make up lost time. Working outside of normal established hours will be approved by the Government Program Manager (PM) in writing.

1.5.1.1 Response Time

The Contractor may be required to be available on-call at all times -- 24 hours a day, seven days a week, 365 days a year including weekends and holidays. This response time requirement will be determined and outlined in the individual Task Order, if required.

1.5.1.2 On-Call Capability

The Contractor will provide personnel support to augment the FBI’s facility afterhours On Call rotation roster. This will require personnel to be in an on-call status which could require them to be available to notify the proper management representatives in the case of an emergency or facility incident.

1.5.2 Place of Performance:

The Place of Performance for the work to be performed under this contract will be determined at the individual Task Order level.

1.5.3 Type of Contract:

The Government anticipates the award of a hybrid contract that combines Fixed Price Award Fee (FPAF), Labor Hour (LH) and Cost line items for non-labor ODCs.

1.5.3.1 Fixed Price Award Fee (FPAF) Line Item:

(a) The contract(s) will include Fixed Price Award Fee (FPAF) values representing the line item that provides all daily services that do not exceed $10,000, or an amount determined at the individual Task Order level. Contractors will be eligible based on superior performance as determined by the Award Fee Board to earn a 1-2% cash award incentive at the end of the base year and each option year.

1.5.3.2 Labor Hour Line Item:

(a) The contract(s) will include Labor Hour (LH) values representing hourly labor rates to support both temporary and FTE requirements. This line item can be full time equivalent (FTE) positions with annual labor hours of 1912 or they can be on an As-Needed temporary basis with the labor hours submitted by the contractor as part of the project estimate.

(b) Labor hours are those productive hours expended by Contractor or subcontractor personnel performing work under this contact that are charged as direct labor under the Contractor’s established accounting policy and procedures. Labor hours do not include nonproductive hours such as sick leave, vacation leave, or any type of administrative leave, but does include direct labor hours provided under subcontracts.

1.5.3.3 Options

The Multiple Award Indefinite Delivery Indefinite Quantity (ID/IQ) contract ordering period will be a one-year base ordering period with four, one-year options, for a total planned ordering period of five years. The anticipated Period of Performance (POP) for individual Task Orders is a one-year base period followed by four, one-year option periods. Total Task Order POP cannot exceed 66 months.

1.5.4 Post Award Conference/Contract Periodic Progress Meetings:

The Contractor shall attend the post award conference convened by the contracting activity or contract administration office IAW Federal Acquisition Regulation (FAR) Subpart 42.5. The CO, COR, with other Government personnel, as appropriate, will meet quarterly 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.

1.5.4.1 The Contractor’s representatives shall attend meetings with time and frequency to be set by the COR, to discuss work status and contract performance. The Contractor will prepare and provide meeting minutes to the COR. The Contractor shall be prepared to present and discuss the following:

- Status of planned and ongoing activities

- Work and deliverables completed

- Problems or issues projected or identified

- Alternatives and/or recommended solution(s) for projected or identified issues

- Known or projected resource, staff, and schedule impacts

1.5.5 Contracting Officer Representative (COR):

The COR will be identified by separate letter. Each Task Order will have a COR appointed. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: ensure 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.

1.5.6 Key Personnel

Position descriptions and requirements are listed in PWS Attachment 3. Resumes for all key personnel identified shall be submitted with the Contractor’s Task Order proposal and approved by the CO/COR/TPOC prior to start of the Task Order period of performance. All key personnel will be identified at the Task Order level.

The Contracting Officer, COR and Contract Administrator shall be notified immediately and in writing of any removal of any key personnel, or subcontractor key personnel, being utilized by the contractor on the contract. The notification shall include the name, date, and reason for removal. Key personnel may hold more than one job or be “dual hatted” if approved at the individual Task Order level, however the contractor will not be able to double charge – a unique labor hour will need to be negotiated.

In the event that any personnel are unable to perform their duties due to death, illness, resignation or similar reasons, the contractor shall promptly submit to the COR, in writing, the name and qualifications of a proposed replacement. The contractor shall provide the selected replacement(s) within thirty days unless otherwise extended by the FBI's Contracting Officer.

