A28 - 15DDHQ26Q00000095.pdf

U.S. DEPARTMENT OF JUSTICE

DRUG ENFORCEMENT ADMINISTRATION

15DDHQ26Q00000095

Office of Administration

Preventative Maintenance and Repair

DATE 7/15/2024

15DDHQ26Q00000095

Table of Contents

Section Description Page Number

Solicitation/Contract Form 1 Schedule of Supplies/Services 2 Statement of Work 3 Solicitation Provisions and Clause Matrix 4 Instructions of Offerors

Evaluation and Basis for Award Equipment Inventory (Attachment 1)

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

NOTE: OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24 AND 30.

1. REQUISITION NUMBER

D-26-FS-0140

PAGE 1 OF

5. SOLICITATION NUMBER

15DDHQ26Q00000095

2. CONTRACT NUMBER 3. AWARD/EFFECTIVE

DATE

4. ORDER NUMBER 6. SOLICITATION ISSUE

DATE

07/15/2026

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

Sade Moore

b. TELEPHONE NUMBER (No collect calls) 8. OFFER DUE DATE / LOCAL

TIME

08/14/2026 10:00 ET

CODE 15DDHQ

DEA

Attn: Office of Acquisition (FA)

9. ISSUED BY XUNRESTRICTED OR SET ASIDE: % FOR

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

(SDVOSB)

WOMEN-OWNED SMALL

BUSINESS (WOSB)

ECONOMICALLY DISADVANTAGED

WOMEN-OWNED SMALL BUSINESS

(EDWOSB)

8(A)

NORTH AMERICAN

INDUSTRY CLASSIFICATION

STANDARD (NAICS):

561210

SIZE STANDARD:

$47M

10. THE ACQUISITION IS

SEE SCHEDULE

11. DELIVERY FOR FREE ON BOARD

(FOB) DESTINATION UNLESS

BLOCK IS MARKED

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER THE

DEFENSE PRIORITIES AND

ALLOCATIONS SYSTEM -

DPAS (15 CFR 700)

13b. RATING

X REQUEST

FOR QUOTE

(RFQ)

INVITATION

FOR BID

(IFB)

REQUEST

FOR

PROPOSAL

(RFP)

14. METHOD OF SOLICITATION

15DDHQCODE15. DELIVER TO

DEA

Attn: Office of Acquisition (FA)

CODE 15DDHQ16. ADMINISTERED BY

DEA

Attn: Office of Acquisition (FA)

FACILITY

CODE

CODE

TELEPHONE NUMBER

17a. CONTRACTOR/

OFFEROR

D-HQCODE18a. PAYMENT WILL BE MADE BY

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN

OFFER SEE ADDENDUM

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK

BELOW IS CHECKED

19.

ITEM NUMBER

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

This is a Hybrid, Firm Fixed Price, Time and Material, Labor Hours requirement for critical Equipment Maintenance and Repair for DEA's Headquarters.

See Continuation Sheet(s) (Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Government Use Only)

X 27a. SOLICITATION INCORPORATES BY REFERENCE (FEDERAL ACQUISITION REGULATION) FAR 52.212-1, 52.212-4. FAR 52.212-3

AND 52.212-5 ARE ATTACHED. ADDENDA

ARE X ARE NOT ATTACHED

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN ____ COPIES TO

ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER ALL ITEMS SET FORTH

OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL SHEETS SUBJECT TO THE

TERMS AND CONDITIONS SPECIFIED.

29. AWARD OF CONTRACT: REFERENCE _____________________________

OFFER DATED _________________ . YOUR OFFER ON SOLICITATION (BLOCK

5) INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE SET FORTH

HEREIN, IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (Type or print) 30c. DATE SIGNED 31b. NAME OF THE CONTRACTING OFFICER (Type or print) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 11/2021)

Prescribed by GSA - FAR (48 CFR) 53.212

TO PROSPECTIVE QUOTERS TBD

X

Section 1 - Commodity or Services Schedule

SCHEDULE OF SUPPLIES/SERVICES

CONTINUATION SHEET

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0001 Preventative Maintenance - Base Year

Firm Fixed Price

PSC: J041

Line Period of Performance: 12/25/2026 - 12/24/2027

12 MO $________ $_________________

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0002 Repairs - Not to Exceed

Labor Hours

PSC: J041

Line Period of Performance: 12/25/2026 - 12/24/2027

4,160 HR $________ $_________________

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE MATERIAL

COSTS

TRAVEL

COSTS

AMOUNT

0003 Parts - Not to Exceed

Time and Materials

PSC: J041

Line Period of Performance: 12/25/2026 - 12/24/2027

200,000 LT $________ $________$________$_________________

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0004 Emergency Repairs - Not to Exceed

