2.0 PWS Base Year Autoclaves & Cagewashers Service Contract 6-1-2023.docx

USDA Performance Work Statement – Chiller & Cooling Tower Maintenance and Repair Services

Performance Work Statement Prepared By U.S. Department of Agriculture (USDA), Agricultural Research Service (ARS), Beltsville Agricultural Research Center (BARC), Facilities Service Engineering and Construction Branch 10300 Baltimore Avenue, Building 436A, BARC-East Beltsville, MD 20705-2350 For Preventative Maintenance, Inspections and Repair Services on Autoclaves & Cage Washers Throughout Beltsville Agricultural Research Center Base Year

Date June 1, 2023

SECTION 1 GENERAL INFORMATION

1.0 Background & Description of Requirement

The Agricultural Research Service (ARS) is the U.S. Department of Agriculture’s (USDA) chief scientific in-house research agency. The primary mission is to find solutions to agricultural problems that affect Americans, from field to table. The Beltsville Agricultural Research Center (BARC) is a component of ARS and conducts research related to the production and protection of plants and animals as well as research to protect our natural resources. In addition, the Center provides support services for facilities, research support and administration to three units that make up the Beltsville Area.

Autoclave & Cage washer preventative maintenance, inspections and repair services are required throughout the BARC campus to ensure adequate decontamination of glassware for various buildings on campus. BARC intends to issue a firm-fixed price contract with an IDIQ component for the issuance of task orders. The contract will have a base year and four (4) consecutive option years.

1.1 Miscellaneous Information

A. Demolition - The vendor shall remove and dispose of Government property, all items indicated as TO BE REMOVED. Such items become the property of the contractor and shall be loaded, transported per applicable DOT regulations, and disposed of at approved landfills.

B. Field Verification - The contractor is responsible for field verification of all measurements, quantities, and field conditions prior to commencing work.

C. Staging - All equipment, supplies and materials for this contract shall be stored in the work area at the contractor’s risk. The buildings and grounds at BARC will be secured at the end of each day by BARC Security. The security at BARC is marginal; therefore, BARC is not responsible for any of the contractor's stored material, equipment, either inside or outside the building at any time.

D. Scheduling - A period of 5 calendar days shall be allotted for the submittal, review, re-submittal process. The contractor shall submit a copy of his proposed schedule to the Contracting Officer’s Representative (COR) for approval. Prior to performing the annual safety inspection, preventive maintenance (performed every ¼) and testing, the Contractor shall submit a written schedule based on the attached Schedule 'A' - Autoclave Inventory Inspections Timeline Base Yr 5-18-23. The schedule shall indicate which building autoclave or cage washer will be inspected, tested, and maintained. This schedule shall indicate dates on which each unit will be inspected, tested, and maintained. This schedule shall be subject to approval by the COR.

E. Coordination - The contractor shall coordinate with the COR, with adequate notice, all work which will require an inconvenience or work stoppage to Government personnel due to noise, dust, extreme temperatures, or interruption in utilities. The contractor shall provide dust protection as required to ensure the delicate scientific equipment housed in this building is not damaged. The Contractor shall be responsible for all damages occurring to Government or surrounding facilities, grounds, equipment and furnishings, personal property, vehicles, or any other articles damaged because of the Contractor’s employee’s activities, vehicles, chemicals, etc. while performing work under this Contract. Any such Damages shall be repaired/ restored/ replaced to the before damage status.

F. Vehicle Permits & Identification Badges - The Contractor is required to obtain vehicle permits and identification badges prior to the start of performance. The contractor shall fill out the AD-1197 Request for USDA ID Badge and the Proximity Card/ Security Code Request Forms. The OF306, Person Model PII, & Proximity Request forms shall be filled out and returned to and returned to building 426A for upload into the system along with a current resume. All long-term contractors that require unsupervised access shall be fingerprinted and background checked by the government. These items must be submitted to the COR in Building 426A, BARC-East, Beltsville, Maryland. The contractor shall provide these forms to the Security Offices in building 003 rooms 215 or 401. The Contractor must return all vehicle permits and identification badges prior to the release of final payment.

G. Quality Assurance - All Contractor performance will be monitored and inspected by the COR or an authorized Government alternate representative in accordance with the Government’s Quality Assurance Service Plan (QASP). All work shall be performed in accordance with this Performance Work Statement and BARC Special Conditions, all appropriate National Fire Protection Association Codes and Standards, and all other applicable codes, standards, regulations, and recognized work practices.

H. Regulatory Controls - All Contractor work shall be performed in accordance with all federal, state and local regulations as well as all applicable local building codes, construction standards and codes, Americans with Disabilities Act, local and state traffic codes, Maryland Department of the Environment, the Maryland Highway Specifications and the Maryland Department of the Environment Regulations concerning the Clean Water Act. In the event of conflict, the most stringent regulation shall prevail.

