Attachment 29 IDIQ Performance Work Statement.pdf

C.1 Background

C.2 Scope

C.3 Program Management Office (PgMO)

C.3.1 Quality Assurance/Quality Control (QA/QC)

C.3.2 Onboarding Services

C.3.3 Enterprise Resource Planning System (ERPS)

C.3.4 PgMO Optional Services

C.3.4.1 Specialized Services

C.3.4.2 Automated External Defibrillator (AED)

C.3.4.3 Compliance with Sustainability Regulations and Executive Orders

C.3.4.4 Environmental Stewardship and Best Practice

C.3.4.5 Energy/Water Conservation and Building Efficiency Engineering Services

C.3.4.6 Occupational Health and Safety

C.3.5 PgMO Program Management Plan

C.4 Consolidated Facility Services

C.4.1 Required Offices

C.4.1.1 Operations Management Office (OMO)

C.4.2 Required Plans

C.4.2.1 CFS Program Management Plan (PMP)

C.4.2.2 Consolidated Facility Services (CFS) Plan

C.4.2.3 Consolidated Facility Services Plan in ERPS

C.4.2.4 Quality Control Plan (QCP)

C.4.2.5 Cost Control Plan (CCP)

C.4.2.6 Occupational Safety and Health Plan

C.4.3 Reliability Centered Maintenance (RCM)

C.4.3.1 Advanced RCM for Critical Systems

C.4.4 Acceptable Quality Levels (AQLs) – Management Plan

C.4.5 Initial Inspection and Deficiency List

C.4.5.1 Initial Inspection

C.4.5.2 Reconciliation of Initial Deficiency List

C.4.5.3 Contractors Responsibilities

C.4.5.4 Acceptable Quality Levels– Initial Inspection and Deficiency List

C.4.6 Schedule, Mobilization and Transition Plan

C.4.6.1 Transition Plan

C.4.6.2 Startup of Operations and Services

C.4.6.3 Demobilization

C.4.6.4 Acceptable Quality Levels (AQLs) – Schedule

C.4.7 Maintenance Program and Procedures

C.4.7.1 Preventive Maintenance (PM)

C.4.7.2 Condition Monitoring

C.4.7.3 Proactive Maintenance

C.4.7.4 Repairs

C.4.7.5 Work Orders on Hold

C.4.7.6 Upgrade of Repair Category

C.4.7.7 Acceptable Quality Levels (AQLs) – Calls and Repairs

C.4.8 Call Center Management

C.4.8.1 Service Calls

C.4.8.2 Emergency Calls

C.4.8.3 Urgent Calls

C.4.8.4 Routine Calls

C.4.9 Enterprise Resource Planning System (ERPS)

C.4.9.1 ERPS System Access

C.4.9.2 Equipment Inventory

C.4.9.3 Checklists

C.4.9.4 Acceptable Quality Levels– ERPS

C.4.10 Safety

C.4.10.1 Mishaps

C.4.10.2 Inventory of Hazardous Material

C.4.10.3 Safety Guidance

C.4.10.4 Acceptable Quality Levels – Safety

C.4.11 Security and Access Procedures

C.4.11.1 Clearance Requirements

C.4.12 Access Areas

C.4.12.1 Controlled Access Areas

C.4.12.2 Non-Controlled Access Areas

C.4.12.3 Changes in Access Procedures

C.4.12.4 Secure Procurement

C.4.12.5 Minimum Lead Time for Vetting

C.4.13 Contractor Workspace

C.4.13.1 Office, Shop, and Storage Area

C.4.13.2 Utility Areas

C.5 CFS Facility Operations Services

C.5.1 Electrical Systems

C.5.1.1 Electrical Generation and Distribution Systems

C.5.1.2 Interior Electric Service

C.5.1.3 Exterior Service

C.5.1.4 Ground Testing

C.5.1.5 Lightning Protection Section

C.5.1.6 Emergency Backup (Reserved)

C.5.1.7 Testing

C.5.1.8 Service, Maintenance, and Repair

C.5.1.9 Minimum Staff Qualification

C.5.1.10 Acceptable Quality Levels (AQLs) - Electrical

C.5.1.11 Support Service

C.5.2 Mechanical System, Heating, Ventilation and Air Conditioning (HVAC)

C.5.2.1 Piping Insulation

C.5.2.2 Boiler/Pressure Vessel Operation and Inspection Standards

C.5.2.3 Filtration Systems

C.5.2.4 Minimum Staff Qualification – Mechanical/HVAC

C.5.2.5 Condition Monitoring Technician(s)

C.5.2.6 Acceptable Quality Levels (AQLs) – Mechanical Boiler/HVAC

C.5.2.7 Support Service

C.5.3 Plumbing

C.5.3.1 Acceptable Drinking Water Levels

C.5.3.2 Loss of Water Pressure

C.5.3.3 Federal Codes, Regulations, and Standards

C.5.3.4 Acceptable Quality Level – Plumbing

C.5.4 Building Automation Systems (BAS)/ Power Monitoring Systems (PMS)