This action shall take place without any additional cost to the government. Key personnel are any individuals whose names and resumes are provided to the FBI as the result of the Contractor's response to the proposal.

1.5.6.1 Removal of Key Personnel

The Government reserves the right to request the removal of key/non-key personnel, subcontractor’s key/non-key personnel or subcontractor(s) identified in the Task Order at any time during the life of the contract. The Contractor shall provide an acceptable replacement(s) within fifteen (15) calendar days unless otherwise extended by the Contracting Officer.

1.5.6.2 Key Personnel Substitution

The Contractor shall notify the COR and CO immediately of the removal or replacement of any key personnel identified for this Task Order. The Contractor shall identify a qualified replacement no later than 14 calendar days. Any proposed substitution and shall include justification (including resume(s)) and the labor category of proposed substitution(s) in sufficient detail to permit evaluation of the impact on Task Order performance. Replacement of key personnel will be approved via modification to the contract.

Prior to utilizing other than personnel specified in proposals in response to a solicitation, the Contractor shall notify the Government CO and COR. Substitute personnel qualifications shall be equal to, or greater than, those of the person(s) being substituted. If the Government CO and COR determine that the proposed substitute personnel is unacceptable, or that the reduction of effort would be so substantial as to impair the successful performance of the work under the Task

Order, the Contractor may be subject to default action as prescribed by the applicable termination for default/cause clause.

1.5.7 Badging of Contractor Employees

If required by the Government, contract personnel and all associated subcontractors’ employees accessing U.S. facilities or activities, shall present a valid picture ID provided by the Government while accessing Government owned or contracted facilities and shall adhere to facility security policies and restrictions. If applicable, Government issued access badges will not be worn outside designated facility where visible to the general public. Contractor personnel shall return all U.S. Government issued identification to appropriate U.S. Government authorities within five (5) days of the end of their contractual duties.

1.5.8 Contractor Travel

Contractor will be authorized travel expenses consistent with the substantive provisions of the Federal Travel Regulation (FTR) and FAR 31.205-46.and the limitation of funds specified in this contract. All travel requires Government approval/authorization and notification to the COR 14 days prior to travel.

The FTR implements requirements and Executive branch policies for travel by federal civilian employees and others authorized to travel at government expense (e.g., contractors). The contractor shall ensure that the requested travel costs will not exceed the amount authorized in this Task Order. The contractor shall seek tax relief when traveling on behalf of the Federal Government. ALL travel requests must be coordinated with the COR. US Territory travel must also be approved by the CO prior to travel. Travel reimbursement will not be made if the COR and/or CO has not approved the travel in writing. Travel costs shall be itemized on the invoices and include the necessary back up documentation to include the COR’s or CO’s approval.

The contractor is required to submit a price benefit analysis to support any travel beyond the lowest cost available prior to incurring travel expenses to the COR/CO. [This supporting documentation shall also be submitted with the contractor’s invoice]. In the event lodging is not available at the published lodging rates (or below the published rates), the contractor shall submit in writing a complete explanation to explain the circumstances in advance of the travel dates, and the backup documentation from at least three hotels in the TDY location to substantiate the unavailability claim. The email shall be reviewed and approved/rejected by the CO in advance of the travel. Travel charges over and above allowable lodging rates and/or Per Diem without prior approval and support documentation from the CO shall be at the expense of the contractor.

1.5.9 Other Direct Costs (ODC)

The Government will only reimburse the Contractor for the actual direct costs the Contractor incurs for ODCs. The Government will not reimburse the Contractor under the ODC CLINs for any profit or indirect loads.

ODCs are limited to government-directed travel, government-directed purchase of material or specialized subcontractor services, and any other government-directed ODC purchases.

http://www.gsa.gov/portal/content/104790

1.5.10 Data Rights

The Government shall have unlimited rights in all data delivered under this contract, in accordance with FAR 52.227-14, "Rights in Data—General." The term "data" includes technical data, computer software, and any other recorded information, regardless of the form or the media on which it may be recorded.

