BSSC_Operations_and_Maintenance_DRAFT_SOW.pdf

SECTION B- STATEMENT OF WORK

B-1 Background

The Social Security Administration (SSA) requires a qualified Contractor to provide the services related to the maintenance and repair of all tenant owned equipment as specified herein at the Birmingham Social Security Center (BSSC) located at 1200 Rev. Abraham

Woods, Jr. Blvd, Birmingham, AL 35285. This includes the maintenance and repair of all tenant owned air-conditioning and heating equipment, plumbing equipment, sprinkler equipment, cafeteria equipment, security equipment, fire alarm equipment, card access equipment, electrical service, and all associated equipment. In addition, the Contractor must perform all necessary daily tours, service calls, repairs, preventive maintenance, etc.

The Contractor is not responsible for the operation, maintenance, or repair of any lessor owned equipment, structure or systems unless damage is a result of negligence or failure of a covered system or equipment.

The maintenance and repair of the Liebert Cooling Systems and Uninterruptible Power

Source (UPS) are critical to SSA’s mission. The Liebert Cooling Systems and UPS service the Remote Operations Communication Center (ROCC)/Computer Room, which serves as a critical connectivity point to the Social Security Headquarters National

Computer Center for the entire building as well as networking hub for SSA offices in seven southeastern states. The Liebert Cooling Systems and UPS are critical tenant owned equipment and any threat to their operation is to be considered an emergency.

B-2 Objectives

The primary objectives of this contract are:

To maximize the life expectancy of all SSA tenant owned equipment and hardware.

To ensure the reliability and performance of all tenant owned equipment and hardware.

To ensure the timely and accurate response to all tenant work order requests.

To ensure optimum energy efficiency of all SSA tenant owned equipment and operations.

B-3 Building Overview

The specifications provided herein are a statement of the minimum level of work and services which the Contractor shall provide. They are not intended to be, nor shall they be construed as, either maximum performance levels or limitations on the effort the

Contractor shall expend to accomplish the work. At a minimum, the Contractor shall take all steps and measures which a prudent building owner would take to maximize the life expectancy of the tenant owned equipment. The work and services provided shall be such that the Government’s tenant equipment, and its systems are operated and maintained at an acceptable level throughout the contract performance period.

An "acceptable level" of performance is defined as that level of operation and maintenance which will preserve the tenant owned equipment, and its systems in unimpaired condition and above the point where deterioration will begin, thereby ensuring that the normal life expectancy of all tenant owned equipment, and its systems will not be diminished. The Preventive Maintenance Guides represent the minimum performance standards for accomplishment of preventive maintenance.

Determination of the total labor-hours required each day to perform the work specified herein is the sole responsibility of the Contractor. No statement in these requirements shall be construed as being contrary to this Contractor responsibility.

It is of the utmost importance that the Contractor utilizes skilled, productive, employees to ensure satisfactory performance of the required services. Failure to utilize skilled, productive, employees may result in unsatisfactory work performance or unaccomplished work, in which case the Government may make monetary adjustments to the monthly amounts paid to the Contractor in accordance with the contract.

The Contractor shall ensure that all work performed under this contract is accomplished by the requisite level and class of employee, whether supervisory or productive. In no case shall any Contractor employee perform work in a skill or trade, or at a qualification level, which is different from or higher than that which is substantiated by the position.

INFORMATION REGARDING THE BIRMINGHAM SOCIAL SECURITY

CENTER:

SSA is an independent agency of the US federal Government that administers Social

Security, a social insurance program consisting of retirement, disability, and survivors’ benefits.

The Birmingham Social Security Center is an eight-story, concrete/steel office building, which sets on a site approximately 11 acres, contains 587,528 rentable square feet and includes a five level parking structure containing 1,715 parking spaces for employees and

50 spaces for visitor parking. The estimated square footage includes office, warehouse, storage, computer room, cafeteria, and auditorium space, as well as a regional training center, a child development center, and a fitness center.

There are three separate employee/public building entrance locations with a separate warehouse loading dock entry point for deliveries only.

The core facility is not open to the general public and accommodates the Southeastern

Program Service Center and Birmingham TeleService Center, with various local and regional components that are a part of the SSA.

A separate portion of the building is dedicated to a childcare facility to accommodate an estimated 70 +/- children at full capacity.

A portion of the facility open to the general public contains the Birmingham Downtown

District Office and Birmingham Office of Hearings Operations (OHO). The Public

Entrance to this space is located on Rev. Abraham Woods, Jr. Blvd adjacent to the Visitor

Parking Lot located at the corner of Rev. Abraham Woods, Jr. Blvd and 12th Street North.

The current estimate of the employee population is 2,000 employees, including various groups of Contractor personnel.

The core building operating hours for general employee access is 5:30 a.m. to 6:30 p.m.

Monday-Friday. SSA employees frequently work overtime on evenings and weekends.

The Birmingham Downtown District Office is open to the public from 8:00 a.m. to 3:30 p.m. The building is occupied by security guards 24/7.

B-4 Definitions

Acceptable Level of Performance: That level of operation and maintenance which will preserve the complex, its equipment, and its systems in unimpaired condition and above the point where deterioration will begin, thereby ensuring that the normal life expectancy of each building, its equipment, and its systems will not be diminished.

Act of God: A sudden and inevitable occurrence caused by natural forces and not by the agency of man, such as flood, earthquake, or a similar catastrophe.