Firm Fixed Price

PSC: J041

Line Period of Performance: 12/25/2026 - 12/24/2027

1 LT $40,000.00 $_________________

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

1001 Preventative Maintenance - Option Year One

Firm Fixed Price

PSC: J041

Line Period of Performance: 12/25/2027 - 12/24/2028

12 MO $________ $_________________

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

1002 Repairs - Not to Exceed $TBD

Labor Hours

PSC: J041

Line Period of Performance: 12/25/2027 - 12/24/2028

4,160 HR $________ $_________________

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE MATERIAL

COSTS

TRAVEL

COSTS

AMOUNT

1003 Parts - Not to Exceed

Time and Materials

PSC: J041

Line Period of Performance: 12/25/2027 - 12/24/2028

200,000 LT $________ $________$________$_________________

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

1004 Emergency Repairs - Not to Exceed

Firm Fixed Price

PSC: J041

Line Period of Performance: 12/25/2027 - 12/24/2028

1 LT $40,000.00 $_________________

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

2001 Preventative Maintenance - Option Year Two

Firm Fixed Price

PSC: J041

Line Period of Performance: 12/25/2028 - 12/24/2029

12 MO $________ $_________________

2002 Repairs - Not to Exceed

Labor Hours

PSC: J041

Line Period of Performance: 12/25/2028 - 12/24/2029

4,160 HR

15DDHQ26Q00000095

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE MATERIAL

COSTS

TRAVEL

COSTS

AMOUNT

2003 Parts - Not to Exceed

Time and Materials

PSC: J041

Line Period of Performance: 12/25/2028 - 12/24/2029

200,000 LT $________ $________$________$_________________

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

2004 Emergency Repairs - Not to Exceed

Firm Fixed Price

PSC: J041

1 LT $40,000.00 $_________________

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

3001 Preventative Maintenance - Option Year Three

Firm Fixed Price

12 MO $________ $_________________

PSC: J041

Line Period of Performance: 12/25/2029 - 12/24/2030

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

3002 Repairs - Not to Exceed

Labor Hours

PSC: J041

Line Period of Performance: 12/25/2029 - 12/24/2030

4,160 HR $________ $_________________

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE MATERIAL

COSTS

TRAVEL

COSTS

AMOUNT

3003 Parts - Not to Exceed

Time and Materials

PSC: J041

Line Period of Performance: 12/25/2029 - 12/24/2030

200,000 LT $________ $________$________$_________________

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

3004 Emergency Repairs - Not to Exceed

Firm Fixed Price

PSC: J041

Line Period of Performance: 12/25/2029 - 12/24/2030

1 LT $40,000.00 $_________________

4001 Preventative Maintenance - Option Year Four

Firm Fixed Price

PSC: J041

Line Period of Performance: 12/25/2030 - 12/24/2031

12 MO $________ $_________________

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

4002 Repairs - Not to Exceed

Labor Hours

PSC: J041

Line Period of Performance: 12/25/2030 - 12/24/2031

4,160 HR $________ $_________________

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE MATERIAL

COSTS

TRAVEL

COSTS

AMOUNT

4003 Parts - Not to Exceed

Time and Materials

PSC: J041

Line Period of Performance: 12/25/2030 - 12/24/2031

200,000 LT $________ $________$________$_________________

4004 Emergency Repairs - Not to Exceed

Firm Fixed Price

PSC: J041

Line Period of Performance: 12/25/2030 - 12/24/2031

1 LT $40,000.00 $_________________

Drug Enforcement Administration (DEA)

Owned Mechanical Equipment Preventive Maintenance & Repair

STATEMENT OF WORK

1.0 INTRODUCTION

The mission of the Drug Enforcement Administration (DEA) is to enforce the controlled substances laws and regulations of the United States and to bring the criminal and civil justice systems those organizations and/or individuals involved in the growing, manufacture, or distribution of controlled substances appearing in or destined for illicit traffic in the United States and its territories. DEA’s workforce is comprised of approximately 10,000 personnel. The workforce includes law enforcement officers and administrative, technical, and professional support personnel.

The DEA requires preventative maintenance and repair of equipment at our Headquarters Office.

2.0 SCOPE OF WORK

The purpose of this contract is to perform the required preventive maintenance and any necessary repairs to the equipment identified in Attachment 1. This is a hybrid, firm fixed price, time and material agreement for the performance of preventive maintenance of the identified equipment, in addition to repairs above and beyond scheduled preventative maintenance as deemed necessary by the Government on an as needed basis.

The Contractor must maintain and service all specified equipment, systems and building components in accordance with Federal, state, local and DEA restrictions, and must be responsible for obtaining any rights-of-way, permits, waivers, approvals or licenses and/ or certificates required to perform the required work. This is a leased facility. The Contractor must be required to agree to the conditions for working on or within the facility as required by the building Landlord to include minimum insurance requirements, elevator use restrictions and notification policies regarding affected building systems

PREVENTATIVE MAINTENANCE

3.0 CONTRACTOR FURNISHED EQUIPMENT

The Contractor must furnish:

a) All supplies, materials, repair or replacement parts, tools, equipment, services, supervision, expertise and labor necessary to efficiently and satisfactorily perform the work specified in this contract. The materials, repair or replacement parts, consumable supplies (filters, lubricants, fluids etc.) used in/or on any piece of equipment or system must meet the manufacturer’s minimum warranty standards even if the equipment is still under warranty or not. All personnel utilized for preventive maintenance or repair must be, at a minimum, FACTORY CERTIFIED or otherwise qualified as deemed acceptable by the Government to perform such work on each piece of equipment itemized in the attached Equipment Inventory (attachment 1).

Proof of such original equipment manufacturer’s certification or qualifications in the form of training certificates or other manufacture’s accreditation must be submitted to the COR prior to the performance of work by the named individual for such equipment.

