B02_-_Attachment_I_-_SOW.pdf

USDA RFP #AG-3144-S-15-0024, Attachment I – SOW Page 1 of 12

STATEMENT OF WORK

For

Generator and Fuel System Maintenance at National Information Technology Center (NITC)

8930 Ward Parkway Kansas City, Missouri 64114 and 4300 Goodfellow

St. Louis, MO 63120

PART 1 - GENERAL

1.1 WORK COVERED BY CONTRACT DOCUMENTS

The contractor shall provide all management, supervision, labor, materials, supplies and equipment to perform monthly, quarterly, annual, and three-year maintenance when required on (3) QSK50 Series 1250KW Cummins Generators and (6) QST30 Series 1000KW Cummins Generators located in Kansas City, Missouri, and to perform monthly, semi-annual, annual, two-year, and four-year maintenance on (3) 3500 Series 1250KW Baldor Generators located in St. Louis, Missouri.

Within fifteen (15) days of Notice to Proceed, the Service Provider shall perform annual fuel tank cleaning and fuel reconditioning for all generator bulk fuel storage and day tanks located at the NITC facilities located in Kansas City, Missouri, and St. Louis, Missouri, consisting of (1) 10,000 gallon underground bulk fuel storage tank, (1) 5,000 gallon above ground bulk fuel storage tank, (3) 600 gallon sub‐base day tanks, (3) 1,750 gallon sub‐base day tanks, and (3) 2,300 gallon sub‐base day tanks located in Kansas City, Missouri and (1) 5,000 gallon above ground bulk fuel storage tank and (3) 1,000 gallon sub‐base day tanks located in St. Louis, Missouri.

Fuel and Tank Quality Maintenance Programs, Products and Services shall comply with all applicable Local, State and Federal codes, rules, regulations, licenses and certifications. When standards differ, or codes conflict with one another, provide the higher or more restrictive standards. Specified herein after are the related programs, products and services which shall comprise of all the necessary approvals, components, procedures and functions to provide for reliable fleets and facilities with fuel storage and delivery systems.

Fuel Service Provider to provide:

a) Detailed written information and printed literature, showing compliance to each paragraph of the specification.

b) Proposal for established work.

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c) Service agreement for the work to be performed.

d) Insurance endorsements.

e) Necessary contractor licenses and certifications to work on fuel tanks.

f) Approved vendor status meeting all requirements.

g) Any additional information needed by purchasing.

h) Additional technical support data may be requested by the facility/fleet manager, engineer or purchasing as to verify the programs, products and services being provided.

Fuel Service Provider to supply the necessary programs, products and services as an annual single source of responsibility.

1.2 Fuel Quality Maintenance Services:

A. Independent Lab Testing (Once/Year) Extract bottom sample in each fuel storage tank using a sample thief (a.k.a.

bacon bomb fuel sampling) or hand pump method and procure independent lab analysis for the following:

• Microbial Contamination (Positive/Negative)

• Distillation (ASTM D-86)

• API Gravity (ASTM D-287)

• Cetane Index (ASTM D-976)

• Water By Karl Fisher (ASTM D-6304)

• ISO Cleanliness

• Water & Sediment (ASTM D-1796)

B. Liqui-CultTM Testing (Quarterly) Service Provider to perform Liqui-CultTM tests to detect microbial growth in fluids on a quarterly basis.

C. Biocide Treatment (As Needed) If microbes are detected through Liqui-Cult Testing or Independent Lab Testing, Service Provider to apply a dose of dual-phase biocide(Biokleen by Power Service Products) according to manufacturer's recommendations and following all EPA guidelines.

D. Water Extraction (Once/Year) Using pumps and coalescers, Service Provider to extract water from the bottom of fuel tank and ethically dispose of the waste.

E. Standard Fuel Reconditioning Service (Once/Year) Sweep: Vacuum the bottom of ALL tanks (including underground storage tanks) back and forth with cleaning unit capable of tracking from one side of the tank to the other until the majority of all accumulated water and sludge is removed and

USDA RFP #AG-3144-S-15-0024, Attachment I – SOW Page 3 of 12 stored in a temporary portable tank.