BMTSC: Birmingham Mega Tele-Service Center

BSSC: Birmingham Social Security Center

Birmingham Social Security Center Operating Hours: The normal working hours for the Birmingham Social Security Center (excluding Child Care Center; see Section B-41(a)) are 6:00 a.m. to 6:00 p.m. Monday through Friday, and 6:30 a.m. to 3:00 p.m. Saturdays

(when Overtime is available), excluding Federal holidays.

SEPSC/BMTSC

Monday – Friday

BLDG Access Hours CORE Work Hours

5:30 AM – 6:30 PM

6:00 AM – 6: PM

(TSC Units 6, 8, 15, 17, 22: 6:15 PM)

Saturday

(when Overtime is available)

BLDG Access Hours CORE Work Hours

6:00 AM – 3:30 PM 6:30 AM – 3:00 PM

OHO

5:30 AM – 8:30 PM 6:30 AM – 8:30 PM

Saturday

(when Overtime is available)

6:00 AM – 5:30 PM 6:30 AM – 6:30 PM

DISTRICT OFFICE

BLDG Access Hours CORE Work Hours

6:45 AM – 5:45 PM 7:00 AM – 5:30 PM

Saturday

(when Overtime is available)

6:45 AM – 3:00 PM 7:00 AM – 12:00 PM

Security Guards

Security Guards occupy the building 24/7

Business Day: Five days/week, 6:00AM – 6:00PM.

Contractor: 5 – 7 years experience maintaining 5-Ton and larger HVAC

Commercial/Industrial equipment. Licensed by the Alabama Board of Heating, Air

Conditioning & Refrigeration Contractors with an “Active” certification issued by the

Alabama Board of Heating, Air Conditioning & Refrigeration Contractors for the life of the contract.

Disaster: A natural (any event of nature that has catastrophic consequences such as earthquake, flood, hurricane, lighting, tornado, etc.) or man-made (or technological) hazard resulting in an event of substantial extent causing significant physical damage or destruction, loss of life, or drastic change to the environment.

DO: District Office

Emergency: A sudden, urgent, usually unexpected occurrence or occasion requiring immediate action.

Emergency Services Repair: Any unscheduled repair where the work consists of correcting failures that constitute an immediate danger to personnel or property.

Emergency services repairs include, but not limited to, electrical power outages, electrical problems that may cause fire or shock, gas or oil leaks, air conditioning or heating problems, etc., or any work considered by the COR or designee to be of an emergency nature. Emergency Services Repair does not include cosmetic or nonessential repairs.

FBMT: Fiscal and Building Management Team

Federal Holidays: “Federal Holidays” for the purposes of this contract are New Year’s

Day, Martin Luther King Day, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, and Christmas Day.

When Federal holidays fall on weekends, a weekday is typically designated as the holiday. Holidays that fall on Saturday are observed on the previous Friday and holidays that fall on a Sunday are observed on the following Monday.

Hazardous Chemicals: Chemical products which are classified as a physical or a health hazard, a simple asphyxiant, combustible dust, pyrophoric gas, or hazard not otherwise classified.

LENEL Security System: Includes all locks, gates/arms, turnstiles, wedge barriers, keypads, card readers, cameras, magnetic locks, etc. and its components

Normal operating hours for the Child Care Center and Outdoor Play Area: 6:00 a.m. to 6:00 p.m., Monday through Friday, excluding Federal holidays.

Normal Operating Hours: "Normal Operating Hours" are those hours on each official

Federal workday during which the Contractor must operate some or all of the building mechanical equipment and systems to achieve and maintain the environmental conditions for "Normal Working Hours".

Normal Working Hours: "Normal Working Hours" are those hours on each official

Federal workday during which the building occupants and/or the general public will be in the building. 6:00 a.m. to 6:00 p.m. Monday through Friday, and 6:30 a.m. to 6:30 pm.

Saturdays (when Overtime is available). Unless otherwise specified, Federal holidays are excluded.

OHO: Office of Hearings Operations

On-Site Maintenance Mechanic: Commercial/Industrial HVAC/R Service Technician with 5 years of recent (within the past 7 years) experience required; Environmental

Protection Agency (EPA) 608 Universal Certification required; and, NATE Core Service with Air Distribution Service Specialty Certification required.

Preventive Maintenance: “Preventive maintenance” is a program of maintenance activities performed based on a fixed schedule or on equipment runtimes.

Repair: A “repair” is an act of restoring inoperable, dysfunctional or deteriorated equipment, systems, or material to a fully functional, non-deteriorated state. Repairs usually involve some combination of labor and replacement parts, components or materials.

Response Times:

SITUATION

RESPONSE

TIME

(after service call is made) contract ref.

COMPLETION

TIME

(after start of work) ref.

General Building Problems if life or property is endangered immediate B-26

(b)(1)

ASAP

B-28

(b)(2)(A)

If SSA operations are interrupted within 1 hour B-26

(b)(2) 2 hours

B-28

(b)(2)(B) all other problems or malfunctions within 2 hours

B-26

(b)(3) 24 hours

B-28

(2)(C)

NOVAC Fire Suppression System all situations within 2 hours

B-26

(d)(1) operational within 4 hours repair completed within 24 hours

UPS/Liebert System/LENEL Security Equipment (to include locks, gates/arms, turnstiles, wedge barriers, keypads, card readers, cameras, magnetic locks, etc.) and its components)

If SSA operations are interrupted within 1 hour B-26(c)(3) operational within 2 hours

(C)(3) final repairs within 24 hours

B-28

(c)(4) all other problems or malfunctions within 2 hours B-26(c)(1) repair completed within 24 hours

(c)(2)

Safety Data Sheet (SDS): Written or printed material concerning a hazardous chemical.