1.5.11 Non-Disclosure Requirements

Performance under this contract may require the Contractor to access data and information proprietary to a Government agency, another Government Contractor, or of such nature that its dissemination or use other than as specified in this work statement would be averse to the interests of the Government or others. Neither the Contractor, nor Contractor personnel, shall divulge, nor release data or information developed, or obtained under performance of this work statement, except to authorize Government personnel or upon written approval of the CO. The Contractor shall not use, disclose, or reproduce proprietary data, which bears a restrictive legend, other than as specified in this PWS. All documentation showing individual names or other personal information shall apply and shall be controlled and protected under the provisions of the Privacy Act of 1974, Public Law 93-579, 5 United States Code (U.S.C.) Section 552a.

1.5.11.1 Non-Disclosure Statements:

The Contractor shall provide signed non-disclosure agreements to the Government prior to commencement of work under the contract. Disclosure of information by Contractor personnel may result in Contractor personnel removal from performance of duties under this contract.

1.5.11.2 Advertisement and Social Media:

The Contractor shall NOT post information to public website or social media locations, personal or professional, that in any way disclose names, locations, hotel data, participants, discussions, pictures, etc. before, during or after the contract period of performance without the express consent of the Government. The Contractor shall not cite any information (e.g., contract information, pictures, locations, etc.) obtained through this contract on any marketing tools to include its company website.

1.5.11.3 Information Assurance:

At no time will the Contractor or associated sub-contractor employees transmit government Controlled Unclassified Information (CUI) documents or information using methods that do not meet the security requirements specified in the National Institute of Standards and Technology (NIST) Special Publication (SP) 800-171, "Protecting Controlled Unclassified Information in Non-federal Information Systems and Organizations" such as personal electronic mail accounts, public digital data storage sites (cloud storage), social media platforms or instant messaging.

1.5.12 Organizational Conflict of Interest (OCI)

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.

1.5.13 Phase-in Transition

The Contractor and the COR or designee must make a complete and systematic initial inspection together during the transition phase of the contract that shall include all mechanical, electrical, fire protection, and utility systems and equipment, windows, doors, and other structural features for which maintenance and repairs are covered by this performance work statement. The purpose of this inspection shall be to discover and list all deficiencies that may exist in the equipment and systems covered by this performance work statement, as well as the Contractor's itemized price (including, but not limited to labor, materials, overhead, and profit) for correcting each deficiency.

This inspection, and subsequent report, shall be conducted by personnel qualified to inspect and assess building system conditions, able to recommend projects and operational improvements, and prepare accurate estimates of the proposed projects. The report shall result from on-site inspections of the facility in addition to any historical reports or data that the Contractor deems important to their review. The existing deficiency list/report shall not include any items that would be replaced, repaired, or adjusted during the performance of normal preventive maintenance. The CO will make the final decision if deficiencies fall under this contract as normal preventive maintenance.

When an existing deficiency in an item is corrected, the Contractor must assume full responsibility for the subsequent repair of the item as covered under the terms of this contract at no additional cost to the Government. Nothing in this existing deficiency inspection/initial deficiency list clause must be construed as diminishing the obligations imposed by this contract upon the Contractor to operate any deficient item (to the extent operable) or to adjust or maintain any such item. After submission of the initial report, the Contractor shall maintain the report as a “living” document.

The purpose of the report will be to assist the Government in managing a repairs and capital improvement program inclusive of identification of projects, prioritization, risks, and costs.

The Contractor shall use the report on an ongoing basis to identify, track and communicate any existing defective or deficient equipment or systems, projects for the replacement or refurbishment of equipment and building systems nearing the end of their life cycle, energy conservation projects, etc. The ongoing maintenance of the report shall be conducted in conjunction with the monthly reporting requirement of this contract, the equipment repair assessment, proactive tours, records management, energy conservation, and other strategic objectives of this contract with the intent of holistic management of the facilities over the long term.

The Contractor must provide thirty calendar days (30) of transition startup services after award and prior to the start of the initial performance period to assist transitioning between contractors.