I. Normal & Emergency Hours of Service

1. Normal business hours are defined as Monday through Friday 7:00 AM until 4:00 PM EST. The Contractor shall not perform services on Government scheduled holidays and/or weekends unless it is an emergency or urgent.

2. Emergency Response Team: In the event any services, within the identified priority levels below, required during normal business hours, the COR or a designated alternate representative will place a call to the Contractor. The Contractor should have a dedicated emergency response team on call to respond, within the time specified below, to resolve and reset needs during these times.

a. Priority 1 (EMERGENCY) is defined as work requires immediate action essential for the protection of critical equipment, facilities, environmental conditions, health, safety, security, ongoing experiments and research programs, or the prevention of damage to property. The Contractor shall immediately (within 4 hours) notify the Government with a corrective action plan which shall be initiated and pursued on continuous basis until permanent repairs are completed. For this requirement, this is any situation where an autoclave or cage washer goes into an active alarm or signal, during or outside normal business working hours as defined above.

b. Priority 2 (URGENT) is defined as work shall be attended to within one workday, and be completed within five working days, unless otherwise directed by the CO/COR. At a minimum, fifty percent of the work requests shall be completed within one working day (24 hours) of receipt. For this requirement, this is any situation where an autoclave or cage washer goes into trouble alarm or signal, during or outside normal business working hours as defined above.

J. Corrective Maintenance - Corrective Maintenance tasks (CM) are actions necessary to remediate Contractor or Government discovered deficiencies. Response to CM tasks shall be per PWS 1.4(I). The Contractor shall maintain accurate records as outlined in Section 3: Performance Requirements of this document.

K. Procurement of Replacement Equipment/ Parts/ Labor - The Contractor shall be responsible for all replacement parts and/or equipment up to US$2,500.00. The contractor will bear all cost pertaining to labor for any repair to any autoclave or cage washer located on BARC Campus. In the event equipment and/or parts needed are over this amount, the Contractor shall obtain three competitive quotes and use the lowest priced quote. All quotes shall be sent to the COR and CO for review and approval prior to purchasing any equipment and/or parts. In the event three quotes are unobtainable or the lowest priced quote is not recommended for consideration, the Contractor shall document the circumstances in the form of a written justification.

1.2 Performance Work Statement

Autoclaves & Cage Washers

In accordance with this contract, the contractor shall supply all labor (qualified personnel with submitted documentation of licenses), materials, equipment, tools, transportation, and supervision to perform preventative maintenance, annual certifications and repairs on enclosed listing of unfired pressure vessels and cage washers. Unfired Pressure Vessels are classified as autoclaves, sterilizers, and kilns. The inventory list of equipment specifies applicable building location, room number, type of equipment, model, and serial number. This list shall be part of this package provided to the contractor by the government. The number of equipment associated with this list may vary at any time. Contractor shall report any of the listed equipment not located, missing, replaced, or obsolete. Contractor is required to correctly upgrade this list as often as necessary to ensure that accurate inventory is maintained always and shall provide upgraded list to the CO or COR at least each quarter or when requested. The list shall be classified as "Schedule A". The contractor shall provide a bid for one (1) Base year per the attached spreadsheet (Schedule 'A' - Autoclave Inventory Inspections Timeline Base Yr 5-18-23). There are now 49 autoclave units and 2 cage washers for the current fiscal year. The contractor shall provide a QR code on each unit to scan to for access to inspection reports (PM & Safety inspections. The QR code shall be provided digitally for each unit and physically located on each unit for all to access easily. The digital code shall be labelled as such Bldg # Rm# Bar Code Type of inspection & Date (ie. Bldg 001 Rm024 BC#001-831 SI 8-1-2023).

1.3 Period of Performance

Base Year November 1, 2023 through October 31, 2024

If exercised, the period of performance for the following option years are as follows:

1.4 Contractor Personnel

· In the performance of services, the Contractor shall use factory-trained technicians who specialize in autoclave & cage washer maintenance and repair services.

· The contractor's technician qualifications shall be a master plumber or certified in unfired pressure vessels, with experience in working with unfired pressure vessels.

· The technician shall have a minimum of 5 years’ experience in servicing, repairing, replacing and maintaining unfired pressure vessels for the length of the contract. If an alternate is required, then the alternate shall have the same qualifications.

· The contractor shall wear uniforms that are clearly marked with the company logo/name and vehicles must have a company name clearly labeled on the sides.

SECTION 2 Contractor-Furnished Items and Services

2.0 Contractor Furnished Items

The Contractor shall provide all personnel, specialized tools, equipment, approved materials, supplies, safety items, transportation in the performance of this contract.

