Attachment_J-1_PWS_2016_Final_5-19-2016.pdf

Jefferson Laboratories Complex Performance Work Statement

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Operation & Maintenance of Facilities Jefferson Laboratories Complex

PERFORMANCE WORK STATEMENT

Submitted by:

Jefferson Laboratories Complex 3 9 0 0 N C T R R o a d Jefferson, Arkansas 72079

Final 5-19/2016

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Table of Contents

Operation & Maintenance of Facilities Jefferson Laboratories Complex ________________ 1

Table of Contents _____________________________________________________________ 2

SECTION 1: OVERVIEW __________________________________________________ 8

1.1 Background _________________________________________________________________ 8

1.2 General Statement of Work ____________________________________________________ 9

1.2.1 Compliance and Liability ____________________________________________________________ 10

1.2.2 Material Safety Data Sheets __________________________________________________________ 10

1.2.3 Employee Conduct __________________________________________________________________ 11

1.2.4 Service Provider Furnished Property __________________________________________________ 11

1.2.5 Service Provider Supplied Parts and Materials __________________________________________ 11

1.2.6 Affirmative Procurement of Bio-based Products _________________________________________ 11

1.2.7 Available Government Property and Materials __________________________________________ 12

1.2.8 Modernization and Outside Service Provider Support ____________________________________ 13

1.2.9 Personal Protective Equipment, Uniforms and Medical Exams _____________________________ 13

1.2.10 Working Hours ___________________________________________________________________ 13

1.3 Defective Performance _______________________________________________________ 14

1.4 Criteria for Accepting or Rejecting Defective Performance ________________________ 14

1.5 Remedies for Defective Performance ___________________________________________ 15

1.6 Reports and Plans ___________________________________________________________ 15

(a) Quality Control Plan ______________________________________________________________ 15

(b) Safety and Health Plan _____________________________________________________________ 15

(c) Preventive Maintenance Plan _______________________________________________________ 15

(d) Emergency Procedures Plan ________________________________________________________ 16

(e) Monthly Status Report _____________________________________________________________ 16

(f) Preventive Maintenance Reports _____________________________________________________ 16

(g) Quarterly Safety/Accident Report ____________________________________________________ 16

(h) Annual Inventory _________________________________________________________________ 16

(i) Required Insurance _______________________________________________________________ 17

(j) Security Clearance Requirements ____________________________________________________ 17

(k) Strike Contingency Plan ____________________________________________________________ 17

(l) Special Reports ___________________________________________________________________ 17

(m) Bi-weekly Reports ________________________________________________________________ 17

1.7 Special Conditions __________________________________________________________ 17

1.8 Equipment additions, deletions, change Procedures _______________________________ 18

1.9 SP Personnel Requirements ___________________________________________________ 18

a. Supervisory/ Key personnel and Lead Craftsmen _________________________________________ 19

b. Craftsmen _______________________________________________________________________ 19

c. Staff Licensing Requirements _________________________________________________________ 19

d. SP Responsibility and Authority _____________________________________________________ 19

e. Wages and Fringe Benefits ____________________________________________________________ 19

f. Restrict Employment ________________________________________________________________ 20

g. Government Supervision and Control Prohibited _________________________________________ 20

1.10 Energy Conservation ________________________________________________________ 20

(a) Water. ___________________________________________________________________________ 20

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(b) Electricity. ________________________________________________________________________ 20

(c) Steam. ___________________________________________________________________________ 21

(d) Heating and Air Conditioning Control Settings. ___________________________________________ 21

1.11 Physical Security ____________________________________________________________ 21

(a) Controlled Entry __________________________________________________________________ 21

(b) Key Control ______________________________________________________________________ 21

(c) Fire Safety _______________________________________________________________________ 21

SECTION 2: WORK MANAGEMENT ______________________________________ 23

2.1 General ___________________________________________________________________ 23

2.2 Classification of Work _______________________________________________________ 23

2.3 Assignment of Priorities ______________________________________________________ 24

2.4 Routine Maintenance Requests ________________________________________________ 24

2.5 Work Orders/IDIQ __________________________________________________________ 24

2.6 Preventive Maintenance Orders _______________________________________________ 25

2.7 Alterations and Changes _____________________________________________________ 25

2.8 IDIQ/Work Order Labor Rates and Classifications _______________________________ 25

2.9 Labor Estimates ____________________________________________________________ 25

2.10 Material and/or Subcontract Estimates _________________________________________ 25

2.11 Rental Equipment ___________________________________________________________ 25

(a) Staffing Plan ___________________________________________________________________ 26

(b) Work Schedules __________________________________________________________________ 26

(c) Safety and Health Plan _____________________________________________________________ 26

(d) Quality Control Program/Plan ______________________________________________________ 29

(e) Emergency Procedures Plan ________________________________________________________ 29

(f) Strike Contingency Plan ____________________________________________________________ 30

