33310521Q0003 0002.docx

33310521Q0003 Building Automation Systems Responses of Questions

5. PROJECT NUMBER (if applicable)

CODE

7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER

3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO.

1. CONTRACT ID CODE

FACILITY CODE

CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office.

is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER

16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30

PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243 (Type or print) (Type or print) (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code) (If other than Item 6) (Specify type of modification and authority) (such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer) 1218-0196

03-19-2021

The John F Kennedy Center Attn: Contracting 2700 F Street, N.W.

Washington DC 20566-0001

The John F Kennedy Center Attn: Contracting 2700 F Street, N.W.

Washington DC 20566-0001 To all Offerors/Bidders

33310521Q0003 02-22-2021

X

The purpose of this amendment is to extend the closing date and respond to all questions relating to this solicitation.

This solicitation is extended from March 19, 2021 at 11:00AM EST to March 30, 2021 at 11:00AM EST.

Revised SOW changed section 7.4 in response to question 13 attached. Responses to all questions are attached.

All terms and conditions remain unchanged

THE JOHN F. KENNEDY CENTER FOR THE PERFORMING ARTS

BUILDING AUTOMATION SYSTEMS MONTHLY MAINTENANCE AND REPAIR SERVICES

STATEMENT OF WORK (sow)

THE

KENNEDY

CENTER

1.0 BACKGROUND

The John F. Kennedy Center for the Performing Arts (the Kennedy Center) is a trust instrumentality of the U.S. Government and a living Presidential memorial. The Kennedy Center fulfills its obligation as a living memorial to the late President through the presentation of performing arts programming and through education activities both in the District of Columbia and around the country. The largest cultural facility of its kind, it is the nation’s busiest arts facility presenting more than 2,000 performances each year. It currently consists of one building encompassing approximately 1,500,000 square feet of usable floor space and is situated on 17 acres of land overlooking the Potomac River. A 65,000 square foot addition to the facility called the REACH was added to the Federal in September 2019.

The Kennedy Center houses nine theaters, production support areas, two public restaurants, nine function/special event rooms, five public galleries/halls/foyers, approximately 50,000 square feet of administrative offices and a large parking facility. It attracts over three million visitors annually. The facility operates 365 days per year and support systems in the building often operate at capacity in excess of 14 hours per day.

The site of the Kennedy Center is bounded by:

2.0 PURPOSE

In order to perform its function as the presidential monument for the performing arts, the Kennedy Center operates a large Heating Ventilation and Air Conditioning (HVAC) system. These three central functions provide thermal comfort and acceptable indoor quality within reasonable operation and maintenance cost. The Kennedy Center utilizes a Building Automation System (BAS) for the automatic centralized control of the HVAC system. The purpose of this contract is maintenance of the BAS, 18 Johnson Controls Facility Explorer Supervisory Controllers within the Kennedy Center facility and the REACH.

The Kennedy Center requires a BAS automated controls service provider to perform system maintenance including backups, firmware and software maintenance, systems upgrades, updates and patches, routine and emergency repairs, limited programming and operator training. The system consists of the supervisory controllers connected to a central operator stations. Limited access to the system is available at other computer workstations on the internal Kennedy Center network; no remote access exist or is planned for the near future.

2.1 GENERAL CONDITIONS:

Site visit and reviews of Statement of Work (SOW). Offerors shall visit the Kennedy Center site and participate in an informational meeting prior to the submission of a proposal. All offerors are responsible for reviewing the SOW and for determining if there are any required revisions to ensure that the SOW is complete, functional, and code-compliant system. Prior to submission of the proposal the contractor shall notify in writing the Contracting Officer or the designated Contracting Officer’s Representative (COR) of any materials or apparatus believed to be inadequate or unsuitable, in violation of codes, laws, or ordinances, regulation/laws or work absent in the SOW which will prevent the system from operating properly. In the absence of such written notice, it is mutually agreed that the contractor has included, in the proposal the cost for all required items to ensure the equipment function properly and that no extra compensation will be owed to the contractor.

Site Visit Details

Date: Tuesday March 2nd, 2021 Start Time: 11:00 a.m. Eastern Time Location: John F. Kennedy Center for the Performing Arts; 2700 F St NW, Washington, DC 20566

Attendees must register via e-mail to the Contract Specialist, Derek Meyers, at dmeyers@kennedy-center.gov with a cc to Adam Powell at apowell@kennedy-center.gov. Attendees must register no later than Friday, February 26, 2021 5:00 p.m. Eastern Time. Once registered, each attendee will be contacted via e-mail with confirmation of site visit attendance.