3.1 APPLICABLE STANDARDS AND REGULATIONS

The Contractor must comply with all local, County, State, Federal, and D.E.A. Agency standards, laws, codes and regulations to the full extent applicable for their use on this project at the DEA Headquarters Facility, County of Arlington, Commonwealth of Virginia to include all building, environmental, security, safety, employment, engineering, mechanical and other aspects. The Contractor must be required to obtain and maintain a Class A Virginia Contractor’s license (or Government acceptable equivalent) for the duration of the contract.

The Contractor must conform to, and remain compliant with the established standards for the maintenance and repair of building equipment which include but are not necessarily limited to those provided by the equipment manufacturer, the industry standards organizations as accepted below and Government regulatory entities. The Contractor must stay in conformity with evolving standards, specifications and procedures. The Contractor must obtain all applicable industry publications, manufacturer’s operation and maintenance references and other data or information required to complete the work required by this Contract.

The Contractor must perform all work in conformance with Installation, Design Specifications and Drawings, as well as Manufacturer’s instruction manuals and test recommendations for the particular equipment. Appropriate standards, Federal, state and local fire, electrical and mechanical codes applicable to this requirement, as stated herein, include (but not limited to) the following:

Environmental Protection Agency (EPA) International Standards Organization: ISO-14001 D.E.A. adopted Spill Prevention, Containment & Counter-Measures Plan (SPCC) Department of Labor (DOL) General Services Administration (GSA) Occupational Safety and Health Administration (OSHA) American Association of Engineering Societies (AAES) American National Standards Institute (ANSI) American Society of Heating, Refrigeration and Air Conditioning Engineers

(ASHRAE)

American Society of Mechanical Engineers (ASME) American Standards Technical Manual (ASTM) American Waterworks Association (AWWA) Institute of Electrical and Electronics Engineers (IEEE) Insulated Power Cable Engineer Association (IPCEA)

National Electric Code (NEC) National Electrical Manufacturing Association (NEMA) National Electrical Testing Association (NETA) National Fire Protection Association (NFPA) Federal Property Management Regulations (FPMR) Sheet Metal and Air Conditioning Contractors National Association

(SMACCNA)

3.2 ACCEPTABLE LEVEL OF OPERATION

An “acceptable level” of operation for the purpose of this contract is defined as the level of maintenance and/or repair necessary to preserve the equipment in unimpaired operating condition and preserve the original manufacturer’s warranty and above the point where deterioration will begin thereby diminishing the normal life expectancy of the equipment.

All work must be performed in accordance with the applicable manufacturer’s recommendations, standards and regulations and the Maintenance Management guidelines set forth in the General Services Administration publication PBS P 5850.1B, whichever is MOST stringent.

3.3 FACILITY RESTRICTIONS

The Contractor must maintain and service all specified equipment, systems and building components in accordance with Federal, state, local and DEA restrictions, and must be responsible for obtaining any rights-of-way, permits, waivers, approvals or licenses and/or certificates required to perform the required work. This is a leased facility. The Contractor must be required to agree to the conditions for working on or within the facility as required by the building Landlord to include minimum insurance requirements, elevator use restrictions and notification policies regarding affected building systems.

3.4 SAFETY

The Contractor must perform all work in a prudent, conscientious, safe and professional manner.

At a minimum, Contractor’s personnel, equipment, and practices must comply with all safety requirements set forth in applicable Federal, state, and local laws, standards and regulations and must ensure that employees and subcontractors perform the work in a safe manner with particular attention to the safety and protection of Contractor personnel, building occupants and personal and Government property, information and resources.

3.5 ACCESS TO SECURE AREAS

Due to the sensitive and secure nature of DEA programs and the DEA mission, Contractor personnel must expect to encounter numerous areas throughout the facility to which access is severely restricted or limited. The Contractor must make every effort to coordinate access needs with those in direct control of these areas. The Contractor must schedule and reschedule, if necessary, in order to accommodate specific programs needs and requirements. However, if the

Contractor is ultimately unable to gain access to areas requiring service the Contractor must submit written notice to the COR noting the efforts made to gain access, dates that access was attempted, names of program personnel contacted and who denied access to Contractor personnel. This must not de-obligate the Contractor from performance once the access issue is resolved.

3.6 HOURS OF OPERATION

The DEA Headquarters, Lincoln Place Facility, is open 24 hours a day, 7 days a week, 365 days a year. However, all scheduled Preventive Maintenance must be performed during normal business hours unless otherwise specified or authorized by the COR. If the COR determines such activity will adversely impact DEA programs during normal business hours the Contractor must schedule proposed Program Manager (PM) activity to “Other Than Normal Business Hours”. “Urgent” or “Emergency” repairs (as defined elsewhere in this Contract) may also require response during “Other Than Normal Hours of Operation”.

Normal Core Hours of Operation: Normal core hours of operation for the facility are 6:00 a.m. to 6:00 p.m., Monday thru Friday, except recognized Federal Holidays. Certain agency elements operate 24 hours a day, 7 days a week. The Contractor must coordinate all maintenance services, and related work that require weekend and overtime work with the COR. During the “Normal Core Hours of Operation” the Contractor must maintain a business telephone number by which the COR may contact the Contractor with questions about scheduling, inspection of PMs, status of work being performed, etc. All calls received from the COR must be kept by the Contractor in log format with a minimum note of; 1) Name of Caller. 2) Date & Time of Call 3) Location & Nature of Caller’s Concern. 4) Action Taken & Resolution. A copy of the log must be submitted to the COR on a monthly basis along with any invoice.