SEPSC: Southeastern Program Service Center

B-5 Startup Phase/Transition Phase

The Contractor shall provide two months of transition startup services prior to the contract services start date to assist transitioning between contractors. The purpose of this phase is to permit a transition that is seamless to the tenants and to assess the condition of the equipment and incomplete maintenance work at the time of contractor transition. During this period the Contractor shall:

(a) Inspect the condition of all equipment and systems for which the Contractor will assume responsibility.

(b) Review work order history and equipment inventory information.

(c) Develop the initial deficiency list report, including an itemized estimate for correcting each deficiency as described in section B-7, Pre-Existing Conditions.

Not later than the end of the transition/startup phase and the concurrent beginning of operations and maintenance and repair services, the Contractor shall submit for SSA’s approval:

The initial deficiency list report, as described elsewhere in this document.

Within the first week of the startup phase the Contractor shall submit a schedule and staffing plan for the startup phase. This plan shall describe, by week, work to be accomplished. At the end of each week during the startup phase the Contractor shall submit a letter report describing work accomplished.

B-6 Phaseout Transition Period

When this contract expires or is otherwise terminated, the Contractor shall cooperate with the incoming contractor during a phase-out period. For planning purposes, the Contractor shall assume a phase-out period of 60 calendar days.

During this phaseout period, the Contractor shall assist the Contracting Officer’s

Representative (COR), or designee, and incoming contractor for a seamless transition in operations and maintenance with no adverse effect on the building tenants; provide the successor contractor with access to all records and official documentation (both hard copies and electronic as applicable) required by this contract; provide training to the successor contractor on methods of accessing and programming control systems; and show the successor contractor where all archived programs and systems literature are maintained. On the last performance day of the contract, the Contractor shall turn over to the COR or designee all keys and identification badges or cards.

It is the responsibility of the Contractor to maintain the items listed and to provide information and/or instruction to the succeeding Contractor.

(a) EQUIPMENT/BUILDING SYSTEMS – Manuals/Schematics and Blueprints

(b) MAINTENANCE MANAGEMENT DOCUMENTATION – Annual Preventive

Maintenance Schedule, Inventory of Equipment, Guide Cards/History Cards, Pressure Vessel Certificates/Reports

(c) MAINTENANCE REPAIRS – History of all Repairs Under Contract for

Mechanical Equipment and Systems and Architectural and Structure

(d) SUBCONTRACTORS LIST – List of Sub-Contractors Used

(e) OTHER DOCUMENTATION – Any other documentation developed pertinent to the buildings under this contract

(f) SAFETY DATA SHEETS – List of all hazardous materials used under this

(g) SAFETY PLANS (Lockout/tag out, etc.)

On a mutually agreeable date, no less than 60 calendar days prior to the contract end date, the Contractor and COR shall together make a complete and systematic inspection of all mechanical, electrical, NOVAC Fire Suppression System, LENEL Security System and utility systems and any item or equipment in the building(s) covered by the contract.

Based upon this inspection, the Contractor shall be provided with an existing deficiency list. The Contractor shall have 30 calendar days from the receipt of this list to correct all items that fall within the scope of this contract.

In the event the contract is extended, the Government reserves the right to re-perform the closeout inspection 30 days prior to the end of the extension period.

Deductions may be taken from the Contractor’s payments for all outstanding deficiencies that exist after the 30-calendar day period. In addition, deductions may be taken for any additional deficiencies which develop after the preliminary 60-calendar day closeout inspection and which remain uncorrected at the expiration of the contract.

B-7 Pre-Existing Conditions

On a mutually agreeable date no more than 15 calendar days after the start of contract performance, the Contractor and the COR shall together make a complete systematic inspection of all mechanical, electrical, and utility systems and equipment covered by the contract. Should the inspection disclose any deficiencies which present a hazard, the hazard shall be immediately called to the attention of the Contracting Officer or his/her designee. Within 15 Government workdays following the completion of the joint walkthrough, the Contractor shall prepare and submit to the COR an "existing deficiency report" listing all deficiencies noted during the joint inspection that would require corrections to bring the equipment up to an acceptable and satisfactory condition.

The Contractor shall be responsible for correcting any deficiencies on this list.

The Government will be responsible for correction of major deficiencies which cannot be remedied through routine preventive maintenance. The COR will have sole authority in determining which deficiencies are "major."

B-8 Punch List Completion and Withholding of Final Payment

The Government will create a punch list of deficiencies or unmet contractual requirements during the phase-out transition period of the contract. The Government may employ the services of another contractor in the development of such punch list and upon completion provide the Contractor with a copy of work not completed, to include the monetary value the Government has assigned for each item. The Government retains sole discretion over whether to charge the Contractor for the monetary value of the punch list in whole or in part or to request corrections by the Contractor. If the Government elects to request corrections by the Contractor, the Contractor shall have until the end of the contract period to perform such corrections and may invoice for funds withheld on acceptance of the corrections by the Government. Nothing in this section shall be construed to limit the Contractor’s liability or restrict the Government from reporting unsatisfactory or problematic performance by the Contactor.