Registrants must include the following information:

· Full name of each attendee

· Company name

· (If subcontractor) Prime company name

· Contact information for each attendee, including phone and e-mail

**COVID-19 Frequently Asked Questions (FAQs)**

1) What considerations should visitors take when accessing or circulating in the Center?

a. You may be asked to affirm a Self-Check Test prior to entry

b. Enter and exit the Kennedy Center Facility through designated entrance (A Level Motor Lobby) only. Please follow all directional signage when you arrive at this entrance, and conform to social distancing as you enter the building.

c. Visitors are required to wear a face covering/mask at all times.

d. Follow Kennedy Center safety protocols: social distancing, use of masks and frequent hand sanitization (minimum of 6-feet between persons) at all times when in the Center.

2) What protocol should visitors follow when accessing Elevators?

a. All elevators have a maximum occupancy of two people (social distancing parameters used) and hand sanitizer will be placed in each elevator. Social distancing should be practiced while waiting for the next available car - a minimum of 6-feet away from the elevator door.

3) What protocol should visitors follow when accessing restrooms?

a. Please only use designated restrooms. Designated restrooms will be clearly marked, and routinely sanitized. Occupancy limits per restroom will be posted.

4) How many attendees are allowable per registrant?

a. Attendance shall be limited to one attendee per registrant.

It is the sole responsibility of each prospective offeror to register for the site visit.

All inquiries during and following the site-visit must be submitted in writing via e-mail to the Contract Specialist, Derek Meyers, with a cc to Adam Powell in accordance with the aforementioned Inquiries section.

Note: Travel expenses will not be reimbursed by the Government. Paid parking is available for attendees.

2.2 CODE COMPLIANCE:

All work shall be performed in accordance with all applicable Federal, City, and State code rules and regulations.

3.0 SCOPE:

The contractor shall provide all the necessary skilled personnel, equipment, materials and transportation needed to perform all maintenance including firmware and software maintenance and upgrades of the Kennedy Center BAS.

The BAS system for which the contractor shall be responsible are:

a) Central Operation Stations: One Server and one monitor at the Central Control station and one server and one monitor at the REACH.

b) Central operator stations system software updates.

c) 18 Johnson Controls Facility Explorer system supervisory controllers, ex: FX 60, FX80 or the current version.

d) Johnson Controls Facility Explorer system controller firmware.

e) Network infrastructure (cabling) to the master controller level, ex FX 16 or current version(s).

f) Network hardware to the master controller level, ex: FX16 or the current version. Sensor specifically excluded.

g) The contractor shall make recommendations to upgrade Control Sensors, flow meters, BTU meters, Differential Pressure Switches for both heating and cooling systems of the Kennedy Center for effective and efficient operations of the mechanical systems. Such upgrades shall be preapproved by the Government and funded under the Time and Material by the government upon approval.

h) The contractor shall be responsible for calibrating all sensors and meters according to manufacturer’s recommendations.

i) The contractor shall perform a bi-weekly test on the gas leak detector located at the physical plant to ensure that the system is good working condition. This test shall be performed during the bi-weekly visit.

3.1 Requirements:

General: The contractor shall provide all necessary skilled personnel, supervision, equipment, tools, replacement parts, materials and transportation, and shall perform BAS maintenance including on-call repair of the equipment identified in Paragraph 3.0 in accordance with this purchase description and the resultant contract. The Contractor shall maintain the equipment in an “as is” condition.

The contractor shall be solely responsible for system maintenance on a bi-weekly basis and repair service to include equipment testing, system evaluation, training, and shut-down/start-up.

The Contractor shall attend a post award conference to be held at the Kennedy Center within 14 days after contract award. The Contractor and the Contracting Officer’s Representative (COR) shall jointly agree upon a specific date. The purpose of the conference shall include:

A. Meet the Government COR who will be the Contractor’s primary Point of Contact (POC). The Contracting Officer (CO) will provide a copy of the COR’s appointment letter which will outline their specific authority and responsibilities.