2.1 Contractor Services

Emergency Support Team- Provide an emergency response team to respond to alarms. Team will diagnose and properly resolve the alarm source and reset the alarms. Team will be on call 24 hours per day 7 days a week, continuously.

Supplemental Expertise Services – Submit needed outside expert subcontractor (for example, fire pump manufacturer service technician) list for government approval and provide fee schedule if reimbursement will be sought. Each item requiring such support shall have one support service for each item annually within base contractor costs.

SECTION 3 Performance Requirements

3.0 Requirements & End Results

Contractor shall perform the following tasks:

Autoclaves & Cage Washers

PREVENTATIVE MAINTENANCE, ANNUAL CERTIFICATIONS AND REPAIRS:

Preventative maintenance shall be performed on each unit once every three months. The Schedule ‘A’ shall identify schedule of performance/occurrence. Preventative Maintenance shall consist of checking operations and performing minor repairs (any repairs up to $2500.00) at no additional cost to the government. Repairs involving parts and labor costing over $2500.00 shall be brought to the attention of the COR. The government has the right to consider repairing the system (parts only shall be the responsibility of the government) but the contractor shall bear all installation cost. Contractor shall perform inspection/certification of all units at least once per year. Contractor shall submit inspection/certification schedule to the COR for approval. If the contractor is called for a unit that is not working or for emergency repairs, the repairs performed shall be documented and a copy sent to the COR within 24 hours of completion. All repairs shall be completed to a safe performance standard. The contractor shall perform inspections in accordance with the following (minimal requirement but the Contractor is responsible for adhering to all prevailing standards including manufacturer's recommendations):

1. Check and adjust door safety locks, clean and lubricate door gasket seals, clean foreign matter from chamber and drain troughs, clean chambers, and condensate drains, snake drains at a minimum of 8 ft, replace any defective control indicator lamps. Perform temperature calibration, and any other necessary services to ensure safe and proper operation. Check and ensure proper operation of:

a. door gaskets

b. door safety switches

c. safety valves

d. pressure and temperature gauges

e. cycle lights

f. electrical wires

g. steam and water leaks

h. chart recorder

i. chamber drain line and strainer

j. cycle temperature for maximum required

k. steam generator with amp draw, but not fill time

l. steam pressure regulator

m. air filter

n. sterilizer timer

o. vacuum

p. power door

q. generator and sight glasses

r. all piping and connections

2. The contractor shall make minor adjustments, such as cleaning the chamber drain strainer, replacing supplied charts, paper and ink, apply lubricant to doors, replace autoclave steam generator sight glass and defective lights, and de-scale steam generator using vendor supplied de-scaling solution, if necessary to make equipment work effectively and safely, perform minor adjustments as necessary and ensure that the unit is operating at optimum level.

3. The contractor shall put each unit through a minimum of two complete (total) cycles of operation. Verify cycle temperatures/operating temperatures, steam pressures, gauge readings, drain operation and all other electrical/mechanical aspects of the cycle with a Diack pellet or steam sterilization integrator. Results must be confirmed, documented and provided by the contractor in the inspection report.

4. The contractor's inspection reports shall contain all necessary data that is pertinent to the equipment certification. It shall also include a section with noted deficiencies that affect the certification of each piece of equipment. If a piece of equipment does not pass for certification, the inspection reports must indicate the reason for not passing. The contractor shall repair the equipment within 24 hours of receiving any replacement parts to meet certification standards. The Contractor shall ensure that all equipments are maintained at optimum level always. Equipment should be kept at optimum level to pass a third-party inspection always. An individual tag or sticker shall be attached to equipment, which passes or fails inspection certification indicating the result. If equipment is unsafe for use, it must be tagged-out by the Contractor. Tags and stickers shall be placed in a conspicuous location for easy detection. The sticker or tag shall have the date of inspection/certification and technician's full name in print and signed. Samples of inspection tags shall be provided to the COR for selection. THE INSPECTION/CERTIFICATION PROCESS SHALL BE PERFORMED ANNUALLY FOR ALL UNITS.

5. The Contractor shall perform work during the hours of 7:30am and 4:00pm, Monday through Friday, excluding holidays, unless otherwise directed by the COR.

6. The contract period shall be 365 calendar days from the Notice to Proceed date. A period of three (3) calendar days shall be allotted for the submittal, review, and re-submittal process. The work onsite shall be limited to one three hundred and sixty-five (365) calendar day period with for the base year and four option years.

7. The contractor is required to perform work utilizing all safety precautions during the period of the contract.

8. The contractor is required to respond to an "Emergency Call" within 48 hours of receiving a call from the COR. An "Emergency Call" is classified as any unit that is malfunctioning or operating incorrectly and that will place government personnel, property or research in danger. This will not be an additional cost to the government.

3.1 Deliverables (Schedule)

3.2 Performance Standards

END