2.13 Work Management System ___________________________________________________ 30

2.14 Stock Store Operation _________________________________________________________ 30

2.15 Existing Drawings and Technical Data ___________________________________________ 32

2.16 Update of Work Management Records ___________________________________________ 32

2.17 Equipment Tagging System ____________________________________________________ 32

2.18 Task Descriptions ____________________________________________________________ 32

SECTION 3: CRAFT SHOP SERVICES ___________________________________ 33

3.1 General ___________________________________________________________________ 33

3.1 Carpentry, Masonry, and Paint Shop Services ___________________________________ 33

3.2 Electrical Shop Services ______________________________________________________ 33

3.3 Heating, Ventilation, and Air Conditioning Shop Services _________________________ 34

3.4 Instrumentation Shop Services ________________________________________________ 34

3.5 Metal Working Shop Services _________________________________________________ 35

SECTION 4: MAINTENANCE, ALTERATION, AND REPAIR OF BUILDINGS

EQUIPMENT, AND STRUCTURES ____________________________________________ 36

4.1 General ___________________________________________________________________ 36

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4.2 Workmanship ______________________________________________________________ 36

4.3 Cleanup ___________________________________________________________________ 36

4.4 Coordination _______________________________________________________________ 36

4.5 Preventive Maintenance of Buildings and Structures ______________________________ 36

4.6 Remedial Maintenance and Operation __________________________________________ 37

4.7 Unscheduled Maintenance ____________________________________________________ 37

4.8 Test Equipment _____________________________________________________________ 37

4.9 Decontamination ____________________________________________________________ 37

SECTION 5: STEAM GENERATION AND DISTRIBUTION ________________ 38

5.1 General ___________________________________________________________________ 38

5.2 Boiler Plant Operations and Maintenance _______________________________________ 38

SECTION 6: NATURAL GAS AND FUEL OIL PUMPING AND STORAGE ___________ 38

6.1 General ___________________________________________________________________ 38

SECTION 7: WATER PUMPING, TREATMENT, STORAGE, AND DISTRIBUTION ___ 39

7.1 General ___________________________________________________________________ 39

SECTION 8: WASTE WATER PLANT AND SEWAGE SYSTEMS ____________ 40

8.1 General ___________________________________________________________________ 40

SECTION 9: GROUNDS MAINTENANCE ________________________________ 40

9.1 General ___________________________________________________________________ 40

9.2 Written Procedures _________________________________________________________ 40

9.3 Specific Requirements _______________________________________________________ 40

9.3.1 Lawn Maintenance ______________________________________________________________ 41

9.3.2 Grass Mowing of Area 1 __________________________________________________________ 41

9.3.3 Fertilizing _____________________________________________________________________ 41

9.3.4 Grass Mowing of Area 2______________________________________________________________ 41

9.3.5 Removal and Replacement ________________________________________________________ 41

9.3.6 Weed and Grass Control __________________________________________________________ 41

9.3.7 Poison-Ivy Control _______________________________________________________________ 41

9.3.8 Control of Fire Ants _____________________________________________________________ 41

9.3.9 Clean-Up ______________________________________________________________________ 42

9.3.10 Insects and Disease Control _______________________________________________________ 42

9.3.11 Watering ______________________________________________________________________ 42

9.3.12 Snow and Ice Removal ___________________________________________________________ 42

9.3.13 Nature Damage _________________________________________________________________ 42

9.3.14 Submittals _____________________________________________________________________ 43

9.3.15 Road surface repairs _____________________________________________________________ 43

SECTION 10: HVAC AND REFREIGERATION SYSTEMS AND EQUIPMENT _____ 43

10.1 General ___________________________________________________________________ 43

10.2 Operating Procedures _________________________________________________________ 43

10.3 Specific Requirements _________________________________________________________ 44

10.4 Testing, Balancing, and Adjusting (TBA) _________________________________________ 44

10.5 Testing Equipment ___________________________________________________________ 45

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SECTION 11: ELECTRICAL PLANT AND DISTRIBUTION _______________________ 45

