SATPC0041056 Tab 04 4 SOW (Revised).pdf

June, 2025

Mary W. Jackson NASA Headquarters HVAC Services

Statement Of Work

Table of Contents

1. PART 1 – GENERAL REQUIREMENTS

1.1. PURPOSE

1.2 Management

1.2.1. General

1.2.2. NASA Procedural Requirements (NPR)

1.3. Other HQ Contracts/Government Employees……………………………………………………………………………….5

1.4. Quality Control

1.5. Compliance with Security Requirements

1.5.1. Disclosure of Information

1.5.2. Residency

1.5.3. Identification of Vehicle

1.5.4. Access

1.5.5 Visitor Badges

1.6. Technical Reference Database

1.7 Safety

1.8. Licensing/Certification/Training

1.8.1 Licensing/Certification

1.8.2 Worker Qualifications

1.8.3 Training

1.8.4. Personnel Certification Plan

2 PART 2 – BASELINE (CORE) CONTRACT REQUIREMENTS

2.1 PROGRAM MANAGEMENT

2.1.1 Industrial Relations

2.2 OPERATIONS AND MAINTENANCE PROGRAM IMPLEMENTATION

2.2.1 Program Implementation

2.2.2 Safety and Health

2.2.3 Emergency Procedures

2.2.4 Safety Equipment

2.2.5 Accidents and Near Misses

2.2.6 Damage

2.2.7 Safety, Health, and Accident Prevention

2.2.8 Quality Control Plan (QCP)

2.3 BUSINESS MANAGEMENT

2.3.1 General

2.3.2 Contract Management, Reviews, and Reporting

2.3.3 Subcontract Management

2.4 WORKMANSHIP AND MATERIALS

2.5 DATA – RECORDS, REPORTS, AND WORK PLANS

2.5.1 Records

2.5.2 Hardcopy and Electronic Format

2.5.3 Contract Completion or Termination

2.5.4 Ownership of Information

2.5.5 Data Collection and Reporting

2.5.6 Preventive Maintenance (PM) Plan

2.5.7 Annual Work Plan (AWP)

2.5.8 RCM Program Management Plan

2.5.9 Equipment Management Plan

2.5.10 Subcontract Management Plan

2.5.11 Annual Cost Metrics Reports

2.6 OPERATIONS AND MAINTENANCE

2.6.1 General

2.6.2 Prepare & perform all Work Plans

2.6.3 Work Control

2.6.4 Timely & Quality Work Accomplishment

2.6.5 Minimize Mission Interference

2.6.6 Work Status Update

2.6.7 Keep COR informed

2.6.8 Repairs and Trouble Calls (TC)

2.6.9 Major Repairs

2.6.10 PM and PT&I

2.6.11 HVAC/R and Compressed Air Systems

2.7 SERVICES

2.7.1 Condition Assessment

2.7.2. RCM Requirements

2.8. Additional Requirements..............................................................................................................…...15

1 PART 1 – GENERAL REQUIREMENTS

1.1. Purpose.

The Contractor shall provide HVAC services at the Mary W. Jackson NASA Headquarters, under the Headquarters Support Services Division (HQ SSD) in Washington, DC. The period of performance is from October 1, 2026 – August 31, 2028. (Base year: October 1, 2026 – September 30, 2027, with one Option Year: October 1, 2027 – August 31, 2028).

The contractor shall furnish all necessary labor, parts, and materials, required to perform preventive maintenance (PM), as well as emergency, and normal repairs or modifications to all NASA Headquarters (HQ) owned Heating, Ventilation and Air Conditioning (HVAC) equipment, Keurig coffee machines, ice machines and all equipment identified on the attached equipment list (Attachment E). All HVAC equipment operates on an open loop condenser water system. See attached equipment list for the locations of equipment to be serviced. Service shall be performed in accordance with this statement of work, equipment manufacturer's specifications, and best industry standard practices to maintain and keep the equipment in an unimpaired operating condition.

Regularly scheduled preventive maintenance shall be performed during the normal business hours of 7:00 am - 7:00 pm Monday through Friday.

Emergency repairs of equipment may be required outside of normal business hours. The contractor is required to respond to the site within four (4) hours to perform emergency repair requests at any time requested by NASA HQ, 24 hours a day, 7 days a week, 365 days a year.