After-Hours of Operation: This will be defined as ALL other time not otherwise defined as “Normal Core Hours of Operation”. Due to the critical mission of some DEA programs the contractor may be required to schedule or reschedule preventive maintenance or repair work to be performed after hours of normal operation, this will be determined by the COR. In such case the contractor must submit an itemized proposal regarding the differential costs between normal and after-hours of performance.

Please note that work requiring access in or to the Cafeteria and Dining area must be scheduled and performed outside of the normal Cafeteria hours of operation.

3.7 EQUIPMENT AND MATERIALS DISMANTLING, HANDLING AND/OR HAULING

The Contractor must coordinate the route of moving equipment and materials within the facility before dismantling, handling and/or hauling with the COR.

Disposal of waste materials through windows or doors must only be allowed with the use of enclosed chutes or receptacles, subject to prior notification and written approval of the COR. No materials must be thrown from windows or doors of the facility.

The Contractor must notify the COR in writing 72 hours in advance of performing work that requires opening or dismantling equipment. The Contractor must notify the COR to reach a mutually acceptable time and date corrective action will be completed for work required in response to an emergency or urgent service call within the response time specified herein. Such equipment may include, but is not limited to generators, pumps, refrigeration units, condensers, evaporators, hoist motors, motor generator sets, elevators, and/or such equipment as deemed critical to the DEA mission by the COR. The Government reserves the right to inspect the equipment before, during and after any work performed.

3.8 FIRE ALARM/SPRINKLER SYSTEMS

The Contractor must coordinate all work through the COR to schedule fire alarm or sprinkler system outages. If the security alarm/fire alarm or sprinkler systems are temporarily removed or disconnected, they must be reconnected and placed back in service at the end of each workday unless otherwise authorized by the COR.

3.9 TEMPORARY OUTAGES

The Contractor must coordinate all temporary outages of any equipment, utility services, security and/or fire alarm systems required for the performance of work, with the COR not less than 72 hours in advance of such outages.

3.10 UNIFORMS

All Contractors and sub-contractors working in the facility on a day-to-day basis must wear distinctive clothing such as coveralls, uniform shirt and trousers, or uniform blouse and skirt or slacks. The uniform must have the Contractor’s name affixed on their clothing in a permanet manner that can be readily identifiable from a distance of six (6) feet away.

The Project Manager and subordinate supervisors must be easily recognizable, either by distinctive clothing or by an easily read monogram.

3.11 BUILDING IDENTIFICATION/BUILDING PASS

Prior to the contract employee starting for duty, the Contractor must ensure that every new employee has an official Building Identification/Facility Pass. Identification/Facility Passes will be provided by the DEA Office of Security Programs upon favorable completion of Background Investigation.

Upon resignation, reassignment, or other departure and when a contractor employee is no longer directly employed under this contract, the Contractor must ensure that all contract employee passes are returned to the COR within 24 hours.

The Contractor must ensure that all employees, including subcontractor’s employees, wear their Identification/Facility Passes at all times while on duty or on site at Lincoln Place.

3.12 PARKING

The Government will provide two (2) total on-site parking spaces to the Contractors, pending the approval of DEA. The Contractor will be required to provide the following to DEA: vehicle make, model, description and license plate as well as the Driver’s pertinent information relative to approved building access. No other parking accommodation will be offered or made available by the Government for Contractor’s vehicles, private vehicles or subcontractor’s vehicles. It must be the Contractor’s responsibility to locate and secure any additional parking needed off-site at the Contractor’s expense.

The Contractor will be provided with approximately 100 square feet of on-site, sheltered and secure space for the storage of consumable supplies (filters, lubricants, refrigerants, etc.). No other on-site space will be offered or made available by the Government.

3.13 SPECIFIC REQUIREMENTS PLANS

The Contractor must develop, implement and maintain a Plan for each of the areas as specified herein, thereby establishing its policies and procedures at the DEA Headquarters, Lincoln Place facility in support of the requirements specified herein. In no case must receipt or approval of a plan by the Government be construed in any way to neither de-obligate the Contractor from the requirements of the solicitation nor diminish the quality or frequency of work as specified in the solicitation.

Each Plan is a document, prepared by the Contractor for each program that details the strategy for completing all contract requirements on time. This Plan serves as the blueprint for successful program implementation. These Plans are considered critical documents and will be used by the COR to monitor each program. The Plan must specify what will be done, by whom, when, how, and at what level, from the start of the program through the evaluation of the completed work.

The Contractor must submit the following Plans to the COR for review. The COR will evaluate the plan and submit recommendations to the Contracting Officer, who will in turn promptly notify the Contractor of its approval or disapproval.

3.14 QUALITY CONTROL PLAN

The Contractor must submit a written Quality Control Plan in compliance with current county, state, local, Federal, and DEA policies, procedures, laws, codes, standards and regulations. The Plan must address all aspects of the General Requirements specified under the Contract. The Plan must contain management, response, maintenance, and repair of the DEA Headquarters, Lincoln Place facility to include all specified building equipment and systems, and contain, at a minimum the following:

• Problem identification and resolution; measures to improve quality of performance;

tracking of costs and results associated with service calls or other operational problems, results of inspections, and preventive actions. Sample formats for reporting documents intended for submission to the Government.