11.1 General _____________________________________________________________________ 45

11.2 Written Procedures ___________________________________________________________ 45

11.3 Power Outages _______________________________________________________________ 45

11.4 Polychlorinated Biphenyls (PCB) _______________________________________________ 45

11.5 Standard Products ____________________________________________________________ 45

11.6 Temporary Service ___________________________________________________________ 46

11.7 Fire Alarms _________________________________________________________________ 46

11.8 Switch Gear / Breaker Repair (480 Volt – 13,800 Volt) ______________________________ 46

SECTION 12: COMPRESSED AIR AND DISTRIBUTION _________________________ 46

12.1 General ___________________________________________________________________ 46

12.2 Operating Procedures _________________________________________________________ 46

12.3 Reports ___________________________________________________________________ 46

SECTION 13: PEST CONTROL ___________________________________________ 47

13.1 General ___________________________________________________________________ 47

13.2 Pesticide Use _________________________________________________________________ 47

13.3 Insect Control _______________________________________________________________ 47

13.4 Animal Pest Control __________________________________________________________ 47

13.5 Schedules ___________________________________________________________________ 47

13.6 Termite Treatment ___________________________________________________________ 47

SECTION 14: PREVENTIVE MAINTENANCE PROGRAM ________________________ 47

14.1 General ___________________________________________________________________ 47

14.2 PM Program ________________________________________________________________ 48

14.3 PM Records _________________________________________________________________ 49

SECTION 15: HOUSEKEEPING SERVICES (SP OCCUPIED FACILITIES) ________ 49

15.1 General ___________________________________________________________________ 49

15.2 Equipment and Safety _______________________________________________________ 49

SECTION 16: ENVIRONMENTAL MONITORING AND CONTROL SYSTEMS _______ 50

16.1 General ___________________________________________________________________ 50

16.2 Requirements ________________________________________________________________ 53

SECTION 17: JANITORIAL SERVICES ________________________________________ 54

17.1 General ___________________________________________________________________ 54

17.2 Work Schedules & Reports ____________________________________________________ 54

17.3 Floor and Space Types Chart ___________________________________________________ 55

17.4 JLC Janitorial Frequency Chart ________________________________________________ 55

17.5 Floor mats __________________________________________________________________ 56

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SECTION 18: CAFETERIA FOOD SERVICE OPERATION ________________________ 56

18.1 General _____________________________________________________________________ 56

18.2 Food Service and Preparation: _________________________________________________ 56

a) Quality of Food: ____________________________________________________________________ 56

b) Sanitation: _______________________________________________________________________ 57

c) Food Menus and Recipes: ____________________________________________________________ 57

18.3 Safety and Health: ____________________________________________________________ 57

a. Codes. _____________________________________________________________________________ 57

b. Testing.__________________________________________________________________________ 57

c. Accidents and incidents. ______________________________________________________________ 58

18.4 Uniforms: ___________________________________________________________________ 58

18.5 Space and Utilities ____________________________________________________________ 58

18.6 Prices and Portions ___________________________________________________________ 58

18.7 Nutritional Information _______________________________________________________ 58

18.8 Operating Schedule ___________________________________________________________ 58

18.9 Hours of Operation ___________________________________________________________ 59

18.10 Personnel __________________________________________________________________ 59

18.11 Customer Satisfaction ________________________________________________________ 59

18.12 GFE CAFETERIA PROPERTY/EQUIPMENT LISTING _________________________ 60

APPENDIX I: DEFINITIONS _________________________________________________ 60

APPENDIX II: DESCRIPTION OF EXISTING FACILITIES ______________________ 67

APPENDIX III DESCRIPTION OF UTILITY SYSTEMS ___________________________ 68

APPENDIX IV: APPLICABLE PUBLICATIONS _________________________________ 69

National ________________________________________________________________________ 69

Government _____________________________________________________________________ 69

State 69

APPENDIX V: Sub-Contracted Services _________________________________________ 70

APPENDIX VI: AREAS TO BE SERVICED BY JANITORIAL SERVICES ____________ 72

APPENDIX VII: EQUIPMENT LIST ___________________________________________ 74

Appendix VIII Performance Requirements Summary _______________________________ 75

Appendix IX Historical Workload _______________________________________________ 77 Work Orders __________________________________________________________________________ 77 Preventive Maintenance History ________________________________________________________ 78 Routine Maintenance History ___________________________________________________________ 79

Appendix X Summary of SP Submissions _______________________________________ 80

Appendix XI Mowing Areas ___________________________________________________ 82

Appendix XII SP Occupied Facilities ____________________________________________ 82

Appendix XIII Vending Machines ______________________________________________ 86

Appendix XIV SOW for Fire extinguisher tasks for Jefferson Labs ____________________ 87

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Appendix XV Jefferson Laboratories Early Dismissal and Closure ____________________ 89

Appendix XVI Snow Route NCTR Campus _______________________________________ 92

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SECTION 1: OVERVIEW

1.1 Background

The Jefferson Laboratories Complex (JLC) campus sits on 496 acres in the midst of a beautiful pine forest and occupies more than one million square feet of floor space which about 80 percent has been renovated or converted for administrative, research and research support. The facilities host two separate organizations within the Food and Drug Administration. In January 1971, the National Center for Toxicological Research

(NCTR, sometimes referred to as "the Center") was established by Presidential order. In May 1972, the

NCTR became operational by using a surplus Department of Defense facility. The facility was constructed in the early 1950's on the U. S. Army Pine Bluff Arsenal complex. The NCTR is a basic and applied research laboratory that is part of the Food and Drug Administration and the Department of

Health and Human Services. There are over 600 fulltime government and contract employees at the Center.