Reconditioning: All fuel must pass through a 4-stage filtering process until fuel is "clean". "Clean" fuel is defined by the removal of water, sediment, solid asphaltenes, non-combustible particulate matter, and microbial contamination below levels stated in ASTM D-975 (Standard Specification for Diesel Fuel Oils) while reversing oxidation and re-suspending combustible particulate matter to maintain ASTM standards for BTU value, lubricity, and cetane.

F. 4-Stage Filtration Process:

Pre-filter Bag Filtration –filters particulate matter anywhere from 800-10 micron.

Coalescer –separates fuel from water.

Recondition –magnetic reconditioner reducing the size and mass of fuel molecule clusters, stabilizing and conditioning fuel.

Canister Filtration – filters fine particulate matter and water to requirements per equipment specifications. 10 micron is standard.

G. Recondition Heavy Sediment Following Reconditioning (Once/Year) Following Sweep, Service Provider to temporarily store fuel in a portable tank.

The fuel will either be disposed of or filtered back into the tank or a combination of both. Before fuel is filtered back into the tank, it will be allowed to settle for a period of 24-48 hours on-site. Fuel to be transferred back into the tank through a series of filters, being visually examined frequently for fuel quality throughout the process.

H. Additive Program (Once/Year) All above ground storage tanks to receive Diesel Fuel Supplement by Power Service Products for winter protection each year no later than First Quarter of Contract of said year. Additive to be injected during fuel reconditioning process to ensure proper blend. Follow all manufacturers’ recommendations.

All tanks to receive Clear Diesel Fuel and Tank Cleaner by Power Service Products during Standard Fuel Reconditioning Process. Additive to be injected during fuel reconditioning process to ensure proper blend. Follow all manufacturers’ recommendations.

I. Waste Disposal (Per Service) Lawfully dispose of all hazardous and non-hazardous waste produced by services. Service Provider to provide bill of lading following disposal.

J. Reporting and Trending (Per Service) Following all services, Service Provider to provide detailed digital reports that trend data according to water levels, contamination levels, compliance regulation and best practice methods. Reports to confirm the condition of the tanks and fuel bench marking service. Reports to be available and accessible online by any authorized USDA employee.

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Upon completion of the annual fuel tank cleaning and fuel reconditioning, the Service Provider shall provide diesel fuel to top off the existing bulk fuel storage tanks located at the NITC facilities in Kansas City, Missouri, and St. Louis, Missouri. The contractor shall include a line item cost of not less than $12,000.00 each for the Kansas City, Missouri, and St. Louis, Missouri NITC facilities to provide fuel deliveries as needed during the contract period.

The contractor shall provide service and maintenance of the fuel pumps, supply and return piping, and controls. The contractor shall be responsible for repairing any fuel leaks found during the contract period. The contractor shall verify proper operation of all floats and controls one time per year in the Fourth Quarter of the contract.

The contractor shall include a line item cost of not less than $15,000.00 for each site (Kansas City, Missouri, and St. Louis, Missouri) for on-call maintenance 24 hours per day 7 days per week and miscellaneous repairs that are made on an “as-needed” basis.

The contractor shall maintain the existing spare parts kits for each type of generator at each location, for Kansas City, Missouri, and St. Louis, Missouri.

The contractor shall replenish the existing spare parts kits as components are used at no additional cost to the contract.

1.3 ADDITIONAL CONTRACT DELIVERABLES INCLUDE, BUT ARE NOT LIMITED

TO:

A. The contractor shall provide Emergency Repair Services twenty four (24) hours per day, seven (7) days per week, three hundred sixty five (365) days per year, inclusive of weekends and all Holidays. The contractor must physically be on site within one (1) hour of notification if there is an Emergency and shall remain on site until the Emergency has been resolved to the satisfaction of the Contracting Officers Representative (COR). The contractor shall furnish one contact number that can be called at any time to request routine and emergency services. Once the USDA has called the number provided by the contractor, the contractor shall verify they received the call within 15 minutes and a technician has been dispatched to the site.