C.5.4.1 Backup Retention

C.5.4.2 Password Retention

C.5.4.3 BAS/PMS Maintenance Tasks

C.5.4.4 BAS Software/Hardware Support

C.5.4.5 BAS Documentation

C.5.4.6 Guidelines - BAS

C.5.4.7 Minimum Staff Qualification – BAS

C.5.4.8 Acceptable Quality Levels (AQLs) – BAS

C.5.5 Thermography Analysis

C.5.5.1 Electrical Distribution Panels

C.5.5.2 Electrical Switchgear

C.5.5.3 Transformers

C.5.5.4 Electric Motors

C.5.5.5 Discover Inspections

C.5.6 Vibration Analysis

C.5.6.1 Condition Monitoring

C.5.6.2 Vibration Analysis Certified Technician

C.5.6.3 Vibration Analysis Testing

C.5.7 Conveyance Systems

C.5.7.1 Consolidated Facility Services Plan for Conveyance Systems

C.5.7.2 Acceptable Quality Levels (AQLs) – Elevator Systems

C.5.8 Sanitary Sewer Systems

C.5.8.1 Operations

C.5.8.2 Backflow Prevention

C.5.8.3 Federal Codes, Regulations, and Standards

C.5.8.4 Acceptable Quality Level (AQLs) - Sanitary Sewer Systems

C.5.9 Custodial and Janitorial Services

C.5.10 Kitchen Systems and Equipment

C.5.10.1 Kitchen Hood Fire Suppression Equipment and Systems

C.5.10.2 Acceptable Quality Levels (AQLs) – Kitchen Systems and Equipment

C.5.11 Fuel Receiving, Storage, and Distribution

C.5.11.1 Fuel Testing

C.5.11.2 Fuel Delivery

C.5.11.3 Fuel Receiving Storage and Distribution Services

C.5.11.4 Storage Tanks and Distribution

C.5.11.5 Fuel Spill Mitigation and Remediation

C.5.11.6 Weekly Fuel Inventory Report

C.5.11.7 Fuel Tank Inventory

C.5.11.8 Metering and Calibration and Reporting

C.5.11.9 Acceptable Quality Levels (AQLs) – Fuel Receiving, Storage, and Distribution Services 47

C.5.12 Thermal and Moisture Protection

C.5.12.1 Acceptable Quality Levels (AQLs) - Thermal and Moisture Protection

C.5.13 Grounds Maintenance Basic

C.5.14 Integrated Pest Management (IPM)

C.5.15 Event Support, Setup, and Breakdown

C.5.16 Snow, Ice Removal and Control

C.5.17 Streets and Walks (Curbs, Gutters, and Paving)

C.5.17.1 Acceptable Quality Levels (AQLs) - Streets and Walks

C.5.18 Facility Structures and Parking Lots

C.5.19 Building Trades

C.5.19.1 Interior Spaces

C.5.19.2 Exteriors and Foundations

C.5.19.3 Painting

C.5.19.4 Painting Schedule/Frequency

C.5.19.5 Acceptable Quality Level (AQLs) – Building Trades

C.5.20 Utility Operations

C.5.20.1 Technical Assessment Capabilities

C.5.20.2 Site Profiles Record Sets and As-Built Drawings

C.6 CFS Environmental Health and Safety (EHS)

C.6.1 EHS Management System

C.6.2 Scheduling and Recordkeeping

C.6.3 Refrigerants

C.6.4 Air Quality Operating Permits

C.6.5 Underground and Aboveground Storage Tanks

C.6.6 Solid Waste Management

C.6.7 Polychlorinated Biphenyls (PCBs)

C.6.8 Facility Hazards

C.6.9 Workplace Safety and Health Program

C.6.10 Hazardous Materials

C.6.11 Energy and Water Conservation

C.6.12 Environmental Rebates

C.6.13 Green Purchasing Plan

C.6.14 Fire Protection, Suppression, and Life Safety Systems

C.6.14.1 Acceptable Quality Level (AQL) – Fire Protection Systems

C.7 CFS Preventive maintenance, follow on maintenance, cyclic maintenance, and system repairs .. 56

C.8 CFS Upgrades, Modifications or predicTIVE Replacements of Building Systems and Components57

C.9 CFS Assessment, Commissioning, and other Technical Support

C.10 CFS Optional Services

C.10.1 Cleared Escorts

C.10.2 Physical Security Maintenance

C.10.3 Recreational Facilities

C.10.4 Labor and Support Personnel

C.10.5 Lock and Key Lock-Out Services Labor, Lock and Key Repair Service

C.10.6 Commercial Kitchen Equipment Repair

C.10.7 Firing Range

C.10.8 Asbestos

C.10.8.1 Asbestos Support

C.11 CFS Miscellaneous Work

C.12 PgMO and CFS Provision of Personnel

C.12.1 List of Key Personnel

C.12.2 Staffing Plan

C.12.3 Qualifications of Key Personnel

C.12.4 Staff Assigned to CAA Space

C.12.5 Minimum Staffing

C.12.6 Government Right to Deny Access

C.12.7 Fitness for Duty

C.12.8 Consecutive Hour Limitation

C.12.9 Employee Turnover

C.12.10 Recovery of USG Property

C.12.11 Updated Employee List

C.12.12 Uniforms/Dress Code

C.12.13 Personal Protective Equipment (PPE)

C.12.14 Personnel Records

C.12.15 Training

C.12.16 DOS Rules of Conduct

C.12.17 Staff Augmentation

C.13 Modification to Services Under a Task Order

C.13.1 Addition of Services to Task Order

C.13.1.1 Inspection Report

C.13.1.2 Proposal

C.13.2 Modification of Service from Task Order

C.13.2.1 Demobilization Cost Proposal

C.13.2.2 Demobilization Activities

C.14 Government-Furnished Equipment (GFE)