The Arkansas Regional laboratory is co-located with the NCTR in Jefferson, Arkansas. The 146,400 square foot facility was built by the FDA Office of Regulatory Affairs (ORA) and is organizationally a part of its

Southwest Region and was built as a part of FDA's plan to restructure its 18 ORA field Laboratories. ARL is one of five multi-disciplined Laboratories and provides laboratory support for a 17 statewide area and for the

U.S-Mexican border stretching from Otay Mesa, California to Brownsville, Texas. The ARL is able to accommodate approximately 150 employees and provide analytical support in chemistry and microbiology.

Its scientists test products regulated by the FDA to ensure compliance with the U.S. Food, Drug and Cosmetic

Act, which include products produced in the U.S. and imported. Located approximately 33 miles south of

Little Rock and north of the Pine Bluff Arsenal, on NCTR Road about six miles east of U.S. Highway 365 at Jefferson, Arkansas. See Appendix II (Description of Existing Facilities) for a detailed description of each building. The Campus is an isolated research/industrial complex containing complicated and sophisticated building environmental support and utility systems to support long and short-term animal research programs.

These programs involve the toxicity effects of many different compounds, environmental conditions and other areas of concern to the FDA. Only basic utilities are purchased from public utility companies. See

Appendix III, Description of Utility Systems for a description of each utility service.

Jefferson Laboratories (JLC) engages in acute and chronic studies involving carcinogenesis, mutagenesis and Teratogens as end points as well as general toxicological research in support of the FDA regulatory mandates. Thousands of laboratory animals (primarily rodents and primates) are bred or purchased and maintained for experiments, where carefully formulated diets are provided. Other experiments determine the effects specific drugs have on the animals. Subsequently the animals are evaluated to determine the effects of the treatment. These test animals are housed in very tightly controlled temperature and humidity environments and are supplied with air that has been filtered to remove microorganisms and chemicals.

Many of the experimental chemicals employed in the research are toxic to man; therefore, chemical

Jefferson Laborator ies Co mp lex - 9 - 5 -19-2016 F ina l containment and surveillance regimens are employed to ensure occupational safety. The support of these animal studies and other concurrent in vitro studies require a large number of Laboratories, many of which are furnished with extremely complex and expensive test equipment requiring closely controlled environments to function properly. Responsiveness and skill of the Service Provider’s employees to repair and restore operation and control of the facilities is critical for the protection of the integrity of the research programs being conducted at the JLC.

1.2 General Statement of Work

This work statement provides for a full range of operational and maintenance support including Work

Order(WO)/Indefinite Delivery Indefinite Quantity (IDIQ) work services to the JLC. This statement of work is intended to provide the SP only general guidance and information concerning the scope or content of the work to be performed during the term of this contract. It prescribes original equipment manufacturers

(OEM) procedures and best commercial practices for performing or conducting systems maintenance and it sets forth those tasks the Government anticipates and expects the SP to perform during the term of the contract. It is not an inclusive list of all services to be performed and the SP may be required to perform other tasks necessary to meet commercial standards, mission needs, or to properly maintain on-site systems. The SP shall determine the method and manner of performance necessary or required to properly maintain the systems outlined in this PWS and to assess the level of quality control needed to ensure system performance based on criteria or factors listed in commercial OEM standards as well as any or all parts of this document. The overall responsibility to properly maintain and operate these systems and infrastructure and/or equipment shall always rest with the SP and be performed in accordance with the commercial manufacture and recommended procedures, schedules, tolerances or instructions and compliance is the sole responsibility of the SP. These services include, but are not limited to, operation and maintenance of all campus utility systems; craft shop support services; operation and maintenance of utility plants and equipment; maintenance of all process and non-process equipment;

maintenance, alteration and repair of buildings and structures; pest control and grounds maintenance;

janitorial and housekeeping services; and cafeteria food service operation. These services are required for the entire JLC campus, including those currently undergoing renovation and new construction. Warranties applicable to any equipment must be considered by the SP prior to performance of any service/maintenance.

Further, all repairs or preventive maintenance will be scheduled around research activities and managed utilizing the government provided online work management system. Some repairs or maintenance may be necessary after normal duty hours. In that event any overtime expense resulting from such work will not be reimbursed by the government it is considered to be part of the firm-fixed –price contract. The SP shall keep critical areas on campus online during emergencies and/or catastrophic events. Overtime for emergencies/catastrophic events will be reimbursed on an individual case review.

During the performance of this contract, the SP may be required to provide for and support campus changes

Jefferson Laborator ies Co mp lex - 10 - 5 -19-2016 F ina l and other support requirements necessary to meet mission requirements. Support requirements may originate from technology changes, new or additional equipment, local area network installations and upgrade, reconfigurations to include routing and diversity requirements and other environmental changes that could impact or alter the service requirements.

The SP shall maintain maintenance records on all equipment, systems, and buildings utilizing the government furnished online work management system and hard copy records determined by mission needs.