NOTE: In the event the contract is extended, the Government reserves the right to re-perform the closeout inspection days prior to the end of the extension period.

B-9 Equipment Inventory

The Contractor is responsible for maintaining and updating the inventory of all tenant owned equipment, to include nomenclature, part number, serial number, manufacturer name, component name and other data of value for maintaining the equipment. If equipment is added, removed, or retrofitted as part of a project, the Contractor shall update equipment data immediately upon project completion and report changes to the

COR or designee. The Contractor shall resubmit the complete inventory with all required data fields to the COR or designee in spreadsheet (MS Excel) or other format approved by the COR, with certification that the inventory is complete and accurate.

On or before, 30 calendar days after contract start date, the Contractor shall submit the initial equipment inventory list. The Contractor shall submit all additions/deletions of equipment inventory in the monthly progress reports. No less frequently than annually the Contractor shall submit a complete up-to-date equipment inventory list. This inventory list of each item shall include descriptive information including but not limited to:

(a) Manufacturer name and date, type, model and serial number

(b) Specifications for the equipment, length, size, volume or electrical capacities (e.g.

gallons, liters, amp rating, voltage, tonnage, horse power, CFM, BTUs per hour, etc.)

The Contractor shall be responsible for updating and maintaining a current and accurate inventory on-site. The Contractor will perform Preventative Maintenance on all tenant owned equipment, even if the equipment is missing from the successor contractor’s and/or Government’s furnished inventory.

B-10 Hazardous Chemicals Inventory

The Contractor is responsible for maintaining, updating, and providing an inventory list of chemicals, SDS, and SDS Book for all hazardous chemicals. The SDS Book shall be maintained in the Fiscal & Building Management Team office.

The COR, designee, or Health & Safety Officer, reserves the right to review all program documents including written plan, training records, SDS, SDS book, and chemical inventory provided by the contractor.

The Contractor shall:

(a) Meet the requirements of 29 CFR 1910.1200.

(b) Adhere to the Government’s Hazardous Communication Plan.

(c) Submit an inventory of products and SDS that will be used on SSA property before they are brought onto the property.

(d) Maintain and update the chemical inventory, SDS, and SDS book as necessary.

(e) Provide a copy of the chemical inventory, SDS, and SDS Book to the COR monthly.

On or before, 30 calendar days after contract start date, and monthly thereafter, the

Contractor shall submit the initial inventory list and SDS. The Contractor shall maintain, submit, post all additions/deletions of the chemical inventory in the SDS Book monthly.

No less frequently than annually the contractor shall submit a complete up-to-date chemical inventory list and SDS. This inventory list of each item shall include descriptive information including but not limited to the product name, product manufacturer, and acquired date.

The Contractor shall be responsible for updating and maintaining a current and accurate inventory, SDS, and SDS Book on-site.

B-11 Social Security Administration Tenant Owned Equipment

The Contractor is not responsible for operation, maintenance, or repair of any lessor equipment, structure, or systems, unless damage is a result of negligence or failure of a covered system or equipment.

The Contractor is responsible for operation, maintenance, repair and service calls of all

SSA tenant owned equipment.

The equipment and systems to be operated, maintained, and repaired include all tenant owned mechanical, electrical, plumbing, and utility system apparatus installed at the site

(including any associated parts installed) including but not limited to:

(a) Electrical equipment and systems (all voltages), including power distribution systems, lighting, transformers, switchgear, electrical fixture-outlets-switches, sensors, relays dimming controls, motor controllers, etc.);

(b) NOVEC Fire Suppression System;

(c) HVAC system controls and monitoring equipment, including pneumatic controls;

(d) Child Care Center;

(e) Child Care Center Plumbing fixtures;

(f) Tenant exterior roll doors and equipment;

(g) Tenant automatic door openers;

(h) Child Care Center kitchen equipment;

(i) Main Cafeteria systems and equipment, including but not limited to refrigerators, stoves, counters, interior roll-up doors, vents, fans, filters, traps, plumbing and other non-proprietary equipment, utilities to the point of connection to equipment, walls, ceiling, floors, lights, restrooms fixtures, etc.

(j) Mechanical arm parking gate.

(k) Uninterruptible Power Source

(l) Liebert System

(m) LENEL Security System

NOTICE: This list is not intended to be all inclusive. It is being furnished for information purposes only. The Contractor is responsible for operation, maintenance, and repair of all tenant owned equipment and systems in, at, or on the named building

EXCEPT for those items specifically excluded in Section B- 42.

Any repair potentially exceeding the material cost threshold (refer to B-27, Individual

Repairs) shall be immediately reported to the COR. Work shall not be performed until the Contractor and SSA have reached an agreement on the cost estimate to accomplish the project. This requirement may be waived by the COR in the case of an emergency.

The COR reserves the right to require the Contractor to submit to the COR a detailed cost estimate to perform the work. This estimate shall include the labor hours by trade or by the various types of work to be performed on the project, and an itemized listing of the cost of supplies, materials and any overhead. The Contractor shall compute the labor costs using the hourly rates specified in Section A.

The Government reserves the right to furnish any or all parts and/or materials required for a particular repair as Government furnished equipment.

B-12 Equipment Condition Assessment

During the performance of the requirements of this contract, the Contractor shall note the condition and efficiency of all tenant owned equipment and systems on an ongoing basis.