B. The Government and the Contractor shall discuss each element of the SOW and the Bi-Weekly Site Visit Report.

C. The Government and the Contractor shall agree upon a coordination process for communication and scheduling of work.

D. The Contractor shall submit an Operation Plan to the COR for review and approval.

a) The Operating Plan shall outline the operation and general maintenance procedures for the Tasks described in Section 4.0 of the SOW, the Contractor shall develop the format and content of the Operating Plan. The Government shall review and approve the Operating Plan when it is considered to be complete, current, and accurate.

b) The Contractor shall execute the Task in accordance with the approved Operating Plan.

c) The Operating Plan shall be submitted in both soft and hard copies. It shall be maintained current, with an update submitted whenever changes occur to personnel, subcontractors, systems, or operating procedures.

d) The Operating Plan shall contain:

i. A list of key personnel (local and corporate) and emergency contact information and subcontractors if applicable.

ii. Description of staffing, responsibilities, and work schedules.

iii. Maintenance schedules, procedures, and the references for any preventive or predictive maintenance standards or guides which will be used by the Contractor.

iv. Service request and repair procedures to include staffing.

v. Description of procedures for installation of hardware, firmware or software updates to the controllers or the central operator station computers, or other network hardware or infrastructure within 14 days of the availability of the Contractor.

vi. Procedures to verify that all controllers are upgraded to the same release and that no functionality is degraded or lost.

vii. Procedures to insure that historical data is migrated into tables within the most recent version of the software and is not lost or corrupted. Continuity of historical information within tables of the most recent software must be maintained without requiring processes such as retrieving and merging data in order to create trends.

e) Contractor shall be given a familiarization tour of the Kennedy Center, the location of the Central Operator Stations and the locations each of the 18 Johnson Controls Facility Explorer system supervisory controllers.

f) The Contractor will be issued the Kennedy Center Identification (ID) Badges, to support this process, the contractor comply with the following requirements:

i. Complete and sign Part 1 of the Request for Kennedy Center ID Badge prior to the conference.

ii. The Contractor shall bring the completed ID Request Form plus two (2) proofs of identity documentation to the ID office (see Positive Identification).

iii. The ID Office shall review, verify, and perform data entry of all information before taking a photo of the Contractor and printing an ID.

4.2 POSITIVE IDENTIFICATION VERIFICATION

4.2.1 The Contractor’s primary point of contact shall present an approved form of identification to the ID Badging Technician before the ID badge request can be processed. Photocopies are ` not acceptable during the initial badge issuance process.

4.2.2 Proof of identity must comply with Federal Identity Verification Requirements (United States (U.S.) Department of Justice (DOJ) Form I-9, List A or B). The most common documents utilized are drivers licenses, military IDs, school photo ID’s, and passports. See the U.S. DOJ Immigration and Naturalization Service (INS) updated Form I-9 for updated listings of acceptable identity verification information. The current version of the I-9 form is available on the U.S. DOJ website: http://www.justice.gov/usao/ct/forms/i9.pdf.

4.3 Quality Control by Contractor

Contractor shall establish and maintain a complete Quality Control (QC) Plan to ensure the requirements of the contract are provided as specified. In the event of conflict between the manufacturer’s recommendations and this contract, the Kennedy Center shall determine which recommendation to follow/required.

One copy of the Contractor’s Quality Control Plan shall be provided to the Contracting Officer with proposal for evaluation.

The QC plan shall include at a minimum:

a) A preventative maintenance program covering all the services listed in this Contract specifying the equipment to be maintained on a scheduled or unscheduled basis, how often this maintenance will be performed and the title of the individual(s) who will perform the inspections.

b) The methods or management controls for identifying and preventing defects in the quality of service performed.

c) The format for recording all inspections conducted by the Contractor and recording any necessary corrective action taken. This includes logs and records of system components and system conditions observed while providing preventative maintenance, repair, and emergency services that, when considered in their entirety by the Contractor, identify trends that reveal operating or energy usage inefficiencies.

d) Bi-annual summaries shall be provided in addition to the scheduled maintenance period reports. The bi-annual summary report shall include an evaluation of the operation of the Kennedy Center Building Automation Systems, all the Supervisory Controllers and associated equipment, derived from trend analysis and diagnostic skills, to recommend the necessary degree of rebuild, replacement, or alternate sequence of operations of these systems and equipment. The Contractor shall use this document to identify work that may provide energy savings through sequencing, upgrading, retrofitting, replacement, or elimination.

e) Throughout this contract the Contractor shall anticipate and respond to signs of system or equipment failure to avoid property damage, downtime, or catastrophic failure requiring equipment replacement. The QC plan shall include provisions for immediate communication of these issues by the Contractor’s personnel to the Contractor’s representative, and then immediately to the COR in an email.