The online records include informational fields necessary to properly document the location, status, maintenance history, and other pertinent data used to accomplish the work called for in this PWS. The SP is to ensure all information called for on the online forms is entered accurately and timely. No service provided by the SP shall be considered accomplished until all appropriate information is correctly entered into the online forms and other necessary documentation completed. Documentation such as Logs, records, checklists, and any other electronic or non-electronic media documentation maintained by the SP shall be available for the COR, or CO to review upon request. These records shall be filed and stored in T-45 and after each Contract completion year shall be submitted to JLC archives. The SP’s operational and maintenance support actions shall be entered daily into the government furnished online work management system. The SP shall maintain a Preventative Maintenance plan that includes a plan/schedule that describes

Quality Control and the SP’s method for interfacing with the Government’s Quality Assurance plan. The plan shall be updated, as necessary, to reflect changes in equipment inventory. The SP shall submit proposed revisions to the COR for approval within fifteen (15) days of identification. All new equipment and systems shall be added to the online work management system upon receipt.

1.2.1 Compliance and Liability

The Service Provider shall be solely liable for acts of commission, errors, and omission in regard to compliance with Federal, State, and Local statutes, regulations and applicable guidelines which lead to fines, penalties, or prices associated with enforcement actions, removal actions, corrective actions, or remedial actions.

The Service Provider shall assume full liability for the release of any hazardous substance to air, soil, or water resulting from its own or its subcontractor’s actions. The Service Provider shall be responsible for the costs associated with the cleanup of any such release. In the event the Service Provider is removed from the duties at the facility, the Service

Provider shall also be responsible for latent defect caused while performing work while on property. JLC retains the right to initiate abatement and remediation actions for which the Service Provider shall reimburse all associated expenses.

1.2.2 Material Safety Data Sheets

The Service Provider shall furnish Material Safety Data Sheets for hazardous materials used, as described by OSHA standards, to the Center Safety Manager prior to beginning work.

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1.2.3 Employee Conduct

All Service Provider employees are expected to adhere to standards of competency, conduct, appearance, and integrity that reflects credit to the employee, the Service Provider, and the Government. The Service

Provider shall be responsible for disciplinary action with respect to their employees.

1.2.4 Service Provider Furnished Property

The Service Provider is responsible for all Service Provider Furnished Property (SPFP) and supplies required by this PWS to perform the specified services of this contract see below. The Service Provider shall be responsible for all utility connections required for SPFP.

1.2.5 Service Provider Supplied Parts and Materials

The cost of administrative supplies, janitorial supplies, cafeteria related material and disposable supplies and all chemicals used on the campus utility systems such as Potable Water systems, all Closed Loop Water

System Treatment Chemicals, Boiler Treatment Chemicals, Industrial Sewer Treatment Chemicals and any other chemicals necessary as required by the government or manufactures recommendations will not be purchased by the government. Water treatment chemicals are currently being furnished by NALCO.

Service Provider supplied supplies and materials shall be in accordance with the following order of precedence:

1. Manufacturers’ recommendations and standards

2. Industry standards

3. Good Laboratory Practices

4. National, State and Local Arkansas codes

5. JLC Building Standard

6. Direct materials history

1.2.6 Affirmative Procurement of Bio-based Products

JLC supports all Service Provider efforts to supply and utilize products conforming to the affirmative procurement of Bio-based products under service contracts requirements. The Service Provider shall utilize products and material made from bio-based materials (e.g., bio-based greases, bio-based hydraulic fluids, and bio-based absorbents) to the maximum extent possible without jeopardizing the intended end use or detracting from the overall quality delivered to the end user. Information about this requirement and these products is available at www.biopreferred.gov & USDA-Designated Bio Based Products; FAR Part 23.

Additional resources can be found at http://www.epa.gov/epawaste/conserve/tools/cpg/index.htm, and https://www.acquisition.gov/sites/default/files/current/far/html/FARTOCP23.html#wp227606.

http://www.biopreferred.gov/ http://www.epa.gov/epawaste/conserve/tools/cpg/index.htm https://www.acquisition.gov/sites/default/files/current/far/html/FARTOCP23.html#wp227606

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All Bio-based supplies and materials furnished in this PWS shall be of a type and quality that conform to

PWS 1.2.5; and shall be coordinated with and are subject to the approval of the COR.

1.2.7 Available Government Property and Materials

• Stock Materials: The facility has a stockpile of Government owned parts, supplies, and materials on hand. All parts and supplies are "as-is" and will be replenished at the governments discretion.

• Tools and Equipment: The Service Provider shall be given the opportunity to inspect Government owned tools and equipment prior to the property being provided. In such cases, the Government makes no warranty with respect to the serviceability and/or suitability of the property for contract performance. All Tools and Equipment are "as-is" and will be replenished, repaired, and or purchased by the government on a case by case basis with COR approval.

• Accountable Property: Accountable properties are those big ticket items, such as a tractor, that have an expense above $ 5,000.00.