Any equipment or systems that the Contractor determines are reaching the end of their life cycle shall be brought to the attention of the COR or designee. When requested, the

Contractor shall complete and submit to the COR or designee an itemized equipment condition assessment with their recommendation for equipment or system upgrades or replacements, including a text description of each recommended upgrade or replacement and their estimate of project cost.

The equipment condition assessment reports shall be produced in Word, Excel, or PDF format, as directed by the COR, and submitted electronically as an e-mail attachment as well as in hardcopy delivered to the COR or designee.

Nothing in this Equipment Conditions Assessment shall be construed as diminishing the obligations imposed by this contract upon the Contractor to operate any item (to the extent operable) or to adjust or maintain and perform preventative maintenance and repair on any such item.

B-13 Contractor’s Qualifications and General Responsibilities

(a) Contractor’s Minimum Qualifications

(1) The Contractor shall be licensed by the Alabama Board of Heating, Air

Conditioning & Refrigeration Contractors and shall maintain an “Active”

Certificate issued by the Alabama Board of Heating, Air Conditioning &

Refrigeration Contractors for the life of the contract.

(2) The Contractor shall have 5 – 7 years experience maintaining 5-Ton and larger HVAC Commercial/Industrial equipment.

(b) The Contractor shall:

(1) All Contractor and subcontractor personnel engaged in the activities specified by this contract shall possess ALL certificates of training, licenses, permits and bonding as legally required by the State of Alabama, Jefferson County and The City of Birmingham and as specified in the contract for each activity they will be directly engaged in or supervise.

(2) The Contractor shall obtain and pay for all permits and licenses governing performance under the contract.

(3) Furnish all supplies, uniforms, materials, repair or replacement parts, tools, equipment, and labor necessary to efficiently and satisfactorily perform the work specified in this contract, except as otherwise specified herein.

(4) Provide 12-hour per day on-site coverage (5:30 AM – 5:30 PM), 5 days a week with a minimum of two (2) 8-hour per day On-Site Maintenance

Mechanics.

(5) The Contractor shall provide On-Call Maintenance Mechanics as follows:

i. From 5:30 p.m. through 5:30 a.m. Monday through Friday;

ii. From 5:30 p.m. Friday through 5:30 a.m. Monday; and,

iii. Any other day designated by Federal Statute, Executive Order or

Presidential Proclamation.

(6) Provide repairs and emergency services as needed;

(7) Provide additional services as needed (expansions to system, installing new equipment, etc.);

(8) Provide all preventive maintenance and repair on equipment covered by the contract;

(9) Maintain a 2-3% stock of expendable supplies on-site including, but not limited to: grease, lubricating oil, all air filters, plumbing parts, fuses, paints, and hoses, belts, and wiping rags, etc.

(10) The Contractor shall maintain an accurate running inventory of expendable supplies in an electronic access database that is subject to

Government inspection at any time. Failure to maintain the required inventory of supplies may result in the Government withholding contract payments in accordance with the contract.

(11) Provide a means of communication for use in making and receiving calls into or out of the building. The Contractor shall, not later than five (5)

Government workdays after the start of contract performance, provide the

Contracting Officer’s Technical Representative (COR) (or his/her designee) with the number (or numbers) of this means of communication.

(12) By the end of the business day, notify the COR of any change in the telephone number(s). An answering machine or answering service and a

"beeper" system may not be substituted for the communication systems.

(13) Provide transportation for pick-up of emergency and day-to-day parts and materials.

(14) Ensure that all personnel are fully trained and qualified to work on basic or unique equipment, including making repairs or troubleshooting for problems which may affect the operation of all tenant owned equipment.

(15) Ensure that all program requirements have been met as outlined in Exhibit

E-4.

(16) Assume full responsibility and liability for compliance with all applicable regulations pertaining to the health and safety of personnel during the execution of work, and shall hold the Government harmless for any action on his part or that of his employees or Subcontractors, which results in illness, injury or death.

B-14 Qualifications of Personnel

(a) On-Site/On-Call Maintenance Mechanics Minimum Qualifications

All personnel engaged in the work to be accomplished under this contract shall posses at least 5 years of recent experience in the operation and maintenance and repair of equipment and systems comparable in complexity to systems covered by this contract; e.g. raised floor computer room. All personnel shall possess all certifications and licenses required by the State of Alabama, Jefferson County and the City of Birmingham. All personnel shall be designated as a

Commercial/Industrial HVAC/R Service Technician. All employees shall posses all of the following certifications:

(1) North American Technician Excellence (N.A.T.E.) Core Service with Air

Distribution Service Specialty

(2) Possess a Universal certificate of completion as required by 40 CFR Part

82, Subpart F. EPA Technician Certification is required under the regulation implementing Section 608 of the Clean Air Act Amendments.

(b) The Contractor shall submit to the COR the resumes of all personnel prior to such personnel before they begin work during the performance periods of the contract.

The COR may deny permission to employ personnel if qualifications indicate a material degradation from the skill levels indicated in the Contractor’s proposal for the contract, or if skills or reliability concerns are such that the COR believes the protection of building equipment may be jeopardized.

B-15 On-Site Requirements

Contractor personnel shall be on-site as follows. This listing is not intended to represent the total on-site requirements: it merely sets forth the minimum on-site requirements of the Contractor's personnel.