The Mary W. Jackson NASA Headquarters is located at Two Independence Square, 300 E Street, SW, Washington, DC, 20546. The scope of this statement of work includes the NASA HQ facilities located above and below ground level at this location, including the parking garage levels.

When performing work under this contract, the contractor shall provide qualified personnel to provide maintenance services and repairs and installations to NASA HQ owned equipment. The contractor will be required to read and interpret architectural, mechanical, and electrical drawings/plans as well as manufacturer's equipment manuals.

Definition:

COR: The Contracting Officer's Representative (COR) will provide technical direction for the contract, within the scope of the contract. Wherever "COR" appears in this document, it refers to the designated COR or, in the absence of the COR, his/her designated alternate.

Within thirty (30) calendar days after contract award, the contractor shall submit to the Contract Officers' Representative (COR), an annual preventive maintenance (PM) schedule for review and approval. The proposed schedule submitted shall include all the NASA HQ HVAC equipment listed on the HVAC equipment sheet, attachment B.

The contractor shall notify the COR a minimum of 24 hours in advance of when PM work will require removing from service, opening, or dismantling any of the equipment and/or systems.

1.2. Management.

1.2.1. General. The performance specification allows maximum flexibility to implement the best practices and methodology of the industry while exercising creative and innovative technical approaches to meet the requirements of HQ. All data, software, Government Furnished Equipment (GFE) and tools, Standard Operating Procedures (SOP), etc., are the property of HQ.

1.2.2. NASA Procedural Requirements (NPR). The Contractor shall adhere to the most current version of NASA NPR 8831.2F, Facilities Maintenance and Operations Management. Current versions of all NPRs referred to in this SOW can be electronically accessed at the following website: https://nodis3.gsfc.nasa.gov/main_lib.cfm The Contractor shall obtain, fill-out, and adhere to all HQ required forms and SOP such as: security forms, excavation permits, hot work permit, confined space entry permit, outage requests and all lock-out tag-out procedures in accordance with the Contractor’s approved Safety and Health (S&H) Plan. The Contractor shall obtain prior approval from the Contracting Officer Representative (COR) for unscheduled work requiring shutdown of any equipment for over 60 minutes during core work hours, except for an emergency.

1.3. Other HQ Contracts/Government Employees.

The Government may undertake or award other contracts for additional work at or near the site of work performed under this contract. The Contractor shall fully cooperate with other contractors and Government employees and shall carefully adapt scheduling and work performance under this contract to accommodate the work by others and minimize impact to customers.

1.4. Quality Control.

The Contractor shall provide a Quality Control Plan (QCP) in accordance with section 2.2.13 of this document.

1.5. Compliance with Security Requirements.

The Contractor shall comply with all NASA security requirements and be able to obtain a NASA Smart badge. A badging appointment that captures fingerprints will be submitted for a National Crime History Check (NCHC) which is required for all Contractor employees needing access to HQ. At contract award, upon request, and at any time thereafter, the Contractor shall submit the name and address of each employee hired for work on this contract and shall ensure all questionnaires and other required documentation are completed and submitted in a timely manner. The Contractor shall update the list within 10 calendar days of any changes.

1.5.1. Disclosure of Information. The Contractor and its employees shall not disclose or disseminate any information concerning Government operations, including those performed by contractors for The Government, which could result in or increase the likelihood of a breach of security or interrupt the continuity of operations.

Disclosure of information relating to the services hereunder to any person not entitled to receive it or failure to safeguard any classified information that may come to the Contractor or any person under its control in connection with work under this contract, may subject the Contractor, its agents, or employees to criminal liabilities.

1.5.2. Residency. No employee or representative of the Contractor shall be admitted to the site of work unless they furnish satisfactory identification, they are a citizen of the United States or, if a Legal Permanent Resident (LPR), is legally authorized to work in the United States.

1.5.3. Identification of Vehicle. All Contractor vehicles shall display a valid State license plate, shall be maintained in good repair, and adhere to DC Motor Vehicle Administration regulations.

1.5.4. Access. The Contractor shall be responsible to obtain authorized access from the Office of Protective Services to buildings and facilities and to arrange for these to be opened and closed to accomplish work under this contract.