The Service Provider shall o Operate/utilize Government-furnished property/equipment in a safe and proficient manner following appropriate industry practices and techniques.

o Promote self-maintenance to the maximum extent possible without jeopardizing personnel, and equipment safety.

o Communicate with equipment manufacturers and perform maintenance to ensure that equipment is maintained properly and that warranties remain valid.

o Be responsible for the physical security of Government furnished property (GFP) and assumes full replacement price of all GFP damaged or stolen due to their neglect while under their control.

GSA Fleet Vehicles

SP to provide whatever work vehicles needed for this Firm/Fixed Price contract. There will be no

GSA vehicles provided to the SP. All existing government golf carts assigned to the SP will remain in use; however the Government will not provide any funds for preventive maintenance or repairs and replacement. There are fewer than 18 working golf carts, upon breakdown the SP will recycle and or dispose of the golf carts from NCTR property. The ownership of all golf carts will be transferred to the SP.

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SP shall arrange for and coordinate all preventive maintenance required for the Governement Furnished

Equipment. The government will reimburse all costs of the actual PM; the SP shall include in the firm/fixed price contract all travel to and from the shop.

Repairs, replacement, and/or refurbishment not due to normal wear and tear shall be at the Service

Provider’s expense.

1.2.8 Modernization and Outside Service Provider Support

The Service Provider shall assist the Government throughout Modernization or other Construction projects within the limits of PWS 1.2. This type of assistance normally includes: locating of various utilities (valves, piping, switches, and circuit breakers); assisting with shut downs that may be required and deferring work as necessary with COR approval.

The government has established the need for specialized outside service provider support. These services are to be maintained through existing relationships; reference APPENDIX V: Sub-Contracted Services

1.2.9 Personal Protective Equipment, Uniforms and Medical Exams

The Government shall furnish personal protective equipment identified by the SP as required to perform the work and medical exams for their employees in performance of this contract. All training is required to be supplied by the SP. Contract employees shall wear uniforms of a style acceptable to both The Service Provider and JLC, and shall maintain a clean, neat appearance at all times. Uniforms will bear a decal with Company name and individual name; first only. Hairnets or hair restraints are required to be worn by all contract employees and serving gloves are required for all employees whose hands come in direct contact with foods.

1.2.10 Working Hours

Services are required twenty four hours per day, 365 (or 366) days per year, on an uninterrupted basis. The

Service Provider shall perform the majority of the work required by this PWS during JLC Normal business hours. The Government reserves the right to close the facilities due to weather conditions, safety, health, or medical emergencies as necessary. Service Provider personnel may be required to remain on duty to maintain the facility in the event of adverse weather conditions or emergencies.

JLC normal business hours are from 8:00 a.m. to 4:30 p.m., Monday through Friday, excluding Federal holidays as listed below and other day(s) designated by Federal statute, Executive Order or Presidential

Proclamation.

Normal occupancy hours are from 6:00 a.m. – 6:00 p.m., Monday through Friday, excluding Federal holidays.

The onsite Government personnel observe the listed dates as holidays:

• New Year’s Day January 1

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• Martin Luther King, Jr. Birthday 3rd Monday of January

• Presidents Day 3rd Monday of February

• Memorial Day Last Monday of May

• Independence Day July 4th

• Labor Day 1st Monday of September

• Columbus Day 2nd Monday of October

• Veterans Day November 11th

• Thanksgiving Day 4th Thursday of November

• Christmas Day December 25th

• Any other day designated by Federal statute, executive order, or Presidential proclamation.

When any holiday falls on a Saturday, the preceding Friday is observed. When any holiday falls on a

Sunday, the following Monday is observed. Observance of such days by Government personnel will not by itself be cause for an additional period of performance, or entitlement of compensation except as set forth within the contract.

1.3 Defective Performance

It is possible for the SP to perform in such a manner as to constitute defective performance. In such cases, the Contracting Officer will make the determination as to whether or not the SP has performed defectively and whether or not a deduction will be assessed or re-work will be required for said defect. If a

Government employee or agent (includes other on-site Contract personnel) observes a defect that can be construed as intentional or negligent, such employee or agent shall report the defect to the Contracting

Officer for a determination. The Contracting Officer may make a unilateral determination that a reported defect was intentional or negligent or was unintentional. In this case, the defect will be handled under the provision of paragraph 1.4 - Criteria for Accepting or Rejecting Defective Performance. However, if the

Contracting Officer determines that the defective performance is intentional or by neglect of the SP, a

Contract Discrepancy Report (CDR) will be prepared and forwarded to the SP’s Program Manager. The criteria used for accepting/rejecting performance in question will be clearly stated in the CDR.