4.3.1 REPAIRS

The contractor shall provide all labor, parts, and materials for non-emergency and emergency repair of the Kennedy Center equipment listed within this contract. This shall include repairs to the complete controls systems (DDC and Pneumatic) of the Kennedy Center as necessary. The repair and maintenance shall be all-inclusive and shall include all labor and materials to maintain the BAS in a reliable operational condition unless specially identified as excluded. The contractor shall provide the Kennedy Center with an estimate of the cost for time and labor to repair any breakdown of the BAS and the entire Controls systems.

Bi-weekly maintenance services shall be performed from 6:30am to 5:00 pm, Monday through Friday excluding Federal holidays.

4.4 WORK-HOUR RESTRICTIONS:

Regular Bi-weekly inspections should be performed during normal hours (Monday through Friday) between 6:30am and 5:00pm. Regular maintenance work to be performed outside the regular work hours shall be coordinated with the COR or other authorized personnel of the Kennedy Center such as the MEP supervisor in order to arrange for security clearance.

4.4.1 AFTER NORMAL WORKING HOURS

Any scheduled repairs or maintenance to be performed outside the normal work hours (evenings, early mornings, weekends, federal holidays, etc.) at the request of the contractor shall be coordinated in advance with the COR and approved by the Contracting Officer or the COR. At least 48 hour advance notice shall be given by the contractor in order to arrange for security clearance and monitor work. Such repairs or maintenance shall be at no additional cost to the Government.

4.4.2 Holiday and Inclement Weather or Other Delays.

Any scheduled repair or maintenance work that would coincide with a Federal Holiday or be delayed due to weather or any other reason shall be performed on the next business day at no additional cost to the Government.

The contractor may be required to perform repairs and services on the following holidays listed below if such performance is required by the Kennedy Center. The working hours may also be extended beyond the regular hours due to routine weekend/holiday maintenance support, emergency on-call services, and any other program support related to the Kennedy Center’s operation and mission goals.

New Year’s Day

Martin Luther King, Jr.’s Birthday

George Washington’s Birthday

Memorial Day

Independence Day

Labor Day

Columbus Day

Veterans Day

Thanksgiving Day

Christmas Day

4.5 EMERGENCY SERVICES REQUESTS:

The contractor shall have a phone number that is maintained 24/7.

Contractor’s technician(s) shall be on site for any malfunction of the Building Automation System within 2 hours of any request received by telephone from COR or any other authorize personnel such as the MEP supervisor from the Kennedy Center.

The Contractor will not be paid for time spent in transit to and from the Kennedy Center. All repairs and assessments shall begin as soon as the technician(s) arrives on site and reports to the COR. Any call-backs as a result of improper or uncompleted repairs by the contractor shall not incur additional charges to the Government.

4.5.1 EMERGENCY SERVICES.

Emergency Service is any work other than scheduled repairs or preventative maintenance and may be a diagnosis, control adjustment, or repair to the equipment listed in the SOW. On occasion, services may be required on short notice or outside the normal duty hours which is Monday through Friday 6:30am to 5:00pm. The Contractor shall be available on a 24 hour-a-day basis to meet emergency requirements as requested by the Kennedy Center. The Contractor will also provide mobile phone numbers of their key personnel assigned to this contract. Emergency labor rates shall apply to all work performed outside of normal working hours and the first four (4) hours of an emergency repair during normal working hours 6:30am to 5:00pm Monday through Friday

4.5.2 PERSONNEL:

Contractor shall have available a senior certified Controls Technician(s) to response to all emergencies calls. During an emergency repair call one or more service technicians may be dispatched based on the nature of the emergency. Technicians responding must speak sufficient English to communicate clearly with the COR and Kennedy Center staff.

4.6 EXTENSIVE REPAIRS & SUSTAINED EFFORT

In instances when the emergency repair cannot be completed within eight hours of labor the Contractor shall notify either the Contracting Officer’s Representative (COR), the MEP Supervisor, or the Director of Operations & Maintenance within the first 10 hours that represents the two-hour response time and the initial eight hours of effort put toward the emergency repair. The contractor shall, at that point, provide the Kennedy Center with an estimate of labor hours and material costs required for the completion of the emergency repair. The Contractor shall sustain effort to complete the repair. If unable to sustain the effort, the COR will be notified and provided with justification for the inability to sustain effort. Any emergency repairs which is responded to within an hour of the call and the equipment repaired and restored back into normal operation within 4 hours of the contractor’s technician(s) arriving on site may attract 10% markup. Such markup shall be pre-approved by the Contracting Officer.

