A23 Attachment 3 PWS.pdf

Performance Work Statement (PWS) HVAC Liebert Pre-Packaged Essential Service Plan, UPS/Power Equipment Maintenance, Battery Services, and Chemical Cleaning

I. INFORMATION NEEDS:

This procurement is to provide annual maintenance for the HVAC Leibert UPS/power equipment, battery services, and chemical cleaning located at 8899 E. 56th Street, Indianapolis, IN 46249.

These are Liebert- manufactured units and require qualified (certified) systems vendors for maintenance. They need to maintain climate-controlled environments for sensitive information technology equipment to prevent failure or damage to both equipment and data. The maintenance plan required is the Liebert pre-packaged essential service plan for on-site support from a qualified

(certified) systems vendor in order to assure the equipment functions properly and protects the valuable computer equipment and personnel in those areas.

II. DESCRIPTION OF WORK

The contractor shall provide routine essential repair/maintenance, inspection services, minor adjustment services, emergency repair services, and once a year chemical cleaning on all DFAS

HVAC and UPS equipment maintenance and batteries located at DFAS Indianapolis 8899 E. 56th

Street, Indianapolis, IN 46249.

a. Guaranteed 4-hour response 24 hours each day, 7 days per week, including holidays

b. Emergency service labor and travel coverage

c. Replacement Parts Coverage

d. Preventative maintenance visits scheduled Monday-Friday, 0800 to 1700.

e. Includes four (4) annual preventative maintenance visits for the UPS units maintenance and batteries.

f. Yearly, chemical cleaning on all applicable units.

g. Refrigerant if needed.

III. QUALIFICATIONS:

Vendor shall be a certified Liebert systems reseller able to perform work on the existing Liebert manufactured units present at the DFAS Indianapolis location.

IV. MATERIALS, SUPPLIES AND PARTS:

The Contractor shall furnish all supplies, materials, and replacement parts necessary for the performance of work under this contract. The materials, supplies and replacement parts furnished by the Contractor shall be new, meet manufacturers’ specifications, and must not void existing warranties. The Contractor shall provide these items at no additional charge. Refer to Bill of

Materials.

Warranties: The contractor shall provide all services associated with manufactures Lifetime

Limited warranty to include shipping and all other fees within the first 90 days.

V. WORK SCHEDULE:

The Contractor shall perform normal preventive maintenance services during regular working hours (0700 to 1600 hours, Monday to Friday, except Federal holidays).

a. Contractor shall coordinate all visits to the site with the DFAS Contracting Officer

Representative, COR, prior to commencing scheduled maintenance visits.

VI. DISPOSAL OF REMOVAL MATERIALS AND CLEANUP:

Materials discarded due to the work shall be properly disposed of off base by the Contractor. The

Contractor shall clean up the area after each work period. The Contractor shall dispose of all chemicals in accordance with all applicable Environmental Protection Agency (EPA) regulations.

VII. AVAILABILITY OF UTILITIES:

The Government will furnish all reasonable amounts of electricity, steam and water required to perform the work.

VIII. SANITARY FACILITIES:

The Contractor's personnel may use the sanitary facilities in DFAS.

IX. FIRE REGULATIONS:

The Contractor shall perform all work in a fire safe manner in accordance with fire prevention standards of the US Air Force. The Contractor shall have an NFPA listed portable fire extinguisher at the work site at all times during working operations. The Contractor shall notify the DFAS

Facilities Operation Specialist, before working with any flame producing equipment, such as welding or flame cutting, for approval of the contractor's safety measures.

X. REFRIGERANT RECOVERY:

The Contractor shall provide all services to prevent the possible release of chlorofluorocarbons

(CFC's) and hydro-chlorofluorocarbons (HFC's) to the atmosphere. All refrigerant recovered from the centrifugal chillers shall be handled and processed by the Contractor in accordance with the

1990 Clean air Act and all current applicable EPA regulations. The Contractor shall only utilize equipment specifically developed, manufactured and EPA listed to be used for refrigerant recovery.

In addition, the Contractor shall submit documentation showing that all personnel involved in the handling of refrigerant are certified in accordance with the above regulations to perform such work.

XI. SAFETY:

a. Hazardous Materials - When applicable, any chemicals used in performance of this contract shall be identified by the Contractor and supplied with Material Safety Data Sheets (MSDS). The

Contractor shall submit MSDS for approval to the DFAS Contracting Officer Representative, COR, prior to use. The Contractor shall make approved MSDS available on site throughout the work performance period.

b. Worker Safety - During the course of the work as specified under this contract, the Contractor shall abide by all Federal, State, OSHA and AFOSH regulations and standards as they pertain to work safety. In addition, the Contractor shall submit documentation that verifies his/her use of an approved lockout/tagout program for equipment capable of carrying or storing electrical energy.