1.5.5. Visitor Badges. A valid form of REAL ID will need to be provided for access to the building. Foreign national access will be coordinated in advance with the COR and cleared before approved to work, and will be escorted while in the building. Visitor badges may only be issued up to 29 calendar days a year.

1.6. Technical Reference database.

The Headquarters Support Service Division (HQSSD) maintains a technical reference database. The Contractor shall provide to the COR, all new equipment O&M manuals relevant to this contract throughout the entire contract period.

1.7. Safety.

The Contractor shall conduct all work in a safe manner in accordance with the Contractor’s approved Safety and Health Plan and shall comply with all NASA HQ and Occupational Safety Health Act (OSHA) requirements. The Contractor shall provide training and Personal Protective Equipment (PPE) for required personnel. For more details on safety and health, see section 2.2.2 of this document.

1.8. Licensing/Certification/Training.

1.8.1. Licensing/Certification. All licenses and certificates shall be kept current throughout the contract period. The Contractor shall ensure employees are trained as appropriate in environmental compliance, hazardous materials and hazardous waste management, ozone-depleting substances, and non-exempt substitute refrigerants.

1.8.2. Worker Qualifications. The degree of worker skills shall be commensurate with that required for the work performed. All apprentices and trainees shall be supervised and shall have all work inspected by the applicable lead mechanic, technician, or engineer for their field. This requirement applies to all crafts. The Contractor shall continuously maintain an adequate qualified staff with suitable management, professional, trade, and administrative expertise to ensure that work is performed, scheduled, and completed in accordance with the contract.

The Contractor shall provide a list to the CO and COR of the names and titles of all maintenance personnel including the responsible supervisory persons authorized to act for the Contractor within 14 calendar days after award. The list shall be updated and provided to the CO and COR within 2 calendar days whenever changes occur.

The Contractor shall remove from the site any individual whose behavior is deemed by the CO or the COR to be contrary to the public interest or inconsistent with the best interests of The Government.

1.8.3. Training. The Contractor shall develop and implement a training program to accomplish specialized and site-specific training and development of its employees to ensure that worker skills, qualifications, and certifications.

The Contractor shall have and maintain a system to track the training requirements and status. The Contractor shall provide all necessary training set forth by OSHA and/or NASA standards prior to work being performed. The Contractor shall maintain all training records and provide these to any Government inspector or auditor when requested. All training shall remain current and up to date as required by OSHA and NASA standards and as set forth in 2.2.2.

1.8.4. Personnel Certification Plan. Many of the elements in this contract require work on systems that are critical to the success of NASA HQ mission. Therefore, the Contractor shall have a personnel certification plan that establishes the Contractor’s certification requirements for personnel working in these situations. The plan shall also indicate what controls are in place to assure only qualified personnel shall be used on critical work elements.

This plan shall be submitted to both the CO and COR sixty (60) calendar days after contract award and updated and re-submitted annually thereafter.

2 PART 2 – BASELINE (CORE) CONTRACT REQUIREMENTS

The work in this Section includes, but is not limited to: (1) the O&M and repair of facilities and equipment at HQ;

(2) accomplishing recurring services (such as PM, Predictive, Testing and Inspection) that involve routine, periodic maintenance and incidental repair requirements associated with HVAC and mechanical equipment for which no specific operators are assigned; (3) operations that require the continuous presence of qualified person(s) during a specified time period; (4) planning, projects and service work; and (5) documentation and reporting requirements as stated in further Sections.

This baseline set of requirements shall be implemented on all assets and equipment listed in attachment B.

2.1 Program Management

2.1.1 Industrial Relations. The Contractor shall apprise the CO and COR of any impending union contract negotiations and their potential programmatic impacts. These include, but are not limited to, providing contingency plans approved by the Contractor’s corporate management that would ensure meeting the requirements of the contract during periods of labor unrest or extraordinary or emergency situations or operations.

2.2 Operations and Maintenance Program Implementation

2.2.1 Program Implementation. The Contractor shall be responsible for all planning and scheduling associated with the overall institutional program.

The Contractor shall:

a. Plan and schedule all work to ensure all material, labor, and equipment are available to complete work requirements within the specified time limits and within the prescribed quality standards.

b. Plan and execute work in a manner with the least interference with the normal occurrence of NASA and tenant business and missions.

c. Furnish detailed information which provides the CO and COR sufficient insight into the Contractor’s ability to analyze, mitigate, and control risks while conducting HVAC services to maximize the performance of contract requirements.

d. Make the preventative maintenance work schedule available electronically and accessible by the CO and COR at any time.