4.6.1 FINAL INSPECTION AND ACCEPTANCE

The contractor will only be paid for time, supplies, parts, and materials invested in working on the Kennedy Center equipment. The contractor will not be paid for time spent in transit to and from the Kennedy Center, reimbursed for “fuel surcharges”, “service vehicle charges” or any other charges not agreed to in this contract with the Kennedy Center. All work and billable hours will begin as soon as the mechanic arrives at the Kennedy Center and reports to the COR or the MER supervisor.

When all work under an approved contract has been completed, including cleanup, the contractor shall notify the COR and final inspection will be made. When defects, error, and omissions disclosed by the final inspection or startup have been corrected, acceptance will be given under this contract. At the option of the Contracting Officer or designee, acceptance may be given prior to correction of such defects, errors and omissions that do not preclude the operation and use of the facility; however, in this event, final payment will be withheld until all correction have been made and service report issued to the COR for approval.

5.0 FIELD SERVICE AND MAINTENANCE DOCUMENTATION:

The contractor shall leave a Field Service Report on site after completing all emergency repairs and preventative maintenance. This report shall include the hours, supplies, materials, and parts required to perform the requested service. For emergency repairs the Field Service Report shall include the name of the Kennedy Center personnel requesting the service and the date and time they contacted the contractor. The Field Service Report shall be signed by the COR, if the COR is not available then the report can be signed by the MEP supervisor with an explanation noted on the report.

A copy of all Field Service Reports related to work being billed shall be included with invoices submitted to the Kennedy Center for payment. Invoices should also include: the contract Line Item Number and Description; Date work was completed; Unit of Issue (B-weekly, monthly, Quarterly, Annually, etc.), the contract and which number of the total quantity this bill represents (example: Line Item Number 0001, Number 4 of 12 Monthly Preventative Maintenance for Gas Boilers, completed on April 23, Invoice #s 10025, 12886, etc.).

6.0 ACCESS CONTROL

All maintenance visits shall be coordinated through the COR five (5) days in advance. Keys, proximity cards, remotes and security codes may be issued to the contractor as appropriate. The contractor shall receive, service, and account for all access control items within the scope of this contract. Key and lock responsibilities will include both vehicles and facilities.

No equipment or new materials are to be stored in the building except those items that are necessary for progress of the immediate work. Confine storage of materials and equipment to the immediate project area at specific locations approved by the COR. Storage of any materials on the Kennedy Center site during non-working hours is strictly prohibited.

7.2 PROTECTION OF EXISTING FEATURES:

All existing the Kennedy Center’s property and other property within the work area shall be protected by the contractor from damages caused by repair activities. Existing work or features damaged by the contractor shall be promptly repaired by the contractor at the contractor’s expense unless it is inherent in the work. The Contractor shall notify the COR of any damage to the Kennedy Center’s equipment or material(s) immediately after it occurs. For Government property, the contractor shall obtain approval for proposed correction measures or replacement of the damaged material per the FAR Clause 52.263-9, Damages to personal property, which results from the contractor operations, must be reported to the COR immediately. In all such instances, the COR will notify the Kennedy Center Security which will initiate the necessary investigation and reports. However, settlement for any damages will ultimately be the responsibility of the contractor and his insurance company.

7.3 SECURITY REQUIREMENTS:

The contractor is required to comply with all security regulations imposed by the Kennedy Center including any necessary security clearances. The contractor’s employees shall wear badges provided by the Kennedy Center on the exterior of their clothing. Care shall be taken to maintain their badges in readable condition for the duration of the project.

7.4 GENERAL CONTRACTOR EMPLOYEE QUALIFICATIONS.

All contractor employees shall be trained, qualified, certified or licensed on Building Automation Systems in order to perform the work specified in this contract. In addition, at least one head technician with a minimum of ten (10) years of current experience performing services on the type of equipment referenced in this contract shall be provided for all diagnosis, analysis and major repair. Proof of this employee experience shall be provided to the Government together with contractor’s proposal for evaluation prior to award of this contract.

7.5 QUALITY ASSURANCE BY THE KENNEDY CENTER

The Government reserves the right to inspect the contractor’s performance using any reasonable inspection method. When an observation indicates defective performance, the COR will request the contractor’s representative to address corrective actions.

7.6 PERFORMANCE EVALUATION MEETINGS.

The Contractor and COR will meet once a month during the first two months of the contract to evaluate performance issues, after which the Contractor will schedule yearly meetings to Discuss:

a) Summary of deliverables during the previous period.

b) Performance issues with the Kennedy Center.

c) Opportunities for improved contractor performance.

d) Opportunities for improved Kennedy Center response.

e) Changes to the Facility.

f) Changes to processes or operations that affect the contractor or the Kennedy Center.

g) Changes to Kennedy Center or Contractor staff.