C.14.1 Specialty Tools and Diagnostic Equipment

C.14.2 Vehicles

C.14.2.1 Vehicle Maintenance

C.14.2.2 Vehicle Turn Over

C.14.2.3 Fuel

C.14.3 Government Furnished Services

C.14.3.1 Information Technology

C.15 Contractor-Furnished Equipment, Spare Parts, and Materials

C.15.1 CFS Spare Parts and Expendables Inventory

C.15.2 Communication Devices

C.15.3 Turnover of Contractor Furnished Items

C.16 Contractor Supervision and Quality Control

C.16.1 Contractor Supervision

C.16.2 Quality Control (QC) Plan

C.16.3 Quality Control (QC) Report

C.17 Government Quality Assurance Surveillance Program

C.17.1 Performance Requirements

C.17.2 Acceptable Quality Level (AQL) Reports

C.17.3 Program Evaluations

C.17.4 Inspections

C.17.5 Incidents/Occurrences

C.17.6 Escalation and Remediation Process

C.17.7 Performance/Deductions

C.18 Meetings, Reports, and Deliverables

C.18.1 Routine Meetings

C.18.2 Monthly Operations Report

C.18.2.1 PgMO Contractor Report

C.18.2.2 CFS Contractor Report

C.18.3 CFS Tenant Satisfaction Survey Report

C.18.4 Annual Program Management Meeting

C.18.4.1 Meeting Agenda and Minutes

C.18.5 Deliverables

Performance Work Statement

C.1 BACKGROUND

The Bureau of Administration, Domestic Operations and Emergency Services (DOES), Managing Director for Real Property (RP), Office of Facility Management Services (A/DOES/RP/FMS) uses contractors to provide Consolidated Facility Services (CFS), Quality Control Quality Assurance (QA/QC) and specialized services - for its domestic portfolio. The IDIQ primarily focuses on the 15 owned and or delegated sites that the A bureau currently performs consolidated services for. Limited facility services preventative maintenance is required for some GSA federal or leased space to support DOS assets and equipment, and/or discreet delegated services, these requirements primarily occur in the NCR but may extend to sites nationwide. The level of effort required by each facility has historically varied depending upon the facility status and any inter-department agreements, and/or lease agreements. This level of effort will be detailed in the scope of work herein and subsequent Task Orders (TO) associated with the facility.

C.2 SCOPE

This Performance Work Statement (PWS) describes the required work listed below, - and the locations where they are to be performed. Properties include but are not limited to the facilities identified in Section J, Attachment 04 - List of Properties. This is a multiple award Indefinite Delivery Indefinite Quantity (IDIQ) contract. Task orders will be grouped by service type and location.

Services include but are not limited to:

1) Program Management Office operations (PgMO), to include QA/QC, Onboarding services support, Enterprise Resource Planning System (ERPS) support and optional specialized technical support in select areas.

2) Consolidated Facility Services (CFS) for the Department of State domestic portfolio, to include (A) facility operations services, preventative maintenance, and system/equipment repair services; (B) facility repair services; (C) minor facility alteration and renovation services; and (D) specialized technical support. The Contractor shall provide services and repairs as required to keep the entire built environment, including supporting infrastructure, in a condition to fully support DOS’s ongoing mission requirements. Preventive maintenance and system repairs include providing immediate services required to keep the facility operational for continued use and scheduled and unscheduled repairs identified by DOS.

The Government may add new services and/or new facilities for work relating to the operations, maintenance, and repair or upgrade of the DOS domestic facilities portfolio.

Upon award of individual task orders, the Contractor shall provide the level of service required to maintain and operate facility equipment and contractual requirements to ensure that the domestic portfolio aligns with

DOS’s operational and strategic objectives. Specific services and applicable properties will be identified in individual task orders. Task orders are expected to be issued as Firm-Fixed Price, Time and Materials, Performance-Based, or Hybrid orders where the Contractor shall be responsible for proficient, dependable, and cost-effective services based on Reliability Centered Maintenance (RCM) methodology, best industry practices, manufacturer’s recommendations, applicable codes and standards, and existing site conditions.

The Contractor shall utilize best practices and industry standards. If a question arises between the two, the most stringent will apply. It is also the expectation of the Government that the Contractor will use innovation, technological advances, and other means and methods to continually provide the most efficient and effective service while reducing environmental impacts and promoting sustainability, as able.

The Contractor shall follow all relevant applicable industry and consensus codes, Government regulations and guidance, DOS policy, EPA regulations and guidance, and written manufacturer’s recommendations in executing the services under task orders issued under this IDIQ contract. Furthermore, the Contractor shall follow RCM methods and best practices (see Section J, Attachment 05 - Reliability Centered Maintenance Manual) to maximize the life span, reliability, environmental sustainability, and operational efficiency of all applicable facilities, systems, and equipment while striving to minimize life-cycle costs. Please be advised that some of these services will require U.S. citizens to possess final Top-Secret clearances for Contractor personnel requiring access to restricted or core classified access areas (CAA). On a site-specific basis some of these services may require a Top-Secret SCI clearance for a limited number of personnel, where Top-Secret SCI clearance is required, this information will be specified at the Task Order level.

Refer to Section J as required. A list of attachments and relevant information can be found in Section J, Attachment 0 – Table of Contents. For a breakdown of definitions and acronyms / abbreviations please see Section J, Attachment 1 – Definitions and Attachment 02 – Acronyms and Abbreviations. Section J, Attachment 06 - List of Codes and Regulations, provides a list of codes, standards, and USG guidelines and requirements.

Except for the site CFS, RCM manuals, and USG publications, the Contractor is responsible for obtaining all referenced documents at their expense.

C.3 PROGRAM MANAGEMENT OFFICE (PGMO)

The PgMO Contractor shall establish a Program Management Office (PgMO) to provide management reporting and support the CORs with establishing and implementing guidelines to provide a governance framework for the CFS Contractor(s). The PgMO's primary function is to provide data analysis, collection and reporting support to the COR. They will support all A/DOES/FMS CORs, building managers and stakeholders. The PgMO does NOT have any direct oversight or evaluation responsibilities for the CFS contractor's performance. The central presence of the PgMO shall reside within the National Capital Region. The Contractor may be required to provide services at any site within the USG domestic portfolio to include sites outside of the national capital region. Where it is in the best interests of the USGOV situational telework may be approved at the discretion of the COR. Existing contractor program management support at remote sites may be rolled into this effort.