The contractor shall verify receipt of the call by contacting the Systems Network Control Center at 816 926-7061. If the contractor fails to respond, the government reserves the right to make emergency repairs by others and be reimbursed by the contractor for the government’s expense.

B. The contractor shall perform preventive & corrective maintenance as outlined in the attached generator maintenance schedules pages 1 through 3 for the Cummins generators located in Kansas City, Missouri, and pages 4 through 6 for the Baldor generators located in St. Louis, Missouri. Maintenance shall be conducted monthly, quarterly, annually, three years when required for the

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Cummins generators located in Kansas City, Missouri, and shall be conducted monthly, semi-annually, annually, every two-years, and every four-years when required for the Baldor generators located in St. Louis, Missouri.

C. The COR shall notify the contractor at least 7 days ahead of time when routine maintenance can be accomplished. Routine maintenance shall generally be performed on Sundays starting at 08:00 a.m. The contractor shall conduct all inspections; make repairs as indicated on the attachments, and fill out the generator maintenance log located in each generator enclosure. The contractor shall also complete paperwork (sign fuel logs) after manually gauging the external diesel fuel storage tanks, indicating the fuel tank level, if water is present, any readings on automatic fuel tank level gauges, etc., and shall test leak detection alarms. The contractor shall also inspect all diesel fuel supply, return and overflow pumps for proper operation.

The contractor shall also take fuel samples and perform testing every 6 months to insure that the fuel is not contaminated.

D. The contractor shall provide written reports of any discrepancies or concerns found during the inspection in addition to filling out the generator maintenance logs. The contractor shall also provide written documentation within 10 working days of all tests/analysis conducted off site, i.e., oil sample testing and fuel sample testing.

E. If the contractor fails to perform in accordance with the Statement of Work, the government reserves the right to terminate the contract. The generators provide emergency back-up support to a multi-million dollar Data Center, which provides services nationwide.

F. The contractor shall also coordinate any troubleshooting, service, maintenance, and/or repairs needed for the generator paralleling switchgear (Cummins in Kansas City, Missouri, and ASCO in St. Louis, Missouri) and ASCO generator paralleling switchgear and transfer switches located in St.

Louis, Missouri. This work will be performed at additional cost to the contract.

G. The government may add additional generators and equipment to this contract or may replace generators due to age or other operational or performance-related issues. Any changes in equipment or systems will be incorporated into the contract by modification at the time of the change.

1.4 CONTRACTOR QUALIFICATIONS

The contractor shall have a minimum of two (2) years of successful experience with similar maintenance service contracts. The contractor may be asked to submit evidence of these qualifications. The Government reserves the right to reject contractors who cannot demonstrate evidence of these qualifications.

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1.5 GENERATOR REPLACEMENT PARTS

The contractor shall only use new (unused, not remanufactured) replacement parts, materials, fluids (not re-refined), etc. as recommended by the generator manufacturer.

The contractor shall be responsible for all parts related to preventive maintenance as described in the generator logs. The government shall reimburse the contractor for parts and services not included in the generator maintenance logs or this document.

1.6 QUALITY CONTROL

The Government shall have the right, at any stage of the operation, to inspect and/or reject any and all work, which, in its opinion, does not meet with the requirements of this contract. Such rejected work shall be corrected to the satisfaction of the Government.

All work shall be in accordance with the latest edition for each of the trade codes, local, state and federal laws.

PART 2 – NOT USED

PART 3 - MISCELLANEOUS REQUIREMENTS

3.1 WORK SEQUENCE

3.1.1 COORDINATION

Only one generator shall be taken off-line at a time for routine service and maintenance.

Two generators must be maintained in operation at all times to sustain the computer room loads. The Contracting Officer’s Representative (COR) shall provide the contractor seven days advance notice when generator maintenance can be performed.

Routine service and maintenance shall take place on Sundays starting at 08:00 a.m.

3.2 DISPOSAL OF REMOVED MATERIALS AND EQUIPMENT

The Contractor shall be responsible for the off-site disposal of all removed materials and equipment except those items specifically designated to be retained by the Government or relocated as herein specified. Dispose of materials in accordance with all applicable Federal, State, and local environmental disposal laws and regulations. The contractor shall recycle materials removed from the site to the greatest extent possible.