(a) Provide 12-hour per day on-site coverage (5:30 AM – 5:30 PM), 5 days a week with a minimum of two (2) 8-hour per day On-Site Maintenance Mechanics.

(b) After Hours Maintenance Requirements: Throughout the year, preventative maintenance and repair may be required on critical equipment as determined by

GSA/SSA Fiscal & Building Management Team management. During these periods, SSA requires the presence of the On-Site Maintenance Mechanics to assist the COR in whatever tasks he determines are prescribed for that period.

(c) Notwithstanding the requirements of (a) above, the Contractor shall ensure that there is adequate coverage at the facility during the normal work hours defined in

Section B-12.

NOTICE: The Contractor is advised that the "On-Site" hours specified above DO

NOT represent all the time needed or total man power required to successfully perform all the building operation and maintenance and repair services specified herein. The Contractor is required to have the proper number of personnel on site daily to insure all contract obligations are met in a timely manner.

(d) The Contractor shall provide the COR with a roster of qualified employees, as specified in paragraph B-14 Qualifications of Personnel, their assigned work schedule, and copies of all employee qualifications and certifications (as specified in paragraph B-14 Qualifications of Personnel) not later than 3 Government workdays following the start of contract performance.

B-16 Supervision of Subcontractor Work

The Contractor shall ensure that all subcontract work is supervised by the On-Site

Maintenance Mechanics. The Contractor shall escort all subcontractor personnel who have not been successfully vetted through the Social Security Administration suitability determinations process.

B-17 Regular Monthly Maintenance Services

The "regular monthly services" for which prices are reflected in Section A, are defined as:

(a) all preventive maintenance and repair and day-to-day operations as required by B-

18 below;

(b) miscellaneous/utility work as required by B-26 below;

(c) all service calls as required by B-28 below;

(d) any unscheduled maintenance and repair;

(e) all labor costs for emergency services when the emergency situation can be handled by the Contractor personnel during their normal working shift.

(f) Additional labor requirements during after hour’s maintenance and repair requirements (See B-14).

B-18 Preventive Maintenance

(a) General

Preventive Maintenance (PM) is regularly scheduled work on equipment or systems which the Contractor must accomplish to:

(1) Ensure their safe, reliable, and continued operation;

(2) Preclude unnecessary breakdowns; and

(3) Maximize the life expectancy of the equipment.

PM includes, but is not limited to: adjusting, testing, repairing, replacing, greasing, oiling, cleaning and painting of various items as specified herein.

All PM work specified herein shall be performed by persons who are qualified to meet the accomplishments in 1, 2, and 3 above.

All PM work performed on the UPS System, LENEL Security System and all tenant owned equipment shall only be completed by the approved technicians. Any changes to this must be approved by the COR before start of work.

(b) Scheduling Preventive Maintenance

(1) The Contractor shall develop written procedures based on the minimum performance requirements stated in the Preventive Maintenance Guides for accomplishing scheduled preventive maintenance and repair on building equipment and systems covered by the contract.

(2) At a minimum, the procedures shall include instructions which outline specific tasks required to accomplish preventive maintenance and repair work and an annual schedule by dates, for preventive maintenance and repair. PM schedules shall be designed so that on any given day the COR shall be able to go to the Contractor's On-Site Maintenance Mechanics and acquire that day's list of equipment, person assigned and the approximate time of the PM.

(3) The procedures and schedule shall be submitted to the COR for approval no later than 30 calendar days after the start of the contract.

(4) Once approved, the Contractor shall maintain prominently labeled copies of the procedure and schedule in the work area in the building and take appropriate steps to ensure that employees are knowledgeable about, and comply with, the procedure and schedule.

(5) The preventive maintenance and repair performed on the USP System, LENEL Security System and all tenant owned equipment shall be scheduled so that adverse weather conditions are not likely during those periods. This includes testing of the associated peripheral equipment. If adverse weather, such as freezing weather, occurs during a scheduled PM the Contractor shall inform the COR before testing starts. If testing is rescheduled due to weather and with the COR's approval there will no deduction made to payments due the Contractor.

(6) Preventive maintenance shall be performed at the frequencies specified on the

Preventive Maintenance Summary Chart provided as Exhibit E-1.

(c) Performing Preventive Maintenance

(1) All PM work with a performance frequency of "ANNUAL" shall be scheduled and accomplished during the first eleven (11) months of the contract and at subsequent intervals of 365 days unless otherwise directed by the COR.

(2) All PM work shall be accomplished during "Normal Working Hours".

However, if the work will adversely affect the building occupants or interrupt the prescribed environmental conditions the PM work shall be performed during other than normal working hours. All requests to perform PM after normal working hours shall be submitted to the COR for approval at least five days in advance of the PM. The request shall be in writing and shall include a detailed list of the equipment scheduled for PM and the names of the

Contractor’s personnel who will be performing the work. There shall be no additional compensation to the Contractor for after hours PM.

(3) The Contractor shall maintain a computerized history of all preventive maintenance and repair. This history shall be updated continuously to show all work performed, including the addition of new equipment which may become part of the contract. The Contractor shall make this report available to the COR for review and comments on a daily basis.