2.2.2 Safety and Health. All contractor personnel shall be technically, physically, medically, and emotionally qualified to perform the duties they are assigned to.

For hazardous operations, the Contractor shall:

a. Define hazard areas and exclusion zones that protect participating and non-participating personnel in the event of a mishap.

b. Establish and implement personnel limits in areas where hazardous operations occur.

c. Control access into these areas during the conduct of hazardous operations and ensure that only active essential personnel are in these areas during hazardous operations.

2.2.3 Emergency Procedures. The Contractor shall ensure that its employees know how to report any on-center accident, fire, toxic chemical, hazardous material, electrical, security, flooding, or police emergency.

2.2.4 Safety Equipment. The Contractor shall provide all safety equipment necessary to meet the requirements of the contract. All safety equipment shall meet all current OSHA and NASA requirements. Equipment shall be calibrated as recommended by the manufacturer and inspected before each use by trained employees. These safety requirements are specific to the various types of equipment utilized during the inspection, assembly, and checkout of hazardous systems.

2.2.5 Accidents and Near Misses. The Contractor shall:

a. Report any incidents of exposure or possible exposure to any hazardous substance and all accidents resulting in death, trauma, occupational disease, bodily injury, or environmental damage to the COR, within 1 hour of their occurrence during core working hours, or within 4 hours of their occurrence during non-core working hours.

b. Conduct an internal mishap investigation when deemed appropriate and report findings to the COR within five working days of the accident.

c. Provide support to mishap boards or investigations when requested by the Government.

d. Complete a NASA mishap report (NASA Form 1627A) in accordance with the latest version of NPR 8621.1C, NASA Procedural Requirements for Mishap and Close Call Reporting, Investigating, and Recordkeeping.

2.2.6 Damage. The Contractor shall submit to the COR a full report of damage to Government property, equipment, or the on-site environment by its employees to the COR within 24 hours of the occurrence. At a minimum, the report will include a description of the damage and how it came to be, as well as the Contractor’s plan and schedule to redress it.

2.2.7 Safety, Health, and Accident Prevention. A pre-work conference between the Contractor and The Government shall be held no less than 14 calendar days after contract award to ensure mutual understandings of the Contractor's approved Safety and Health plan.

2.2.8 Quality Control Plan (QCP). As part of its proposal, the Contractor shall provide and maintain a QCP.

The QCP shall:

a. Include any policies and procedures the Contractor will employ to accomplish, monitor, and control, the contract functions (including those of subcontracts that the Contractor determines to be critical to the successful fulfillment of contract requirements).

b. Correlate, at a minimum, with the requirements and standards contained in this contract.

c. Address how the Contractor will maintain a monitoring, inspection, testing, and quality control program which documents compliance of all work performed and all procured items with applicable Government standards referenced herein.

The Contractor shall:

d. Implement a feedback system via written paper/email that provides customers with a way to provide feedback of performance of work provided.

e. Provide the results of the customer feedback, along with plans to address any deficiencies, to the COR once a month.

2.3 Business Management.

2.3.1 General. The Contractor shall provide contract management, reviews, and reporting; financial resources management; subcontract management; information and document management.

2.3.2 Contract Management, Reviews, and Reporting. The Contractor shall provide overall management of the prime contract requirements. The Contractor shall provide informal technical interchange between Contractor and Government personnel, including other Government Contractor personnel, for the HQ requirements.

2.3.3 Subcontract Management. The Contractor shall prepare and submit for approval to the CO a Subcontract Management Plan according to that described in section 2.6.11 Subcontract Management Plan. The Contractor shall manage and provide all technical control for Subcontractor and major vendor activities necessary to accomplish the contract requirements.

2.4 Workmanship and Materials.

All work under this section shall be of professional quality, conforming to all applicable codes and standards, and all specified work items such as checkpoints, servicing, repairs, and reporting shall be performed completely, correctly, neatly, and in a safe manner.

Work shall conform to the specifications given in Appendix 9 – HQ Specifications. Materials and equipment shall be as set forth in Part 2 – Products, of each division of work. Installation shall be as set forth in Part 3 – Execution, of each division of work. Parts and components, once installed in the Government facility, become Government property. Items not listed in the technical specifications shall be of acceptable industrial grade and quality. If the original manufacturer has updated the quality of parts for current production, parts supplied under this contract shall be equal to or exceed the updated quality.