The purpose of this phase-in is to permit a transition that is seamless to the tenants and to assess the condition of the building and incomplete maintenance work at the time of contractor transition.

During this period the new or incoming Contractor, at a minimum, must:

1. Begin developing a new or updated building operating plan

2. Inspect the condition of all equipment and systems for which the Contractor shall assume responsibility

3. Review work order history and equipment inventory information

4. Develop the initial deficiency list report, including an itemized estimate for correcting each deficiency

The Contractor may submit a separate invoice for transition phase services. For invoicing purposes, the contract shall be deemed to commence on the first day of the initial period of performance. All costs for transition activities shall be amortized into the pricing of the initial period of performance.

1.5.14 Phase-out Transition

When this contract expires or is otherwise terminated, the Contractor shall, at the Government’s discretion, cooperate with the incoming contractor during a phase out period. For planning purposes, the Contractor shall assume a phase out period concurrent with the final sixty (60) calendar days of contract performance. During this phase out period, the Contractor shall at no additional cost to the Government:

Note: The following are possible actions Contractors might be required to take during the Transition phase at the Task Order level. Specific tasks will be identified at the Task Order level.

1. Assist the COR or designee and the incoming contractor for a seamless transition in operations and maintenance with no adverse effect on the building tenants

2. Provide the successor contractor with access to all records and official documentation (both hard copies and electronic as applicable) required by this contract.

3. Provide training to the successor contractor on operational training on the building automation system (BAS) and other control systems.

4. Show the successor contractor where all archived programs and systems literature are maintained. On the last performance day of the contract, the Contractor shall turn over to the COR or designee all keys and identification badges or cards.

The Contractor shall as determined at the Task Order level:

1. Assume full contract performance responsibility within thirty (30) calendar days after award of the Task Order (TO). This time frame allows for the Contractor’s timely submission and the Government’s processing of security requirements.

2. Within thirty (30) days of a Notice to Proceed (NTP), identify with the COR (or designee) all deficiencies in a master listing and provide the list to the Government broken into to cost levels.

3. Identify items which would cost $25,001 or more in aggregated labor and materials. This type of work requires the approval of the Contracting Officer prior to incurring costs.

4. Identify items requiring repair that cost $25,000 and below for labor and materials. This work falls under the scope of this FFP contract as facility maintenance.

5. Provide a level of effort (LOE) WO/SR schedule for service support at $25,000 and below and LOE service support at $25,001 and above.

6. Within thirty (30) days of a Notice to Proceed (NTP), provide the COR with a PM schedule for all equipment, based on OEM specifications.

7. For corrective maintenance work orders that are $25,001 or more, the Contractor shall provide three (3) quotes to the COR for review and approval. The micro purchase threshold is subject to change, and the Contractor will be notified in advance of any change to the purchase threshold. Only the CO may authorize the work to proceed.

8. Make repairs or replace defective parts on all critical systems and equipment with as little disruption to operations as possible, while maintaining a 98% operability rate.

9. Provide a sub-contracting plan to the Government.

10. Provide 3rd Party agreements to the Government to address the specialized equipment service/maintenance agreements covered by Original Equipment Manufacturers (OEM).

11. Coordinate all SRs and WOs with the Government’s Facility Manager (FM).

12. Execute daily WOs and service calls initiated by the FM.

13. Respond to facility emergencies and report completion of such to the FM.

14. Maintain or have immediate access to an inventory of spare parts, tools, calibration and diagnostics equipment to include licenses, as applicable, including items that are contained in the OEM’s commercially available spare parts kits and other high consumption rate items necessary to properly and efficiently maintain and repair FOE.

15. Provide a report on a monthly basis to the FM and the COR documenting all completed WOs.

16. All hazardous materials (including, but not limited to, oil, lubricants, antifreeze, batteries, etc.) shall be recycled or disposed of in accordance with all state and federal regulations including FAR part 23, Subpart 23.3 and applicable clauses.

17. HAZ Mat First Response Capability: This requirement shall fulfill OSHA Standard

1910.120 and EPA 40 CFR 311. Contractor staff shall participate in and provide training and certification courses to meet compliance requirements.