(d) Preventive Maintenance and Repair Progress Report

The Contractor shall, not later than (30) Government working days after the start of contract performance, and thereafter at the end of each calendar month of the period of performance, submit to the COR a progress report on the preventive maintenance and repair scheduled for that month. A report of ALL

RESCHEDULED PM shall be provided to the COR within one workday following the end of the calendar month. Rescheduled PM reports will be returned to the Contractor for completion of the PM items. Reports must specify, by equipment name:

(1) The PM work that was scheduled for the month;

(2) The PM work that was actually accomplished;

(3) The name of the Contractor's personnel or Sub-Contractor who completed the work; and

(4) The status of any incomplete work and the date the work will be completed.

(e) Preventive Maintenance Guides

(1) Preventive maintenance and repair shall be performed on all tenant owned equipment identified in the Equipment Inventory List provided as Exhibit E-1 and in accordance with the PM guides furnished by the Government at time of award. A summary of the Equipment Inventory List is provided as Exhibit E-

1. NOTE: Exhibit(s) may not necessarily represent all equipment to be maintained under the contract.

(2) Preventive maintenance guides will be furnished by the Government and shall be used by the Contractor to determine the minimum performance requirements in accomplishment of all PM work.

(3) In the absence of a guide for maintenance on a specific piece of equipment, the PM shall be performed in accordance with the manufacturer's recommendations. The Contractor shall, however, within five (5) Government workdays of the discovery that PM guidance is not available, submit a written proposed guide to the COR for review and approval. The proposed guide must include a description of the work to be done, a list of the tools required, the man-hours needed to do the work, and the frequency at which the work must be performed.

(4) If the Contractor believes that any PM guide included in this contract provides either a lower or higher quantity or quality of PM than that required either by the equipment manufacturer or the best practices of the industry, he shall submit a revised guide or guides to the COR for review and approval. The guide(s) must include the same information as that required in (2) above.

Pending approval of the revised guide(s), the Contractor shall complete all required PMs as specified in the existing PM Guide.

(5) Failure of the Contractor to satisfactorily perform preventive maintenance which results in a breakdown of or damage to equipment or systems may result in the Contractor being held liable for any costs incurred by the

Government to correct the resultant problem or repair the equipment.

B-19 Maintenance and Repair of the Liebert Cooling System

The maintenance and repair of the Liebert Cooling Systems is critical to the Social

Security Administrations mission. The Liebert Cooling Systems cools the

Uninterruptible Power Source (UPS) room and the Remote Operations Communication

Center (ROCC)/Computer Room. The ROCC/Computer Room serves as a critical connectivity point to the Social Security Headquarters National Computer Center for the entire building as well as networking hub for Social Security Administration offices in seven southeastern states.

The ROCC/Computer Room shall be maintained at a temperature of between 68 and 78 degrees Fahrenheit, 24 hours per day, 7 days per week. The HVAC system must be capable of maintaining ± 2 degrees of the thermostat setting. Relative humidity shall be maintained at no greater than 60 percent.

(a) Contractor Qualifications

The Contractor shall maintain the qualifications specified in B-13 and B-14.

(b) Preventative Maintenance (Scheduled)

The Contractor shall perform monthly and semiannual inspections per the manufacturer’s specifications as shown below. The first monthly inspection shall be performed within thirty (30) calendar days after contract award and acceptance. A total of twelve (12) monthly inspections shall be conducted during each consecutive 30 day calendar period beginning with the initial award date of the contract. The first semiannual inspection shall be performed within thirty (30) calendar days after contract award and acceptance.

A total of one (1) semiannual inspection shall be conducted during each 180 day calendar period beginning with the initial award date of the contract. All inspections shall be scheduled to be performed during normal working hours (6:00 AM – 6:00 PM, Monday through Friday excluding Federal Holidays).

Monthly Inspection

Filters Unrestricted air flow

Check filter switch

Wipe section clean

Blower Section Impellers free of debris

Bearings free

Belt tension and condition

Compressor Section Check for leaks

Check oil levels

Air Cooled Condenser (if applicable)

Condenser coil clean

Motor mount tight

Bearings free and in good condition

Refrigerant lines properly supported

Monthly Inspection

Refrigeration Cycle/Section Check suction pressure

Check refrigerant lines

Check head pressure

Check for moisture (sight glass)

Check discharge pressure

Check hot gas bypass valve

Check thermostatic exp. valve

Reheat Check reheat element operation

Inspect elements for cleanliness and corrosion

Steam Generating Humidifier Check canister for deposits

Check condition of steam hoses

Check water make-up valve for leaks

Infrared Humidifier Check pan drain for clogs

Check humidifier lamps

Check pan for mineral deposits

Semiannual Inspection

Filters Unrestricted air flow

Check filter switch

Wipe section clean

Blower Section Impellers free of debris

Bearings free

Belt tension and condition

Inspect & tighten electrical connections

Compressor Section Check for leaks

Check oil levels

Inspect & tighten electrical connections

Air Cooled Condenser (if applicable)

Condenser coil clean

Motor mount tight

Bearings free and in good condition

Refrigerant lines properly supported

Inspect & tighten electrical connections

Water/Glycol Condenser (if applicable)

Cleaning internal tubes

Inspect water regulating valves function

Check glycol solution

Inspect for water/glycol leaks

Glycol pump

Inspect for glycol leaks

Semiannual Inspection

Glycol Pump Inspect for glycol leaks

Check pump operation

Inspect & tighten electrical connections

Refrigeration Cycle/Section Check suction pressure

Check refrigerant lines

Check head pressure

Check for moisture (sight glass)