The Program Management Office (PgMO) will be a standalone Task order excluded from performing services provided under Consolidated Facility Services (CFS) Task Orders. The PgMO vendor must not have financial ties to vendors performing CFS services under this contract. The awardee for the PgMO portion shall be excluded from any work covered under CFS task orders. Upon award of a task order under this IDIQ contract, the contractor shall provide the expertise for all requirements specified in Section C.3. The government shall request appropriate optional pricing on PgMO optional services to transition to the overall PgMO task order.

These optional services shall depend on availability of funding and US government needs. This office shall assist with quality assurance, compliance, communication with DOS stakeholders, shall work with building managers to update or develop any required preventative maintenance (PM) manuals based on industry best practice (PM), identifying required guidelines, and ensuring adherence to all policies and procedures. The PgMO shall assist the COR with the identification, tracking, and monitoring of government furnished equipment and assets within the entire FMS portfolio. The PgMO shall provide direct support to the Contracting Officer Representative, Facility/Building Managers and other FMS stakeholders as appropriate, by ensuring that all work activities are performed in a timely and cost-effective manner while maintaining the highest quality of performance. The PgMO shall support FMS to determine CFS prioritization based on strategic alignment, resource constraint, and mission urgency.

The PgMO shall directly support the COR to advise the program office of overall condition of owned or leased facilities and their assets. The PgMO will support the COR with cost benefit analysis to determine potential cost savings by reallocation/realignment of resources to facilities based on government needs and mission objectives. In performance of this task order, occasional travel to locations outside the greater Washington, DC metropolitan area may be required.

The PgMO shall support FMS in specialized technical areas, support the COR with the enforcement of quality management and adherence to all regulations, industry standards, best practices and laws. Specialized technical areas may include, but are not limited to:

C.3.1 Quality Assurance/Quality Control (QA/QC) This office shall support FMS by reviewing the Quality Assurance Surveillance Plan (QASP) and helping to identify the Key Performance Indicators (KPI) in each facility and generating the Acceptable Quality Limits (AQL) charts to measure performance. The AQL’s will be scored on the performance matrix by the COR to derive a Contractor Performance Assessment Reporting (CPAR) score each month. The average over twelve (12) months will determine the annual CPAR rating for the CFS Contractor. The AQL review each month will be passed to the Building/Facility Manager (BM/FM) whereby, they can review with the CFS Contractor. This score will be uploaded into the Enterprise Resource Planning System (ERPS) reporting system as part of a permanent record.

The QASP program must be reviewed with the CFS Contractor each month. Doing so will allow the Contractor to identify strong and weak areas of performance and adjust their resource allocation accordingly. The PgMO shall be responsible for supporting FMS with the routine evaluation of CFS contractors’ environmental, health, and safety performance.

In addition, PgMO will perform Efficiency Analysis based on the CFS contractor’s manpower by trade, PM’s and unscheduled work orders due each month, available man-hours, and hours logged against each work order.

This report will identify the ability of the technicians, staffing levels, and provide data for trend analysis of the CFS operation. This data and analysis must be included in the monthly report. (Please reference Section J, Attachment 14 – Deliverables Matrix)

The PgMO shall provide direct support to the Contracting Officer Representative (COR), Facility/Building Managers and other FMS stakeholders as appropriate. The PgMO will assist with ensuring that all work activities are performed, maintaining the highest quality of performance with quality assurance, compliance, and communication with DOS stakeholders. PgMO will assist the Facilities/Building Manager with developing required program plans, identifying required guidelines, and ensuring adherence to all policies and procedures.

USGOV does not currently have a template for a data management plan. The PgMO contractor shall provide a draft data management plan for input and approval by the COR. This template will be developed concurrently to CFS TOs being awarded. The data management plan must ensure strong metric-based reporting on all CFS work within the DOS domestic portfolio. The PgMO shall support FMS to determine CFS prioritization based on strategic alignment, resource constraint, and mission urgency.

C.3.2 Onboarding Services The PgMO shall support the COR with the onboarding and access requirements for CFS contractors. This shall include but is not limited to scheduling of Visitor Access Request (VAR) appointments, site specific facility access requirements, and system access requests as needed.

C.3.3 Enterprise Resource Planning System (ERPS) The PgMO Contractor will utilize the ERPS system to monitor and report performance of CFS providers working throughout the DOS domestic portfolio. Where deficiencies in the ERPS system make reporting difficult; to include input of required data, the Contractor will work with their COR and other FMS stakeholders to address these deficiencies and provide clear guidance on reporting requirements. The PgMO Contractor will provide corrections and updates to the Preventative Maintenance (PM) requirements and/or schedule. The PgMO Contractor will coordinate with the COR, Building Manager and FMS Stakeholders to update PM requirements to meet or exceed industry standard and manufacturer recommendations. As part of this, the PgMO Contractor shall provide data improvement plans and suggested pathways to data accuracy as part of their monthly reporting.

The PgMO Contractor shall maximize use of the provided ERPS application to its fullest capability and seek opportunities to leverage the application to improve DOS and contractor business practices.

The USG will provide access to all tools needed to perform this task, including the software and computers connected to the Government’s Local Area Network (LAN). All PgMO Contractor employees shall have a Moderate Risk Public Trust (MRPT) investigation prior to access to ERPS or any Government LAN or OpenNet Access, in accordance with Contract Section H.3.2. The Contractor is advised that there is no expectation of privacy when using the USG-provided ERPS, LAN, or OpenNet. Refer to Section J, Attachment 03 - MRPT Processing Procedures.