1.6 Quality Control Plan (QCP)

The Contractor shall develop, implement, and maintain a QCP and program to ensure all work described in this contract is performed at or above the standard defined in the Performance Requirements Summary (PRS). The QCP is developed by the contractor for its internal use to ensure that it performs and delivers high-quality service. The contractor’s QCP is the means by which the contractor ensures all work complies with the requirements of the contract. The QCP identifies and corrects potential and actual problem areas throughout the entire scope of the contract. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services.

1.6.1 The Quality Control Plan shall address as a minimum:

1.6.1.1 Inspection Program

Included shall be a quality control inspection program covering all general and specific tasks included in the contract scope of work. It shall specify tasks or areas to be inspected on a scheduled or unscheduled basis, the manner in which inspections are to be conducted, the titles of the individuals who will perform the inspections, and the percentage of the work that will be inspected on a recurring basis. In developing this inspection program, the Contractor shall identify the key activities and associated characteristics in each process that have a significant influence on specific services and provide for methods for evaluation of the selected characteristics.

1.6.1.2 Deficiency Identification

The QCP shall include a method of identifying deficiencies in the quality of services performed before the level of performance becomes unacceptable as defined in the PRS. This shall contain processes for corrective action without dependence upon Government direction.

1.6.1.3 Deficiency Correction

The program shall contain process control and process performance measurement procedures that shall include how the Contractor shall implement preventive corrective actions. The Contractor shall demonstrate that it has designed quality into the delivery of services thereby mitigating the risk(s) associated with delivery of deficient or nonconforming services.

1.6.1.4 Documentation and Enforcement

The QCP shall include a method of documenting and enforcing quality control operations of both prime contractor and subcontractor work, including inspection and testing.

1.6.1.5 Surveillance Methods

The QCP shall contain specific surveillance techniques for all contract services. The surveillance methods shall be comprehensive and adaptable to the reporting system of the plan.

1.7 Data Assistance

The Contractor shall provide all data necessary to assist Facilities Maintenance in the preparation of contracts, reports, studies, and analysis related to facilities maintenance, operation, and preservation.

1.7.1 Data Compatibility

All correspondence, reports, plans, processes, and contract related data shall be in electronic format. Plans and processes generated by the Contractor shall not contain Contractor’s logo or name and shall not be Contractor specific unless specifically required by regulations and shall be suitable for follow-on contract use. All data and documents generated by the Contractor under this contract are Government property. The Contractor shall archive electronic copies of all plans and processes. All requisite hard copy (signatures etc.) shall be followed with an electronic copy.

1.8 Reference Material and Technical Documents

Publications and other pertinent documents required to perform the majority of work are listed in Part 6 of this PWS. All available drawings, records, manufacturer’s equipment manuals, inventory, history files, and other available pertinent data will be turned over to the Contractor.

The Contractor shall update these items to reflect all changes implemented before and during the contract period.

PART 2

2.0 DEFINITIONS & ACRONYMS

2.1 Definitions

Accident Prevention Plan – The Contractor developed accident prevention plan to address any work hazards and standard protocols intended to prevent such occurrence. The Accident Prevention Plan shall ensure the safety and well-being of Contractor personnel in accordance with OSHA standards

Alteration – The work required to adjust internal space arrangements, support office relocations or modify other physical characteristics of an existing real property facility so that it may be more effectively adapted to or utilized for its designated purpose; categorized as construction.

As‐is condition – The present state of any object at the time it is evaluated, given, received, or exchanged.

Certification testing – Testing by an independent firm, of fired and unfired pressure vessels, high voltage switchgear, grounding systems, fire detection and suppression systems, lightning protection systems, backflow preventers, and weight handling equipment to insure that established standards are met.

Component part – Any part which is detachable or removable from the main body or main assembly of the item or system.

Construction – Construction is the addition, expansion, extension, alteration, or conversion of an existing real property facility. Includes demolition of facilities to be replaced, supporting utilities, roads, parking lot, and equipment installed in and made a part of such facilities, related site preparation, excavation, filling, and landscaping, or other land improvements.