1.4 Criteria for Accepting or Rejecting Defective Performance

The SP will be required to attend bi-weekly performance meetings to review and resolve customer complaints, inspect quality control records and results of unscheduled inspections. The SP is required to explain in writing why performance was unacceptable, how the SP intends to prevent future occurrences and how performance will be restored to an acceptable level. The SP shall have fourteen (14) days to correct identified defects in service. When defects identified in the previous period are not corrected by the current

Jefferson Laborator ies Co mp lex - 15 - 5 -19-2016 F ina l period’s performance evaluation meeting, the Government will take appropriate deductions from the current month’s invoice. The magnitude and severity of the defect will be as determined by the Contracting Officer and will govern the actions taken by the government. These actions could include deductions, negative SP evaluations, and not exercising option years for the contract. The Contracting Officer, upon observing or learning of a defect not specifically identified in a Performance Requirement Summary, will inform the SP via a Contract Discrepancy Report. The Contracting Officer will use evidence presented by both parties

(complainer and SP) in determining whether performance will be accepted or rejected.

1.5 Remedies for Defective Performance

When performance is determined to be defective, the amount of deduct will be based on the actual cost of the defect as determined by the Contracting Officer as described in PWS section 1.4 (Criteria for Accepting or

Rejecting Defective Performance). The Government reserves the right to revoke acceptance for latent defects and defective performance that could not have reasonably been discovered at the time of acceptance. In such cases, the deduction will be computed and deducted from the current month’s invoice.

The provisions of FAR clause 52.246-4, “Inspection of Services – Fixed Price,” in section E of the contract, will apply to defective performance of any requirement enunciated in the narrative of a particular section of the PWS.

Re-accomplishment of work, if possible, may be directed by the COR in accordance with the provisions of the FAR Clause entitled “Inspection of Services – Fixed Price.” The COR will make the determination as to whether or not it is possible to re-accomplish the work. The Government may increase or decrease the frequency of Government inspections, based upon SP performance. Any disagreement with a rejection of work by the COR should be immediately brought to the attention of the CO who will have the final decision.

1.6 Reports and Plans

The SP shall submit the following reports and updates as specified in the appropriate PWS Section.

(a) Quality Control Plan

The SP shall provide a complete Quality Control Plan for assuring that the requirements of the contract are met. This plan shall contain at a minimum the information outlined in the Performance Work Statement, Section 2.12(d). Contractor shall provide updated plans to the COR within 30 days of any changes.

(b) Safety and Health Plan

This plan is to be submitted prior to commencement of work under the contract as outlined under Performance Work Statement, Section 2.12(c).

(c) Preventive Maintenance Plan

This plan is to be submitted as outlined in Section 14 of the PWS.

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(d) Emergency Procedures Plan

These procedures must be submitted as outlined in Sections 2.12 (e) of the PWS to address: Loss of Steam; Loss of Power; Loss of Air; Leaks; and System Shutdowns.

(e) Monthly Status Report

The Monthly status and Daily Work sheets report shall be delivered to the ACO and COR covering the previous full month, delivered by the 10th of the month. It shall include but not limited to:

• Safety detail, Hot work Permits, Confined space entry permits, General safety and building inspections, Routine Maintenance Requests, Preventative Maintenance, Craft Shop Requests, IDIQ/Task Orders, Pest Control, Elevator Maintenance, Boiler House, Water Plant, Summary of all subcontractor services (NALCO), NCTR Monthly Boiler Report, Public Water System Report, Monthly Integrator Readings, Water Usage Summary, Potable Water Safety Reports, Quality Control Report.

• SP shall also include the following training updates;

• Refrigerant recovery/recycling procedures

• Compressed gas cylinder safety

• Global harmonized labeling system (HAZCOM)

• Hazardous waste/universal waste

• A record of maintenance performed on all equipment.

• Anticipated repairs not a part of this contract observed by the contractor during the period.

• Identify equipment requiring replacement of parts during the period and spare parts utilized.

• Staffing updates

• Air Permit Records; provide monthly generator reading reports and completed PMs for all work associated with the generators, monthly boiler fuel usage reports include the following:

• Dates, start times, and end times for all emergency operation of the emergency generators;

• Fuel certifications for all diesel fuel delivered to the emergency generators;

• Fuel certifications for all diesel fuel delivered to the boiler house fuel tanks.

(f) Preventive Maintenance Reports

Included in Monthly Status report

(g) Quarterly Safety/Accident Report

The SP shall submit to the Contracting Officer a Quarterly Safety/Accident Report in accordance with HHSAR 352.223-70 Safety and health within fifteen (15) days after each quarter, two (2) copies of a report of all accidents and incidents resulting in death, traumatic injury, occupational disease, and/or damage to all property incidents to work performed under the contract.

(h) Annual Inventory

This report shall include as a minimum the following information:

(i) Description, including model number, quantity, and location of each Government furnished property item;

(ii) Serial number and FDA property decal number.

(iii) Any transfers of Government furnished property made during the reporting period and,

(iv) Any maintenance performed on the Government furnished property item during the

Jefferson Laborator ies Co mp lex - 17 - 5 -19-2016 F ina l reporting period.