• Inspection System to include Inspection Schedule(s).

3.15 REPAIR PLAN

The Contractor must submit a written Repair Plan for all facility Equipment and Systems as specified. Procedures must be in compliance with current county, state, local, Federal, and DEA policies, procedures, laws, codes, standards and regulations. The Plan must address all aspects of the specified requirements.

The Plan must contain management, administration, operation, maintenance, and repair/replacement; contract and sub-contract employee training; inspection, reporting, and contract transition. As a minimum, the plan must contain policy and procedures for performing all technical functions to include engineering services, necessary for the effective and timely accomplishment of contract requirements specified herein.

The Contractor must also submit a schedule of their overhead and profit rates that maybe associated with subsequent proposals for repairs not otherwise covered by preventive maintenance. These proposed labor rates and other proposed charges must remain effective for the entire base year of the Contract and all Options.

3.16 PREVENTATIVE MAINTENANCE (PM) PLAN

The Contractor must submit a written Preventive Maintenance Plan in compliance with the current General Services Administration PBS P 5850.1B or the Manufacturer’s recommendations whichever is more stringent, as determined by the COR, for all identified equipment and systems. The Plan must address all aspects of the Preventive Maintenance Program requirement.

The plan must contain, but not limited to:

i. The identification of the items, frequency, and description of the work to be performed.

ii. Procedures for adding, deleting, and/or revising PM schedules.

iii. Procedures for documenting discrepancies found and corrective action taken to repair/replace an item or items.

iv. Use of the DEA coding system for equipment to identify and track all Preventive

Maintenance.

3.17 HARZARDOUS MATERIALS PLAN

The Contractor must submit a written Hazardous Material Plan in compliance with current county, state, local, Federal, OSHA, EPA and DEA policies, procedures, laws, codes, standards and regulations. The Contractor must incorporate the approved D.E.A.SPCC plan into their Hazardous Material Plan. The Plan must address all aspects of the Hazardous Material Program requirement as specified. In order to safeguard both life and property, the Contractor must submit a Plan to contain, as a minimum, the following:

i. A list of all chemicals and solvents used for maintenance and cleaning agents with their expiration dates and Material Safety Data Sheets (MSDS), subject to review and approval of the COR prior to use. New supplies or changes in previously approved materials must require product literature and MSDS’s and may require samples for approval by the COR before use.

ii. Procedures to ensure that all containers holding chemicals and solvents used for maintenance fluids, cleaning agents and pesticides are approved containers and properly labeled with the name, strength and quantity of the chemical agent therein, according to the most current DEA, EPA, OSHA, county, state, and other Federal procedures, laws, codes, standards and regulations.

iii. Procedures to ensure that combustible materials that are stored on the premises, are labeled and stored in accordance with the most current DEA, EPA, OSHA, NFPA, State, Local, and other Federal regulations with the fire hazard potential of the materials conspicuously displayed on approved lockable metal cabinets.

PREVENTIVE MAINTENANCE PERFORMANCE

4.0 GENERAL

The Contractor must perform maintenance in accordance with standards and regulations set forth in the General Service Administration (GSA) PBS P 5850.1B or the Manufacturer’s recommendations, whichever is more stringent, as determined by the COR, for all identified equipment and systems with FACTORY qualified and FACTORY certified mechanics or as otherwise deemed acceptable by the Government. The Contractor must perform preventive maintenance on all equipment critical to the mission of the agency and all equipment whose failure could cause a life safety or fire safety hazard. The Contractor must identify all deficiencies noted during maintenance and recommend corrective action through the appropriate maintenance, repair and/or replacement within 24 hours of such detection or identification. All deficiencies must be reported to the COR in writing within 24 hours of detection. All equipment or systems not covered under GSA PBS P 5850 or equivalent standards must be maintained in accordance with the manufacturer’s recommendations and guidelines. The Contractor must not deviate from the standards contained in the latest edition of GSA’s PBS P 5850, without the prior written approval of the COR. The Contractor must submit a written justification for any requested deviations for review and approval by the COR prior to implementation. The Contractor assumes full responsibility for the performance of all preventive maintenance activity to include cleaning of areas affected by the PM activity and damage to facilities or equipment as a result of the PM activity.

4.1 PREVENATATIVE MAINTENANCE PROGRAM

The Contractor must develop and implement a Preventive Maintenance (PM) program for all the equipment and systems listed on the attached Equipment Inventory list. This program must include, but is not limited to periodic inspections, testing, cleaning, lubrication, adjustment, filter cleaning and replacement, and the necessary parts and repairs to keep the equipment and systems in optimum operating condition. Special emphasis must be placed on an air filter replacement program to ensure optimum efficiency of equipment. All disposable filter media must be clearly and legibly dated with the date of installation and the name of the technician who installed the media. Disposable filter media must be replaced as recommended by the manufacturer or as scheduled in the PBS 5850. At a minimum, all disposable filter media must be changed every three months. NOTE: The alpha-numeric designations applied to the equipment itemized in the Equipment Inventory (Attachment 1) are for the convenience of reference only and do not define the scope or extent of PM activities to be performed. All equipment and related systems listed in the attached Equipment Inventory must receive all PM requirements as set for the in PBS- P-5850 or as recommended by the manufacturer (whichever is more stringent) at the frequencies indicated in this solicitation.