C.3.4 PgMO Optional Services On a site-specific basis these services may be required under the PgMO TO. Where services are currently provided under existing contracts the Government reserves the right to transition these services onto the PgMO TO at a later date.

C.3.4.1 Specialized Services On an as needed basis, the PgMO will provide specialized support that provides tailored services and solutions designed to meet the unique needs of different facilities. The range of support services can span from a single asset within a facility or leased space to handling complex maintenance support within a specialized finite/limited timeframe for initiatives. Specific areas of support include, but are not limited to:

Make Ready Maintenance for Specialized Minor Interior Alterations and Repairs to Meet Functional Space Requirements.

The Contractor shall perform make ready maintenance activities required to restore a space or make it suitable for occupancy. Services may include, but are not limited to, clean/ patch carpet, repair walls paint/patch, adjust electrical, mechanical, or fire protection for general code compliance. Scope should be below prospectus thresholds and not require comprehensive design. At the request of the CO/COR the Contractor shall perform minor interior alterations and repairs to meet the functional space requirements of a facility and ensure compliance with current code conditions and building standards. The Contractor shall perform work identified as necessary for the continued operation of the facility scheduled or unscheduled.

Scheduled and unscheduled specialized minor interior alterations or repair work must be approved by all parties involved; the Contractor shall not perform any additional work without authorization from the CO.

C.3.4.1.1 Specialized Technical Assessment Services As required by the CO/COR the contractor shall provide technical assessment for repairs, facility alterations, renovations, and decommissioning plans. Examples include but are not limited to; load calculations, civil structural engineering, electrical engineering surveys to determine amount of power that is needed to support a site, calculation of ventilation, cooling and heating needs for a designated site.

C.3.4.1.2 Optimizing Facility Function, Safety, and Efficiency

• Building decontamination services, such as chemical, biological, or radiological contamination.

• Building restoration services for water intrusion events.

• Spill response or other environmental mitigation services.

• Sampling, testing, and analysis of water, soil, or other media for characterization.

• Specialized risk assessment/management services, such as mail safety, fleet safety, continuity of operations planning, etc.

• Root-cause accident/incident investigations, such as fatality investigations, fire or sprinkler accidents, battery or electrical system failures, hazardous materials spills, etc.

• Highly specialized construction safety issues, such as crane safety, structural assessments, commissioning of critical systems, HAZMAT abatement, etc.

• Registered Sanitarian services for kitchens, cafeterias, and other sanitation issues.

• Energy audits and cost/benefit analysis.

• Services of a Licensed Professional Fire Protection Engineer to serve as subject matter expert.

• Civil, mechanical, and electrical engineering support.

• Air quality control specialist support.

• Ergonomics specialist support.

• Review renovation, modification, and demolition plans for potential health and safety issues, and long-term cost benefit, and feasibility and analytical studies.

• Storage tank management support and training.

• Confined space reviews.

• Evaluating developing technologies.

• Mail safety.

• Developing and providing training programs.

• Provide specialized support for Compliance Management to ensure adherence to industry-specific regulations, including, but not limited to healthcare, environmental, safety, energy management energy efficiency initiatives, monitoring, and reporting.

• Support the COR in the management all aspects of the Department’s fuel management program including the Federal Certified Underground Storage Tank Operator Program, permitting requirements, Fuel System Compliance Assessments, Fuel System Technical Support and Training, and AST/UST upgrades. Note: USGOV will provide an outline of site-specific fuel management programs at the TO level

C.3.4.2 Automated External Defibrillator (AED) The Contractor shall provide comprehensive Automated External Defibrillator (AED) program management services, including providing any required additional LIFEPAK CR2 AEDs, automatic replenishment of consumable supplies, training, and all required recordkeeping in accordance with the guidelines developed by the Department of Health and Human Services (HHS) and the General Services Administration (GSA).

The Contractor shall keep new and existing AEDs in proper operating order that shall include all the elements identified within the task order scope of work. Any new AED units purchased for use in DOS facilities must be 5Ghz Wi-Fi-compatible.

The Contractor shall provide medical oversight by a licensed physician in the jurisdiction where the AEDs reside, facility assessments to determine the appropriate number and placement of AEDs, and Federal and local registration with emergency medical services (EMS) and public safety access points (PSAPs). The Contractor will also provide cabinets, consumable supplies (batteries and electrodes), and other related equipment for new and existing AEDs.

The Contractor shall provide both CPR and AED training. The Contractor shall conduct this training for Department personnel and Contractors, so the Department has an adequate number of trained and certified responders qualified to use the AEDs. The training shall meet the American Heart Association's Heart saver CPR AED Program. In addition, the Contractor shall provide quarterly skills refresher training by conducting emergency scenario drills using interactive, validated, web-based computer training. This training must test the skills of the AED volunteers, be based on the LIFEPAK CR 2 AED and LIFEPAK CR Plus and record the results of the training.

The Contractor shall provide post-event support including: providing a trained service engineer to inspect and test the AED, replenish supplies, and place the AED back in service; downloading patient data and transferring the data to appropriate medical personnel consistent with HIPAA guidelines; having a Medical Director conduct a clinical review of the event; reporting the event to the physician overseeing the Department's program and local authorities as required; and, providing optional post-event counseling. The AED includes information about the heart rhythm, shock delivered, AED performance, effectiveness of the AED response, the PgMO contractor should be certain the Medical Director is duly qualified to serve in such a capacity.