3.3 DEBRIS DISPOSAL

All debris resulting from the maintenance work shall be disposed of off-site at the Contractor's expense. Debris shall not be permitted to accumulate unless deposited in containers approved by the COR. The contractor shall insure the work place is clean of

USDA RFP #AG-3144-S-15-0024, Attachment I – SOW Page 7 of 12 debris at the end of each day. Dispose of debris in accordance with all Federal, state, and local regulations.

Burning of Debris: No materials or debris shall be burned on the site.

3.4 GOVERNMENT-FURNISHED MATERIALS

The Government shall not furnish any materials for this project.

3.5 AVAILABILITY OF UTILITY SERVICES

Normal and conservative use of utilities for project work will be made available to the Contractor to complete the work. The Contractor shall make all required connections and restore affected utilities to their original condition at no cost to the Government.

The Government reserves the right to curtail this privilege at any time deemed necessary by the COR.

3.6 REPORT AND SAMPLE SUBMITTALS

• Monthly Maintenance Logs (see samples, Attachment III).

• Service and Maintenance Reports – as performed

• Oil Sample Results - Yearly

• Fuel Sample Results – Semi-Annual

3.7 SAFETY AND FIRE PREVENTION

3.7.1 Safety

The Contractor shall observe all normal rules governing safety and shall comply with all Federal, State, and local laws and regulations, and official requests and directives of the COR. Material Safety Data Sheets for all compounds used shall be provided to the Government prior to those compounds being brought into the facility. The contractor shall obtain a “Hot Work Permit” from the SNCC personnel prior to performing welding, soldering, torch or an open flame. The Hot Work Permit shall be kept at the site where work is being performed for the period granted.

3.8 SECURITY

The contractor shall insure doors and gates are secure at all times when the contractor is not physically at those entrances to prevent intrusion by unauthorized personnel. The contractor and his employees shall be required to sign in with the Security Office at the

USDA RFP #AG-3144-S-15-0024, Attachment I – SOW Page 8 of 12 main entrance. The contractor shall submit a list of names of individuals, in advance that will work on the project to facilitate the above described sign-in procedures.

Contractors who will physically be working at 8930 Ward Parkway, Kansas City, Missouri, and at 4300 Goodfellow, St. Louis, Missouri, will be required to pass a limited back ground investigation prior to starting work.

The contractor shall coordinate with the COR during the installation of the new equipment, opening doorways and the removal of existing doors to ensure building and computer room access control is maintained. The contractor shall insure doors and gates are secure at all times when the contractor is not physically at those entrances to prevent intrusion by unauthorized personnel.

For Kansas City, Missouri, the contractor and his employees/subcontractors shall be required to sign in to the building with the security guard located at the South entrance on a daily basis. Additionally these employees must sign into the Data Center daily when work is being performed in the Data Center. For St. Louis, Missouri, the contractor and his employees/subcontractors shall be required to present a parking pass and photo identification at the guard building to enter the Goodfellow Federal Complex. (With prior notice, a parking pass may be delivered by NITC to the guard building to permit contractor access.) The contractor shall submit a list of names of individuals in advance that will work on the project to facilitate the above described sign- in procedures.

The contractor, at his expense, may provide necessary security for the safeguarding of materials and equipment while on the project site.

3.8.1 SECURITY REQUIREMENTS

After award, but prior to commencing any work on-site at NITC, all contractor employees must obtain satisfactory background investigations in accordance with this section.

The Contractor shall be responsible for ensuring compliance by its employees with all applicable federal regulations, to include those of General Services Administration (GSA), National Institute of Standards and Technology (NIST), USDA and Homeland Security Presidential Directive (HSPD-12). Contractors and their employees are subject to all Federal laws applicable to Government installations and are under the jurisdiction of the Federal Protective Service (FPS), which has responsibility for all law enforcement matters on GSA-owned Federal property. The COR or the NITC Physical Security Office (PSO) will assist the Contractor in processing the required Security Background Investigations/Clearances.