Please note that the Contractor is responsible for all attached supply piping and drains of the Contract Equipment Inventory back to the base building supply/drain/return running through the central core of the building.

4.2 PREVENTATIVE MAINTANCE SCHEDULE

The Contractor must review the Equipment and System Inventory to identify those items on which PM must be performed and establish a PM Schedule. The Schedule must list (at a minimum) the date, time, location and type of PM to be performed. Scheduled PM changes must be reported to the COR. All such changes must be confirmed in writing and submitted to the COR with a minimum of 24 hours.

The Contractor must submit an Annual PM Schedule to the COR for review and approval.

The Contractor must submit the Monthly PM Schedule to the COR in sufficient detail to allow the Government to inspect the PM’s as they are performed.

The Contractor must submit to the COR a Weekly PM Schedule with sufficient detail (including date, time, location and equipment type) to allow the COR or his designee the opportunity to observe the PM performance in an unannounced manner.

4.3 DESCRIPTION

The PM schedule must contain information on each piece of equipment or system and provide as a minimum the following information: Scheduled date for PM Services, a description of the equipment or system and equipment number, physical location, current warranty information, and work to be performed.

4.4 FREQUENCY

The Contractor must provide the frequency for equipment and systems identified for preventive maintenance based on the attached Equipment Inventory using the Government Fiscal Year cycle

(October 1 to September 30). PM scheduled to be performed less frequently than annually, every two, three or five years, etc., must be scheduled for completion during the first six months of the contract or as determined by the COR in accordance with the equipment maintenance schedule and the last effective date such PM was performed. The required frequencies for PM of each piece of equipment are defined in the attached Equipment Inventory and supersede frequencies noted in the PBS.5850.

4.5 DOCUMENTATION

The Contractor must maintain Preventive Maintenance (PM) Records to document the PM activities performed on each piece of equipment and its current status of operation.

The PM records must contain information on periodic maintenance performed, scheduled PM dates and completed PM dates.

The Contractor must update PM records on a monthly basis and submit a copy to the COR not later than the fifth (5th) workday of each month to reflect the previous month’s activity and the current months schedule and maintain a historical database for the entire term of the Contract including all exercised option periods.

All PM records must be made available to the COR upon request. Upon contract completion, the Contractor must turn over all PM records to the COR.

The Contractor must provide information on equipment and systems identified during PM that require repair or replacement. The information must document the estimated cost, including labor, equipment, and supplies required to affect correction, repair or replacement.

The Contractor must supply and maintain a “Service Log” of each piece of inventoried equipment in a line-item format to indicate each time the equipment is visited by the Contractor’s personnel or sub-contractors. The “Service Log” must show (at a minimum) each instance the equipment was visited, nature of the visit (PM, service call, repair, inspection, etc.), name of the individual technician and a report of observations and all measurements or readings taken. The “Service Log” must remain at the individual piece of equipment and must not be removed for any reason except as directed by the COR. The “Service Log” must be available for inspection by the COR or his designee at all times.

4.6 PREVENTATIVE MAINTENANCE STATUS REPORTS

The Contractor must be responsible for maintaining PM records for each piece of equipment or system identified as part of this Contract. The records must reflect periodic maintenance performed, scheduled PM dates and completed PM dates. The Contractor must submit a monthly Preventive Maintenance Status Report to the COR. The status report must contain information on each piece of equipment and system to include: the progress of PM work scheduled, periodic maintenance performed, work rescheduled, and/or deficiencies noted.

4.7 FAILURE TO PERFORM REQUIRED PREVENTATIAVE MAINTENANCE

If the Contractor fails to perform required preventive maintenance tasks or fails to perform them properly as determined by the SOW, the Contractor will have three (3) calendar days to correct the deficiency after notification from the COR. In addition, the Contractor must become wholly responsible (with no dollar limit) for ALL REPAIRS associated with each piece of equipment for which proper preventive maintenance was not performed for a period of not less than one year after the original scheduled date of the missed or failed preventive maintenance activity.

REPAIRS

5.0 EQUIPMENT/SYSTEMS REPAIR

Through routine preventive maintenance or in response to an authorized request for service, the Contractor must identify all deficiencies and indications of necessary repairs and recommend corrective action through appropriate maintenance, repair and/or replacement of affected equipment and systems.

The Contractor must not bill time or materials for repairs which would have otherwise been covered by the preventive maintenance service or other billable service calls.

The Contractor must warrant all repairs inclusive of parts, labor, shipping and travel time for a period of not less than 90 calendar days.

The Contractor must not proceed with the work without the written approval of the COR. The Government reserves the right to direct the Contractor to proceed with the repair, or not to proceed with the repair. The Government may accomplish the repair by using other sources more advantageous to the Government. The Contractor DOES NOT have exclusive right to perform repairs beyond the scope of preventive maintenance. The contractor must submit an itemized schedule of labor rates (hourly- normal and overtime) for each of the trades or labor classifications that may be needed as indicated by the attached equipment inventory at the time of proposal for the Contract. The Contractor must also submit a schedule of their overhead and profit rates inclusive of all other fees or charges (such as travel time) that may be associated with subsequent proposals for repairs not otherwise covered by preventive maintenance. These labor rates and other proposed charges must remain effective for the entire length of the Contract.