(i) Required Insurance

Prior to commencement of work, hereunder, The SP shall furnish to the Contracting Officer a certificate or written statement of insurance as outlined under Clause H-2- Required Insurance.

(j) Security Clearance Requirements

Pursuant to the Clause in attached Personnel Security Clearance Requirements, The SP shall submit completed security forms for all on-site contract employees and subcontractors as specified in FDA 1335 Personnel Security Clearance Requirements.

(k) Strike Contingency Plan

Updates to the strike contingency plan will be submitted 30 days prior to implementation.

(l) Special Reports

In addition to the above reports, The SP may be requested by the Jefferson Laboratory Complex, COR or Contracting Officer to provide special reports on an as needed basis.

(m) Bi-weekly Reports

The SP shall provide a bi-weekly status report on all equipment and building systems that are out-of-service for repairs or not in operation to the government COR. The bi-weekly status report shall contain the following information: equipment number, equipment location, area served location, out-of-service date, parts required for repair, purchase order number, and the anticipated date of repair. Building systems should have the following information: date, location and authorization for removing from operation. The COR and

COR shall be notified on all changes in status of equipment and systems.

A bi-weekly work sheet showing the equipment serviced and the type of maintenance performed shall be maintained. This shall be completed by the maintenance SP's on-site employees and the information entered into the work management system no later than the following work day.

All reports submitted hereunder shall be typewritten and of reproducible quality. All data becomes the property of the U.S. Government. The SP is not to place his imprint or logo on any but the front cover of any required report.

1.7 Special Conditions

The Government shall furnish all tools and test equipment pursuant to the fulfillment of this contract. These tools and test equipment are government property and are expected to be returned in the same condition that they were received at the end of this contract. Further, it is the Governments position that it’s solely the

Jefferson Laborator ies Co mp lex - 18 - 5 -19-2016 F ina l service providers’ responsibility to ensure all tools and test equipment necessary to perform the tasks under this PWS are available. If the government tools and test equipment become unusable they will be replaced at government expense on a case by case basis as determined by the COR. The Government will provide access, when down time can be scheduled, to all devices which are to be serviced. The SP shall be free to start and stop all primary equipment incidentals to the operation and maintenance of the mechanical and electrical systems only after notification, and arrangements have been made to personnel in the affected facility; all notification are to be documented in the facility maintenance log. All planned preventive maintenance service work under this contract shall be performed during normal working hours unless otherwise approved by the COR. This Scope of Work includes all existing facilities and equipment and those under construction at JLC. The SP shall be accountable for use of spare parts and supplies. The data on expenditure of parts and supplies shall be entered into the work management system, inventory control

(Maintenance Contract Inventory System MCIS) and other government provided online systems as necessary to fulfill mission requirements.

1.8 Equipment additions, deletions, change Procedures

When changes or additions to equipment occur the SP shall submit to the COR the following for approval.

(i) Any additions or changes made shall be entered into the appropriate online systems.

(ii) An equipment card shall be prepared and submitted for approval for each piece of equipment added to the equipment inventory to coincide with the appropriate online systems.

(iii) The preventive maintenance master schedule shall be updated by the SP in the work management system. The schedule shall contain the following information: Item, number, description of maintenance task, tools required, quantity, description, maintenance schedule date, and maintenance completion date.

1.9 SP Personnel Requirements

The SP shall submit evidence to the Contracting Officer & COR that personnel meet the qualifications for their respective tasks under this contract and have or have applied for the proper certification(s) and license(s) required by the State of Arkansas or other requiring authorities. This information shall be provided to the Contracting Officer at the Proposal/Solicitation Phase and shall be updated annually thereafter for the life of the contract. A temporary license may be substituted during the first ninety-days of performance. However, at least one operator in each utility plant must be fully licensed and responsible for oversight not later than the start of the performance period. Where 24-hour services are required, a fully licensed operator must be present, i.e., in the utility plants. The SP shall bear the cost of obtaining all necessary certifications and licenses (to include training and other related

Jefferson Laborator ies Co mp lex - 19 - 5 -19-2016 F ina l costs).

a. Supervisory/ Key personnel and Lead Craftsmen

Shall have experience in maintenance of complex industrial facilities and in the operation of utility systems of the type used at the JLC. Supervisory personnel shall be experienced in the administration, scheduling, and coordination of a work force for the maintenance of a facility of the complexity of the JLC. Supervisory/Key personnel and Lead Craftsmen must be submitted to the

CO/COR at the Proposal/Solicitation Phase and approved by the government. Submission of

Supervisory/Key personnel and Lead Craftsmen will be based on the SP’s submitted Staffing Plan at the time of Proposal/Solicitation.

b. Craftsmen

Journeyman craftsmen and any non-journeyman craftsmen (i.e., laborers) furnished under this contract shall be experienced in the maintenance of industrial equipment and systems of type in use at the JLC.

c. Staff Licensing Requirements

It is the Service Provider’s responsibility to ensure that all required licensing of crafts i.e.

Elect…