Contingency exercises – Testing of scenarios under controlled situations to ensure fail‐over equipment and processes support adverse conditions that loss of outside services would affect the ability of the Government to perform some or all of its intended mission.

Contract Discrepancy Report (CDR) – A report sent by the Government to the Contractor that identifies completion of required actions if any element of performance under this TO is unsatisfactory based on the Acceptable Quality Levels (AQLs) identified in the Performance Requirements Summary (PRS). The CDR requires the Contractor to explain to the CO, in writing within one (1) workday, why performance is unsatisfactory, how performance shall be returned to satisfactory levels, and how recurrence of the problem will be prevented.

Contractor - Collective term for all prime Contractor and subcontractor employees / consultants.

The prime Contractor is responsible for ensuring full compliance with the provisions of this TO during performance.

Contracting officer (CO) - A person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

Contracting Officer’s Representative (COR) - An individual designated and authorized in writing by the contracting officer to perform specific technical or administrative functions.

Corrective Maintenance (CM) – Corrective maintenance is maintenance and repair work that is required to return a system or component to proper operating condition. Corrective maintenance shall be required on a routine basis (operator maintenance) as a result of preventive maintenance inspections or as a result of service calls.

Defective Service - A service output that does not meet the standard of performance associated with the Performance Work Statement.

Deferral – An authorized extension or rescheduling of preventive maintenance services due to circumstances beyond the Contractor’s control.

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

Emergency – Failure at a component level that would constitute an immediate danger to personnel, property or mission or result in the loss of the operation of an entire system or place the facility at high risk.

Existing condition – A need for repair that exists prior to the start of TO services and may be identified during the Transition‐in inspection.

Facility operations – The recurring day‐to‐day work required to keep equipment and systems in operation, preserve its useful life, or restore it to operation such that it may be utilized for its designated purpose. The intent of operation, maintenance, repair and inspection is to minimize malfunction and deterioration of equipment, ensure efficient operation, and provide an overall balance of acceptable levels of reliability at the lowest life cycle cost. Required tasks include, but are not limited to, startup and shutdown, inspection, cleaning, lubrication, adjustment, calibration, belt and filter changes, and water treatment for all steam, condensate return, hot water, chilled water, condenser water, and process water systems.

Federal Bureau of Investigation (FBI) – The requiring activity for this IDIQ and/or Task Order.

Imminent danger – A condition that immediately threatens the loss of life or serious injury or illness of an employee.

Inactive equipment – Equipment not currently in use that may be placed back in service during the TO performance period.

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 resume from the persons that are listed in the proposal.

Maintenance – All work required to preserve and maintain all real property in such condition that it may be effectively used for its designated functional purpose. Maintenance includes scheduled, corrective and cyclic work done to prevent damage, which would be more costly to restore than to prevent and to sustain components.

Performance Work Statement (PWS) - A statement of work for performance-based acquisitions that describes the required results in clear, specific, and objective terms with measurable outcomes.

Periodic inspection – This method, sometimes called “planned sampling,” consists of the evaluation of tasks selected on other than a 100 percent inspection or random inspection basis. It may be appropriate for tasks that occur infrequently and where 100 percent inspection is neither required nor practicable. A predetermined plan for inspecting part of the work is established using subjective judgment and analysis of agency resources to decide what work to inspect and how frequently to inspect it.

Physical Security - Protection of the perimeter area, government property, and assets that prevent the loss or damage of Government property.

Predictive Maintenance (PdM) – Use of periodic or on-going measurements to detect evidence that machinery is deteriorating. Special diagnostic equipment, which requires additional staff training, is needed, but it will maximize equipment life and efficiency. Also described as Condition-based Maintenance.

Preventive Maintenance (PM) – PM consists primarily of inspection, cleaning, lubrication, adjustment, calibration, corrosion control, touch‐up painting, and minor part and component replacement (e.g. filters, belts, hoses, fluids, hardware, etc.) as required to increase the reliability of equipment by minimizing malfunction, breakdown, and deterioration of equipment; and the identifying of any repairs required to bring the equipment up to the OEM’s operating standards.