Background Investigation Requirements: [At this time the Government pays for and processes required security investigations/clearances.] Prior to being engaged on any NITC Contract/Task Order, regardless of the Contract’s time frame, the Contractor’s employee must first have completed a favorable FBI

USDA RFP #AG-3144-S-15-0024, Attachment I – SOW Page 9 of 12 fingerprint check, which is accomplished by a SAC (Special Agreement Check) conducted through the Office of Personnel Management (OPM). The SAC, which will be initiated by the NITC using OPM form OFI 86C, must be received by the NITC Security Office – prior to the Contractor’s employee arriving on-site to begin any type of work.

An unfavorable SAC will require that the Contractor remove the employee from any further consideration pertaining to NITC contracts. At a minimum all Contractors that provide on-site support must provide a current résumé and provide the necessary information for the initiation of the SAC. All of this is provided to the NITC PSO, who will fingerprint the individual (Kansas City area only) and process the SAC. (The NITC PSO will supply the forms needed.) If the Contractor’s employee is a foreign national, regardless of current citizenship status, that is anyone not born in the United States, there is a requirement to provide additional information pertaining to the contractor’s citizenship status. The specific information required is annotated on the OPM form 86C.

The Contractor should be aware of any of its employees possibly having had a background investigation through another government agency. The investigation that was conducted, if verifiable by the PSO, could possibly be acceptable by the NITC in lieu of a SAC depending on the circumstances (i.e., time frame, type of investigation completed, agency completing the investigation, etc.)

Fingerprinting Instructions:

Fingerprinting can be accomplished by the PSO at 8930 Ward Parkway, or fingerprinting can be obtained from the local law enforcement agency.

Assuming a prior favorable SAC, for work that exceeds 180 days in length, a full background investigation, processed through the OPM, will be required for all Contractors under this PWS. The background investigation, prior to being submitted to OPM, must be favorably reviewed. PSO will determine what level of background investigation is required, based on the type and sensitivity of the duties and/or systems being accessed by the Contractor. The PSO may change the level of security investigation required that applies to a particular position during the period of performance. Additional fingerprinting is required for the OPM Background Investigation process. Please see the above paragraph for information regarding fingerprinting. As noted above, if a contractor employee has had a background investigation through another government agency, that investigation can be used in lieu of requesting a new one, if it meets the same level required for work under this PWS.

The Contractor must work closely with them PSO to ensure that the following requirements are met.

Immediately upon arrival at the NITC facility:

• The Contractor shall ensure that the Contractor’s employees have already completed a favorable SAC.

• The Contractor must ensure that the employee satisfactorily completes any further security related documentation.

• As noted above, a favorable review of these documents by the PSO must be

USDA RFP #AG-3144-S-15-0024, Attachment I – SOW Page 10 of 12 accomplished prior to the Contractor’s employee being issued a photo ID badge.

• The PSO will provide the Contractor with all necessary documentation.

Removal of employee(s) from the contract:

• If any person is identified as being a potential threat to the health, safety, security, general well being, or operational mission of the NITC and its population.

• Additional items revealed in the background check that may be unacceptable are: conviction of a felony, a crime of violence or serious misdemeanor, a record of arrests for continuing offenses, adverse financial issues, or falsification of security documentation.

• It should be reiterated that an unfavorable SAC will eliminate a contractor’s employee from further consideration on this contract.

• Additionally, if unfavorable information is noted on the security questionnaire or developed during the ongoing or final background investigation, the Government retains the right to have the employee immediately removed from the Contract, at the Government's discretion. Unless otherwise directed by the Contracting Officer, the Contractor shall provide a replacement within five (5) business days.

New hires or substitute personnel are subject to the same security background requirements.

Security Badge Requirements:

In order to gain access to NITC, all contractor employees are required to complete for AD-1197, Request for USDA Identification (ID) Badge. The employee will be given this form upon arrival to NITC. This form requires 2 forms of identification, which the employee will have to provide when reporting for work. One must be a picture ID that also includes name and address. Acceptable forms of identification are:

Types of Identification

1. U.S. Passport (unexpired or expired)

1. Drivers license of ID Card issued by a state or outlying possession of the United States provided it contains a photograph or information such as name, date of birth, gender, height, eye color and

2. Certificate of U.S. Citizenship (Form N-560 or N-561)

2. ID Card issued by federal, state or local government agencies or entities provided it contains a photograph or information such as name, date of birth, gender, height, eye color and address.