The Contractor shall:

a. Supply all parts, components, and materials/supplies in the execution of the requirements of this section of the contract. The items supplied shall be new or factory reconditioned parts and components. Factory new parts shall be sought out first before aftermarket or rebuilt parts are purchased for repairs.

b. Make sure the warranty is as good as new parts, and that the parts meet manufacturer’s specification if reconditioned parts are used. All replacement units, parts, components, and materials/supplies used in the performance of the requirements shall be compatible with the existing equipment on which they are to be used;

shall be of equal or better quality than original equipment specifications; and shall comply with the applicable contract specifications.

c. Obtain and maintain manufacturer's operating instructions and maintenance manuals on all new equipment installed by the Contractor. These documents will become property of the Government and shall be turned to the COR within five working days after completion or termination of the contract.

2.5. Data – Records, Reports, and Work Plans.

The Contractor shall keep historical records, collect data, and prepare reports. Below are record and reporting requirements.

2.5.1 Records. The Contractor shall maintain historical records of all work performed.

2.5.2 Hardcopy and Electronic Format. All correspondence, records, reports, logs, and other documents submitted by the Contractor to the Government shall be provided in electronic format where feasible and software compatible, unless otherwise specified.

2.5.3 Contract Completion or Termination. All records and copies of reports shall be turned over to the CO or COR within five (5) calendar days following contract completion or termination.

2.5.4 Ownership of Information. All information and the media (if applicable) on which it is delivered to the Government become the property of the Government.

2.5.5 Data Collection and Reporting. The Contractor shall provide accurate and timely data collection and reports as specified in the various Sections of this SOW.

2.5.6 Preventive Maintenance (PM) Plan. The Contractor shall prepare and submit for approval a PM Plan within ninety (90) calendar days after contract award. This plan shall include a listing of all types or classes of maintained equipment, and the frequency of PM at the bare minimum.

The Contractor shall:

a. Keep abreast of changes in industry practices and recommend changes to the PM and job plans based on new and/or better practices that would result in more efficient, effective, and reliable facilities, equipment, and systems.

b. Utilize Reliability Centered Maintenance principles in its PM Plan. Changes are justified based on various types of RCM analysis, including criticality, failure history, maintenance costs, failure modes analysis and other methods as described in the NASA RCM Implementation Guide.

c. Recommend changes at any time throughout the life of the contract, including changes in association with its original PM Plan. All changes to the PM plan shall be justified and must be approved by the COR.

2.5.7 Annual Work Plan (AWP). The Contractor shall prepare an AWP for all work under the contract and scheduled and unscheduled maintenance. This plan shall identify resources in terms of man hours to accomplish all classes of work types identified in the “O&M Annual & Five-Year Maintenance Work Plan” PG, and the latest version of NPR 8831.2F. This includes newly identified facilities maintenance requirements. This plan shall identify the craft, type of work and the annual estimate of man hours of direct effort and materials to accomplish the work. The annual plan submission for each year of the contract shall cover the upcoming fiscal year. The AWP shall be submitted to the COR by April 1 of each year. The Contractor shall provide rationale for changes in the estimates from past estimates and actual records that result from new construction, demolition, or changes in the maintenance plan.

2.5.8 RCM Program Management Plan. The Contractor shall implement a continuous RCM Program Management Plan for HQ maintainable assets in accordance with the latest version of NPR-8831.2F, Facilities Maintenance and Operations Management.

The Contractor shall:

a. Develop an RCM Program Management Plan that establishes the criteria for performing RCM that includes, but is not limited to, data collection procedures, analysis techniques, root-cause failure analysis, and evaluation methods.

b. Include in the RCM Program Management Plan identification of areas for improvement and how proposed changes will be implemented as well as the methods that will be used to determine when it is not cost effective to perform repairs. The RCM strategy provides an approach for determining the most effective maintenance mix and includes run to failure, condition-based maintenance, and interval based (time, cycles, operating hours) maintenance. It also provides assurance that the Contractor’s RCM program progresses in a proactive versus a reactive mode of operation.

c. Submit the RCM Program Management Plan to the COR within ninety (90) calendar days of award and implement the plan upon approval by the COR.

d. Update the plan annually, as needed, or as directed by the COR.