Quality Assurance - The various functions, including inspection, performed by the government and the Contractor to determine whether a Contractor has fulfilled the contract obligations pertaining to quality and quantity.

Quality Assurance Evaluator (QAE) – The Government employee responsible for the monitoring of Contractor performance.

Quality Assurance Surveillance Plan (QASP) – A plan that describes how the Government will evaluate the output quality and responsiveness of the Contractor to ensure that the Government receives the services for which public funds are expended. Government use of the QASP is not a substitute for the Contractor’s quality control program (QCP).

Quality Control (QC) - Tasks performed by the Contractor to improve the quality of the organization’s output.

Quality Control Program (QCP) – A method used by the Contractor to evaluate the output quality and responsiveness of its rendered services verses specific requirements of this TO. It includes but is not limited to routine inspections performed and documented by supervisory personnel to ensure the control of the quality of goods and services provided to the Government.

Repair – Repair is the restoration of real property (i.e., a piece of equipment, a system, or a facility) to such condition that it may be effectively utilized for its designated purposes.

Repair may be planned or unplanned overhaul, reprocessing, or replacement of constituent parts or materials that have deteriorated by action of the elements or usage and have not been corrected through OEM recommended maintenance.

Replace – To remove damaged, defective, worn, or deteriorated equipment, components, materials or parts and install new (or when approved, used or remanufactured) materials or parts.

Replacement parts are to be of like kind when possible.

Response Time – Response time is defined as the time allowed the Contractor after initial notification of a work requirement to be physically on the premises at the work site with appropriate tools, equipment, and materials, ready to perform the work required.

R.S. Means Book – A job estimating system commonly used by the construction industry and maintenance industry developed by R.S. Means Company, Inc., which is also used by the Government for estimating cost and data for all phases of maintenance and repair cost determination.

Sustainment – The conduct of all maintenance and repair activities necessary to keep an inventory of facilities in good working order. It includes, but is not limited to, regularly scheduled adjustments and inspections, preventive maintenance tasks, and emergency response and service calls for minor repairs. It also includes major repairs or replacement of facility components that are expected to occur periodically throughout the life cycle of facilities.

Subcontractor - Any supplier, distributor, vendor, or firm that furnishes supplies or services to or for a prime contractor or another subcontractor.

Workday - The number of hours per day the Contractor provides services in accordance with the contract.

Work Week - Monday through Friday, unless specified otherwise.

2.2 Acronyms

ANSI American National Standards Institute CFR Code of Federal Regulations CI Counterintelligence CLIN Contract Line-Item Number CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative DD Form 254 Department of Defense Contract Security Requirement List FAR Federal Acquisition Regulation FTR Federal Travel Regulation FY Fiscal Year GFE Government Furnished Equipment GFP Government Furnished Property IAW In Accordance With IT Information Technology CO Contracting Officer NIST National Institute of Standards and Technology ODC Other Direct Costs OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) OSHA Occupational Safety and Health Administration PIPO Phase In/Phase Out PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance SOP Standard Operating Procedures TE Technical Exhibit TSDB Terrorist Screening Data Base U.S.C. United States Code

PART 3

3.0 GOVERNMENT FURNISHED PROPERTY AND SERVICES

3.1 Government Furnished Property

3.1.1 The contractor shall track and maintain warranty records for all contractor property and supplies for use under this contract – both Government furnished, and contractor acquired. The contractor shall enforce all warranties when applicable. The contractor shall ensure no unnecessary expenditure of Government funds, either direct or through cost reimbursement, for repair or maintenance of warranted items. The contractor shall inform the Government of difficulties encountered in the enforcement of warranties and of instances in which the costs of enforcement would exceed the benefits derived.

3.1.2 Contractor may be held liable for the loss, damage, or destruction of Government property in event of negligence or willful misconduct. The utmost care will be given to the preservation of Government property. The contractor will implement a system in which employees can report fraud waste and abuse to their supervisors without fear of retribution. Contractor will also brief all employees on the procedures for reporting via the Governmental programs.