Check refrigerant level

Check discharge pressure

Check hot gas bypass valve

Check thermostatic exp. valve

Reheat Check reheat element operation

Inspect elements for cleanliness and corrosion

Inspect & tighten electrical connections

Steam Generating Humidifier Check canister for deposits

Check condition of steam hoses

Check water make-up valve for leaks

Inspect & tighten electrical connections

Inspect/clean out entire drain line

Infrared Humidifier Check pan drain for clogs

Check humidifier lamps

Check pan for mineral deposits

Inspect & tighten electrical connections

Air Distribution Section Restriction in grille free area

Electric Panel Check fuses

Inspect & tighten electrical connections

Check operation sequence

Check contactor operation

(c) Emergency Service Call (Unscheduled)

The Contractor shall be available on a 24 hour, 7 day per week basis, including holidays, to receive and respond to trouble calls for repairs. The Liebert system is of prime importance and any threat to their operation is to be considered an emergency. The Government has the responsibility to provide the Contractor point of contact with as much information as possible to allow the proper selection of personnel and equipment to be dispatched to the system site. The Contractor shall have sufficiently skilled personnel at the site to troubleshoot and/or initiate immediate repair to the system in accordance with paragraphs B-18 and B-28. The Liebert system shall be returned to operable condition with a minimum amount of downtime.

The ROCC/Computer Room shall be maintained at a temperature of between 68 and

78 degrees Fahrenheit, 24 hours per day, 7 days per week. The HVAC system must be capable of maintain ± 2 degrees of the thermostat setting. Relative humidity shall be maintained at no greater than 60 percent.

(d) Reports and Records

Within three (3) working days of each site visit the Contractor shall submit a written report to the COR with description of work completed, including a complete list of any replacement parts installed.

Separate component testing logs shall be provided after each scheduled quarterly PM visit documenting all components tested with results, including a list of all repairs/adjustments/replacements performed. A complete comprehensive documented operational test for the Liebert system shall be completed within the first month of the contract and each consecutive 12 month period following.

(e) Government Furnished Material

As built drawings, Operation and Maintenance manuals, etc. shall be available for the

Contractor’s use during the term of the contract.

(f) Permanent Removal of the Liebert System from the Contract

The Government reserves the right to remove the requirement for the Liebert

System maintenance and repair from this contract, at which time the parties will negotiate an equitable adjustment in the contract price in accordance with the appropriate contact clause and the contract schedule of items and prices.

(g) Liebert Unit Pictures

UPS Room (2 each)

ROCC/Computer Room (4 each)

Liebert Remote Cooling Units

Typical Computer Room

UPS Room

B-20 Maintenance and Repair of the Uninterruptible Power Source

The maintenance and repair of the Uninterruptible Power Source (UPS) is critical to the Social Security Administrations mission. The UPS provides uninterruptible power to the Remote Operations Communication Center (ROCC)/Computer Room.

The ROCC serves as a critical connectivity point to the Social Security Headquarters

National Computer Center for the entire building as well as networking hub for Social

Security Administration offices in seven southeastern states.

(a) The Contractor shall maintain a full service contract with an authorized

POWERWARE service provider. All equipment, materials, parts, tools, testing equipment, transportation, documentation, and other related services specified herein which are necessary to perform preventive and remedial maintenance and repair for the parallel redundant 225 KVA Uninterruptible

Power Source (UPS) system(s) complete with associated batteries, including load bank testing. All batteries must be replaced every three years at no additional cost to the Government. Lead acid batteries are not permitted.

(b) The system is described as:

POWERWARE 9315 Model 225, (2) 225 KVA parallel redundant

Uninterruptible Power Source installation, System ID S56788, Serial number EA1533XX03 and System ID S56787, Serial number

EA1629XX30. Equipment includes:

UPS Power Distribution Unit

Batteries: VRLA Replacement to Powerware 12-390

Battery Cabinets: (4) PowerwarePlus Battery Cabinets Series 1085, Model 225, Battery J47, 225 amps, 480 VDC, Serial #FA2564XX01, ST# 3325435; Serial #FA2564XX01, ST# 3325435; Configuration

#BW225J472210001 (same for both), and Serial #FA2564XX02, ST#

3325436, Serial #FA2564XX02, ST# 3325436, Configuration

#BW225J472210001 (same for both).

UPS Switchboard (Spectra Series Power Break II): Catalog No.

SHF16D216, Serial #175043709201601, 1600 AMP, Max 600V AL, 3

Pole, Rating Plug Type: TR16C

Siemens 800 amp main disconnect

Liebert A/C units: (2) Model UH147C-AAE1, Serial# 302642-001 and

Serial# 302642-002

Alarms -- Audio buzzer, Visual Flashing (MARS) light, Hydrogen level, Break-glass emergency stops

(c) The UPS system shall be continually operational; therefore, testing and associated maintenance and repair shall be conducted ONLY with the coordinated approval of the COR. Outages to the system output load will not be permitted. The Government shall be notified prior to the system being placed in the by-pass mode whenever applicable.

(d) The Contractor shall have a trained technician available 24 hours a day, 7 days a week, 52 weeks a year.

(e) Any work which necessitates a system shutdown requires 90 calendar days advance written notice to the COR for scheduling and approval.

(f) The Contractor shall obtain and review all schematics, control logic and operational/maintenance manuals necessary to perform the maintenance as described in this specification. Manuals will be made available for the

Contracto…