2.5.9 Equipment Management Plan. The Contractor shall establish and adhere to a system of written procedures in compliance with the latest version of NPR 4200.1G, NASA Equipment Management Procedural Requirements.

2.5.10 Subcontract Management Plan. The Contractor shall prepare and submit to the COR for approval a Subcontract Management Plan within ninety (90) calendar days of award. The plan shall provide details on how the Contractor will manage all subcontracts under contractor control.

2.5.11 Annual Cost Metrics Reports. NASA Headquarters requires the reporting of maintenance cost data and other metrics each fiscal year. By October 30th of each year the Contractor shall provide the cost data and metrics required. The latest version of NPR 8831.2F, Facilities Maintenance and Operations Management provides detailed definitions of cost and other data that are to be reported annually. The period of the report is the 12 months between October 1st and September 30th.

The Contractor shall provide the following two reports:

a. Initial Operating Plan for Maintenance & Repair for the upcoming year: This is the Contractor’s best estimate of maintenance costs expected in the core portion of the contract for the next 12 months. This plan is to cover only maintenance and repair expenses as defined in the latest version of NPR 8831.2F.B. Actual Expenditures for Annual Maintenance and Repair in the reporting period: This includes all labor, materials, subcontracting, overhead, G&A, fee, and field overhead. This includes all work completed or invoiced.

b. That portion of Actual Expenditures for Annual Maintenance and Repair used to perform scheduled work. B.2 Actual Expenditures for Annual Maintenance and Repair of Unscheduled Work and Breakdown Repair.

c. Total costs: Items A through B above shall equal the total amount reported.

2.6 Operations and Maintenance.

2.6.1 General. The work in this section includes, but is not limited to, O&M and Repair of facilities and equipment at HQ, including but not limited to HVAC/R and galley equipment.

The Contractor shall:

a. Perform recurring services (such as PM and PT&I) that involve routine, periodic maintenance, and incidental repair requirements associated with facilities, site utility systems, and dynamic equipment for which no specific operators are assigned.

b. Keep its site clean and free of trash, debris, old parts, and excess equipment. The Contractor shall dispose properly of all parts and equipment removed from service.

c. Furnish all labor, supervision, tools, materials, incidental engineering, transportation, and management necessary for the O&M and repair of related systems and equipment under the baseline section (Part 2) of this

SOW.

d. Provide training to its employees on updates to the Center’s RCM program.

e. Establish and maintain a registry of specialized and site-specific contractor employee qualifications, certifications, and training that shall be part of the Personnel Certification Plan. The register shall be current to within ten (10) calendar days of any change in the employee’s training or qualification status. This shall apply to all work in contract.

2.6.2 Prepare & Perform all Work Plans. The Contractor shall prepare and submit for approval all the Work Plans in section 2.5 as required. Once approved, the Contractor shall execute the Work Plans. The list of assets and associated PM Plans are shown in Appendix 8.

2.6.3 Work Control. The Contractor shall implement all necessary work control procedures to receive, record, and ensure timely processing of work requirements, as well as to permit tracking of work in progress. The Contractor shall have the ability to quickly engage subcontractors to meet growth in workloads.

2.6.4 Timely & Quality Work Accomplishment. The Contractor shall plan, estimate, and schedule work to ensure material, labor, and equipment are available to complete work requirements within the specified time limits, in conformance with the quality standards as outlined in the Contractor’s QC Plan, and in compliance with the latest version of NPR 8831.2F.

2.6.5 Minimize Mission Interference. The Contractor shall schedule and arrange work to minimize interference with normal HQ business and mission, particularly in areas critical to mission support activities. Equipment and system outages are performed only after following regular outage request procedures. Only in cases involving the threat of personal injury or equipment failure shall equipment in mission critical areas be shut down without prior approval of the COR. Whenever such emergencies occur, the COR shall be notified immediately.

The Contractor shall:

a. Notify the COR of any work to be performed that may disrupt the conduct of normal Government business at least three (3) working days in advance of such scheduled work.

b. Reschedule any work that the COR deems necessary to avoid unacceptable disruptions to the Government's business.