7.7 MEETINGS IN RESPONSE TO UNACCEPTABLE PERFORMANCE

In the event that the Government finds indications of unacceptable performance, at any time during this contract, the Contractor may be required to meet monthly with the COR and the Contracting Officer. Meetings will be as often as necessary thereafter as determined by the Contracting Officer.

7.8 MEETING MINUTES

The minutes of these meetings shall be distributed to the Contractor from the Contracting Officer and COR. Should the Contractor not concur with the minutes, the Contractor shall so state any areas of non-concurrence in writing to the Contracting Officer within seven (7) calendar days of receipt to the minutes.

The Contractor shall be responsible for the conduct of his employees. Contractor employees shall conduct themselves in a professional, courteous manner at all times during the performance of his/her duties. The Contractor shall not allow any employee who has possession of or who is under the influence of alcohol or other illegal substances to perform work. The Contracting Officer may require that any agent or employee of the Contractor whose conduct creates a disruption or risk to others be removed from the Government Installation.

8.1.1 CONTRACTOR PERSONNEL APPEARANCE.

Contractor’s employees shall present a neat, clean, well-groomed appearance at all times. All Contractor employees shall wear a distinctive professional uniform having the firm name, permanently affixed to the uniform.

8.1.2 IDENTIFICATION BADGES (IDS)

The contractor shall require all employees, subcontractors, and suppliers to satisfy and comply with all security requirements in order to gain access to the Kennedy Center; included, but not limited to ID card management, and maintaining and providing access rosters. The requirements may include furnishing identification cards or badges, with picture, to all employees.

8.1.3 DISPLAYING IDS

Employees shall be required to display the identification badge at all times while on the Kennedy Center property. Care shall be taken to maintain and safeguard their badges in serviceable condition for the duration of the project.

8.1.4 ID CONTROL

The Contractor shall return and shall require that all subcontractors and suppliers return all government access documents upon the termination of the contract or separation from Contractor’s employment. Immediately upon dismissal of personnel the Contractor shall return and shall require that all subcontractors and suppliers return all government access documents, i.e., ID cards or Access Badges that have been issued to those personnel dismissed.

8.1.5 SIGN-IN/SIGN-OUT

Contractor’s employees requiring access to the building shall sign in and out with Security when entering or leaving the Service Tunnel in the performance of their work. Those not entering through the Service Tunnel shall sign in and out at the Security Operations Center (SOC) off the A-Level Motor Lobbies.

8.2 PROTECTION OF THE CENTER’S ASSETS

All existing government owned equipment within the work area shall be protected by the contractor from damages caused in the performance or their work. The contractor shall notify the COR or their designated representative of any damage immediately after it occurs. Any the Kennedy Center asset damaged by the contractor in the performance of their duties shall be promptly repaired or replaced by the contractor at their expense. Prior to replacing or repairing any damaged the Kennedy Center asset, the contractor must obtain approval by the COR or their designated representative per FAR Clause 52.236.9.

9.0 SAFETY

In order to provide protection to the life and health of employees and other persons; for prevention of damage to property, materials, supplies, and equipment; and for avoidance of work interruptions in the performance of this contract, the Contractor shall comply with all applicable Occupational Safety and Health Act (OSHA) standards including 29 CFR Part 1910. The Contractor shall also comply with all Kennedy Center safety requirements as outlined in the Center’s Safety & Health Plan located in the office of the Kennedy Center Safety Officer.

9.1 PERSONAL PROTECTIVE EQUIPMENT

The Contractor shall provide all personal protective equipment (Hard hats, glasses, shoes, etc.) required for use by the work of this contract.

9.2 FIRE EXTINGUISHERS

The contractor shall have in each vehicle a properly charged and maintained portable fire extinguisher as recommended by his home state.

9.3 EQUIPMENT

The Contractor shall ensure that all equipment brought in by the Contractor, their subcontractors, their vendors, or borrowed from the Kennedy Center is used, serviced and maintained in accordance with good safety practices and applicable local, state, and Federal regulations.

9.4 CONTRACTOR’S SAFETY PROGRAM

The Contractor shall be responsible for his/her own safety program, a copy of which shall be furnished to the Contracting Officer within 14 days of contract award.

9.5 ACCIDENTS AND INJURIES

Upon the occurrence of a job-related injury, the Contractor shall forward a copy of the record of injury through the Contracting Officer to the Kennedy Center Safety Officer and COR within twenty-four (24) hours after the occurrence. If any claims are made by a third party against the Contractor as a result of an accident which occurred at the Kennedy Center in connection with the Contractor’s performance, the Contractor shall submit a report, in writing, within seventy-two (72) hours of the initiation of the claim, to the Contracting Officer.