C.3.4.3 Compliance with Sustainability Regulations and Executive Orders The U.S. Department of State is committed to enhancing cost-efficiency through sustainability and environmental compliance. The PgMO shall support FMS by monitoring, reporting, and consulting on all efforts to reduce costs by limiting the environmental impacts of facility management and compliance. The Contractor is responsible for adhering to all regulations, guidelines and applying best practices to reduce environmental impacts and fir conducting assessments to confirm. Contractors shall prioritize the use of environmentally friendly and sustainable materials where feasible in accordance with industry best practice. Contractor shall adhere to all laws, regulations & executive orders that are in effect at the beginning of the Period of Performance. If new regulations or executive orders materially change the contract, then the contractor shall notify the CO immediately. Where requested the PgMO shall support FMS in assessing building systems against sustainable building standards, regulations and executive orders and other federal statutes, identifying areas for improvement to promote long-term sustainability and cost reduction. The Contractor shall include all sustainability efforts in their monthly reports and where feasible track metrics using the ERPS system. For all reporting, studies, and assessments the Contractor will adhere to guidelines, templates and reporting requirements provided by the COR and/or A/DOES/RP/FMS/Safety Branch SME(s).

C.3.4.4 Environmental Stewardship and Best Practice The Contractor will be responsible for facility compliance audits and analysis in support of the National Environmental Policy Act (NEPA), and all other Federal, state, and local environmental regulations. This includes but is not limited to fulfilling and supporting FMS with reporting requirements, data gathering, and identifying and reporting instances of non-compliance, the development of corrective action recommendations and associated cost estimates. This work will be undertaken in conjunction with the COR, Building Manager and the Facility and Safety Programs Division (FSPD).

The Contractor will be responsible for technical support and training for environmental compliance and sustainability to include, but not limited to, environmental regulatory compliance, and the assessment of developing and emerging technologies.

The contractor will be responsible for technical support and data gathering and management for waste disposal programs to include solid waste management, recycling, composting, and hazardous material disposal.

These services may be required at any of the Department’s 157+ domestically owned, operated or leased facilities throughout the United States.

Refer to Section J, Attachment 16 - Environmental Health and Safety

C.3.4.5 Energy/Water Conservation and Building Efficiency Engineering Services The contractor is responsible for providing energy/water conservation and building efficiency engineering services. Services are to be provided by a qualified Smart Building Technology Specialist/HVAC Controls/Energy Engineer and include, but are not limited to:

• Provide subject matter expert guidance/recommendations on design, programing, commissioning, and troubleshooting commercial building heating, ventilating, and air conditioning (HVAC) direct digital controls (DDC) systems.

• Providing subject matter expertise and technical guidance on efficiency and conservation for FMS and stakeholder initiatives. This includes, but is not limited to; installation, calibration, troubleshooting and operation of BAS systems, HVAC systems, and utility meters.

• Evaluating data and developing associated Energy Conservation Measures (ECMs) to improve facility operation and energy efficiency. Manipulating data for use by Building managers and facility operators.

• Reviewing proposed new BAS systems, including FMS and stakeholder agencies construction projects to ensure compliance with all relevant Department of State policy and directives.

• Developing policies for managing the installation, operation, and maintenance of facilities- related controls, meters, and BAS systems.

• Developing procurement language for the purchase and installation of facilities-related controls, meters, and BAS systems.

• Periodically assessing installed systems to document compliance with the latest BAS and ICS cyber security countermeasures.

C.3.4.6 Occupational Health and Safety The PgMO shall be responsible for advising and supporting FMS with industrial hygiene, safety, and risk management issues. This will include conducting assessment, testing, reporting, and abatement recommendations in support of FMS’ ongoing mission requirements.

Refer to Section J, Attachment 16 - Environmental Health and Safety. Areas of PgMO responsibility include, but are not limited to:

C.3.4.6.1 Safety Review, Analysis and Assessment Contractor will provide the following safety review, analysis and assessment services, to include but not limited to:

• Construction and facilities maintenance safety and reviews.

• Risk Management Services

• Working aloft and fall protection

• Electrical safety, including NFPA 70E requirements

• Job hazard analyses

• Fleet and motor vehicle safety

• Warehouse safety

• Accident reporting and investigation

• Firing range health and safety

• Occupational Safety Health Administration (OSHA) Voluntary Protection Program (VPP) Support

• Preparing Safety Newsletter Articles

• Materials Handling/Powered Industrial Vehicles

• Lockout/Tagout

C.3.4.6.2 Occupational Exposure Contractor will provide the following occupational exposure review, analysis and assessment services, to include but not limited to:

• Hazardous noise

• Indoor air quality surveys, mold assessments, and investigations

• Air Monitoring Services

• Ionizing and Non-ionizing Radiation

• Bloodborne Pathogens

• Ventilation surveys and assessments

C.3.4.6.3 Technical Support and Guidance Contractor will provide the following support and guidance services, to include but not limited to:

• Personal Protection Equipment (PPE) selection and evaluation. These include but are not limited to selection and evaluation that would be performed as part of any hazard assessment, job hazard analysis development, etc., where required. This is not specific to CFS personnel, and may also be required for DOS employees, personal services contractors, etc. as needed based on hazards.

• Developing and delivering Employee Health and Safety training

• Field instrumentation selection, use and limitations

• Conducting office and warehouse ergonomics assessments

• Laboratory services include, but are not limited to, industrial hygiene and environmental analyses for a variety of air, water, solid/particulate contaminants (metals, volatile organic compounds, aldehydes, nuisance dust, silica, molds, petroleum, and other chemicals/contaminants on OSHA, EPA, and NIOSH lists). Selected laboratories must demonstrate proficiency in appropriate proficiency analytical testing (PAT) program for the contaminants being analyzed.