2.6.6 Work Status Update. The Contractor’s Program Manager shall provide verbal status reports when requested by the COR. The status of any item of work shall be provided within one hour of the inquiry during regular core hours, and within two hours during non-core hours.

2.6.7 Keep COR informed. The Contractor shall provide feedback and maintain direct contact with the COR, regardless of the type of work. The Contractor shall keep the COR advised of any interference problems or necessary changes in the work, preferably in advance, and shall notify the COR within 1 business days when the work is completed.

2.6.8 Repairs and Trouble Calls (TC)

The work in this Section includes, but is not limited to, the repair, adjustments, and modifications of equipment, and parts and/or components. Identification of repairs can either come from customer notification or through Contractor discovery. Repairs to be performed include any unscheduled work required to prevent breakdowns of equipment or systems, restoring equipment back into service after a breakdown or failure, the replacement of obsolete equipment and/or parts. TC are reactive maintenance work (i.e., work that is not fully planned or anticipated, or that is beyond the level of PM work). TC are generally requested by the COR. TC can be requested 24 hours per day, 7 days a week to the Contractor via email.

The Contractor shall:

a. Respond to the site for each trouble call within 48 hours of the trouble call request.

b. Generate a work order for all TC and other work performed.

c. Take all reasonable actions to protect Government property from damage, or further damage if that condition exists, including the protection of both institutional and technical equipment when necessary.

d. Provide the COR with the reason for any delay and the projected date or time the Contractor will return to complete the work.

e. Perform TC work to correct deficiencies at various locations.

f. Notify the COR by electronic mail of the expected completion date and actual completion date of the work as soon as possible.

2.6.9 Major Repairs. Major Repairs are repairs costing in excess $10,000 per incident, per piece of equipment, or per WO. These repairs must be individually approved (and tracked) by the COR prior to execution of the work. The

Contractor shall provide a cost estimate of parts and labor for any major repairs, this will include cost estimates from three separate vendors for all parts or equipment.

2.6.10 PM and PT&I. PM is primarily concerned with items that, if disabled, would interfere with an essential operation, including reliability and availability, endanger life and property, or involve high cost or long lead-time for replacement. PM work includes, but is not limited to, visual and operational inspection, cleaning, removing corrosion, and related painting, adjustment, alignments, lubrication and replacement of filters, belts, fasteners, hoses, and other consumable items required to correct or minimize operational wear and deterioration of facility systems and equipment, and use of RCM tools for the collection of PT&I data. See section 2.10.8 for RCM requirements.

Scheduled maintenance shall be arranged so as not to disrupt HQ missions. The following table is the acceptable deviations for PM and PT&I.

Frequency Standard Daily No deviation

Weekly +/- 1 calendar day Monthly +/- 5 calendar days Quarterly +/- 10 calendar days

Semi-annual +/- 15 calendar days Annual +/- 20 calendar days

All work shall be accomplished within the time specified. PM and PT&I shall be performed in accordance with existing schedule and NASA Reliability-Centered Maintenance Guide for Facilities and Collateral Equipment, which will be provided to the Contractor by the COR.

2.6.11 HVAC/R and Compressed Air Systems. The Contractor shall provide, predictive maintenance, PM, proactive maintenance, corrective maintenance, and repair of HVAC/R equipment to ensure safe and efficient equipment operation and to maximize the life of each piece of equipment for optimum operational efficiency. The PM of equipment and system components shall consist of, but is not limited to electric heating boilers; direct expansion package air conditioning units; self-contained computer cooling units; air handling units; unit heaters; refrigerant compressors; humidifiers; ventilation blowers/fans, service valves, dampers, condensers, coils, chillers, pumps, electrical, electronic, and mechanical controls, duct work, piping, motors, evaporators, air filters and dryers, thermostats, humidifiers, fan coil units, water coolers, ice machines, refrigerators, coffee machines and reach-in freezers.

Work also includes, but is not limited to, the performance of refrigerant leak detection, refrigerant reclamation, cleaning, reporting, and recycling for applicable equipment, as well as maintaining records and preparing reports.