9.6 FIRST AID KITS & MINOR INJURIES

The Contractor shall provide each crew of workers with first aid kits complying with OSHA and other Federal and State requirements to care for minor injuries normally sustained in the industry. The Contractor may elect to contact the Kennedy Center’s Security Dispatchers and have them dispatch an EMT to evaluate an injured worker. The Kennedy Center’s Security Dispatchers can be reached at 202-416-7900.

9.7 EMERGENCY MEDICAL TREATMENT

All work crews shall be provided with information pertaining to the contractor’s arrangements for emergency medical treatment. This information shall include the following emergency contact numbers:

10.0 ENVIRONMENTAL REQUIREMENTS

The Contractor shall take due caution not to endanger human health or the environment during performance of this contract. Upon discovery of a serious hazard such as, but not limited to, fire, or large spill, the Contractor shall notify the Kennedy Center Security Office, the Kennedy Center Safety Officer, and the Contracting Officer or his designated representative.

10.1 MATERIAL STORAGE

Material may be stored for work underway. No potential environmental polluting materials, including, but not limited to, refrigerants, hazardous chemicals, oils and other petroleum products shall be stored on site by the Contractor in anticipation of upcoming work. The contractor has no on-site storage facility. No equipment or materials are to be stored in the building except those items that are necessary for work in progress at the time the work is being performed. Any storage or staging of materials or equipment needed to perform work must be arranged and approved by the COR. The Contractor may use Kennedy Center gantries, hoists, and lifts but will be required to provide any additional equipment necessary for them to perform the work of this contract.

10.2 SPILL RESPONSE PLAN

The Contractor shall submit a Spill Response Plan to the Contracting Officer within fourteen calendar (14) days after contract award. The Plan shall include, but not limited to, chemicals MSDS sheets, a list of spill response material/equipment on hand, spill notification procedures, names and phone numbers of key point of contacts. Upon approval, the plan will be made available to all employees, emergency response teams and local emergency personnel. The Contractor will be required to initiate the cleanup action at the time of the spill. Make attachments as required to provide all information.

10.3 SPILL RESPONSIBILITY.

The Contractor shall be solely responsible for any spills which occur as the result of the performance of it work, or are contributed to by the actions of its agents, personnel or contractors during the performance of this contract. When these actions cause eminent danger to human health or the environment the Contractor shall coordinate emergency response with the DC Fire Department and shall brief the Kennedy Center Safety Officer. The Contractor shall clean such spills to the satisfaction of the Government and in a manner that complies with applicable federal, state and local laws and regulations. The cleanup shall be at no cost to the Government.

10.4 REPORTING OF SPILLS

Immediately upon discovery, the Contractor shall report spills of petroleum products, refrigerants, solvents, wastes, any regulated substances, or any other material known to have the potential to be hazardous to the environment or human health, regardless of the quantity involved to the Kennedy Center Safety Officer and, after the incident has been resolved, shall submit an incident report to the Contracting Officer.

10.5 NOTIFICATION PROCEDURES

Notification procedures for hazardous waste spills will be as stated in 40 CFR302 and/or 40 CFR355. Notification procedures for oil and other petroleum products spills will vary depending on quantity. Spills involving an area less than two feet in any direction will not require notification to the Fire Department. The Fire Department shall be notified during normal duty hours only for spills involving an area not over ten feet in any direction or not over fifty square feet or less than ten gallons. The Fire Department shall be promptly notified for spills involving an area in excess of fifty square feet, or greater than ten gallons, or any amount when released into a stream or body of water.

10.6 ENVIRONMENT AND OSHA

The contractor shall comply with all local, State, and Federal environmental and occupational safety laws, rules, and regulations. Any apparent conflict between compliance with such local, State and Federal laws, rules, and regulations and compliance with the requirements of the contract shall be immediately brought to the attention of the Contracting Officer or his authorized representative for final resolution. The Contractor shall notify the Contracting Officer or his authorized representative in writing in addition to any verbal notification of such conflicts.

10.7 CORRECTING UNSAFE CONDITIONS

The Contractor shall be liable for all fines, penalties, and costs which result from violations of, or failure to comply with, all such local, State, or Federal laws, rules, and regulations. All unsafe acts or conditions fostered by the Contractor or Contractor personnel may be grounds for the Contracting Officer to halt any and all Contractor performance with a commensurate deduction of monies due the Contractor until such unsafe conditions are corrected or should the Kennedy Center have to take remedial action.