3.2 GFE Tools, Hand Tools, Equipment; Test, Measurement and Diagnostic Equipment (TDME) Calibration Services

3.2.1 Property, equipment, hand tools, tools, parts, furnished materials, and scrap metals resulting from or furnished under this contract shall remain the property of the Government.

Unserviceable non-repairable equipment, hand tools, tools, parts, scrap metals and materials shall be disposed of by the contractor in accordance with FAR clause 52.245-1.

PART 4

4.0 CONTRACTOR FURNISHED FACILITIES AND EQUIPMENT

4.1 Materials and Equipment

4.1.1 The contractor shall maintain enough on-hand materials and supplies to perform all work required under this Contract. Failure on the part of the contractor to provide sufficient quantities and quality of supplies and materials within the specifications of the Contract shall not be cause for reduction in any service or performance. The contractor shall maintain stocks to ensure continuous operation of critical systems as approved by the CO. Critical systems are those that are directly related to health care, safety, and mission accomplishment. The contractor shall provide a system for rapid procurement of items whose usage levels do not require maintenance of on-hand stocks. This system shall include a list of vendors for each such mission-critical repair item, information on availability, and expected delivery times.

4.1.2 The contractor shall purchase all material and miscellaneous hardware used to accomplish this project that is identified as Contractor Furnished Material (CFM) on the IDP. At the conclusion of work, excess material that is desired to be left onsite and agreed upon by the site TPOC or designee and CUSTOMER shall be inventoried and documented to include description of material, part numbers of items, and quantity of items. The documentation shall be turned over to the TPOC for review. Material determined by the TPOC to be of inconsequential value or not desired for post installation use by the facility shall be removed from the work site at the contractor’s expense.

4.1.3 The contractor may need to provide a company vehicle(s) as necessary and defined at the individual Task Order level to support the operation and maintenance tasks. The vehicle(s) are to be maintained solely by the contractor with sufficient insurance levels maintained.

PART 5

NOTE: The tasks contained in this section are informational only. This information is provided to give the Contractor an idea of the scope and professional capability required to perform this contract. All specific tasks that will be contractually binding will be identified at the Task Order level.

5.0 SPECIFIC TASKS

The facilities portfolio to be supported under this requirement include, but is not limited to, general offices space, laboratories, warehouses, dormitories, training facilities, gymnasium, pool, and a Central Utility Plant (CUP). The tasks required will provide preventative maintenance services for a host of facility equipment.

5.1 Tier 3 Data Centers and Operations Centers

Tier 3 Data Centers and some specialized Operations Centers are in operation 365 days per year (366 in a leap year), 24 hours a day, 7 days a week, regardless of weather conditions or other events that would usually close local businesses or schools. The core working hours for these centers on site are 6:00 a.m. to 6:00 p.m. local time, Monday (M) – Friday (F) with coverage for all shifts and weekends to support the 24 x 7 x 365 requirement. All Contractor personnel are considered emergency essential as the operations of the Data Center must be maintained at all times.

5.2 Predictive/Corrective/Preventative Maintenance

The maintenance support priorities applicable to this Performance Work Statement (PWS) are identified at the Task Order level. All FBI owned buildings, grounds, and FBI owned equipment (FOE) in facilities identified in the Task Order level PWS are included in the Firm-Fixed Price (FFP) Task Order for Predictive Maintenance (PdM), Corrective Maintenance (CM), and Preventive Maintenance (PM) service requests (SR) and work orders (WO). Predictive and Preventive Maintenance work orders are considered recurring work tasks; Corrective Maintenance work orders are considered non-recurring work tasks. The Contractor shall perform the Task Order under this IDIQ contract in accordance with the requirements of the IDIQ contract and the PWS. Based on changes to FOE and/or facility locations, the FOE list shall be updated and equipment/facilities will be added to or removed from this contract and incorporated via contract modification at the time the change occurs.

The Contractor shall be responsible for establishing and maintaining an effective program for scheduling and performing preventive/predictive maintenance for the facilities covered under the scope of this contract.