The Contractor shall perform the following:

a. Temperature Settings for HVAC/R Equipment and Systems: The Contractor shall maintain temperature settings for HVAC/R equipment and systems during performance of work as specified herein.

b. Pressure Testing: The Contractor shall perform pressure testing for leaks when repairs or alterations are made involving the integrity of refrigerant, hot water, feed water, chilled water, and condenser water while conducting maintenance or repair.

c. Refrigerant Recovery Management Plan: The Contractor shall have a Refrigerant Management Plan in which all Chlorofluorocarbons (CFC) Hydrochlorofluorocarbons (HCFC) and non-exempt substitute refrigerants are tracked, inventoried, preserved, and recovered for reuse, in accordance with 40 CFR Part 82 Protection of Stratospheric Ozone.

d. Repair Leaking Joint: The Contractor shall repair leaking solders, welded joints, and mechanical joints. All gaskets removed shall be replaced with new gaskets.

e. Piping Insulation: The Contractor shall repair and or replace deteriorated insulation on piping.

f. Inspections: The Contractor shall inspect the HVAC/R systems for cleanliness by visual means during scheduled PM. If the inspection of an air handling unit reveals contamination, then the Contractor shall inspect supply and return ductwork at that time.

The Contractor shall perform all work in accordance with American Society of Mechanical Engineers (ASME) standards.

2.7 Services.

2.7.1 Condition Assessment. During the normal processes of performing maintenance, the Contractor’s personnel shall inspect maintained equipment and systems and provide a condition assessment. This will help with the replacement of obsolete or non- maintainable equipment.

The Contractor shall:

a. Manage the systems condition inspection and assessment report and report quarterly to COR.

b. Maintain the equipment condition assessment data represented by a number ranging from 0 to 5 with the meanings of “removed, bad, poor, fair, good, and excellent” and enter the appropriate comments/ description whenever a piece of equipment is found to be in “poor” or worse condition.

c. Evaluate all maintenance and repair history of maintained equipment and use the information to develop detailed inspection plans.

d. Submit a plan for performing equipment condition assessments to the COR within the first 90 calendar days of the contract’s effective date.

2.7.2 RCM Requirements. NASA HQ facility maintenance involves the aggressive and proactive pursuit and implementation of the safest and most cost-effective blend of RCM management, procedures, technology, and industry best practices.

The Contractor shall:

a. Have an RCM Plan in accordance with Section 2.6.8

b. Work closely with the Government to develop and implement a comprehensive facility RCM program for the equipment and facilities at HQ and establish the most efficient maintenance organization to preserve HQ’s facility capability and capital investment, enable mission performance, and minimize facility life-cycle costs.

c. Obtain all certifications and training equivalent to those stated in Part 2 of this SOW.

d. Make all RCM PT&I data accessible to the Government at any time to allow oversight of program.

e. Provide analyses and recommendations in a broad range of PT&I technologies including vibration analysis, motor analysis, thermography, and airborne ultrasound. The required analyses shall include structured methods such as root cause failure analysis, and failure modes and effects analysis.

f. Through analysis, develop alternative solutions for the COR to review and approve for implementation.

g. Provide other analyses as needed, such as trending in the reduction of scheduled downtime of equipment, the reduction in the number of unexpected failures, and the reduction in the type and number of repairs after 1 year.

h. Evaluate and develop RCM-based maintenance strategies for facilities equipment. The RCM strategies include performing statistical analyses of historical data related to failures to determine the optimal investment of maintenance resources and risk assessment methods to identify those processes or systems that statistically exhibit the greatest chance of catastrophic failure. This work shall include conducting field investigations and preparing reports, including sketches.

i. Collect data from equipment in the field. This includes calibrating equipment, if needed; installing test points, when required; setting up new equipment in the database; performing field analysis of collected data; and downloading collected data into the respective databases.

k. Perform work on time and in accordance with requirements and quality standards of the NASA Reliability Centered Building and Equipment Acceptance Guide and the NASA Building and Equipment Commissioning Guide.

2.8. Additional Requirements.

1. PREVENTIVE MAINTENANCE REQUIREMENTS (FIXED PRICE)

The contractor shall perform preventive maintenance and repair functions as follows:

HVAC, REFRIGERATION AND MECHANICAL EQUIPMENT (FIXED PRICE)

- Scheduled preventive maintenance procedure intervals are designated on the supplied HVAC equipment list (Please see Attached Equipment List).

- Inspect and verify performance of all HVAC and mechanical equipment on the equipment list in accordance with manufacturer's specifications, original design criteria, and best proper maintenance practices.