C.3.4.6.4 EHS Project Management Contractor will support FMS with the management of employee health and safety programs, to include but not limited to:

• Identifying, monitoring and providing corrective action recommendations for industrial hygiene safety issues encountered at domestic DOS facilities.

• Developing, enhancing, and modifying work processes and procedures regarding equipment, operations, and protective devices to minimize injury to employees and contractors and protect Department property.

o Reviewing construction and demolition plans for potential health and safety issues and reviewing contractor safety plans using ERPS software.

• Managing the Department’s domestic ergonomics program and supporting the Department’s reasonable accommodations program and ADA program. The contractor's responsibilities regarding the Department's Reasonable Accommodation and ADA programs include providing Subject Matter Expert (SME) guidance and support. The role is advisory in nature which includes identifying potential deficiencies; recommendations and improvement strategies; providing technical expertise and guidance and preparing reports.

Refer to Section J, Attachment 16 – Environmental Health and Safety

C.3.4.6.5 EHS Program Support The PgMO shall support the COR and FMS stakeholders with the development, implementation, and management of EHS auditing programs, management systems and recognition programs. This includes but is not limited to.

• Managing FMS EHS-management systems and recognition programs.

• Conducting EHS audits, providing EHS training, developing recordkeeping requirements, completing all OSHA

Voluntary Protection Program (VPP) application materials, and preparing annual self-evaluation reports for VPP sites.

• Conducting hazard assessments, industrial hygiene and safety services, training, and outreach support to DOS sites. These services would be conducted on an as-needed basis to selected sites as determined by the Facility & Safety Program division located in Washington, DC. The government does not envision contractor personnel to be stationed as each site or even regionally. This shall be site specific and defined in greater detail as the task order level. Updating the FMS website content using SharePoint to ensure information is available, current and accessible.

• Working with the COR, Facility/Building managers and A&E firms, preparing application materials, developing recordkeeping requirements, providing training, and completing all required reports for Green Globes/LEED projects. PGMO shall have the ability to resource required A/E capabilities and/or SMEs to run analysis as requested by the COR.

Refer to Section J, Attachment 16 – Environmental Health and Safety

C.3.5 PgMO Program Management Plan The Contractor shall develop and implement a Program Management Plan (PMP) that aligns with the goals of the USGOV. The PMP shall describe how the Contractor will provide an overall approach to plan, monitor, control, assess performance, manage risk, establish continuous communications, and apply techniques for continuous improvements and environmental sustainability.

The PMP shall include a requirements matrix and schedule for transition period and an annual review of the PMP at each option year to be signed off by the COR. The Contractor shall update the PMP as needed. If the task order is modified to add or delete requirements, the contractor shall submit the revised PMP to the Contracting Officer Representative (COR), Building Managers (BM) and Contracting Officer for approval.

The Contractor shall provide a DRAFT PMP to the Contracting Officer (CO), COR and BM, ten (10) calendar days after the task order award for review and shall submit a final plan sixty (60) calendar days after the task order award for USG approval.

Refer to Section J, Attachment 09 – Program Management Plan Template, for an outline of the minimum required elements to be included in this PMP.

C.4 CONSOLIDATED FACILITY SERVICES

The Consolidated Facility Services (CFS) Contractor shall provide all management, supervision, and administrative support to include labor, logistics, training, transportation, materials, supplies, repair parts, tools, and new equipment to ensure their employees provide the CFS services for operation, maintenance and repair of all facilities at the USG-specified properties as specified in individual task orders (see Attachment 15 – CFS Services Matrix).

Upon award of a task order under this IDIQ contract, the contractor shall meet all the general requirements specified in this PWS. The Contractor shall follow all applicable industry codes, regulations, and Government requirements, including but not limited to U.S. Federal codes and regulations, DOS policies, and Safety, Health, and Environmental Management Standards and Regulations. The Contractor’s CFS Plan, once accepted by the USG, represents the means and methods by which the Contractor will meet all quality, performance, technical, service, and occupational safety standards required by task orders issued under this IDIQ contract.

The U.S. Department of State is committed to enhancing sustainability and environmental responsibility. CFS Contractors are responsible for adhering to all Federal, State & Local standards for sustainability and environmental compliance standards this includes Department policies and executive orders in effect at the beginning of the performance period. Contractors shall comply with all Federal, local & state standards in accordance with industry best practice. The Contractor shall include all sustainability efforts in their monthly reports and where feasible track sustainability metrics using the ERPS system. For all sustainability reporting, studies, and assessments the Contractor will adhere to guidelines, templates and reporting requirements provided by the COR and/or A/DOES/RP/FMS/Safety Branch SME(s).

The United States Government (USG) has set in place a system to measure Consolidated Facility Services performance, and quality of service. This is the Quality Assurance and Surveillance Plan (QASP) for all requested services. The COR identifies Key Performance Indicators (KPI), for the specific operation. Based on the selection, charts “Acceptable Quality Limits (AQL’s)” will be constructed to measure performance in each of the categories. Performance matrix will be created to score each category monthly. Each month the scores are tabulated for an overall performance rating. This process identifies the areas of weakness and strengths in the operations and maintenance program. The average score over twelve months will be the basis of the annual CPAR review. The KPI’s and AQL’s are a living document that is modified to be site-specific.