11.0 COMPLIANCE WITH LAWS AND REGULATIONS

Failure to comply with all applicable laws and regulations may subject the Contractor to liabilities imposed by a regulating agency. The Contractor shall be required to reimburse the Government for fines, fees, or penalties assessed against the Government due to the Contractor’s performance.

13.0 PLACE OF PERFORMANCE

Contract performance shall be at The John F. Kennedy Center for the Performing Arts, 2700 F Street NW, Washington, DC 20566-0001.

14.0 PERIOD OF PERFORMANCE

The period of performance shall be a one (1) year base period and four (4) one (1) year option periods

15.0 DELIVERABLES

The following items have been identified as scheduled deliverables within this contract:

1 HC

Government Approved

1SC

Government Approved

Contractor Proposed / Government Approved Same day contract is awarded

1 HC

Government Approved

Government Approved

Government Approved

Government Approved

Government Approved

Government Approved

1HC

12.0 ACRONYMS

1. Will the controls maintenance contractor be allowed to add a contractor provided PC on the existing controls IT network for troubleshooting and maintenance purposes as needed for the duration of this contract?

Yes, the selected contractor will be able to add a laptop as needed for troubleshooting.

1. We observed that the system is currently using Bacnet protocol and not all devices are FX devices. Is it the Kennedy Centers desire post award to upgrade over time all non FX controllers to the PX controllers on a T&M basis?

These will be replaced as they fail on the T&M CLIN.

1. Please provide PDF copies of the latest or most current As-built control drawings for the Kennedy Center and REACH facilities? See links below.

These will be made available upon award to the selected contractor.

1. Please confirm the location of the main Kennedy Center control server?

This will be made available upon award to the selected contractor.

1. Will the Contractor have access to the main Kennedy Center control server?

Yes, the selected contractor will be able to have access the BAS control server, but there will not be any remote access.

1. We observed numerous Web600 controllers. These controllers are no longer available and a server upgrade to N4 will be required if controllers fail and need to be replaced with the latest controllers. Please confirm it is the Kennedy Centers intent for us to provide PM on the existing Web600 controllers and any upgrades will be performed on a T&M basis?

Confirmed

1. Please confirm the prevailing rate to be assumed for service or non-service vehicles?

All work associated with the SOW, parking will be provided in a location at no cost to the selected contractor. The daily rate for non-service visits are subject to change and the government shall not be charged for these visits that are not related to the SOW.

1. Please confirm that the cost of any server/controller upgrade licenses will be paid for by the Kennedy center and not by the Contractor?

These upgrades will be completed on the T&M CLIN

1. Please confirm that any replacement or repair of existing defective controllers, wires, servers, monitors, sensors, equipment shall be paid by the Kennedy center on T&M and shall not be assumed within this contract price?

These upgrades will be completed on the T&M CLIN

1. Section 4.3.1 - Please confirm that the contractor is only responsible for the scope of work identified in Section 3.0 and that local field controllers for individual HVAC equipment are excluded?

This is included in section 3.0 of the Statement of Work

1. Section 4.3.1 states “ The contractor shall provide all labor, parts, and materials for non-emergency and emergency repair of the Kennedy Center equipment listed within this contract. This shall include repairs to the complete controls systems (DDC and Pneumatic) of the Kennedy Center as necessary. The repair and maintenance shall be all-inclusive and shall include all labor and materials to maintain the BAS in a reliable operational condition unless specially identified as excluded. The contractor shall provide the Kennedy Center with an estimate of the cost for time and labor to repair any breakdown of the BAS and the entire Controls systems.” Please confirm that this repair work is to be provided on a T&M or Work Order Proposal basis post award?

Repairs to all controls systems shall be on T&M.

1. If Section 4.3.1 is required to be priced within the base contract, please provide a comprehensive points list of the existing system infrastructure?

The repairs, labor, and material will be completed on the T&M CLIN

1. Section 7.4 GENERAL CONTRACTOR EMPLOYEE QUALIFICATIONS states “at least one head technician with a minimum of five (5) years of current experience performing services on the type of equipment referenced in this contract” while Page 33 - Section 4 states “, at least one head technician with a minimum of ten (10) years of current experience performing services on the type of equipment referenced in this contract shall be provided”. Please clarify if the minimum required experience of the head technician is 5 or 10 year?

Updated SOW to Change on his version of the SOW for 7.4 to reflect 10 years’ experience.