All parts replaced under the provisions of this contract must be new and identical to either the original equipment or the recommended manufacturer’s replacement parts.

All personnel utilized for service or repair must be, at a minimum, FACTORY CERTIFIED or otherwise acceptable to the Government to perform such work on each piece of equipment itemized in the attached Equipment Inventory. Proof of original equipment manufacturer’s certification in the form of training certificates or other manufacture’s accreditation must be submitted to the COR prior to the performance of work by the named individual for such equipment. The Contractor assumes full responsibility for the proper performance of the repair to include cleaning of areas affected by the repair activity and damage to facilities or equipment as a result of the repair activity.

The Government reserves the right to furnish any or all parts and/or materials and equipment required for a particular repair to the Contractor as specified Government Furnished Equipment/Parts. In this case the Contractor must revise their proposal to reflect the cost of the repair minus the value of the Government furnished parts, materials or equipment.

If the Contractor furnishes the parts and/or materials, the price to be paid must be based on established catalog or list prices, in effect when material is furnished, less all applicable discounts, but in no event must such price be in excess of the Contractor’s actual cost or the current market price, whichever is lower.

If the Contractor proposes to perform the repair with the use of a subcontractor, the subcontractor’s actual charges to the prime contractor must be submitted to the Government as part of the Contractor’s proposal to perform the repairs. The Contractor must apply no markup to their subcontractor’s pricing beyond the Contractor’s previously submitted rates for overhead and profit on repairs. All subcontract personnel must be cleared by DEA Security Programs for access to the facility and must be fully escorted while on-site at all times by the prime Contractor.

The Contractor must certify all completed repairs to the Government as “complete” and the affected equipment as “suitable and safe for its intended use” and make the appropriate changes to the Maintenance Schedules and/or other Plans required to support the operation, maintenance and warranties of the repaired item.

In all cases, other than repairs required due to direct action (or inaction) of the Government and others beyond the Contractor’s control, the Contractor must be responsible for the first $500 (five hundred Dollars) of the cost of any repair, not to include any Contractor added overhead & profit. For authorized repairs beyond $500 in value the cost of the repair must be based on the Contractor’s submitted labor rates, actual cost of parts and actual cost of any subcontracted effort plus previously submitted (and agreed upon) Contractor’s added overhead and profit percentages.

5.1 SERVICE CALL CLASSIFICATIONS

The Contractor must respond to requests for service ONLY from the Government Contracting Officer or the COR for equipment and systems covered by this Contract. However, problems or concerns with equipment or systems contained in the inventory may be reported by anybody at any time. In such cases, the Contractor must investigate and make recommendations for adjustment or repair directly to the CO or COR only. In addition, issues with equipment contained in the inventory, that constitute an “Emergency” as defined below must be addressed by the Contractor immediately until the condition is stabilized and all threats are abated. All problems or complaints that can be addressed or corrected within the first hour of response during normal business hours (6:00am-6:00pm) are considered an included service of the base Contract and are not billable as “repairs” as defined by the Contract.

5.2 RESPONSE

The Contractor must respond to calls for service or repair based on the level of urgency as defined by the COR.

Routine Calls - Any reported condition(s) that does not constitute an Emergency or Urgent response as defined below.

i. Response to Routine Calls:

a. The Contractor must respond to Routine Calls and complete the work required within 24 hours and respond during normal business hours (6:00am to 5:00pm, M-F except observed Federal Holidays)

b. In those instances where a service call cannot be resolved within 24 hours (seven days a week) due to circumstances beyond the Contractor’s control, the Contractor must immediately notify the COR to reach a mutually acceptable time and date corrective action will be completed.

Urgent Calls - Circumstances which interrupt or otherwise adversely impact either facility operations or facility occupant operations.

i. Response to Urgent Calls:

a. The Contractor must respond within one (1) hour during normal business hours and within two (2) hours during other than normal business hours. The Contractor must remain on the on-site and on the job until the problem has been mitigated to the satisfaction of the COR at which time permanent repairs will be scheduled during normal business hours.

Emergency Calls - Any condition constituting immediate danger to personnel, property or DEA mission critical operations.

NOTE: Anybody may report an “Emergency Call” at any time. In such cases where the nature of the “Emergency Call” demands immediate attention in order to minimize or mitigate damage or potential damage to human life and property (including facilities and equipment) the Contractor must take immediate action and mobilize all required resources to stabilize the situation to prevent further damage. The Contractor must then notify the COR as soon as possible and propose options for a permanent repair as required under the Contract.

i. Response to Emergency Calls:

a. The Contractor must respond immediately, within one (1) hour, to all Emergency calls and remain on-site and on the job until the emergency has been resolved to the satisfaction of the COR. Response and repairs to a designated “Emergency Call” must be required 24 hours per day, 365 days per year. The Contractor must be prepared to mobilize all resources necessary including subcontractors and suppliers in order to meet this requirement.

b. The Contractor must submit and maintain an always current 24-hour emergency response contact list with at least three alternate contacts if the primary proves unreachable. The list must include all telephone numbers (home and business) cell phone numbers, pager numbers and e-mail addresses to allow contact 24 hours per day, 365 days per year as required.