XII. SECURITY:

Personnel Security Investigation (PSI) Requirements – Non-Sensitive (NS) Positions (Unescorted

Access). Contractor personnel will require a favorably adjudicated Tier 1, or equivalent Non-Sensitive

(NS) level or higher investigation. No access to classified information, Controlled Unclassified

Information (CUI), to include Personally Identifiable Information (PII), or system access required.

Personnel Security Investigation Waivers. For those contractor personnel who do not already have the required background investigation and adjudication, an NS position may be occupied with a pre-investigative waiver from DFAS Personnel Security provided no issues of a security concern are identified by DFAS Personnel Security after a review of all information submitted by contractor personnel. Those contractor personnel who do not qualify for a pre-investigative waiver may not occupy a NS contractor position with DFAS until the background investigation is completed and favorably adjudicated by the DoD-CAF (Department of Defense, Consolidated Adjudications Facility). It is important to note that while there is no set schedule for background investigations, as each one is different, this process can be lengthy and take several months to more than one year in some cases.

Should a contractor company not wish to wait for the entire process to be completed, they may withdraw the contractor applicant from further consideration by notifying Personnel Security within sixty (60) days from the date Personnel Security determines the applicant to be ineligible for a waiver. The contractor company may then submit another contractor candidate for a background investigation.

Personnel Security Forms Required. Those requiring NS clearance must complete and submit an

OF306, Declaration for Federal Employment, to the COR. The COR will then submit the OF306 and a

DFAS Form 9035, Contractor Request for Investigation (CRI), for each person who will be working on the contract to Personnel Security at the earliest possible date but not less than ten (10) business days prior to the start of work on the contract.

Fingerprinting Requirements. All personnel on this contract, whether required to have a background investigation or not, are required to be fingerprinted and submit those fingerprints to the COR or DFAS

Personnel Security Office at the earliest possible date but not less than ten (10) business days prior to the start of work on the contract.

*New fingerprints are not required if any of the following apply:

1. The person has been fingerprinted for the Office of Personnel Management (OPM) within the past 30 days;

2. The person is currently undergoing a background investigation, or reinvestigation, by

OPM or any other Federal agency;

3. The person has a background investigation currently being adjudicated by the

Department of Defense Consolidated Adjudications Facility (DoD-CAF) or another CAF;

4. The person has been favorably adjudicated within the past 30 days by the DoD CAF or a

CAF from any other Federal agency;

5. The person is coming directly from another DoD agency, with no break in service. This includes any of the military branches as well as the U.S. Coast Guard; or

6. The Personnel Security Office otherwise determines that new fingerprints are not required.

Incident Reporting Requirements.

Whenever a DFAS contractor displays conduct, or is involved in any incident, which is in violation of any of the thirteen National Security Adjudicative Guidelines*, a report shall be made immediately following the incident, or as soon as practicable thereafter, to their DFAS civilian supervisor and the supervisor, if there is one, of the area to which they are assigned, the COR, and in all cases, the Personnel Security

Office. Reporting to Personnel Security may be made by phone to (317) 212-7888, by email to dfas.indianapolis-in.zh.mbx.dfas-inhrsecurity@mail.mil, or, in the case of personnel physically located at

DFAS Indianapolis Center, in person to the Personnel Security Office located on the third floor center hallway at Column 320T.

All incidents will be investigated by Personnel Security and, depending on the date of the subject’s most recent investigation, may need to have an updated background investigation initiated. Those that do not require a new investigation will have all relevant information regarding the incident forwarded to the

Department of Defense, Consolidated Adjudications Facility (DoD-CAF) for review and re-adjudication.

*The thirteen National Security Adjudicative Guidelines are:

1. GUIDELINE A: Allegiance to the United States;

2. GUIDELINE B: Foreign Influence

3. GUIDELINE C: Foreign Preference

4. GUIDELINE D: Sexual Behavior

5. GUIDELINE E: Personal Conduct

6. GUIDELINE F: Financial Considerations

7. GUIDELINE G: Alcohol Consumption

8. GUIDELINE H: Drug Involvement and Substance Misuse

9. GUIDELINE I: Psychological Conditions

10. GUIDELINE J: Criminal Conduct

11. GUIDELINE K: Handling Protected Information

12. GUIDELINE L: Outside Activities

13. GUIDELINE M: Use of Information Technology

Some Examples of Incidents That Require Reporting to Personnel Security:

a. An arrest for any criminal offense, not including minor traffic violations, by any law enforcement agency. This does include the traffic offenses of Driving Under the Influence of Alcohol or Drugs, and Reckless Driving;

b. Violation of any court order;

c. Delinquencies on any debt for 180 days or longer;

d. Federal, State or Local tax issues or delinquencies;*

e. Delinquencies on any Federal debt;*

f. Child Support delinquencies;

g. Filing for Chapter 7 or Chapter 13 bankruptcy in any Federal Bankruptcy Court;

h. Civil judgements;

i. Having a close personal friendship with a Foreign National (person from a foreign country) with regularly occurring contact;

j. Being approached by a person know to be, or suspected to be, working as an agent of a foreign government or terrorist organization, or any other person, who seeks any information about DFAS, the Department of Defense, or the U.S. Government, especially if the person offers money or something of value to the contractor employee; and

k. Ownership of property or financial accounts in a foreign country.