Refer to Section J, Attachment 06 - List of Codes and Regulations

C.4.1 Required Offices C.4.1.1 Operations Management Office (OMO)

The Contractor shall assemble an Operations Management Office (OMO) led by an Operations Manager. The Operations Manager shall engage in the day-to-day operation of CFS. This responsibility includes investigating problems with his trade supervisors, formulating a solution, and working with the QA/QC department to ensure work orders and Preventative Maintenance work orders (PM) are completed on time. The Operations Manager shall follow up on work orders on hold for parts or materials to ensure they are not overlooked in the performance of the job, hold planning sessions on critical equipment repairs, schedule outages well in advance, and submit the planned outage schedule and list of effected offices to COR for approval. The Operations Manager shall ensure their staff is competent and qualified for the job and provide continuing education for Contractor personnel.

C.4.2 Required Plans C.4.2.1 CFS Program Management Plan (PMP)

The Contractor shall develop and implement a Program Management Plan (PMP) that aligns with the goals of the USGOV. The PMP shall describe how the Contractor will provide an overall approach to plan, monitor, control, assess performance, manage risk, establish continuous communications, and apply techniques for continuous improvements and environmental sustainability.

The PMP shall include a requirements matrix and schedule for transition period and an annual review of the PMP at each option year to signed off by the COR. The Contractor shall update the PMP as needed. If the task order is modified to add or delete requirements, the contractor shall submit the revised PMP to the Contracting Officer Representative (COR), Building Managers (BM) and Contracting Officer for approval.

The Contractor shall provide a DRAFT PMP to the Contracting Officer (CO), COR and BM, ten (10) calendar days after the task order award for review and shall submit a final plan sixty (60) calendar days after the task order award for USG approval.

Refer to Section J, Attachment 09 – Program Management Plan Template, for an outline of the minimum required elements to be included in this PMP.

C.4.2.2 Consolidated Facility Services (CFS) Plan The Contractor shall provide a CFS Plan based on current Facilities Management Services (FMS) maintenance guidance, policies, and Standard Operating Procedures (SOPs). The CFS Plan will align with methodologies detailed in Section J, Attachment 05 - Reliability Centered Maintenance Manual and this PWS for maintaining long-term operations of each facility and system such that all components and equipment should reach their maximum facility and equipment reliability while minimizing life-cycle costs.

The Contractor shall provide a DRAFT CFS Plan to the Contracting Officer (CO), Contracting Officer Representative (COR), and Building Manager for review thirty (30) calendar days after task order award for approval forty-five (45) calendar days after task order award.

Refer to Section J, Attachment 10 - CFS Plan Template, for an outline of the minimum required elements to be included in this CFS Plan and Section J, Attachment 05 - Reliability Centered Maintenance Manual.

C.4.2.3 Consolidated Facility Services Plan in ERPS The Contractor shall integrate details of its CFS Plan into the current version of the USG-provided Enterprise Resource Planning System (ERPS) within sixty (60) calendar days of CO approval of the final plan. See Section J, Attachment 14 – Deliverables Matrix. This integration shall consist of adjustments to the Enterprise Resource Planning System (ERPS) equipment inventory/asset registry, including classification, attributes, and nameplate details; job plans; maintenance activities, including preventive maintenance and routes; and ERPS workflows, including approvals, asset and maintenance priorities, and work management. The integration of the CFS Plan into the ERPS shall reflect:

• The appropriate maintenance strategy based upon the desired performance of the equipment, facility, or site.

• The required level of service necessary to deliver that performance result.

• The criticality of the equipment, facility, or site.

• The anticipated risk reduction of any maintenance actions.

C.4.2.4 Quality Control Plan (QCP) The Contractor shall develop and implement a Quality Control Plan (QCP).

The QCP shall describe how the Contractor will ensure the quality of all services provided under this Contract and include methodologies the Contractor intends to employ to ensure the required services' quality, accuracy, and completeness. The QCP shall track all training certification, license, and continuing education requirements for all trades. The QC/QA manager shall be assigned as part of key personnel.

The Contractor shall submit a DRAFT QCP to the CO, COR, and the Building Manager ten (10) calendar days after the task order award and the final QCP for approval thirty (30) calendar days after the task order Award.

See Section J, Attachment 14 – Deliverables Matrix.

C.4.2.5 Cost Control Plan (CCP) The Contractor shall develop and implement a CCP. The CCP shall describe how the Contractor will ensure costs are monitored and controlled for reimbursement of CFS items and services provided under this Contract. The CCP will ensure that reimbursements for work done above the deductibles are properly administered.

Deductibles are Task Order specific.

The CCP shall include methodologies ensuring fixed price, labor hours and reimbursable costs are segregated and tracked at an IDIQ level for reasonableness, allowability, and allocability. It shall also address how the Contractor will monitor, control, and reduce costs over time on reimbursement of equipment, supplies, materials, and subcontract(s) by the increased use and purchase from the local labor and supply markets.

The Contractor shall submit the CCP to the CO and the COR within thirty (30) days after the task order award.

See Section J, Attachment 14 – Deliverables Matrix.

C.4.2.6 Occupational Safety and Health Plan The Contractor shall develop and implement a site-specific Occupational Safety and Health Plan. The plan shall address compliance with all U.S. codes, regulations, guidelines, and requirements. Occupational Safety and Health Plan addressing applicable components of 29 CFR 1910, 29 CFR 1926, EM385-1-1, and OSHA 40-hour HAZWOPER. See Section J, Attachment 06 - List of Codes and Regulations.

The Contractor shall submit a DRAFT Safety Plan to the CO and the COR thirty (30) calendar days after task order award for review and acceptance. The Contractor shall submit the final plan ninety (90) calendar days after the task order award. The Contractor shall distribute the Safety Plan as needed and use it as part of the training for all Contractor personnel arriving at a facility. See Section J, Attachment 14 – Deliverables Matrix.

The Contractor shall update the plan and submit for…