5.3 SERVICE CALL LOG

The Contractor must maintain a Service Call Log in sufficient detail to enable the COR to determine whether service calls are being addressed in accordance with the terms of the contract.

At a minimum the Log must include date, callers name, telephone number, nature and location of service requested, the date and time a person was dispatched, action taken by the Contractor (including readings and recorded temperatures) and the date and time the problem was resolved.

In addition, the Contractor must include an itemized break-out of all labor hour categories utilized (travel time to be itemized separately) itemized parts, materials and equipment utilized for the repair. A copy of the log must be submitted to the COR within 5 days of the completed repair and a minimum 5 days before the submission of any invoice related to the repair. Each repair must be designated by a unique reference number.

Under no circumstances must the Contractor submit an invoice or otherwise bill for repairs required as a result of the Contractor’s failure to perform required preventive maintenance or from a failure to perform such preventive maintenance properly.

5.4 LOCKSMITH SERVICES, MINOR REPAIRS & OTHER SERVICES

From time to time the Contractor may be requested to provide a proposal for minor building-related services and repairs. These may include Locksmithing, door and hardware adjustments, touch-up and repairs to walls, ceilings and carpet and other minor services and fixes. In such cases, the $500 repair threshold must not apply.

5.5 EQUIPMENT AND SYSTEM INVENTORY

The Contractor must have the opportunity to survey and examine all equipment covered by this Contract prior to preparing their proposal for the purposes of determining the age, general condition, operational use and any obstacles to contend with regards to access to and service of each piece of equipment.

Upon Contract award, the Contractor must conduct a complete and systematic inventory of all GFP to reconcile the Equipment and Systems Inventory provided in Attachment 1. This inventory must be conducted jointly by the Contractor’s Project Manager and the COR or the COR’s designee. The inventory must commence within fifteen (15) days after the Post Award Orientation and must continue until completed but not to exceed fifteen (15) days.

The Contractor must document the working order and condition of all equipment and systems;

items missing, or other deficiencies noted and submit a Deficiency Inspection List to the COR.

Failure to provide deficiency inspection documentation and the Description/Cost Estimate of Repairs for items listed on the inventory must be deemed by the Government the contractor’s acceptance of all the inventory items in an acceptable working order and an accurate list of GFP, equipment and systems.

The Contractor and the COR must reconcile the inventory and certify their agreement as to the working order of the equipment. The Contractor must provide a reconciled Inventory List to the COR. The Contractor must reconcile the Inventory List with the COR on a quarterly basis and submit an updated Equipment and Systems Inventory to the COR. Dollar figure adjustments to the value of the Contract must be addressed on a quarterly basis and be based on the net addition or deletion of equipment since the last reconciled report.

The contractor must use the equipment coding system to inventory and identify all equipment and systems.

For the purposes of common reference to the GSA-PBS.5850, PM guide card numbers have been referenced to define the preventive maintenance activities required as a minimum to be performed on each piece of equipment during each preventive maintenance cycle. However, due to the critical nature of the equipment in relation to the D.E.A. mission, many of the PM cycles have been increased as much as 12X the nominal annual requirement. Thus, for the purposes of this Contract all PM activities must be performed at the frequencies noted in the attached inventory of equipment. The GSA guide card is only used as a reference for what PM activities must be performed not the required frequency of performance which is defined in the attached Equipment Inventory.

5.6 SCHEDULE OF DELIVERABLES

The Contractor must prepare and deliver items as shown in the following table defined thereafter. Reports shall be submitted in electronic format to the Contract Officer Representative (COR) by the dates indicated below:

Task Reference Timeframe Quality Control Plan 3.16 Must be submitted as part of the quoter's quotation Repair Plan 3.17 Must be submitted as part of the quoter's quotation Preventative Maintenance

(PM) Plan

3.18 Must be submitted as part of the

quoter's quotation

Hazardous Material Plan 3.19 Must be submitted as part of the quoter's quotation

Preventative Maintenance (PM) Program

3.2 Must be submitted as part of the

quoter's quotation

Preventative Maintenance (PM) Schedule

4.3 Weekly, Monthly and Annually

Preventative Maintenance (PM) Records

4.6.1 Fifth day of each month

Preventative Maintenance (PM) Status Reports

4.7 Monthly

Service Call Log 4.12 Five (5) calendar days of the completed repair and a minimum Five (5) days before the submission of an invoice

Equipment and System Inventory

4.14.2 Commence within fifteen (15) calendar days

after Post Award Orientation. *Must not exceed (15) calendar days.

Deficiency Inspection List

4.14.3 Commence within fifteen (15) calendar days

after Post Award Orientation. *Must not exceed (15) calendar days.

Reconciled Inventory List 4.14.4 Quarterly

5.7 SECURITY

The personnel security access level for this contract is Sensitive But Unclassified (SBU). Only U.S. citizens must be permitted to perform services on this contract. Under no circumstances must contractors have access to National Security Information (NSI) or NSI systems. The risk level associated with this contract is “Moderate” and the personnel working on this contract effort must undergo the appropriate background investigation or be issued a waiver by the Office of Security Programs, Personnel Security Section (ISR) prior to commencing work on this contract.