mailto:dfas.indianapolis-in.zh.mbx.dfas-inhrsecurity@mail.mil

It should be noted that persons delinquent on Federal debt of any kind may not obtain or maintain favorable personnel security adjudication be considered for a contractor position with DFAS unless they can provide documentary proof that a payment plan has been established with the government agency to whom the debt is owed, and that regularly recurring payments are being made. Contractor personnel who cannot obtain and maintain a favorable personnel security adjudication may not have access to the government data, facility, and equipment required under the contract.

NOTE: This list does not cover every potential incident or offense; any incident in which a contractor is involved and a question exists as to whether it should be reported, should report the incident to Personnel

Security, who will then determine if further action is warranted. Failure to report an incident is, in and of itself, an incident involving personal conduct, and may, in some cases, be more serious than the original incident.

Foreign Travel by DFAS Contractor Personnel

Official and Unofficial (Personal) Travel: Official U.S. Government Business: persons employed as contractor employees with DFAS, to include those with Noncritical Sensitive (formerly IT-II) access, Critical Sensitive (formerly IT-I) access, access to critical program information (related to Research, Development, Test, and Evaluation), sensitive compartmented information, and/or special access program information, in accordance with DoD Directive 5240.06, are required to complete a DFAS Form 9133, Notification of OCONUS Travel, not less than fourteen (14) calendar days prior to the scheduled travel.

One copy shall be sent the DFAS Personnel Security group box at dfas.indianapolis-in.zh.mbx.dfas-inhrsecurity@mail.mil and one copy shall be turned into the Site Security/Force Protection Office of the

DFAS site where they are stationed.

Upon receipt of the completed Form 9133, the Site Security/Force Protection Office will contact the contractor employee and schedule a Foreign Travel briefing. Immediately prior to travel, contractor employees will check with the State Department at https://travel.state.gov/content/travel/en/traveladvisories/traveladvisories.html.html for any travel advisories for the country or region being traveled to and take the appropriate steps to ensure their safety for any location covered by a travel advisory or warning.

Security Requirements. Contractor personnel shall follow all host security requirements in accordance with Part 117 of Title 32, Code of Federal Regulations; paragraph 117.16. The contractor shall immediately report any occurrences of violation of stated regulations to the Contracting Officer (CO), Contracting Officer Representative (COR) and the Personnel Security Office.

Security Education and Training. Contractor personnel shall follow all host training requirements.

Contractor personnel who require unescorted access into DFAS facilities shall receive applicable security training through the site Force Protection Office. To identify Site Force Protection Officers at each

DFAS location consult the Agency Force Protection Portal Page:

https://dfasportal.dfas.mil/ddss/force_protection/Pages/SiteSpecificForceProtectionSecurityServices.aspx

Installation Entry and Common Access Card (CAC) Requirements.

The Contractor shall comply with established security procedures for entering government installations and facilities. Contractor employees shall be required to obtain and wear identification (ID) badges that will permit access into the facility.

All contractors who require unescorted access to DFAS facilities will be required to obtain a DoD CAC.

Contractor shall work with the assigned DFAS Contracting Officer Representative (COR)/Trusted Agent mailto:dfas.indianapolis-in.zh.mbx.dfas-inhrsecurity@mail.mil mailto:dfas.indianapolis-in.zh.mbx.dfas-inhrsecurity@mail.mil https://travel.state.gov/content/travel/en/traveladvisories/traveladvisories.html.html https://dfasportal.dfas.mil/ddss/force_protection/Pages/SiteSpecificForceProtectionSecurityServices.aspx

(TA) to obtain a CAC using the Trusted Associate Sponsorship System (TASS). Under no circumstances will a CAC be issued to any person unless that person has been cleared by the DFAS Personnel Security

Office to work on the contract.

All CACs and badges issued to Contractor personnel are Government property and must be returned to the assigned DFAS COR/TA upon departure from the program or at the conclusion of the contract, whichever comes first. Contractors whose CAC is lost or stolen must report the loss as soon as possible to the assigned DFAS COR/TA and present documentation that the CAC is missing and describing the circumstances under which the loss occurred. The assigned DFAS COR/TA will follow agency CAC procedures in order to issue a new CAC.

The CAC contains personally identifiable information (PII) and must be treated as a controlled item.

Contractors’ must not share their CACs and passwords with any other staff members. The assigned

DFAS COR/TA will report any violation or suspected violation to the Contracting Officer and DFAS

Trusted Agent Security Manager (TASM). Any violators will be temporarily or permanently removed from the project. If a Contractor has a CAC issued from a previous engagement with another agency that

CAC must be returned to that agency before issuance of a new CAC.