3. Certificate of Naturalization (Form N- 550 or N-570)

3. School ID card with a photograph.

4. Unexpired foreign passport with I- 551 stamp or attached Form I-94 indicating unexpired employment authorization

4. Voters Registration Card.

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5. Permanent Resident Card or Alien Registration Receipt Card with photograph (Form I-151 or I-551)

5. U.S. Military card or draft record.

6. Unexpired Temporary Resident Card (Form I-668)

6. Military dependent’s ID card.

7. Unexpired Employment Authorization Card (Form I-668A)

7. U.S. Coast Guard Merchant Mariner Card.

8. Unexpired Reentry Permit (Form I- 327)

8. Native American tribal document.

9. Unexpired Refugee Travel Document (Form I-571)

9. Driver’s License issued by a Canadian government authority.

10. Unexpired Employment Authorization Document issued by DHS [U.S. Department of Homeland Security] that contains a photograph.

For persons under the age of 18 who are unable to present a document listed above:

(Form I-668B)

10. School record or report card.

11. Clinic, doctor or hospital record.

12. Day-care or nursery school record.

The Contractor shall:

• Ensure that each of the Contractor’s employees has been issued either a temporary or permanent badge from the Government. A permanent badge will not be issued until the security questionnaire has been completed and favorably reviewed as noted above and the AD-1197 form has been completed.

• Temporary or visitor badges will be provided for persons who are identified as having an infrequent or temporary legitimate business need for access to the site. As noted above, periods that exceed 180 days will require a permanent badge. The badge authorizes the wearer to enter and leave the secure area (all NITC staff areas within the building). The badge must be worn at all times while in the facility. It must be displayed above the waist. The individual will retain possession of the badge as long as continued admittance to the site is needed.

• Ensure the safekeeping, wearing, and visibility of Government furnished badges.

• Immediately return all badges and permits to the Government when such need ceases to exist.

Facility Security Requirements:

Due to existing NITC facility security policies, it is required that the facility guards be pre-notified of all visitors to the facility. This notification must include the names, dates, times, and nature of the visit. This notification must be provided by the visitor’s point of contact (POC). All visitors must have a NITC POC in order to be admitted to the facility. Any shipment or individual arriving at the NITC facility that does not provide a valid POC will be turned away.

The NITC East lobby is the primary entry point for all NITC visitors. Visitors to the

USDA RFP #AG-3144-S-15-0024, Attachment I – SOW Page 12 of 12 facility will check in with the East lobby guard, sign in and be issued a visitor’s badge. The visitor’s POC will be notified of the visitor’s arrival. The visitor must also be screened through the magnetometer and the visitor’s belongings will be passed through the x-ray machine. The visitor must return all issued visitor’s badges at the end of the day or upon leaving the facility for any reason.

Parking Requirements:

The Contractor shall:

• Ensure that each Contractor employee obtains a parking tag from the

Government Security Staff and that the tag is properly displayed on any vehicle to be parked at the NITC parking facilities.

• Vehicles only intermittently visiting the NITC facility shall park in the visitor parking area.

• All parking at USDA locations, other than the NITC in Kansas City, should be in accordance with applicable rules governing parking at those locations.

3.9 WARRANTY

The contractor shall warranty all materials and labor for a period of 12 months from the signed date indicating satisfactory completion of the work.

3.10 DATA CENTER ENVIRONMENT

The Data Center is a high security environment, with multi-million dollar, mission critical systems that are required to operate 7 days a week, 24 hours a day, and 365 days a year. The contractor shall take all necessary precautions to ensure that this high level of security is maintained and take the necessary steps to ensure that the Control Center Personnel and the COR are aware of what work is being done prior to each shift. The contractor shall not start his work prior to receiving verbal permission from the Control Center or COR.

- END OF STATEMENT OF WORK –